APPENDIX C
How to Use the Implementation Checklist

The Implementation Checklist Tool is a workbook designed to assist rural transportation providers and administrators in systematically managing and completing tasks related to various planning and evaluation processes. It is structured as an Excel workbook containing multiple tabs, each serving a specific function within the checklist system. The workbook is available for download.

The Checklist serves as a task management system, enabling users to:

• Organize tasks according to different implementation steps (e.g., goal setting, evaluation, regulatory compliance, and more).
• Track progress with real-time updates that can be reflected in a summary tab.
• Manage priorities and deadlines through specific checklist items that detail the necessary actions at each phase of the corresponding project.

The Implementation Checklist was built based on information gathered on SUM services and rural transportation needs to help develop sustainable services/programs.

How to Use the Tool

The following are step-by-step instructions for using the workbook:

1. Familiarize yourself with the tool by reading the detailed instructions on the Directions tab.
2. Navigate to one of the Implementation Step tabs. These are the numbered tabs (e.g., 1. Goal Setting and 2. Evaluation Criteria).
3. Read the full title of the implementation step near the top of the tab page.
4. Review the task description names listed within the implementation step.
5. For each task, review the action item descriptions to be considered and completed for the task.
6. Use the Completed? column to indicate the estimated level of progress for the action item; options include 0%, 25%, 50%, 75%, 100%, or N/A. The options for 0% through 100% should be used to reflect the amount of progress up to completion (100%) for any applicable action items. Use N/A to indicate that the action item listed is not applicable to your agency and/or the SUM service. (Use the Completion Summary tab to monitor your overall progress across all Implementation Steps.)
7. (Optional) Use the Assigned To column to indicate any specific persons/entities responsible for systematically managing and completing the action item.
8. (Optional) Use the Notes column to write in any comments about the action item.
9. Track progress using the calculated Tasks Complete and Action Items Complete percentage bars near the top of the tab.
10. Use the filters function at the top of the table (Row 9) to filter by the Task, Task Description, Action Item, Action Item Description, Theme, Completed?, Assigned To, and Notes columns as needed.

11. Complete all action items within the implementation step (either at 100% or N/A in the Completed? column) for all Implementation Step tabs in the workbook.
12. Use the References tab for any supporting guidance, information, and industry examples helpful to complete tasks.

Description of the Tabs

The workbook tool contains 11 tabs available for use, including:

• Directions tab
• References tab
• Completion Summary tab
• Eight individual Implementation Step tabs.

There is also a hidden “Completed” tab which is dedicated to internal computations and not intended for user interaction.

Directions

The Directions tab provides detailed instructions for how to use the Checklist Tool. It is particularly essential for first-time users and offers guidance on navigating through the various tabs, marking tasks, and understanding the structure of the tool.

References

The References tab contains reference materials or resources that are pertinent to the individual checklists for each implementation step. Users can refer to this tab for supporting information, or context that may aid in completing the tasks outlined in the checklists. It serves as a centralized location for any project resources needed for guidance on the implementation step. The references are organized by implementation step and task, allowing users to easily find the information from the other project resources related to a specific suggested action (see Figure C-1).

Completion Summary

The Completion Summary tab offers a birdʼs-eye view of the userʼs progress across all of the implementation steps. The percentages and graphics in the tab automatically update based on the completion of tasks in the individual implementation step, giving a visual representation of its status. This summary helps users quickly assess what has been done and what remains, offering a dashboard-like experience that simplifies the management of the implementation steps (see Figure C-2).

Implementation Step Tabs

These tabs contain detailed tasks and action items for each of the implementation steps, allowing users to review and consider suggested action items for each task while tracking and managing their progress by action item (see Figure C-3).

There are eight implementation steps in total:

1. Goal Setting
2. Evaluation Criteria
3. Regulatory Readiness

Long Description.

The screenshot begins with the title, ‘Click to return to directions.’ The column headers are mentioned with a drop-down box, which includes Implementation step, Tasks complete, and Action items complete.

The data given in the table for the tasks complete and action items complete for each implementation step are as follows:

1. Goal setting: 53 percent, 55 percent.

2. Evaluation criteria: 27 percent, 24 percent.

3. Regulatory Readiness: 22 percent, 22 percent.

4. Market Analysis: 31 percent, 28 percent.

5. Effective Service Planning: 18 percent, 15 percent.

6. Operational Strategies: 31 percent, 32 percent.

7. Awareness Strategies: 18 percent, 17 percent.

8. Metrics: 0 percent, 0 percent.

4. Market Analysis
5. Effective Service Planning
6. Operational Strategies
7. Awareness Strategies
8. Metrics

Goal Setting

Action items related to development of goals with respect to existing service gaps, purpose of the SUM service, identifying rider markets for the service, and performance metrics to be used for determining success.

Evaluation Criteria

Action items related to the scope of partnerships with vendors, management of data generated by the service, developing an evaluation plan to determine service success, and procurement steps.

Regulatory Readiness

Action items related to eligibility for funding sources for the SUM service, regulatory compliance, ADA requirements, Title VI requirements, drug and alcohol testing for drivers (if applicable), National Transit Database reporting requirements, and data security and privacy protection considerations.

Market Analysis

Action items related to the needs of riders, service area and span analysis, time period of the service, and technology parameters (e.g., for service zones) needed for the SUM service.

Effective Service Planning

Action items related to coordination with internal stakeholders, working with external stakeholders, setting intentions for the service, service levels, and potential expansion considerations.

Operational Strategies

Action items related to securement of funding for the SUM service, contracting for service agreements, training agency staff on the technology and the service policies, and service evaluation and refinement tasks.

Awareness Strategies

Action items related to community engagement and outreach, coordinating with external stakeholders on service parameters, conducting stakeholder engagement activities, developing marketing campaigns, and processes for ongoing communication.

Metrics

Action items related to developing a performance evaluation framework, ensuring data availability for performance measurement, conducting periodic performance assessments, and communicating SUM service performance results.

Completed Tab (Hidden)

This tab is used to track tasks that have been marked as completed across the different implementation steps. The tab is hidden and not intended for user interaction; instead, it provides internal computations to visually reflect them in the other tabs.

Calculations

This section of Appendix C describes the methods for calculating action item and task completion rates for each implementation step. It is not necessarily important for users of the workbook to fully understand these calculation methods, but the authors have provided them for reference.

Averages for Action Items

For each implementation step, the average for action items is computed based on the completion percentages of all the action items within that implementation step. This means:

• The average is computed by taking the sum of all non-N/A values under the “Completed?” column and dividing by the count of non-N/A values.
• If a cell is blank (i.e., no value is present), it is treated as 0 for the purpose of the calculation.
• N/A values are excluded from the calculation.

Averages for Tasks

For each implementation step, the average for tasks is computed in two steps:

1. Compute the average for each task:
   1. The task average is computed by averaging the completion percentages of all the action items under that task. If a task has only one action item, the task average will be equal to the completion percentage of that single action item.
   2. Any N/A values are excluded from the average, while blank cells are treated as 0.
2. Once the average for each task is computed, the overall average for the implementation step is calculated by averaging the task averages.

Example

Assume the values provided in Table C-1 for action items under a particular implementation step:

Long Description.

The column headers of the table are Task, Action Item, and Completed? The data given in the table row-wise are as follows: Row 1: 1, a, 100 percent. Row 2: 1, b, 75 percent. Row 3: 2, a, 0 percent. Row 4: 3, a, 25 percent. Row 5: 3, b, 100 percent. Row 6: 4, a, not applicable. Row 7: 4, b, 50 percent. Row 8: 4, c, Blank.

In this example:

• This implementation step has four tasks and eight action items.
• One of the action items is marked as N/A and one is blank (considered 0).

The Action Item complete value is calculated as the average of the remaining seven action item values: (100 + 75 + 0 + 25 + 100 + 50 + 0)/7 = 50%.

Thus, the “Action Items complete” value for this example implementation step is 50%.

The Task complete value is calculated as follows:

• Task 1 has two action items (100% and 75%). The average for Task 1 is (100 + 75)/2 = 87.5%.
• Task 2 has one action item (0%). The average for Task 2 is 0%.
• Task 3 has two action items (25% and 100%). The average for Task 3 is (25 + 100)/2 = 62.5%.
• Task 4 has three action items, but one is N/A and one is blank (which is treated as 0%). The average for Task 4 is (50 + 0)/2 = 25%.
• Then, the overall task average for this implementation step is calculated as the average of its four tasks: (87.5 + 0 + 62.5 + 25)/4 = 43.75%.

Please note that the tool rounds to zero decimal places. Therefore, the “Tasks complete” for this example would be shown as 44%.

Transportation Research Board
500 Fifth Street, NW
Washington, DC 20001