A r c h i v e d  I n f o r m a t i o n

Figure 2: Checklist for Managing Program Quality ITEM YES NO DATE 1. Communications Contact in place for each initiative at each site ___ ___ ______ Communicate regularly with partners (e-mail, letters, phone, Internet, intranet, fax) within the organization with the community-at-large ___ ___ ______ Develop and use communication strategies, procedures, and tools to report progress and results:       employees ___ ___ ______ to community partners (schools, centers, etc.) ___ ___ ______ to the community-at-large ___ ___ ______ to the media (print, radio, TV) ___ ___ ______ Meetings are focused and timely:       agenda ___ ___ ______ objectives ___ ___ ______ minutes ___ ___ ______ ITEM YES NO DATE 2. Scheduling Overall time frame set and kept for:       staff orientation and training ___ ___ ______ activities (development/implementation) ___ ___ ______ products (preparation/distribution) ___ ___ ______ monitoring (activities,staff, outcomes, costs, attendance, media attention) ___ ___ ______ Evaluation scheduled (frequency established) ___ ___ ______ Reporting scheduled (frequency established) ___ ___ ______ ITEM YES NO DATE 3. Budgeting/Managing Resources Staff assigned to manage budget ___ ___ ______ Detailed budget:       by activity ___ ___ ______ staff assigned to each activity ___ ___ ______ time allotted/spent ___ ___ ______ expenses ___ ___ ______ production costs (if product) ___ ___ ______ Routines established to compare budget to actual costs (weekly, monthly, quarterly) ___ ___ ______ Supervised and monitored:       payments ___ ___ ______ overruns ___ ___ ______ budget adjustments/corrective actions ___ ___ ______ Staff assigned to recruit resources:       internally ___ ___ ______ externally ___ ___ ______ Resources:       recruited ___ ___ ______ organized ___ ___ ______ distributed ___ ___ ______ monitored ___ ___ ______ re-allocated ___ ___ ______ ITEM YES NO DATE 4. Monitoring/Evaluation* Ongoing program/activity monitoring ___ ___ ______ Procedures set for monitoring of:       activities/actions ___ ___ ______ outcomes/results ___ ___ ______ products (development, preparation, distribution) ___ ___ ______ Evaluation schedule established ___ ___ ______ Evaluation accomplished ___ ___ ______ Program challenges/barriers addressed ___ ___ ______ Challenges/barriers resolved ___ ___ ______ Results disseminated in a timely manner ___ ___ ______ Monitoring/evaluation used for program improvement ___ ___ ______ * See Figure 6 for in-depth guidance of this program management component.

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