Project Charter Canada s Low-Risk Alcohol Drinking Guidelines PUBLIC HEALTH WORKING GROUP Version 1.0 Prepared by: Ben Rempel, Public Health Ontario Kathy Dermott, Public Health Ontario March Copyright 2007 by Karl E. Wiegers. Permission is granted to use and modify this template.
Table of Contents 1. Project Description... 2 2. Business Objectives and Success Criteria... 2 3. Roles and Responsibilities... 3 4. Vision... 4 5. Project Scope... 4 6. Assumptions and Dependencies... 5 7. Constraints... 5 8. Milestones... 6 9. Business Risks... 7 10. Resources... 7 11. Approvals... 8 12. Revision History... 8 ii
1. Project Description To coordinate action with Ontario public health units and key provincial organizations related to awareness and knowledge exchange strategies to support the adoption and promotion of Canada s Low- Risk Alcohol Drinking Guidelines (LRADG s). Background Canada s Low- Risk Alcohol Drinking Guidelines were supported by all Health Ministers on November 25 th, 2011. The guidelines provide consistent messaging to adult men and women (age 19 and older) to promote informed alcohol choices and responsible alcohol use. The guidelines also provide key messages for specific groups i.e. youth, pregnant women and specific circumstances. Many agencies supported the development of the guidelines including the Canadian Public Health Association, the Centre for Addiction and Mental Health, the Canadian Medical Association, the Canadian Pediatric Society, and MADD Canada. As of January 2012, Canada s LRADG s are embedded within provincial Public Health Accountability Agreements for 2011-13 through an alcohol misuse performance indicator: per cent of population age 19+ that exceeds Canada s LRADG s. Currently there exist complimentary yet separate knowledge exchange and dissemination activities among provincial organizations, therefore creating a need for coordination to increase dissemination reach, uptake and effectiveness. 2. Business Objectives and Success Criteria This is a time-limited working group convened by Health Promotion Implementation Branch, Ministry of Health and Long-Term Care (MOHLTC) and co-chaired with a local Medical Officer of Health (MOH). The objective of the group is to clarify roles and responsibilities, and produce a knowledge exchange and dissemination action plan for implementation in -2014. This work will be achieved over a course of four meetings, scheduled from March 5, to May 31,. 2
3. Roles and Responsibilities Participant Role Responsibilities Director, Health Promotion Implementation Branch, MOHLTC Project sponsor LRADG s Public Health Working Group Co-chairs LRADG s Public Health Working Group members Public Health Ontario Secretariat: Manager, Health Promotion Capacity Building Public Health Ontario Secretariat: Health Promotion Field Support Specialist-Alcohol Policy Undertake networking with other government departments Facilitate discussion and meetings of the LRADG s public health working group to deliver desired outcomes Provide subject matter expertise including knowledge of current and relevant evidence, practicebased experiences, and a rich understanding of LRADG s in the context of Ontario Provide secretariat staff oversight Secretariat support Liaise with PHO secretariat to provide government-related background materials and information related to the goals and objectives of the public health working group. This includes networking across government as well as providing policy interpretation of relevant to the Ontario Public Health Standards and Public Health Accountability Agreements. Review meeting agenda and materials as prepared by PHO secretariat, facilitate meetings and provide regular feedback required to inform working group implementation. Members are expected to provide professional guidance, evidence-informed advice and support, along with lead and/or participate in the implementation of recommendations which originate from the working group. Working group members are responsible for: speaking on behalf of their organizations; providing expertise; reporting back to their organizations; attending all meetings; and accomplishing working group-related deliverables, as required. Provide staff oversight with responsibility to ensure coordination occurs Coordination services which include: arranging meetings, including teleconferencing options preparing and finalizing agenda s with cochairs minute-taking duties distributing agendas, minutes and other relevant documents designing and contributing to relevant documents, as required regularly liaising with members. 3
Participant Role Responsibilities Public Health Ontario Secretariat: MPH Student Secretariat support (for the month of March ) Assist with all coordination services which include: arranging meetings, including teleconferencing options preparing and finalizing agenda s with co-chairs minute-taking duties distributing agendas, minutes and other relevant documents designing and contributing to relevant documents, as required. Content experts 4. Vision Guest, as invited and as needed Provide subject matter expertise as required. To develop a provincially coordinated knowledge exchange strategy and action plan that clarifies roles and responsibilities among public health units and key provincial organizations to ensure coordination at a system level. This includes: beginning an effective dialogue among Ontario public health units and key provincial organizations regarding Canada s LRADG s to create an understanding of the current landscape, response, and priorities; enable public health units and key provincial organizations to work in partnership to ensure Canada s LRADG s information is disseminated in a timely and coordinated manner; and to enable public health units and other relevant partners to deliver local, evidence-based health communication interventions that support Canada s LRADG s through effective, coordinated knowledge exchange opportunities. These actions will help Ontario s Public Health Units promote informed alcohol choices and responsible alcohol use among populations served and enable Public Health Units to meet the alcohol misuse performance indicator embedded in Public Health Accountability Agreements for 2011-. 5. Project Scope Over the course of four meetings, a provincial-level knowledge dissemination action plan will be developed which outlines key steps and timelines for implementation. The scope of this project does not include providing advice to government related to the development of a comprehensive alcohol policy. 4
6. Assumptions and Dependencies Assumptions Half-day initial meeting held on March 5, to bring members together and begin discussions to achieve the working groups objectives. Three subsequent half- day meetings to be held through March, April and May. Other meetings, telephone calls and email exchanges to occur between March and May, as required. Dependencies Health Promotion Division, MOHLTC, to set up a Sharepoint site specific to this public health working group to manage meetings, documents and distribution lists. Members and secretariat provided access to Sharepoint site to keep working group informed of initiatives and new documents. 7. Constraints Dimension Schedule People Cost Constraint (state limits) Rapid ramp up required for project Coordination of co-chair schedules Duration to accomplish tasks between meetings is short MPH student only available until end of March to provide support Travel expenses of co-chair to be covered by MOHLTC Limited number of working group members Driver (state objective) Comprehensive action plan to be tabled by end May,. University of Waterloo student placement timelines. Meal and refreshment expenses covered in compliance with budget, hospitality, meals and travel directives. 5
8. Milestones Event or Deliverable Target Date Responsibility Develop LRADG s Terms January of Reference, proposed member list and project brief Establish LRADG s February Establish LRADG s February Secretariat Organize and host initial meeting March 5, Terms of Reference approved March 5, Project Charter developed March 18, Organize and host second meeting March 26, Project charter reviewed and approved March 26, Organize and host third meeting April XXX, (tbd) Create draft jurisdictional scan and draft action plan April XXX, Review and approve draft jurisdictional scan and draft April XXX, action plan Organize and host fourth meeting May XXX, (tbd) Final action plan reviewed and approved May XXX, (tbd) Conduct an after-action review and debrief to May XXX, evaluate effectiveness of working group and next (tbd) steps Project closed out / working group disbanded June M. Roberts / B. Rempel L. Pisko / J. Bowie M. Roberts / B. Rempel / K. Dermott L. Pisko / H.Lynn / J. Bowie / B. Rempel L.Pisko / H. Lynn M. Roberts / B. Rempel / K. Dermott L. Pisko / H.Lynn / J. Bowie / M. Roberts / B. Rempel L.Pisko / H. Lynn L. Pisko / H.Lynn / J. Bowie / M. Roberts / B. Rempel J. Bowie / M. Roberts / B. Rempel Working Group L. Pisko / H.Lynn / J. Bowie / M. Roberts / B. Rempel Working Group B. Rempel 6
9. Business Risks Risk Probability Impact Mitigation Timing High High Ensuring work is completed between meetings and members respond in a timely way to secretariat requests. Communication with partners Medium High Co-chairs send a letter to all health units and relevant partners notifying them that this work is underway. When action plan is finalized, members to disseminate to all health units. Finances Low Low Few expenses related to working group (e.g. minimal travel expenses; minimal food expenses) In-kind support required from working group members and co-chairs. 10. Resources Resource Health Promotion Implementation Branch, MOHLTC Public Health Ontario LRADG s public health working group Description and Source Financial and human Funder and project staff. Human, facilities, financial, secretariat support, meeting space, refreshments. Human, information, time. 7
11. Approvals Approval Decision: Approved, development of detailed project plan is authorized Approved, project execution is authorized Approved, but project is on hold until future notice Revise charter and resubmit for approval Charter and project proposal are rejected Role or Title Manager, Health Promotion Capacity Building, Public Health Ontario Director, Health Promotion Implementation Branch Medical Officer of Health Name and Date Signature Melody Roberts March 15. Laura Pisko Dr. Hazel Lynn 12. Revision History Name Date Reason For Changes Version 8