Chapter 7

Launching a LEAD Initiative

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8. Working as a Team

Securing a Project Manager

At some point in developing a LEAD plan, the project’s leaders will begin to discuss which entity will serve as the project management agency for LEAD.

As described in Roles and Responsibilities, in the ideal world the PMThe Project Manager (PM) is responsible for coordinating all aspects of the LEAD initiative and managing its day-to-day … More isn’t employed by any of the partnering organizations; instead, the PM might be employed by an organization that agrees to hold no other role in LEAD. This allows the LEAD project managerThe Project Manager (PM) is responsible for coordinating all aspects of the LEAD initiative and managing its day-to-day … More and the project management agency to to be primarily committed to the project itself, rather than to any individual partner.

However, a wholly independent agency may not be readily available in many places, or there may be a partner agency that is uniquely suited for this purpose. This is why in LEAD sites across the country, LEAD project managersThe Project Manager (PM) is responsible for coordinating all aspects of the LEAD initiative and managing its day-to-day … More may be employed by advocacy organizations, nonprofit service providers, public health agencies, police departments, sheriff’s departments, and universities, among others.

Expectations and duties of a host agency

Wherever agency hosts the project management duties for LEAD, it’s essential to remember that being a LEAD project managerThe Project Manager (PM) is responsible for coordinating all aspects of the LEAD initiative and managing its day-to-day … More is a full-time, highly intensive position; that the host agency must be able to allow the project manager to advance the project as a whole, rather than the interests of the host organization; and that in serving as the host for LEAD project management, the organization is serving as the hub for the initiative as a whole. In addition to employing and supporting the project manager, the host agency may also need to act as the administrative manager for contracted services and as the pass-through agent for grants or other funds that underwrite contracted services.

This does not mean, however, that the host agency is “responsible” for LEAD as a whole, or that it can make decisions independent of the larger partnership. With LEAD, all partners have an equal seat at the table, and the host agency must be equipped and willing to commit to that value. This commitment to collective responsibility and to shifting and sharing power should be reflected in policy documents, in daily management and operations, and in both internal and external communications.

The PCG will be the body that procures project management

The LEAD Policy Coordinating GroupThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More should be at least informally convened prior to selection of a project managerThe Project Manager (PM) is responsible for coordinating all aspects of the LEAD initiative and managing its day-to-day … More, and while the process of confirming an initial project manager may be informal, the MOUA Memorandum of Understanding (MOU), signed by the relevant decision-making authorities, documents the principal agreeme… More (which may be organized by the initial project manager!) should provide that, going forward, the PCGThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More will be the body that procures or changes project management as needed. Since the newly formative PCG may have trouble functioning before there is a project manager to staff it, it may be necessary to borrow a facilitator from one of the partners to serve as interim project manager in the early steps, including selecting the actual project manager.

Characteristics of a good candidate host

Good candidate organizations to host the project management function would have a system reform orientation, have a strong positive relationship with many community advocacy organizations and a demonstrated respect from public safety agencies. Public health-oriented organizations may be strong candidates, but it needs to be clear that this function is distinct from providing direct service – it is focused on organizing a framework in which others provide direct service.

Establishing a subcommittee of the PCG for project management

The MOUA Memorandum of Understanding (MOU), signed by the relevant decision-making authorities, documents the principal agreeme… More establishing the LEAD partnership should provide that a subcommittee of the PCGThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More will write the job description for the project managerThe Project Manager (PM) is responsible for coordinating all aspects of the LEAD initiative and managing its day-to-day … More, serve as the project manager’s sounding board, and be responsible for performance reviews. The project manager must know that they are not jeopardizing their position as employees if they operate in ways that serve the partnership but that aren’t the ideal approach from the point of view of their employer.

If it is not initially possible to lodge project management in an organization independent of other operational and governing stakeholders, care should be taken to establish safeguards to support the independent voice of the project manager. For example, it should be explicit that the PCG oversees the work of the project manager, even if they have an employee-employer relationship with one of the stakeholders.

Formalizing the Policy Coordinating Group

As a site moves from planning to implementation, the group of people who spearhead the effort will likely shift, as well. Many people who were involved during the planning phase may remain engaged, but at this point, it’s time to formalize the Policy Coordinating GroupThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More (PCGThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More), the governing body that will carry LEAD forward into implementation.

A site’s PCG is the primary steward of a LEAD initiative; these are the people responsible for developing strategy, setting policy, tracking performance, and ensuring sustainability. The PCG should include decision-making representatives from the agencies, organizations, and groups that are relevant to LEAD’s purpose in your community. It is essential to include all the relevant stakeholders even if – or perhaps especially if – they are skeptical of the LEAD model or of the intentions of other stakeholders at the table. This group will move at the speed of trust, sometimes more slowly than other partners would like, but when it moves, it should represent a broad agreement in the community. The PCG operates by consensus.

Write a summary of the proposed LEAD initiative

A summary of the proposed LEAD initiative and a summary of the PCGThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More – identifying its purpose, composition, and general obligations – helps ensure that everybody will operate with a shared understanding. This can also serve as the foundation for key messages for communication with multiple audiences.

The project manager's membership status varies

Whether to include the project managerThe Project Manager (PM) is responsible for coordinating all aspects of the LEAD initiative and managing its day-to-day … More as a named member of the PCGThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More can vary with local circumstances. Some sites may prefer that the project manager hold a non-voting role, while others see the project manager as an essential member of the decision-making body. Whatever the local preference, the project manager’s role should be clearly defined and documented.

Regardless of the project manager’s membership status, the project manager is vitally important to the PCG’sThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More efficacy and to the success of the initiative as a whole.

Creating Governing Documents

There are several documents that the PCGThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More should develop to steward their local LEAD initiative. The process of collectively developing a set of foundational documents – which at a minimum should include an MOUA Memorandum of Understanding (MOU), signed by the relevant decision-making authorities, documents the principal agreeme… More, formal policies on eligibility criteria and divertible charges, and an operational protocolThe operational protocol details eligibility criteria, divertible charges, a strategy for prioritization of referrals wh… More for the OWGThe LEAD Operational Work Group (OWG) is composed of line staff, including mid-level supervisors, who carry out the day-… More – is part of LEAD’s transformative intent. Vetting these documents is a good initial exercise for this consortium, and likely will need to be assisted by an interim project managerThe Project Manager (PM) is responsible for coordinating all aspects of the LEAD initiative and managing its day-to-day … More loaned by one of the partners, or by the initial project manager selected by the initial PCG members.

Memorandum of Understanding (MOU)

A Memorandum of UnderstandingA Memorandum of Understanding (MOU), signed by the relevant decision-making authorities, documents the principal agreeme… More (MOU), signed by the relevant decision-making authorities, documents the principal agreements being made by each of the participating entities. Typically, this is a high-level summary description of how each entity will participate in or contribute to LEAD, with an appendix addressing any specific agreements about logistics and operations of the PCGThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More. The MOUA Memorandum of Understanding (MOU), signed by the relevant decision-making authorities, documents the principal agreeme… More should provide that the PCG will operate by consensus of its members, and that each member has a single vote, though it may bring multiple people to meetings. Templates are available from the LEAD Support BureauThe LEAD Support Bureau (LSB) was founded in 2016 to respond to growing interest in LEAD replication across the United S… More.

Operational Protocol

The operational protocol details eligibility criteria, divertible charges, a strategy for prioritization of referrals when volume exceeds capacity, referral policies and methods, agreements on documentation, and operating agreements that detail relevant duties and roles specific to each operational partner. Templates are available from the LEAD Support BureauThe LEAD Support Bureau (LSB) was founded in 2016 to respond to growing interest in LEAD replication across the United S… More.

Sometimes, sites may be tempted to rush the process of developing this protocol, allowing only a short time to produce them and/or assigning one person (typically, the project managerThe Project Manager (PM) is responsible for coordinating all aspects of the LEAD initiative and managing its day-to-day … More) to write them more or less independently. Sometimes, sites may feel that producing a Memo of Understanding signed by the participating entities is sufficient.

But the importance of this formative process cannot be overstated. It is through meaningful and sustained conversations that sites wrestle to develop a new way of understanding and addressing the problems that none of them can solve by themselves. It is common for this process to take many months and be filled with struggles and conflicts, and these struggles should be recognized as a normal and predictable stage of developing any LEAD initiative. Ideally, each partner will vet the protocol with their rank and file staff, identifying operational impediments that the principal author could not have guessed. After launch, the protocol should be revised after a beta testing period, as it almost certainly will not have anticipated all the real-life conditions that turn out to have an impact on the process flow.

Multi-Party Release of Information (ROI)

A Multi-Party Release of InformationThe multi-party release of information (ROI) is the essential precondition for ongoing care coordination among LEAD oper… More (ROIThe multi-party release of information (ROI) is the essential precondition for ongoing care coordination among LEAD oper… More) sets the terms by which partner agencies may share participant information with one another. Using clear and accessible language, the ROI should name all of the agencies authorized to receive information and explain what kind of information will be shared, who will have access to it, and why this is necessary. Along with completing an initial intake, signing an ROI is one of the two elements required for a person to enroll in LEAD. See Working as a Team to learn more.

Bylaws

Some sites elect to develop bylaws for the PCGThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More to document its scope, activities, and practices. Sometimes called operating agreements or charters, such bylaws may detail the PCG’sThe Policy Coordinating Group (PCG) is made up of decision-makers and community representatives who are collectively res… More authority and responsibilities, composition, decision-making methods, and any standing committees (such as budget, planning, communications, or evaluation).

Sometimes, sites may be tempted to rush the process of developing these documents, allowing only a short time to produce them and/or assigning one person (oftentimes, the Project ManagerThe Project Manager (PM) is responsible for coordinating all aspects of the LEAD initiative and managing its day-to-day … More) to write them more or less independently. Sometimes, sites may feel that producing a Memo of Understanding signed by the participating entities is sufficient.