Developing a dosage probation logic model is essential in preparing for implementation. The logic model is your jurisdiction’s blueprint or roadmap for implementing dosage probation and reflects the areas for advancement identified by your Dosage Probation Policy Team and Dosage Probation Workgroup. It illustrates current resources and activities supportive of implementation, the immediate changes expected from the activities, and desired long-term impacts. In other words, the logic model establishes a shared understanding of the plans for change, drives how changes will be put in place, serves as a tool to assess progress, and ensures the expected results are achieved.
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Have a look at the logic models developed by two dosage probation pilot sites: Washington County, Minnesota, and Dodge-Olmsted Counties, Minnesota. While the logic models reflect the individualities of the different counties, they both include the essential components of a logic model and share a vision for implementing dosage probation. Your jurisdiction’s logic model should do the same.
The workgroup and policy team will work together to develop the logic model. The workgroup should expect to develop the logic model, and the policy team should expect to provide input. In fact, both the workgroup and policy team have already started the logic modeling process by completing the “What Does Success Look Like?” activity during the kickoff meetings (more on that below).
The policy team and workgroup chairpersons should formally begin the logic modeling process with their team and group members after completing their kickoff discussions. From start to finish, the process typically takes 4–6 months—approximately 3–4 months for the workgroup to develop the logic model and 1–2 months to “finalize” it, assuming both the workgroup and policy team meet monthly. The workgroup will then establish subcommittees responsible for developing and carrying out action plans based on the logic model during the following two implementation phases.
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Don’t expect to finish your logic model by the end of this (preparation) phase of implementation. Instead, strive to draft a near-complete version that addresses each logic model component and accurately reflects your jurisdiction’s vision for change. Many workgroups wait until the next implementation phase to collect baseline data and insert specific numbers or percentages into the logic model. In addition, your logic model will continue to evolve, and the workgroup and policy team should work together to refine it throughout implementation.
This section guides the collaborative development of a dosage probation logic model for your jurisdiction, action planning, and preparation for the next steps. The chairpersons of the Dosage Probation Policy Team and Dosage Probation Workgroup are encouraged to familiarize themselves with all the information in this section to ensure a comprehensive understanding of the logic modeling process and effective collaboration.
TO DO
• Complete logic modeling with the policy team
• Complete logic modeling and action planning with the workgroup
• Get ready for the workgroup’s next steps
Complete Logic Modeling with the Policy Team
The Dosage Probation Policy Team chairperson(s) will lead their team members’ logic modeling efforts. As the chairperson, you can anticipate completing the following tasks:
• Plan and facilitate a policy team meeting to develop initial input on the logic model
• Share the policy team’s initial input with the Dosage Probation Workgroup chairperson(s)
• Ensure the policy team has the opportunity to provide feedback on the near-complete logic model developed by the workgroup
IMPORTANT
As the implementation process is already underway, now is the best time to consider how you will ensure effective collaboration with the Dosage Probation Workgroup. All chairpersons should agree on how they will work together to share information regularly and consistently, coordinate and prepare for collective activities and discussions, and proactively address or resolve concerns or challenges. In some cases, the chief of probation, who has an interest in implementation as both a probation leader and a policy team member, coordinates and oversees these efforts. In other cases, the chairpersons prefer direct communication and oversight through regular check-ins.
Prepare and Facilitate the Policy Team Meeting
You may start preparing by reviewing the Dosage Probation Policy Team Logic Modeling Agenda Template (.doc). It includes the recommended meeting goals, topics, and discussion points to be covered and the time frames for each, totaling 90 minutes. You must customize the [bracketed] information and may make further adjustments to meet the needs of your policy team. For example, you may wait to introduce the vision, mission, and values at the next meeting or extend the meeting time to allow for more discussion.
You may also review the Introduction to Logic Modeling for the Dosage Probation Policy Team Presentation Template (.ppt). The presentation examines the importance of a logic model, defines its components, and includes a brainstorming activity on desired impacts of dosage probation and the contextual conditions that can affect implementation. This activity will provide the workgroup with the policy team’s initial input on the logic model. The presentation contains suggested talking points and approaches to discussions and activities. You must customize the slides with [bracketed] information and may make further adjustments to meet the needs of your policy team. The modifications you make to the presentation may require changes to the agenda and vice versa.
Following the meeting, share the policy team’s brainstorming results with the workgroup’s chairperson(s) to incorporate into the logic model.
Plan for Next Steps
Once input has been provided on the logic model, you can guide the policy team through its next core activity of developing dosage probation policies and procedures. In meetings during the second (preparation) and third (planning) phases of implementation, and likely into the fourth (implementation and evaluation), the policy team will make evidence-based and data-informed policy decisions regarding the sentencing, supervision, and early discharge of people on probation in collaboration with the workgroup.
In several months, you will hear from the workgroup chairperson(s) to coordinate a policy team meeting time to present a near-complete version of the logic model to the team. In preparation for the presentation and discussion, develop the meeting agenda accordingly and ensure it is shared with members beforehand, along with a copy of the logic model. You may also include a few questions for them to consider in advance (e.g., Does the logic model include the impacts and contextual conditions we identified early on? Do the impacts align with our team’s vision, mission, and values? What questions do you have about the logic model?).
The policy team and workgroup’s chairperson will want to agree on when subsequent briefings may be appropriate (e.g., delivering additional logic model presentations or sharing updated versions). The policy team should also receive opportunities to review and refine the logic model in the following implementation phases.
Complete Logic Modeling with the Workgroup
The Dosage Probation Workgroup chairperson(s) will lead their group members in developing the logic model. As the chairperson, you can expect to guide your workgroup through the following activities:
• Plan and facilitate a series of logic modeling meetings with the workgroup
• Create and revise the logic model diagram based on the workgroup’s discussions
• “Finalize” the logic model with the policy team and workgroup
• Plan for and establish subcommittees based on the logic model
• Oversee the subcommittees’ development of action plans based on the logic model
Consider enlisting help from group members with skills beneficial to the logic modeling process, such as the ability to create the logic model diagram, envision the logic model in its totality (i.e., understand how each component leads to the next and reflects the vision for change), facilitate brainstorming, present to a diverse group of stakeholders, or lead or motivate other group members in subcommittee work.
IMPORTANT
As the implementation process is already underway, now is the best time to consider how you will ensure effective collaboration with the Dosage Probation Policy Team. All chairpersons should agree on how they will work together to share information regularly and consistently, coordinate and prepare for collective activities and discussions, celebrate accomplishments, and proactively address or resolve concerns or challenges. In some cases, the chief of probation, who has an interest in implementation as both a probation leader and a policy team member, coordinates and oversees these efforts. In other cases, the chairpersons prefer direct communication and oversight through regular check-ins.
Introduce Logic Modeling to the Workgroup
You may start preparing by reviewing the Dosage Probation Workgroup Introduction to Logic Modeling Agenda Template (.doc). It includes the recommended meeting goals, topics, and discussion points to be covered in the workgroup’s first meeting following kickoff and the time frames for each, totaling two hours. You must customize the [bracketed] information and may make further adjustments to meet the needs of your workgroup. For example, you may wait to introduce the vision, mission, and values at the next meeting and reallocate the time to begin logic modeling (see “Begin Logic Modeling with the Workgroup,” below) in the same meeting, while the information is fresh.
You may also review the Introduction to Logic Modeling for the Dosage Probation Workgroup Presentation Template (.ppt). The presentation follows and expands on the information in the agenda and contains instructional videos, discussion questions, and information about upcoming logic modeling activities. The presentation comprises suggested talking points and approaches to discussions and activities. You must customize the slides with [bracketed] information and may make further adjustments to meet the needs of your workgroup. The modifications you make to the presentation may require changes to the agenda and vice versa.
The group may watch the videos together during the meeting, or you may share them beforehand. The videos include Logic Model Chapter 1 (.mp4) and Logic Model Chapter 2 (.mp4). The Carey Group developed the logic modeling video series used in this section with permission from the National Institute of Corrections (NIC) and the Center for Effective Public Policy based on the materials they developed for jurisdictions participating in NIC’s Evidence-Based Decision Making Initiative (EBDM).
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Begin identifying any preliminary steps that need to be taken to ensure the workgroup is ready to establish subcommittees when the time comes. In addition to reviewing the “Plan Your Logic Model Subcommittees” guidance below, your probation agency will want to consider how these additional efforts may impact existing workloads and make needed adjustments.
Begin Logic Modeling with the Workgroup
You may start by reviewing the Dosage Probation Workgroup Logic Modeling Agenda Template (.doc). It includes the recommended meeting goals, topics, and discussion points to be covered, totaling four hours. You must customize the [bracketed] information and may make further adjustments to meet the needs of your workgroup. For example, you may adjust the break times, extend the meeting length, or hold it over a series of shorter weekly or biweekly sessions.
You may also review the Dosage Probation Workgroup Logic Modeling Presentation Template (.ppt). The presentation follows and expands on the information in the agenda, contains the Logic Model Chapter 3 (.mp4) instructional video, and helps guide the workgroup’s brainstorming activity. The presentation includes suggested talking points and approaches to discussions and activities. You must customize the slides with [bracketed] information and may make further adjustments to meet the needs of your workgroup. In particular, you will need to adjust several slides to tailor the brainstorming activity to your jurisdiction (see below). The modifications you make to the presentation may require changes to the agenda and vice versa.
To ensure a successful brainstorming session, you will want to prepare to facilitate the session in advance. The brainstorming activity engages group members in generating ideas for each component of the logic model, which will provide the information needed to develop a first draft (see “Create and Refine Your Logic Model,” below). Start by reviewing the Dosage Probation Workgroup Logic Model Brainstorming Guide (.doc), which references the Brainstorming Activity Flip Chart Headers (.doc).
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A good timetable to complete brainstorming is 4–6 hours. For many groups, the activity elicits thoughtful discussions and questions and spotlights challenges and concerns regarding how your probation agency or jurisdiction will implement dosage probation. This is a good sign: group members are engaged and thinking strategically about what implementation will look like. Allow them space to share their ideas, questions, and concerns while keeping their participation productive and progressive.
Create and Refine Your Logic Model
Once the workgroup completes the brainstorming activity, the chairperson(s) and/or anyone helping to create the logic model diagram can review the group’s ideas and draw up the first draft. To format your logic model, you can use any application that allows you to create a flow chart (e.g., Adobe Illustrator, Canva, PowerPoint, Visio, or Word).
Before you begin, you may wish to refresh yourself on the steps to developing a logic model in the Logic Model Chapter 3 (.mp4) video. You may also find helpful pointers in the first 1 minute and 47 seconds of Logic Model Chapter 4 (.mp4) . Start your diagram using the Dosage Probation Logic Model Template (.ppt), which may be adjusted to meet your needs, or create your own.
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Drawing up the diagram gives structure to the workgroup’s brainstorming for the first time. This process can be time-consuming and challenging, like putting together a puzzle. While the logic model should accurately reflect the group’s brainstorming session, the person drafting the diagram may need to move some of their ideas around or suggest adjustments or additions, ensuring a logical flow of activities (from top to bottom) and components (from left to right). Remember that teamwork is crucial, so whoever is creating the diagram should avoid filling in too many gaps alone. The first draft will not be complete, but it should be in good shape for the next group discussion.
The chairperson(s) should shepherd the process of reviewing and refining the draft logic model with the workgroup during their monthly meetings. Ensure that each version of the logic model is shared with group members beforehand, along with the meeting agenda. You may also include questions to help members prepare for discussions (e.g., What questions do you have about the logic model? What changes do you suggest? What is missing? Do the activities make sense to you? How do you propose we measure [an output, outcome, or impact]? What suggestions do you have to fill in [a gap]?). Each meeting should progress the development of the logic model until it is near-complete, as described earlier in this section.
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“The logic modeling process can sometimes feel overwhelming and tedious. Don’t worry; this is normal. While some people have experience with logic modeling, many do not. Help your workgroup stay the course by affirming their feelings and reminding them of the logic model’s importance in driving implementation forward. Many workgroups have their “aha!” moment in understanding why they put so much time and effort into the logic model when they begin action planning.” ––Jenna Mackey, dosage probation technical assistance provider, Center for Effective Public Policy
Once the workgroup develops a near-complete version, you may use the Dosage Probation Logic Model Review Checklist (.doc) to ensure the logic model achieves its purpose. You may find it helpful to ask all group members, a small subset of the group, or someone not involved in developing the logic model to complete the checklist. Ensure group members share, discuss, and agree on the checklist’s results. When the group is ready, you can take the next step of sharing the logic model with the policy team.
“Finalize” Your Logic Model
Once the workgroup feels confident in the logic model they developed, the chairperson(s) should contact the policy team’s chairperson(s) to share the logic model and coordinate and plan a meeting time to present and gather the policy team’s feedback. You and the policy team chairperson(s) will want to agree on the information shared, flow, and timing of the presentation to ensure full participation and the efficient use of time. For example, the policy team may be most interested in discussing the components on which they already gave their input (i.e., contextual conditions and impacts), the measurable outcomes and impacts, or a combination thereof.
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Consider sharing and gathering feedback from other stakeholders interested in your jurisdiction’s logic model and expected impacts (e.g., county commissioners or state officials). Leadership support is crucial to successful implementation. In addition, these stakeholders can often provide valuable information or resources. For example, county or state leaders often have insights into pending leadership or legislation changes and state-level initiatives that could support or challenge implementation. They may also be willing to offer funding or personnel support to help complete necessary tasks.
In preparation for the presentation, you will also want to decide who from the workgroup is best suited or skilled to present the logic model and facilitate a discussion with the policy team to gather their input. Some workgroups agree that the chairperson(s) is best positioned. Some agree that the chairperson(s) and another group member—for example, someone exceptionally knowledgeable about the logic model or who has experience presenting to stakeholder groups—should copresent. Still, others ask that the probation chief take the lead as the probation agency’s leader and a policy team member.
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The logic model presentation to the policy team is an excellent opportunity to spotlight the workgroup’s accomplishments, promote transparent communication, and build stakeholder confidence in dosage probation and your agency. Prepare your presentation in advance, and plan how to address the questions, concerns, or challenges you anticipate hearing from stakeholders. As you prepare, the policy team chairperson(s) could be a helpful sounding board.
After the policy team’s feedback is gathered, share their comments and suggestions with the workgroup and refine the logic model together at the next meeting. Depending on the next steps agreed upon with the policy team, you may need to coordinate and plan an additional presentation or share the revised version of the logic model. When the workgroup and the policy team agree on a “final” version, you can begin the next steps of establishing subcommittees and developing action plans.
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Remember, nothing is set in stone. As efforts toward implementation progress, the workgroup and policy team should continue refining the logic model and may want to regularly review the contextual conditions for changes that should be incorporated.
Plan Your Logic Model Subcommittees
Before action planning, you will want to plan your logic model’s subcommittees. The subcommittees are responsible for creating action plans based on your logic model (see “Establish Your Subcommittees and Develop Action Plans,” below) and for carrying out those plans during the following two implementation phases (see “Get Ready for Next Steps,” below).
You will want to review your logic model to decide which subcommittees are needed. Depending on your logic model’s goals or work areas, you may have subcommittees dedicated to risk/needs assessment, case planning, behavior management, in-house cognitive behavioral programs, training/continuous quality improvement, data management, etc. You should already have an established community service provider subcommittee, which should now also be responsible for the portion of the logic model relevant to building community-based dosage probation partnerships.
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As you plan the subcommittees, you may find that an activity or portion of the logic model (e.g., stakeholder communications, stakeholder education, or court processes that need streamlining to implement dosage probation effectively) requires assistance from, or is best overseen by, the policy team. In this case, you should guide the policy team chairperson(s) and/or the subcommittee in their next steps.
After deciding on the subcommittees, you will want to consider each subcommittee’s membership. Subcommittee members are your probation agency’s resident experts on implementing their portion of the logic model. Each subcommittee should comprise workgroup members (and possibly management officials) who lead, take the initiative, and are knowledgeable, skilled, or otherwise have experience or interest in a particular area of work. The size of subcommittees typically varies based on the work area and the effort required to implement the action plan. Nonetheless, the composition and quantity of members will likely change over time. For example, probation leadership, other staff, or representatives of a stakeholder’s office (e.g., advocates of people harmed by crime, data analysts, or public information officers) can be invited to join as permanent members or temporary guests, depending on the subcommittee’s needs or the issue or challenge being addressed.
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Subcommittees provide an excellent opportunity to involve people who are not part of the workgroup, such as other probation leadership and staff. When everyone is engaged, listened to, and respected in developing new policies and practices, they are more likely to understand and approve of them, increasing the likelihood of their commitment to using them effectively. Once your workgroup’s subcommittees are formed, consider how you will encourage them to invite others who could help them in their efforts.
When creating subcommittees, some chairpersons request volunteers during a workgroup meeting. This can be an effective tactic for investing members in the implementation process. However, ensuring each subcommittee has the appropriate leadership and diversity in knowledge, skill, and experience can be challenging. Alternatively, some prefer to orchestrate the composition of each subcommittee by working behind the scenes to “tap” or engage members (and possibly management or other leadership officials) who have specific leadership qualities, knowledge, skill, experience, or interest to serve on or volunteer for a particular subcommittee. Others combine the two approaches, such as ensuring each subcommittee includes people with leadership skills or knowledge in a topic and allowing the remaining members to volunteer. You should choose the best approach based on your probation agency’s resources and workgroup needs. In any case, each subcommittee should ultimately decide on its leadership (i.e., chairperson, meeting coordinator, and recorder) and be self-sufficient to lead its activities and progress with minimal supervision.
Establish Your Subcommittees and Develop Action Plans
Once you have planned your logic model subcommittees, it is time to formally establish membership and start action planning. Each subcommittee must decide on its operational norms (e.g., leadership, meeting frequency, duration) and create a specific action plan that aligns with its assigned goal or work area in the logic model. An action plan is a detailed expression of the logic model that guides and allows subcommittees (and others) to closely monitor progress in completing their implementation activities, outcomes, and goals.
You may prepare by reviewing the Dosage Probation Workgroup Action Planning Agenda Template (.doc). It includes the recommended meeting goals, topics, and discussion points to be covered and the time frames for each, totaling two hours. You must customize the [bracketed] information and may make further adjustments to meet the needs of your workgroup. For example, the workgroup may have finished its vision, mission, and values statements, in which case, you may wish to shorten the length of the meeting to allow the newly established subcommittees time to meet, or you may include an additional item on the agenda depending on the probation agency’s or workgroup’s needs.
You may also review the Introduction to Action Planning for the Dosage Probation Workgroup Presentation Template (.ppt). The presentation follows and expands on the information in the agenda and contains a Logic Model Chapter 4 (.mp4) instructional video, discussion questions, and information to guide upcoming subcommittee activities. The presentation comprises suggested talking points and approaches to discussions and activities. You must customize the slides with [bracketed] information and may make further adjustments to meet the needs of your workgroup. The modifications you make to the presentation may require changes to the agenda and vice versa.
The Dosage Probation Action Plan Template (.doc) supplements the information in the agenda and presentation. Each subcommittee should use the template to develop its action plan and track progress toward its assigned goals and outcomes. It is recommended that the subcommittees finish creating their action plans within a couple of months to ensure a steady and progressive work pace. The subcommittees should adjust or update their action plans as their work evolves over the next two implementation phases.
Get Ready for Next Steps
To ensure the timely development of action plans and completion of activities by the implementation date (as agreed upon by the policy team and workgroup), it is important for the logic model's subcommittees to continue meeting regularly. While each subcommittee should determine its meeting frequency, starting with at least one one-hour monthly meeting is recommended. The frequency of meetings will likely vary as subcommittees progress and delegate interim tasks to individual members or small groups within the committee.
The workgroup chairperson(s) and subcommittee chairpersons should also meet regularly. Holding regular meetings helps maintain consistency in monitoring the progress of subcommittees as they work toward completing their activities. This approach also ensures that the subcommittees work together efficiently to avoid possible duplication of efforts on any overlapping goals or activities and address any technical or adaptive challenges that may arise. Regular meetings are also an opportunity to determine when to bring updates and specific questions or challenges to the workgroup for consideration and input.
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Now is a good time to create an electronic shared folder, if one is not already available, to house all of the workgroup’s and subcommittees’ materials (e.g., meeting agendas and notes, resources, action plans, drafts, and final documents). Consider assigning responsibility for saving and updating these materials to the coordinators of the workgroup and subcommittee meetings.
Furthermore, the people in charge of data management for implementing dosage probation (e.g., the data subcommittee, support staff, or data analysts) will want to begin collecting and evaluating data. Firstly, they will want to define in measurable terms the desired outcomes and impacts outlined in your jurisdiction’s logic model, if that step has yet to be taken. In addition, they will want to gather baseline data and set benchmarks for the percentages or figures, if not already included, to achieve the desired outcomes and impacts. Those responsible for data management should also share their logic model progress with the workgroup and policy team for input.
In addition to ongoing subcommittee efforts, the workgroup can now turn its focus to developing policies and procedures for dosage probation. It is recommended that the workgroup maintain its monthly two-hour meetings to allow ample time for subcommittee updates or discussions, in-depth policy discussions, and prompt decision-making.
IMPORTANT
Review your jurisdiction's logic model and assess if you need to start preparing for any training that may be required to properly train and coach staff in evidence-based supervision skills and prepare for the community service provider fidelity assessment process (such as through the Correctional Program Checklist [CPC]). Planning now will kickstart your continuous quality improvement (CQI) efforts and help to ensure the success of the dosage probation model. Setting clear expectations for using evidence-based dosage probation practices before implementation is crucial. While you may have yet to put all your CQI practices into place by then, starting early will put you in a much better position than waiting until later to ensure the fidelity and sustainability of the dosage probation model.