Implementation Process

Implementation Step 2: Recruit Appropriate Participants for the Program

General Description

A critical early step in the implementation process is to engage all the stakeholders that may be encompassed within the scope of the planned program. The stakeholders may be from outside agencies (e.g., state patrol, county governments, or citizen groups). One criterion for participation is if the agency or individual will help assure a comprehensive view of the problem and potential strategies for its resolution. If there is an existing structure (e.g., a State Safety Management System Committee) of stakeholders for conducting strategic planning, it is important to relate to this, and build on it, for addressing the detailed considerations of the particular emphasis area.

There may be some situations within the emphasis area for which no other stakeholders may be involved other than the lead agency and the road users. However, in most cases, careful consideration of the issues will reveal a number of potential stakeholders to possibly be involved. Furthermore, it is usually the case that a potential program will proceed better in the organizational and institutional setting if a high-level "champion" is found in the lead agency to support the effort and act as a key liaison with other stakeholders.

Stakeholders should already have been identified in the previous step, at least at a level to allow decision-makers to know whose cooperation is needed, and what their potential level of involvement might be. During this step, the lead agency should contact the key individuals in each of the external agencies to elicit their participation and cooperation. This will require identifying the right office or organizational unit, and the appropriate person(s) in each case. It will include providing them with a brief overview document, and outlining for them the type of involvement envisioned. This may typically involve developing inter-agency agreements. The participation and cooperation of each agency should be secured to assure program success.

Lists of appropriate candidates for the stakeholder groups are recorded in Appendix K. In addition, reference may be made to the NHTSA document at http://www.nhtsa.dot.gov/safecommunities/SAFE%20COMM%20Html/index.html, which provides guidance on building coalitions.

Specific Elements

  1. Identify internal "champions" for the program
  2. Identify the suitable contact in each of the agencies or private organizations who are appropriate to participate in the program
  3. Develop a brief document which helps sell the program, and the contact’s role in it, by:

    3.1.  

    Defining the problem

    3.2.  

    Outlining possible solutions

    3.3.  

    Aligning the agency or group mission by resolving the problem

    3.4.  

    Emphasizing the importance the agency has to the success of the effort

    3.5.  

    Outlining the organizational framework for the working group and other stakeholders cooperating on this effort

    3.6.  

    Outlining the rest of the process in which agency staff or group members are being asked to participate

    3.7.  

    Outlining the nature of commitments desired from the agency or group for the program

    3.8.  

    Establishing program management responsibilities, including communications protocols, agency roles and responsibilities

    3.9.  

    Listing the purpose for an initial meeting
  4. Meet with the appropriate representative

    4.1.  

    Identify the key individual(s) in the agency or group whose approval is needed to get the desired cooperation

    4.2.  

    Clarify any questions or concepts

    4.3.  

    Outline the next steps to get the agency or group on-board and participating
  5. Establish an organizational framework for the group

    5.1.  

    Roles

    5.2.  

    Responsibilities