RFGP 6118 Final tlh Attachment D.docx

ATTACHMENT D – PROPOSED WORK PLAN

Proposers may add as many rows to the Work Plan Tables as needed. The term should reflect the 18-month period, January 2026 through June 30, 2027. This is a required document that needs to be provided by OHA/E&I, updated on an ongoing basis, and re-submitted during site visits and at the end of the grant term. No disbursements will be provided until there is budget approval by both Fiscal Sponsor and OHA.

Goal Area #1: Create core operational documents including a detailed work plan, budget, and budget narrative related to all tasks referenced in this statement of work. It is critical that these documents thoroughly describe and reflect the ways that the Grantee invests time and resources in capacity building and partnership with the end goal of effecting future policy, system and environment (PSE) changes among Oregon’s most underrepresented Communities of Color.

Activities How are you going to accomplish the objective?

When will the activity be completed?

Documentation What documents will be provided for activity (agenda, participant list, minutes, etc.)

Evaluation How are you going to measure the outcomes?

Status of Activities What step in the process is the activity at (start, pending, completed, etc.)

1.a. Grantee will develop a detailed work plan outlining how work will be accomplished using this template. This work plan is to function as an operating document.

1.b. Grantee will finalize the budget and budget narrative with OHA Equity and Inclusion Division using the templates provided by OHA Equity and Inclusion Division.

Goal Area #2: Grantee will build coalition structure and governance. This should especially focus on outreach and engagement to Communities of Color for recruitment to the decision-making body of the coalition. Additionally, facilitate Cross-Sector involvement, convene partners including but not limited to community based organizations, Tribes, state and local public health partners, CCOs, other health systems, etc. Through this activity, Grantee will develop and foster relationships across organizational jurisdictions that are representative of the Grantee’s region and that enable future efforts to effectively address Social Determinants of Health

Activities How are you going to accomplish the objective?

When will the activity be completed?

Documentation What documents will be provided for activity (agenda, participant list, minutes, etc.)

Evaluation How are you going to measure the outcomes?

Status of Activities

2.a. Establish partner agreements with Cross-Sector partners that describe role of the individual(s) who will participate in the coalition, and anticipated resources (time, funds, expertise, etc.) to be contributed by that partner. This should especially focus on outreach and engagement to Communities of Color for recruitment to the decision-making body of the coalition.

2.b. Convene partners ten times per year at minimum. Document purpose and outcome of meetings (i.e. meeting minutes), and who is in attendance. Provide documentation to OHA Equity and Inclusion Division.

2.c. Develop a charter outlining coalition governance structure which assures equity in leadership, membership and decision-making processes to ensure that populations experiencing inequities in health outcomes are equitably engaged in the coalition.

Grantee will develop a charter which will include the following elements: RHEC vision and mission; define roles and expectations around general coalition membership, subcommittees (if applicable), and leadership or steering committee roles and expectations; and decision-making processes. OHA Equity and Inclusion Division can provide example charters if needed

2.d. Grantee will develop a charter outlining coalition governance structure which assures equity in leadership, membership and decision-making processes to ensure that populations experiencing inequities in health outcomes are equitably engaged in the coalition.

Grantee will develop a charter which will include the following elements: RHEC vision and mission; define roles and expectations around general coalition membership, subcommittees (if applicable), and leadership or steering committee roles and expectations; and decision-making processes. OEI can provide example charters if needed.

(2e) Conduct a community needs assessment. Through this activity the Grantee will work with coalition members to collect: 1) existing data from within their region on health disparities; and 2) collect information from people in your region on most pressing issues that should be prioritized. Compile existing local data related to the Social Determinants of Health and health inequities into a brief report.

(2g) Write a regional strategic plan based on information collected in the community needs assessment. The plan will describe findings from the community needs assessment and selected priority policy(ies) on which the coalition will focus, and the systems and environmental changes required to improve Health Equity and address the Social Determinants of Health. Additionally, the regional plan will describe the political and individual support and the feasibility of addressing Health Equity through policy changes. A written three-to-five-year regional Health Equity plan that includes policy, system and environmental change objectives, one-year objectives, and mid-term objectives. By the end of year 1, the Grantee is expected to have a final plan for improving Health Equity in the region that demonstrates clear goals, objectives and strategies, evaluation methods, and identifies who will lead each objective. Strategies must include engagement in policy development and implementation, including ongoing capacity building to increase the ability of the coalition and its membership to participate on state-level boards, advisory councils, committees, and task forces.

Goal Area #3: Build and strengthen internal organizational capacity for the future.

Activities How are you going to accomplish the objective?

When will the activity be completed?

Documentation What documents will be provided for activity (agenda, participant list, minutes, etc.)

Evaluation How are you going to measure the outcomes?

Status of Activities

3.a. Provide project management support, including monitoring progress toward goals and connecting partners to discuss opportunities, challenges, gaps, and overlaps.

3.b. Identify gaps in coalition capacity and cultural competency and look for opportunities to build and grow relevant skill sets through training opportunities and information sharing.

3.c. Grantee ensures that there is fiscal investment and participation in equity trainings. Based on Grantees capacity needs, equity-related trainings will be identified, funding allocated for, and training participated in to support continuous equity expertise development of their region.

3.d. Grantee will develop and provide at least one training on a specific topic related to equity, cultural competency, implicit bias, health systems, policy and system change, Social Determinants of Health, coalition building (or other related topics) during the grant agreement term via webinar. Grantee will also work with OHA Equity and Inclusion Division to coordinate proposed trainings.

Goal Area #4: Conduct a community needs assessment. Through this activity the Grantee will work with coalition members to collect: 1) existing data from within their region on health disparities; and 2) collect information from people in your region on most pressing issues that should be prioritized.

Activities How are you going to accomplish the objective?

When will the activity be completed?

Documentation What documents will be provided for activity (agenda, participant list, minutes, etc.)

Evaluation How are you going to measure the outcomes?

Status of Activities

4.a. Compile existing local data related to the Social Determinants of Health and health inequities into a brief report.

4.b. Documentation of at least two qualitative assessment activities such as focus groups, key informant interviews, or town hall meetings where highlights from the data compiled in deliverable 4a is shared, and people are asked what Health Equity issues are most important in their community and should be prioritized. At least one of these activities should include the participation of at least one policy decision maker relevant to the issue the coalition is impacting.

Goal Area #5: Write a regional strategic plan based on information collected in the community needs assessment (i.e. Task 4). The plan will describe findings from the needs assessment and selected priority policy(ies) on which the coalition will focus, and the systems and environmental changes required to improve Health Equity and address the Social Determinants of Health. Additionally, the regional plan will describe the political and individual support and the feasibility of addressing Health Equity through policy changes.

Activities How are you going to accomplish the objective?

When will the activity be completed?

Documentation What documents will be provided for activity (agenda, participant list, minutes, etc.)

Evaluation How are you going to measure the outcomes?

Status of Activities What step in the process is the activity at (start, pending, completed, etc.)

5.a. A written three to five-year regional Health Equity plan that includes policy, system and environmental change objectives, one year objectives, and mid-term objectives. By the end of year 1, the Grantee is expected to have a final plan for improving Health Equity in the region that demonstrates clear goals, objectives and strategies, evaluation methods, and identifies who will lead each objective. Strategies must include engagement in policy development and implementation, including ongoing capacity building to increase the ability of the coalition and its member to participate on state-level boards, advisory councils, committees and task forces.

Goal Area #6: Participation in meetings and reporting requirements.

Activities How are you going to accomplish the objective?

When will the activity be completed?

Documentation What documents will be provided for activity (agenda, participant list, minutes, etc.)

Evaluation How are you going to measure the outcomes?

Status of Activities What step in the process is the activity at (start, pending, completed, etc.)

6.a. Conference Calls. Participate in monthly conference calls with OHA.

6.b. All-RHEC Meetings. Attend monthly all-RHEC meetings with OHA for the purpose of relationship building, collaboration, coordination, and cross-learning. OHA will coordinate these meetings. Participate in monthly virtual meetings and include activities within the work plan that reflect this. If RHEC Staff are unable to attend it is expected they will ensure a representative from the RHEC is in attendance.

6.c. Decision-Making Body Meetings. Coordinate meetings between OHA and decision-making body. RHEC decision making body must participate in virtual meetings with OHA at least once annually.

6.d. Status Updates. Provide status updates via work plans tri-annually. Submit work plans to OHA three times per year, completing the “status of activities” column to provide updates on each activity. If activities are not met by the specified timeline, OHA shall be notified to explain why and how a comparable activity will be accomplished instead. This activity should be included within the work plan.

Failure to complete deliverables or be responsive reporting may result in being placed on a corrective action plan.

6.e. OHA Evaluation. Participate in OHA evaluation activities including an annual site visit, ongoing data collection, and yearly data submission. Throughout the year, collect programmatic data using the data collection tool/spreadsheet provided by OHA. At the end of the year, enter this data into the RHEC Data Update Form using Alchemer, OHA’s designated online survey platform. Submit the completed form to OHA once annually. Additionally, attend one site visit per year, with participation expected from core RHEC Staff and members of the decision-making body. OHA may request participation in other evaluation activities as needed. These responsibilities should be reflected in the work plan.

Due Date: Collect data throughout the year, enter data once annually through the data collection form by June 1, 2026. Site visit to be scheduled during the last quarter of the grant term.

6.f. Semi-Annual Report. Throughout the year, collect programmatic data using the data collection tool/spreadsheet provided by OHA. At the mid-year point in December, enter this data into the Semi-Annual Report Form using Alchemer, OHA’s designated online survey platform. Submit the completed form to OHA once annually. The report will include: information related to number of coalition partners, initiative adaptations and scaling, policy change impact, and environment change in communities. Data collection must be conducted on an ongoing basis throughout the term of this Agreement to ensure accurate and up-to-date reporting. Some data provided to OHA will be posted on the Equity and Inclusion Division website for public transparency.

Link to Semi-Annual Report

December 31, 2026

6.g. Expenditure Reports: RHEC will work with Fiscal Sponsor (as agreed upon in the MOU) to provide OHA and RHEC with accurate Expenditure Reports four times annually. Failure to provide timely and accurate expenditure reports may result in being placed on a corrective action plan. This activity should be included within the work plan.

6.h: Gathering Plan Committee. Participate in a RHEC Gathering Plan Committee to hold gatherings at a frequency decided by the committee. For each gathering, the RHEC Gathering Planning Committee will:

· Establish the purpose of the gathering.

· Develop a gathering agenda.

Provide ideas and recommendations on training topics, trainers and gathering activities.

6.i. RHEC Spring Gathering. Have at least two RHEC members participate in the annual RHEC Spring Gathering. Grant funds must be allocated in the budget to support this activity (i.e. travel, lodging, and per diem).

6.j. Annual Report. RHEC will provide an annual report due by June 30 of each year of the term of the Agreement, using the Annual Report Outline to OHA with the following elements:

· Executive summary

· Introduction

· Summary of Activities (e.g. meaningful community engagement, organizational capacity building, social norm and environment change, system and policy changes, etc.).

· Achievements

· Policy & System Change Recommendations

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