
Plan

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Guide
Think you’re ready to bring All for Them to your community? Keep in mind that effective planning is the foundation for building and implementing any program. To ensure a smooth implementation journey, make sure you have as many pieces in place as possible first!
By now, you should have a clear understanding of All for Them’s goals and key strategies — align them with the needs and priorities of your organization. Note that the initial planning process can take anywhere from 1-2 months to 6 months or more. Everyone will have their own needs and capacities for planning and implementation, and it’s not always a direct path.
Some key planning tasks include:

Start with the All for Them Planner tool, which provides a timeline of implementation milestones. Use this tool to check off important steps and collaborate with your implementation partner. Keeping a record of your program successes and challenges in this planner will help you make the case for sustaining All for Them in your organization in the future (so now is the time to start collecting those data and impact stories!)
The tools provided for this phase are intended to guide you in accomplishing the tasks listed above as you build your team (leaders, staff, partners, and champions) to systematically plan each aspect of the program, creating a strategic plan that supports effective collaboration and successful outcomes.
: School & District
: Health Care Provider
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All for Them Planner
The All for Them PLANNER is a step-by-step guide designed to help people at schools, school districts, and health care provider systems successfully implement All for Them. This tool will walk you through each phase of implementation, allowing you to check off completed tasks along the way for streamlined progress tracking.
We encourage you to take advantage of the notes section to document insights, challenges, recommendations, and any details relevant to your specific implementation plans. This feature will not only help track the current implementation cycle but also provide valuable guidance for future program implementers within your organization. Tracking your process systematically can aid you in creating a success report at the end of your implementation journey (see the Maintain All for Them in your Organization tool). We encourage you to complete as many steps in the list below as you can — some tasks will require collaboration with others in your organization or with your implementation partner.
This planner links tools or other instructions that can be used to complete each task. Use this checklist to guide your actions as you complete all of the necessary steps for implementing the All for Them program in your community.
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Assess Organizational Capacity
An important step in adopting any new program is to assess your organization’s capacity to ensure success. The structure, strengths, and resources within your organization are known as capacity. Understanding your capacity allows you to tailor All for Them to fit your organization’s unique needs and capabilities. By thoroughly evaluating your capacity, you can assess what existing skills and resources you have and strategize how to fill in any missing gaps for program implementation. Often, your organization will have many of the resources needed to effectively implement All for Them.
Capacity Overview
There are three key areas we recommend you evaluate:
Staff and Leadership Capacities
Fiscal and Technical Capacities
Community Partnership Capacities
Staff and leadership capacities
To implement any health-related program, you will need staff that can perform related tasks and leadership that can strengthen the implementation. Identifying a strong champion in your organization to lead the program implementation and a support team is essential.
Leveraging existing staff for program implementation
The tables below outline suggested implementation roles and their associated responsibilities for school/district and health care provider teams.
School/School District team
Champion(s)* - Coordinate with provider champion
- Distribute/collect/review consent forms
- Work with others on parent communication
- Reserve/set up clinic space
- Complete nurse education course**
- Provide parent vaccine education**
- Print student school district immunization records**
Leadership (e.g., principal or health services director) - Confirm All for Them adoption
- Lead kick-off meeting with implementation team
* We recommend assigning multiple champions to this role, such as the school nurse and a parent engagement coordinator, to leverage their combined expertise and enhance overall efforts.
** The school nurse can be primarily responsible for these activities, unless this role is vacant.Health Care Provider team
Champion (e.g., nurse or other clinic coordinator) - Coordinate with school champion
- Review consent forms for completion
- Register patients
- Print Immtrac2 patient records
- Complete nurse education course
- Enter patient vaccine data into EHR
Provider - Vaccinate patients
- Monitor adverse reactions at clinic
- Review patient charts to verify immunizations needed
- Complete nurse education course
Supervisor (e.g., clinic manager) - Lead kick-off meeting with implementation team
- Oversee All for Them logistics
- Order supplies
Note for School District staff: Immunizations are an important part of students’ well-being. Consider identifying a district nurse coordinator that can support All for Them champions manage any vaccine data tasks. This role may be fulfilled by an hourly or retired school nurse.
Fiscal and Technical Capacities
Your organization likely already has many of the supplies and resources you will need to implement All for Them successfully. In some cases, you may need to decide whether additional funds need to be allocated for some program components, such as printing. An outlined budget can help identify these fund sources, as needed. Working with your implementation partner to leverage resources and expertise is an essential step to ensure efficiency and reduce cost. Possible resources and costs associated with program implementation may include:
- Personnel / support staff (see the Staff and Leadership Capacities section above for a list of recommended existing staff you may be able to leverage for program implementation)
- Access to document editing software to tailor the All for Them clinic promotion tools provided in this toolkit (e.g., Microsoft Office [Word, PowerPoint, Excel], Adobe Acrobat)
- Office supplies and equipment for printing clinic awareness materials (posters, flyers, consent packets, HPV vaccine reminder cards)
- Access to laptops for patient/student registration and vaccine data entry and printers for printing or making copies of patient/student vaccine records (equipment you likely already have)
- Vaccine administration equipment (e.g., gloves, needles, vaccine stock, refrigerator, privacy screens)
- Vaccine management (storing and transportation logistics)
Enhance your Community Partnership Capacities
An essential element of the All for Them program is the partnership between schools and providers! It will be critical for each organization to identify an implementation partner. You may already have such a partnership in place; use this advantage and approach them about implementing All for Them together. For help with identifying and approaching an implementation partner, use the Build an Implementation Partnership tool.
It may be beneficial to partner with other organizations in your community as they can help support program promotion and maintenance. Community-based organizations like your local Boys & Girls Clubs of America or other similar organizations can help promote your event(s) to their families. Increasing your organization’s visibility in your community can also lead to networking and additional funding opportunities.
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Obtain Buy-in
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Identify Program Champions
The role of the All for Them program champion(s)
A strong program champion is essential to the successful implementation of any new program within an organization. They are the driving force behind the initiative, ensuring that momentum is maintained so your team can meet your goals. Serving as the glue that holds the implementation process together, a program champion addresses challenges and inspires others to stay committed. Their leadership and advocacy are key to building support and ensuring the sustainability of the program over time.
It is encouraged to have more than one champion to maximize efficiency of the program implementation. As a leader in your organization, you are aware of people’s skillsets, abilities, and availability. You have the knowledge and expertise needed to identify the right program champion. Trust your judgment and experience, as these skills will guide you to make the best choice.
Hear how school and provider organizations identified their program champions and built their support teams!
Identifying program champions
Each implementation partner should designate a program champion(s). The identification of a program champion will consist of considering a few individuals on your staff that meet the qualities and characteristics of an effective program champion. After identification of these individuals, schedule 1:1 time to discuss the opportunity. Consider allocating program planning time for your coordinator to allow for an improved implementation process.
Click the button below and download the guide sheet to indicate the individuals in your staff who meet the qualities of an effective program champion by writing their name and marking the qualities that they meet.
Note. This list is not exhaustive, but it is only meant to guide the identification of your next program champion(s).
Assembling a support team
Although the program champion will be leading the implementation tasks, they will require assistance from a core support team. This implementation team will support program implementation.
To assemble the implementation team, you may want to consider the following qualities that would be beneficial in a team member:
- Diverse skills, such as planning, organization, communication
- Experience working on other health initiatives
- Readiness to learn the components of the program and implement the program as intended
- Adaptability to unforeseen circumstances
- Flexibility in availability
- Access to families for program awareness/introduction
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Build an Implementation Partnership
Importance of securing a partner
To successfully implement the All for Them program, you will need to secure an implementation partner. This partner will contribute their expertise and work with you collaboratively to ensure the program meets both organizations’ needs. Choosing the right partner that shares your vision and commitment to the program and to the community will start you off on the right path. Through this partnership, long-term relationships can be developed and can strengthen your organization’s presence in the community.
Click to hear from All for Them champions on their experiences establishing school-provider partnerships.
Identifying an implementation partner
Where should you begin? To identify an implementation partner, start by exploring organizations you have previously worked with, as well as those in your community that share similar goals and missions. Leveraging these existing relationships can make your efforts more efficient and impactful.
Often, reaching out to your network to connect with potential partners can lead to valuable introductions. Networking and increasing your organization’s visibility in the community can position you to connect with the right people. Establishing initial contact, whether through a virtual or in-person conversation, makes it much easier to request a follow-up meeting. Here are some potential organizations and approaches to help you initiate conversations and secure a strong implementation partner:
Schools/Districts:
- Search this Texas Association of Community Health Centers online tool to find a community health center in your area.
- Connect with the Mobile Healthcare Associations Texas Regional Coalition to identify a provider partner.
- Contact your local city or county health department.
- Locate a Texas Vaccines for Children provider.
Health Care Providers:
- Use the Texas Education Agency school district locator to find school districts.
- Contact the health services director or coordinator at a potential school/district for partnership. You can also reach out to individual school nurses, especially in districts with few schools.
- Education service centers (ESCs) are geared to support Texas school districts to identify resources and implement initiatives. Many ESCs hold school nurse webinars and workshops — contact your local ESC about presenting at one of these events, which can help to generate program interest.
- School Health Advisory Council or PTO/PTA meetings are great avenues to reach school administrators and other student advocates who can help you secure buy-in.
- Consider charter and private schools as additional avenues for partnership.
Both School/Districts and Health Care Providers:
- Attend local school alliance/stakeholder meetings in your community centered around student health and immunizations.
- Connect with immunization coalitions such as the Texas HPV coalition and The Immunization Partnership to find resources for finding an implementation partner.
- Attend conferences for school health services administrators or health care providers.
Thinking Outside the Box in Rural Communities
For champions who want to adopt the program but have limited access to health care providers in their area, here are some suggestions:
- Inquire if paramedicine professionals in your community offer and can provide pediatric vaccines.
- Combine vaccines with requests for other health care services to increase provider interest.
- Reach out to community organizations to see who they partner with for pediatric vaccination needs.
- Consider working with local nurse practitioners who can use telehealth services to work with a pediatrician.
approaching potential partners
Once you've identified a potential partner, consider approaching them with the slide deck created for your organization (school & district or health care provider) to guide your conversation. This slide deck provides a structure for your conversation to understand the program logistics and secure a partnership.
- An overview of the All for Them program and mutual benefits of adopting the program for both partners.
- The roles and responsibilities of implementation for each partner.
- The vaccine clinic logistics.
Download slide deck for school/district teams
Download slide deck for health care provider teams
Memorandum of Understanding
Drafting a Memorandum of Understanding (MOU) or other written agreement with your program implementation partner, while not always required, can enhance the clarity and effectiveness of your collaboration. An MOU serves as a formal document that outlines the roles, responsibilities, and expectations of each party, helping to prevent misunderstandings and conflicts down the line. Taking the time to draft this agreement can be a proactive step towards a successful partnership. Consider drafting an MOU to safeguard the success and stability of your collaboration.
For organizations that mutually decide not to execute an agreement, make sure you are maintaining open lines of communication and checking in with your program partners regularly to make your implementation successful.
For support with drafting the scope of work for an MOU, use the Assess Organizational Capacity tool to identify key responsibilities for each partner.
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Expand Immunization Services to Nonprimary Care Settings
As a pediatric health care provider, you optimize preventive care everyday through vaccine education and vaccine services for your patients. However, you can expand vaccine access outside your clinic, possibly to your whole community.
Obtaining support from your organization to organize mobile and/or pre-consented vaccine clinics will require strategic planning. This tool will help you initiate conversations with your leadership team to support your efforts in taking vaccination services outside your clinic setting.
To hear more about other health care providers conducting pre-consented immunizations in schools, watch this video.
Vaccination in Nonprimary Care Settings
Expanding clinical services to alternative settings like schools, places of worship, and community centers can offer numerous benefits. Here are some key points to share with your leadership team:
- Advance Health Equity: By expanding services to medically under-resourced and rural communities, you can help bridge the gap in health care access. This effort can significantly improve health outcomes for underserved populations.
- Increase Clinic Patient Population: After vaccination services, you have the opportunity to navigate families to your brick-and-mortar clinics for standard care, thereby increasing your clinic's patient population. Establishing your clinic as a medical home for these families can lead to better continuity of care and improved health outcomes.
- Increase HPV Vaccine Series Completion: Visiting communities multiple times throughout the year can help ensure that individuals complete their HPV and other vaccine series. Providing consistent care is crucial for maintaining public health and preventing outbreaks of vaccine-preventable diseases.
- Improve Community Visibility and Trust: Providing services in community settings can enhance your clinic's visibility and build trust within the community. Working with your community can lead to stronger relationships and increased utilization of your services.
- Enhance Networking and Funding Opportunities: Expanding your services can open new networking opportunities and potential partnerships for funding. Organizations like the Mobile Healthcare Association and Mobile Health Map can provide valuable resources and support.
Remember, you can start small and scale up as your team gains more experience and possibly secures additional funding. Initially, you may not need to purchase a van or mobile unit if you do not already have one. As you expand, it may take time to collect and report data to demonstrate profitability and other community benefits of mobile outreach. While you may allocate most of the resources for implementing vaccination clinics in nonprimary care settings from within your organization, you may benefit from identifying supplemental funding for certain items. For funding support, consider enrolling in the Texas Vaccines for Children program to access free immunizations for your underserved clients and community and to offset costs. Additionally, Direct Relief is a humanitarian aid organization that provides medical resource donations to its partners. These resources can help you enhance your mobile clinical services and support your current and future efforts.
Conduct Pre-consented Clinics
Obtaining parental consent for vaccination is essential to ensure that school-based vaccination clinics are conducted in accordance with each clinic system’s policies and to increase the trust and comfort of schools in participating in such clinics. The vaccine pre-consented process allows parents or legal guardians to give advance consent for their child’s vaccination. Under Texas Family Code Section 32.102, written consent from a parent or guardian permits minors to receive vaccines without the parent being physically present at the time of administration.
This pre-consented approach makes it easier for families to access necessary health care services by reducing logistical and financial barriers such as:
Before implementing pre-consented clinics, consult with your risk management and/or legal department to ensure you are following relevant protocols for your organization. Some important topics you may include in those discussions:
- Adaptation of consent forms for pre-consented clinics
- Vaccine management (storage and transportation)
- Staff coverage and training (as needed)
Expanding clinical services to nonprimary care settings can significantly enhance health care accessibility, particularly in marginalized communities. By addressing psychosocial barriers, improving patient education, and fostering community trust, mobile and pre-consented clinics offer a scalable solution for increasing vaccination rates and advancing health equity.
Click the button to continue exploring the "Implementing All For Them" toolkit.Prepare

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