The Implementation Advance Planning Document IAPD Learning Objectives Purpose Stakeholder responsibilities, timeframes, and funding thresholds for submissions Required components Identify tools and how to create a budget Feasibility Study/Alternatives Analysis When APD Updates are needed
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Source: FNS Handbook 901, Figure 2-8
Costs that otherwise might be approvable, may be disallowed if you do not obtain prior approval of your IAPD from FNS.
6. General Systems Design
7. Capacity Planning or Study
9. Resource Requirements
10. Schedule of Activities, Milestones, & Deliverables
11. Proposed Budget
12. Cost Allocation Plan
13. Security Planning
14. Request for Waiver of Depreciation
15. Training Plan
x 2 programs (WIC & FSP)
+ multiple systems in some states
+ WIC ITOs & US territories
x ~3-6 docs/project
÷ 4 of us
Comprehensive description of functions to be included in the system
Demonstrates which alternative is the “best fit”
Upgrading or enhancing the existing State system
Transferring a system or components from another State (SAM for WIC)
Developing a new system from the ground up
#4Alternatives AnalysisWhat are “Alternatives?”
The number of alternatives is driven by the State agency as long as the same analysis and methodology are applied to each alternative
Alternatives must include the analysis of technical and programmatic merits of possible system transfers.
Functional gap analysis is imperative in identifying changes to a potential system.
Breakout Session - WIC
Determines overall size, performance and resilience of an information system
Schedule of key design, development, and implementation tasks, events, and deliverables for the life of the project
#10Schedule of Activities, Milestones and Deliverables
Be sure to include Federal review times!
#11 tasks, events, and deliverables for the life of the projectCompleting the IAPD Budget
#12 tasks, events, and deliverables for the life of the projectCost Allocation PlanDo I Need One?
If it’s an integrated system:
#13 tasks, events, and deliverables for the life of the projectSecurity Planning
#14 tasks, events, and deliverables for the life of the projectWaiver of Depreciation
FNS requires State agencies to depreciate the cost of equipment purchases over the expected life of the equipment
A formal waiver is requested
#15 tasks, events, and deliverables for the life of the projectTraining Plan
The Implementation Advance Planning Document tasks, events, and deliverables for the life of the project
Feasibility Study tasks, events, and deliverables for the life of the project
Alternatives Analysis is essential in determining the best direction for a State to take in developing a new system.
When do I need one
Prior approval is required when it includes significant hardware upgrades, platform changes, and/or software enhancements.
What do I do?
Adequately identifies objectives and needs of the system
(Did you make your business case?)
Provides an acceptable plan for proceeding
(Are your goals and objectives feasible and reasonable?)
(Are your goals achievable?)
Detailed project plan of all activities
(Did you fully describe the scope of the design, development, and implementation activities?)
Acceptable Alternatives and Cost-benefit Analyses
(Do the improvements or benefits justify the cost of the chosen alternative?)
Adequacy of funds, resources, and skills
(Are committed funds, skilled staff and other resources adequate to succeed?)
(Does the proposed system duplicate or conflict with other systems or efforts using the same resources?)
Project management plan
(Does the state demonstrate the ability to manage the project professionally?)
Includes Line Item Budget by FFY and Quarters and the sources and amounts of Federal and non‑Federal funding
(Is the budget in a clear format, broken down by phase, FFY, and quarters with narrative explanations of costs as needed?)
Approvable Cost Allocation Plan
(Are costs allocated to all benefiting programs, using a reasonable method?)
State agencies are urged to communicate with FNS early and often.
Retroactive approvals are granted only in the most extreme circumstances.
Poor planning or communication is not considered a valid reason for retroactive approval of funding.
An engraved invitation from FNS Handbook 901 tasks, events, and deliverables for the life of the project