Specifications include, but are not limited to: 2.1 Initial Evaluation: Provide a written summary of the Initial Evaluation. The summary should include the methodology used in the evaluation, potential barriers to implementation model change, and the support needed for a successful implementation model change. The Initial Evaluation will include, but not be limited to, the following: Meet with the DOC Commissioner and/or the Chief of Staff and other relevant DOC staff to review MRRA policy requirements, concerns, stakeholder assets and needs, desired outcomes, and expectations. The DOC anticipates these meetings lasting between 3 -5 hours, however the cadence and duration of meetings will be agreed upon mutually between the vendor and the DOC; Evaluate existing DOC policies and practices to determine the steps needed for large scale program changes involving numerous internal and external stakeholders. Existing DOC policies can be found here: Policy Manual / Department of Corrections (mn.gov); Evaluate current DOC organizational structure including internal and external partners for effectiveness of partnerships; and Meet with current DOC Project Management Staff to review current implementation strategies. 2.2 Prepare a standardized, repeatable implementation model (“DOC Implementation Model”) that can be applied to future process changes at DOC. The Model should provide templates, checklists, questionnaires, process steps, etc., for carrying out the model and which identifies: Strategies for prioritizing tasks to meet the requirements of policy and law; Defining project tasks with timeframes for completion; Clarifying program activities and expected outcomes and impact; Reporting mechanisms/framework; Steps and skills for policy development to ensure statutory established initiatives; Capacity building activities, including skill enhancement and staff engagement and training; Identify potential risks and risk mitigation; Stakeholder collaboration and standards to ensure resource commitment in planning implementation; and Assist in development of internal and external communications materials. 2.3 Aid agency leaders in execution of the created “DOC Implementation Model” on the MRRA policy, which includes: Implementation of stakeholder engagement that fosters effective and productive group communication that results in buy-in, and avoids conflict; Development of staff expertise in Implementation Model, policy, and workflow through, in-person and virtual, train the trainer model; Monitoring and advising on communication strategies both internal and external; Developing a reporting system to advise on progress of MRRA policy implementation to the Commissioner of Corrections and agency leadership; Advising on solutions and resources for capacity management; Alignment of the proposed changes with the DOC technological capabilities to ensure functionality of the transformed business model, Monitor prioritization of project tasks while ensuring compliance with applicable State policies and laws; and Coordination and facilitation of meetings, evaluating and reporting on achieved timelines and goals. 2.4 Knowledge Transfer and Training of DOC in the management and maintenance of the model: Through tracking, reporting, and monitoring, ensure that agency and partner planning and implementation teams have the skills, materials, and processes to plan and implement additional statutorily established initiatives. Provide additional guidance, training, and resources as necessary; Train DOC leadership staff in effective models for performance management of large-scale program and change programs involving numerous internal and external stakeholders. Training methods may include in-person, online, recorded webinars, consultation, demonstrations and/or offering resources; Provide a framework for periodic revisions based on evaluation of application, best practices, standards, errors in practice, and initial outcomes. This framework should include how to approach review and revision, including what frequency is appropriate and reasonable and what factors need to be considered. 2.5 Provide on-going consulting services related to future initiatives that leverage the implementation model.
