IPR Praha: Activity 11 - Action Plan (Planning for Follow-Up Implementation)

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The chosen participatory process (Activities 1 to 10) offers the advantage of involving stakeholders and the public in project preparation from the very outset. This significantly reduces the risk of overlooking a particular (significant) actor or process in the preparation of the design concept, thus preventing potential delays in overall project implementation. Consequently, Activity 11 serves more as the culmination of the negotiation process with key actors (those who invest, decide, and authorize). Through workshops or individual meetings, this activity aims to reach consensus, solidify the follow-up steps, documentations, and investment processes essential for the successful implementation of the project. It also addresses post-implementation maintenance.

11.1 Description and objective of the activity

The action plan essentially “takes over responsibility” from the already completed process plan. It serves as a timetable to assist in planning the follow-up steps and activities, defining objectives for each phase, identifying responsible individuals and relevant actors, allocating budgets (or securing necessary contracts), and outlining essential measures for the successful implementation of the project.

11.2 Responsible person

Planning Coordinator of the City District

11.3 Who to contact

City District Mayor's Office
IPR (relevant offices and persons) - for support in planning the follow-up with each tool (consultation)
IPR Participation Office - for support if needed (consultation)
City of Prague Departments (relevant offices and persons according to the nature of the project for consultation)
City of Prague Organisations (relevant offices and persons according to the nature of the project for consultation)
Administrators (city district, City of Prague)
Owners
Key local institutions
Others as appropriate (developers, government organizations, etc.)

11.4 Individual steps (recommended)

A. Review existing documents

Draw on experience and insights gained from past projects! Review existing action plans used in past projects of similar scope within your city district or other districts. Document the steps and timeframes (start to finish). Simultaneously, if accessible, examine monitoring reports, project reports, or final reports from these implementations. Compare how the initial action plan diverged from the actual implementation (reality), taking note of any delays, unforeseen obstacles, unexpected additional costs, required materials and insufficient know-how, etc.

B. Consult the action plan with stakeholders

Organize a half-day workshop for the stakeholders that are going to be involved in the project implementation. Outline the fundamental structure of the final project design to the stakeholders - share the document at least one week before the workshop for thorough review - and collaboratively prepare a preliminary outline of the action plan during the workshop, which can be further refined afterward. This workshop provides stakeholders with an opportunity to offer comments, define timeframes for each stage, address potential ambiguities, and fill in any gaps.

Ensure that individual project phases and activities are:

Clearly described, specific and understandable. No ambiguities; it should be clear what each activity aims to achieve.
Achievable. Clearly state the objective of each activity, the final output, and how this output is relevant to the overall project.
Relevant. Ensure that each activity is necessary for the success of the project.
Attainable within a specified timeframe. Confirm that each activity can be completed within the project's duration.
Measurable. Establish criteria to evaluate the correct completion of each activity (e.g., the number of people involved, the number of studies prepared).

C. Develop an action plan/procedure leading to implementation

Based on the insights gathered during the workshop with stakeholders, develop a comprehensive action plan. Circulate the plan for feedback, particularly from those involved in decision-making, funding, or authorization roles.

D. Finalize the project design with the approved action plan

Compile the final design concept, incorporating the approved action plan. Submit it for approval to the City District Council and City of Prague Council.

E. Approval of the action plan by the City of Prague Council and the City District Council

Request approval for the follow-up steps, including funding, from the City District Council and the City of Prague Council to advance with the project implementation.

11.5 Outputs of this activity (recommended)

Examples of outputs for inspiration; not all are mandatory:

Output 11. Action Plan

11.6 Budget

If external contractors are involved, the planning coordinators' budget can be utilized.

11.7 Timeframe (indicative)

3 months.

11.8 Note of caution

In addition to involving key stakeholders, ensure continuous consultations on the draft Action Plan with political representation.

11.9 Communication guidelines (indicative)

11.10 Parallel activities

Consider booking a well-deserved vacation during Activity 11 ;).