Table of Contents

I.        Overview        2

II.        Scope        3

III.        Governance        4

IV.        Stakeholder Engagement        7

V.        Implementation Schedule        7

VI.        Monitoring and Evaluation        7

VII.        Communication Management        8

VIII.        Risk Management        10

IX.        Closeout        13

Appendix        14

Implementation Schedule        14

Version History

Version

Date

Changed by

Description

1.0

6/23/22

Name

Initial draft

  1. Overview

Description

Provide a brief summary of the project and any relevant background information.

The Department of Justice (DOJ or Department) is committed to ensuring that our own personnel are well trained in techniques that ensure fairness, eliminate bias, and build a criminal justice system that is fair, impartial, and procedurally just. Accordingly, the Department has committed to provide implicit bias training to all Assistant United States Attorneys (AUSAs).

The Department seeks to build upon its previous efforts to develop implicit bias training by updating an overview video to introduce the topic in a way that will be relevant to Assistant United States Attorneys (AUSAs) so they will be able to participate meaningfully in associated experiential learning activities.

Objectives

List items concerning the intent of the project.

  1. Address the learning objectives of the training:
  1. Identify key elements of implicit bias.
  2. Understand scientific methods for measuring implicit bias with reference to relevant case studies as appropriate.
  3. Identify sources of implicit bias.
  4. Identify conditions that increase the likelihood that implicit bias may influence AUSAs’ perceptions, decisions, and actions.
  5. Identify possible individual and organizational manifestations of implicit bias.
  6. Identify possible individual and organizational impacts of implicit bias.
  7. Identify measures and strategies that mitigate the manifestation of implicit bias.
  8. Identify how this training is in alignment with DOJ’s mission and the core values of its components/offices.
  1. Sustain the quality of the course while also refreshing the curriculum.
  1. Make the course relevant to the AUSA audience.
  1. Create an internal cadre of trainers who can reach the full breadth of the Department.

Outcomes

List measurable benefits or other changes that are sought by undertaking the project.

  1. Increase AUSAs’ understanding of how unconscious and unintentional biases can affect their work.
  1. Improve AUSAs’ willingness to question core assumptions.

  1. Scope

In Scope

List deliverables and services for which the project team will be responsible.

  1. Refresh Training Materials, Video, Participant Guide and Facilitation Guide

Review and refresh the 2016 “Mindful Inclusion” curriculum and training materials for an AUSA audience.  The course will be adapted to either in-person or virtual trainings for facilitators and participants.  Case scenarios will be developed, completed, and incorporated into the curriculum.

  1. Update the Video

Provide an updated video not to exceed 60 minutes that corresponds with the training materials.

  1. Conduct Two Pilot Test Sessions

A skilled presenter will deliver the content to a live audience for the first pilot test session.  The audience will participate in the video portion and provide feedback to Dailey Innovations (DI).  Course materials will be updated as necessary for the second pilot test session.

DI will facilitate the viewing of the video and focus group discussions using case scenarios.  Participants will provide feedback to DI which will be used to finalize the curriculum and materials.

  1. Conduct Train-the-Trainer Sessions

DI will provide at least five training courses to a select group of DOJ facilitators to present the video and facilitate the implicit bias training.

  1. Consultation

Provide consultation and support to DOJ on implicit bias matters.

  1. Meetings

Engage in meetings and interviews related to the Mindful Inclusion course and implicit bias.

Out of Scope

List items and activities that are excluded from the scope of this project.

  1. Printing of training materials
  1. Consultation and support on matters outside of implicit bias and the Mindful Inclusion course
  1. Items and activities outside the scope of contract #15JPSS22P00000089 effective May 13, 2022, unless outlined in a modification
  1. Items and activities to be performed after March 31, 2023, unless outlined in a modification

Assumptions

Identify any significant assumptions you have made during the planning process.

  1. Agreed upon deadlines will be met by DI and the DOJ
  1. Everyone on the project team will remain healthy throughout the scope of the project
  1. Support for the project will remain consistent from the U. S. Executive Branch
  1. Deliverables are well received and meeting the intended purpose for the refresh
  1. The pilot and Train-the-Trainer (TTT) sessions will be conducted in person while other work will be performed virtually

Constraints

List the factors that constrain this project such as architecture (e.g., hardware, software), legislative or other requirements.

  1. Project is delayed or stopped by executive order or by request of the DOJ
  1. Delays in scheduling pilot sessions
  1. Delays in scheduling TTT sessions
  1. Delays related to unforeseen pandemic changes

Dependencies

List any dependencies that could impact the outcome of this project; for example, resources, or equipment.

  1. DOJ subject matter experts for the refresh
  1. Highly skilled technical expert
  1. Availability of facilities and equipment for filming the video and conducting feedback sessions
  1. Availability of DOJ facilitators for TTT sessions

  1. Governance

List the names, roles, and responsibilities of members of the project team.

Name

Role

Responsibility

Name

Deputy Director and Chief of Staff

Executive Office for United States Attorneys

Sponsor / Project Manager (PM)

Oversee all aspects of this project and work closely with the Contractor to ensure that the scope and direction of the project is on schedule

Name

Assistant Director Acquisitions

Executive Office for United States Attorneys

Sponsor / Contracting Officer’s Representative (COR)

Coordinate the technical aspects of this contract and inspect items/services furnished.  The COR is authorized to:

A. Act as liaison and to coordinate contractor/government activities;

B. Accept and/or reject invoices;

C. Arrange for and coordinate the use of government resources (personnel, space, documents, etc.);

D. Provide technical guidance in the performance of the contract; and

E. Receive, review, and approve progress reports, selected invoices and final reports or other functions of a technical nature.

Name

Assistant Director, EEO

Executive Office for United States Attorneys

TBD

Administrative Partner

Partner with DI on all tactical administrative tasks associated with the project

TBD

Learning and Development Subject Matter Expert

Support DI in tailoring the content for the target audience as well as provide perspective on how to best support the internal facilitators who will be delivering it 

TBD

Legal Subject Matter Expert

Guide DI on any legal considerations that may impact the open facilitation of the subject matter within the DOJ context

TBD

Mindful Inclusion Program Subject Matter Expert

Collaborate on the updating of the course

TBD

Criminal, Civil, And Supervisory Subject Matter Expert(s)

Help make the scenarios relevant and focused

TBD

Technical Expert

Consult on all technical matters relevant to the rollout

Name

Co-CEO

Dailey Innovations

Senior Consulting Partner

Oversee all aspects of design and facilitation for the project; facilitate in the video and train-the-trainer sessions

Name

Co-CEO

Dailey Innovations

Senior Administrative Partner

Oversee all contracting, financial, and other administrative aspects of the project

Name

Principal

Udarta Consulting, LLC

Advisory Consulting Partner

Provide consultation on the materials and video refresh for the project

Name

Instructional Designer

Dailey Innovations

Instructional Design Partner

Develop and revise training materials; coordinate with stakeholders; facilitate in train-the-trainer sessions

Name

Project Manager

Dailey Innovations

DI Project Manager

Manage the planning, organizing, and reporting aspects of the project

TBD

Graphic Designer

Refine physical course material for virtual and live delivery formats

TBD

Facilitator

Deliver the TTT to DOJ trainers

  1. Stakeholder Engagement

Identify the external stakeholder groups who have a significant interest in, influence over the project, or are affected by the project outcomes.  List each stakeholder group in the corresponding box below and refer to the matrix definitions to determine the type of engagement needed with each group.

Matrix Definitions

  • Maintain Confidence: This group need to be kept up to date via exception reporting. They need to see that the project is on track with no major issues and that risks are being mitigated.
  • Collaborate: This group will provide direct input into the project deliverables.
  • Keep Informed: Done both formally and informally. The results of the project will impact this group, and although they may not have direct contact with the project, they need to know what the project is delivering that will affect them.
  • Monitor and Respond: This quadrant would contain groups that are not impacted by the project by may want to have some knowledge of it. This would be done ad hoc as questions arose.

Level of Influence

Maintain Confidence

(High Influence - Low Impact)

Collaborate

(High Influence - High Impact)

DOJ Executive Office

Deputy Attorney General

Attorney General

President

DOJ Project Team

DI Project Team

Pilot Participants

Monitor and Respond

(Low Influence - Low Impact)

Keep Informed

(Low Influence - High Impact)

Administrative Support

Facilities Support

AUSAs

DOJ Trainers

Level of Impact

  1. Implementation Schedule

See the Appendix for the implementation schedule.

  1. Monitoring and Evaluation

Status Reporting Process

Describe how project status reporting information will be used to monitor and control the project.

Regular meetings will be scheduled with DOJ and DI project team members.  During those meetings, project statuses will be conveyed, and adjustments discussed to monitor and control the project.  DI team members will also meet regularly to monitor and control the project.  Refer to Section VII for meeting frequencies.

Project Review Process

Describe the process by which deliverables will be evaluated and revised to obtain the reviewer’s approval.

Deliverables will be provided to the DOJ on or before listed deadlines.  If no review deadline has been established, one will be discussed and agreed upon.  Revisions will be submitted to the DOJ by the established deadlines.  Revisions and comments will be returned to DI by the established review deadline.

Change Management Process

Describe the process for managing all proposed changes, including how change requests are initiated and agreed upon.

Either the DOJ or DI may request changes to the project either in writing or in a meeting.  Both parties must agree to the changes which must be confirmed in writing.  When applicable, a modification to the contract will be executed.

  1. Communication Management

Meeting Plan

Meetings are one of the major communication tools used in this project and should be documented in the format of minutes stored in an identified shared repository. Meeting notes should be released within 2 days of the meeting. Please see the table below for specific information.

Meeting Purpose

Meeting Frequency

Media/Mechanism

Participants

Project Team

2 times a month

Virtual

DOJ Project Team

DI Project Team

Meetings with subject matter experts

As needed

Virtual

Linda, Kimberly as necessary

DI Project Team

Weekly

Virtual

Kimberly, Andrew, Linda, Emily

DI Design Team

Weekly

Virtual

Kimberly, Linda, Howard (as needed)

DI Administrative Team

Weekly

Virtual

Andrew, Emily

Other Communication Tools and Documentation

List the additional types of tools used for internal communication in this project such as minutes, reports, emails, etc.

Communication Tool

Description

Frequency

Author(s)

Recipient(s)

Emails

Communicate questions and information between project team members

As needed

DI or DOJ

DI or DOJ

Phone calls

Communicate questions and information between project team members

As needed

DI or DOJ

DI or DOJ

Mail service

Send physical documents that can’t be exchanged virtually

As needed

DI or DOJ

DI or DOJ

Agendas

Provide major items for discussion in project team meetings

Twice a month

DOJ and DI

DOJ and DI

Status reports

Provide project updates

Twice a month

DI

DOJ

Meeting notes

Provide major discussions, agreements, and action items from project team meetings

Twice a month

DI

DOJ

Invoices

Outline number of hours each individual spent on the project and the hourly or fixed rates

Once a month

DI

DOJ

BigTime

Professional services tracking software

Daily

DI

DI

Zoom

Virtual meeting software

As needed

DI

DI

  1. Risk Management

Identify factors that may impede the success of the project Refer to the assumptions, constraints, and schedule identified earlier, as they often indicate risks to project success.  Assess the likelihood of the risk occurring (high/low) as well as the severity of the consequences if the risk occurs (high/low).  Based on the likelihood and consequences, list the priority of the risk (high/medium/low) according to the qualitative risk assessment matrix below.

Qualitative Risk Assessment Matrix

Low Consequences

High Consequences

Low Likelihood

Low Priority

Medium Priority

High Likelihood

Medium Priority

High Priority

Risk

Likelihood

Consequence

Priority

Mitigation Strategies

Public pressure and scrutiny

 Low

High

There would be a negative storyline causing the program to be received negatively by the outside public.  

Medium

This agreement would be something addressed during regular Core Project Meetings between DI and DOJ.

The assumption would be that DI would complete all our deliverables including preparing trainers and if necessary, DOJ would keep the project on hold

until it is ready to be released. 

COVID policies restrict in-person activities

Low

High

The pilots may need to get rescheduled. 

Medium

During the bimonthly Core DI and DOJ meetings, any update on this issue will be addressed.

The pilots or TTT will either be rescheduled 30 days out or moved into a virtual format. The DOJ will make that call. 

Project is delayed or stopped by executive order or by request of the DOJ

Low

High

Medium

The project will be stopped until further notice.

Individual health challenges

High

High

There would be a need to reschedule the pilots or the 3-day TTT if Kimberly is ill. 

High 

DI will inform the DOJ within 10 days of this likelihood if that is the case for the pilots. In the case of the TTT, the secondary primary trainer will take on the training component. 

Rejected deliverables

Low

High

DI materials will not meet the desired outcomes. 

Medium

DI will ask the DOJ for an extension on the deadlines for those deliverables and provide a projected timeframe for revisions.

Government administrative changes

Low

Low

We would have new DOJ core personnel to work with. 

Low

DOJ will onboard any new Project Team members effectively and inform DI of these shifts.

Explosive expansion due to high success

Low

Low

The project is having an amazing impact that increases the demand for delivery. 

Low

The DOJ would renegotiate potentially additional Train-the-trainers.  

Delays in scheduling pilot sessions

Low 

High

The targeted dates, including personnel and logistics, will need to be changed.

Medium

DI and DOJ will agree on the new dates together.

Delays in scheduling Train-the-Trainer sessions due to low facilitator availability 

High

High

The TTT will have a smaller cohort developed.

High

DOJ and DI will stay in active discussion during the regular touch base times to stay on top of the actual number of facilitators scheduled for each session.  

DI will engage in the makeup cohort training plan as outlined in the proposal.

Facilities and equipment for filming the video are not available

Low

Low

The location will need to be renegotiated with all parties aligning their schedules. 

Low

The DOJ will let DI know any expected shifts during the regular semimonthly meetings. DI will prepare internally for any changes in the process.  

DOJ facilitators for Train-the-Trainer sessions are not available

Low

Low

The TTT will be supported by healthy facilitators. 

Low 

In the case of the TTT, the secondary primary trainer will take on the training component. 

  1. Closeout

Plan Summary

Summarize the plan for closing the project from an administrative, financial, and logistical perspective.

  1. Summarize TTT evaluation data
  1. Confirm that all deliverables have been submitted in a satisfactory manner
  1. Conduct debrief meeting
  1. Submit final invoice
  1. Receive final payment

Lessons Learned

Review exceptions and other problems, mitigation strategies employed, success of the strategies, and suggestions for the future.

Appendix

Implementation Schedule

Deliverable

Approx. Time After Contract Signed

Start Date

End Date

A. Refresh training materials, video, participant guide & facilitator guide

Review & analyze all materials

30 days

Jun 1

Jun 30

Submit a detailed written outline of all areas for refinement

30 days

Jun 1

Jun 30

Agree upon detailed outline between the DOJ and DI to be used to guide the refinement process

45 days

Jul 1

Jul 15

Adapt the refreshed video, & modify training & facilitator notes

75 days

Jul 15

Aug 15

Develop, complete, & incorporate case scenarios

75 days

Jul 1

Aug 15

Incorporate final case scenarios based on 2nd pilot test

165 days

Nov 19

Dec 15

 

B. Update video

Provide an updated video w/corresponding instructor materials including participant guide, facilitation guide, & case scenarios

120 days

Sep 16

Sep 30

 

C. Conduct two pilot test sessions

Pilot Test #1 (*DI prefers to hold the pilot between 9/16 and 9/30)

120 days

Sep 16

Sep 30

Revise materials (after Pilot Test #1)

150 days

Oct 1

Oct 31

Pilot Test #2 (*DI prefers to hold the pilot between 11/1 and 11/18)

168 days

Nov 1

Nov 18

Finalize materials (after Pilot Test #2)

195 days

Nov 19

Dec 15

 

D. Train-the-Trainer sessions

At least 5, 3-day sessions w/max of 30 participants each, 1 trainer per 10 participants; total of 150 trained

(*DI expects to conclude all TTTs by the end of the contract date of 3/31/23)

270 days

Jan 1

Mar 31