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Implementation Stages
Planning Tool
©2020 NIRN
©2020 NIRN2
Implementation Stages
Planning Tool Instructions
Whether using something new, scaling an established program or practice or supporting an initiative
comprised of multiple programs and practices, successful implementation takes intentional planning and
time. Implementation is not an event but a process involving multiple decisions and actions. Change at the
site, local, community or state level resulting in improved outcomes does not occur all at once. Although
implementation can take longer than we hope or anticipate, its process and trajectory can be predicted and
shaped using a stage-based approach.
Implementation happens in four discernible stages:
EXPLORATION
Exploration involves an assessment of assets and needs of the focus population, t of the program or practice
with those needs and assets and feasibility of implementation.
INSTALLATION
Installation involves building the infrastructure necessary to implement the program or practice, which includes
building practitioner and organizational capacity.
INITIAL IMPLEMENTATION
Initial implementation includes the initial eorts of sta to use the program or practice, with attention to using
data for continuous improvement.
FULL IMPLEMENTATION
Full implementation occurs as sta use the program or practice successfully, and population-level outcomes are
achieved.
Suggested Citation:
National Implementation Research Network (2020). Implementation Stages Planning Tool. Chapel Hill, NC: National Implementation Research Net-
work, FPG Child Development Institute, University of North Carolina at Chapel Hill.
is document is based on the following:
National Center for Early Childhood Development, Teaching, and Learning (2019). Early Childhood Specialists Active Implementation Toolkit. Devel-
oped with funds from Grant #90HC0012 for the U.S. Department of Health and Human Services, Administration for Children and Families, Oce
of Head Start and the Oce of Child Care by the National Center for Early Childhood Development, Teaching and Learning.
National Implementation Research Network (2013). Stages of Implementation Analysis: Where are we now? Chapel Hill, NC: National Implementation
Research Network, FPG Child Development Institute, University of North Carolina at Chapel Hill.
Copyright 2020 National Implementation Research Network at the University of North Carolina at Chapel Hill
is content is licensed under Creative Commons license CC BY-NC-ND, Attribution- Noncommercial-NoDerivs. You are free to share, copy,
distribute and transmit the work under the following conditions: Attribution — You must attribute the work in the manner specied by the author or
licensor (but not in any way that suggests that they endorse you or your use of the work); Noncommercial — You may not use this work for commer-
cial purposes; No Derivative Works — You may not alter, transform, or build upon this work. Any of the above conditions can be waived if you get
permission from the copyright holder.
3©2020 NIRN
Implementation Stages Planning Tool
As an implementation team or as an individual:
1. Identify the program or practice’s implementation stage to be assessed.
2. Use the ow chart to determine the stage of implementation.
3. Go to the identied stage’s activities and expected outcomes.
4. For each activity within that stage, check whether the activity is: In Continuous Improvement, In
Progress, or Not Yet Initiated.
5. For each stage, check the outcomes accomplished.
6. Use the notes box to capture reections, needed actions, etc.
7. Review previous and future stage activities and expected outcomes to identify improvements needed or
planning needs.
8. Use the assessment results to build implementation plans, dene a scope of work for an
implementation team, and communicate progress with sta and stakeholders.
HOW TO USE
WHEN TO USE
e Implementation Stages Planning Tool can be used at any point in the implementation process. For
example, the tool can be used when considering adopting or initiating a new program or practice to guide
the selection process and, if needed, the implementation work. It can also be used during the implementation
process to identify next steps or, should implementation falter, evaluate potentially missed activities. e
tool will help your team and organization ensure implementation activities match the current stage of
implementation and support moving into subsequent stages of implementation.
It is important to note that implementation stages do not always end as the next begins; stages often overlap,
and activities can cross stages. ere also may be instances in which an organization is in dierent stages
at the same time for dierent programs/practices. In addition, activities necessary for sustainability are
embedded within each stage.
Identifying the current stage of implementation for a program, practice or initiative can help sta and
stakeholders to better understand progress, ensure the use of appropriate implementation strategies for that
stage, plan for data collection and usage, and communicate current implementation eorts.
e Implementation Stages Planning Tool supports identication of the current stage and implementation
planning and improvement by providing
• a ow chart to determine the current stage of implementation,
• a list of appropriate stage-based activities, and
• an outline of expected stage-based outcomes.
©2020 NIRN4
Follow the Implementation Stages Flowchart to determine what stage of implementation a
program or practice is in currently by following the arrows and answering simple yes or no
questions.
IMPLEMENTATION STAGES FLOWCHART
Start here.
Has the organization selected a
practice to implement?
Is the organization considering
implementing a new practice?
Have sta (e.g., education sta )
already started implementing
the new program or practice?
Are the majority of sta
implementing the new program
or practice with delity?
e organization
is in
INITIAL
IMPLEMENTATION
e organization
is in
INSTALLATION
e organization
is in
EXPLORATION
e organization
is in
FULL
IMPLEMENTATION
Yes
Yes
Yes
Yes
No
No
5©2020 NIRN
Implementation Stages Planning Tool
IMPLEMENTATION STAGES CHECKLIST
E1. Grow relationships with stakeholders with a variety of diverse perspectives and
inclusive of voices not traditionally prioritized.
E2. Develop an Implementation Team representative of the sta, organization and
community that are the participants in and recipients of needed changes.
E3. Cultivate Sponsors/Champions that have the authority and cultural capital to
promote change.
E4. Assess and create readiness for team, sta, and organization.
E5. Identify changes needed, existing assets, and potential root causes.
E6. Scan or assess what is currently in place to address the change needed (Initiative
Inventory).
E7. Identify and learn about other potential practices or programs to address the
change needed.
E8. Assess t and feasibility of options to address the change needed. Consider need,
t, evidence, usability, capacity, and supports (Hexagon Tool).
E9. Using t and feasibility assessment results, identify the option to implement, or
choose to reassess need and potential options, or choose not to proceed.
EXPLORATION STAGE ACTIVITIES
Assess your team’s progress within important stage-based activities for your current
stage of implementation. Once you have done so, review progress within previous
or subsequent stages to identify improvements and/or planning needs. Tools and
resources are linked within the dierent stage-based activities. Additional resources
can be found at https://nirn.fpg.unc.edu/ai-hub.
E10. Develop communication processes and messages.
E11. Determine what actions will be needed to optimize readiness and develop sta
capacity, as well as organization and systems changes needed for the identied
option.
Notes:
In Continuous
Improvement
In Progress
Not Yet Initiated
(Choose one)
©2020 NIRN6
Demonstrated need for program/practice (i.e., deemed an appropriate change to support
identied needs and assets)
Assessment of t and feasibility of implementing the program/practice
Formation of a representative implementation team to guide the work
Skipping Exploration can be costly.
Take time to attend to Exploration activities.
(Romney, Israel, & Zlatevski, 2014).
EXPLORATION STAGE OUTCOMES
Assess your team’s progress by checking the outcomes accomplished for your current stage of implementation.
Once you have done so, review progress within previous or subsequent stages to identify improvements and/
or planning needs.
Important Note About Exploration!
Demonstrated acceptability and buy-in from leaders, sta, and community partners (e.g.,
individuals, families, community members)
Program/practice selected
Notes:
7©2020 NIRN
Implementation Stages Planning Tool
I1. Ensure the practice/program is clearly dened.
I2. Revisit implementation team membership to ensure needed perspectives.
I3. Ensure the implementation team has the appropriate knowledge, skills,
functions and authority to support infrastructure development and
improvement of the program/practice.
I4. Convene implementation team regularly to use data (e.g., delity, program/
process, outcome) to critically examine and improve implementation.
I5. Develop plan for implementation:
• Develop selection protocols for practitioners.
• Develop T
raining/Professional Learning Plans.
• Develop coaching plans.
• Develop data systems (what data, how data will be collected, used, and shared).
• Develop decision making criteria for success and scaling.
I6. Secure and develop infrastructure resources and supports needed for the
program/ practice.
INSTALLATION STAGE ACTIVITIES
WHAT IS THE MARKER OF BEING IN INSTALLATION?
A site is in installation once they have made a decision to move forward with a
selected program or practice.
Notes:
I7. Select practitioners.
I8. Provide initial training for practitioners.
I9. Review and rene needed policies and procedures.
I10. Develop and use feedback loops between practitioners, leadership,
community partners, and stakeholders to ensure eective communication.
In Continuous
Improvement
In Progress
Not Yet Initiated
(Choose one)
©2020 NIRN8
Implementation team is functioning well
Majority of practitioners are trained in the program/practice
Infrastructure is in place to support coaching to eectively develop competencies required to use
the program/practice
Fidelity measure and criteria are established for the program/practice
INSTALLATION STAGE OUTCOMES
Infrastructure is in place to collect, analyze, and use data (i.e., delity, program/process,
outcome) to continuously improve use of the program or practice
Sta have access to data infrastructure and are equipped to use it
Policies and procedures to support use of the program/practice are in place and understood by
practitioners, leaders, community partners, and stakeholders
Planning to ensure needed resources and supports are available helps
avoid frustration and false starts.
Important Note About Installation!
Bi-directional communication is taking place among stakeholders including community
partners, individuals and families, practitioners, supervisors and leaders
Notes:
9©2020 NIRN
Implementation Stages Planning Tool
II1. Convene implementation team regularly to use data (e.g., outcome, delity,
process) to critically examine and improve implementation.
II2. Practitioners begin delivery/use of program/practice.
INITIAL IMPLEMENTATION STAGE ACTIVITIES
WHAT IS THE MARKER OF BEING IN INITIAL IMPLEMENTATION?
A site is in initial implementation when implementers begin to deliver/use the
program/practice.
II3. Implement Coaching Supports.
II4. Continue Training/Professional Learning as needed.
II5. Gather data and feedback through multiple sources including sta,
practitioners, recipients, families, and stakeholders to monitor progress.
II6. Use a process to develop improvement strategies through analysis of data and
feedback.
II7. Rene implementation infrastructure (i.e., training, coaching, data systems,
leadership supports and resources) based on data and feedback.
II8. Use feedback loops with leadership, practitioners, sta, recipients, and
stakeholders to communicate about progress, improvement strategies and
success.
II9. Use decision making criteria for expanding use of the practice/program.
Notes:
In Continuous
Improvement
In Progress
Not Yet Initiated
(Choose one)
©2020 NIRN10
Quality of implementation is improving across practitioners, however, variability in quality
exists
Evidence for feasibility of implementation, such as
1. increase in use of the program/practice with delity;
2. increase in sta condence and skill in using the program/practice;
3. increase in coaches’/supervisors’ condence in supporting sta; and
4. meaningful engagement of recipients and families in the program/practice
Majority of practitioners are using the program/practice
Practitioners are beginning to achieve delity in their use of the program/practice
INITIAL IMPLEMENTATION STAGE OUTCOMES
Data are used regularly to inform decision-making and improve implementation of the
program/practice
Initial Implementation is like the rst pancake off the griddle.
It is not perfect, because the griddle (infrastructure) is being ne-tuned
to be at the right temperature through use of trial and learning.
Important Note About Initial Implementation!
Notes:
11©2020 NIRN
Implementation Stages Planning Tool
F1. Convene implementation team regularly to use data (e.g., delity, program/
process, outcome) to critically examine and improve implementation.
F2. Monitor and improve implementation supports and resources as needed to
sustain implementation.
FULL IMPLEMENTATION STAGE ACTIVITIES
WHAT IS THE MARKER OF BEING IN FULL IMPLEMENTATION?
At least 50% or more of intended practitioners are using the program/practice with
delity and outcomes are being achieved.
In Continuous
Improvement
In Progress
Not Yet Initiated
(Choose one)
F3. Continue to collect and use data for improvement (e.g., delity, program/
process, outcome).
F4. Continue the training and coaching supports to maintain skillful use of the
program or practice.
F5. Continue to use feedback loops with leadership, practitioners, sta, recipients
and stakeholders to communicate about progress, improvement strategies and
success.
F6. Evaluate for expected outcomes.
Notes:
©2020 NIRN12
Sustained use of the program/practice with all practitioners delivering with delity and ease
Evidence that identied outcomes are improving through use of the program/practice
FULL IMPLEMENTATION STAGE OUTCOMES
Data are used regularly to inform decision-making and improve implementation of the
program/practice
Keep going!
To ensure sustainability of outcomes, data collection (including deli-
ty), supports for implementers, and continuous improvement cycles are
ongoing.
Important Note About Full Implementation!
Notes:
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