This checklist provides a practical roadmap for agencies, Tribal governments, and contractors to launch successful publicly funded programs that deliver lasting community impact.  It can serve as a useful reminder to experienced program managers and an insightful tool for those who are just getting started on their journey to launch their first publicly funded project.

1. Understand the regulatory environment

• Develop a comprehensive understanding of all regulatory requirements for your funding sources.
• Integrate requirements into a master document and proactively address any conflicts or gaps by creating interim policies and procedures.
• Update your compliance framework regularly as new rules are finalized.

Tip: Stay ahead of regulatory changes by revisiting your compliance framework and adjusting policies as needed.

2. Select the right projects

• Evaluate projects based on:
  • Community need and long-term impact
  • Economic benefits (job creation, business investment)
  • Potential to attract private capital and alternative funding
  • Environmental and social impact
  • Regulatory applicability
  • Length of investment benefit
  • Risk mitigation

Tip: Prioritize projects that maximize long-term value for the community.

3. Assess capabilities against needs

• Evaluate staff skills and capacity to manage the program lifecycle.
• Make sure policies and procedures are robust and current for all funding sources.
• Modernize technology platforms to increase efficiency, accuracy, and security.

Tip: If in-house capacity is lacking, consider contracted solutions, but make sure your team can manage consultants effectively.

4. Enhance policies, procedures, and technology

• Align policies with grant guidelines and agreements.
• Update documentation to reflect policy changes.
• Invest in technology platforms that support collaboration, transparency, and security.

Tip: Make documentation and reporting procedures a priority to avoid audit findings and loss of funds.

5. Build the right team and involve stakeholders early

• Involve those who will monitor and oversee the program in policy development and technology configuration from the outset.
• Customize systems to fit your program’s needs rather than relying solely on off-the-shelf solutions.

Tip: Early involvement of administrators and compliance monitors helps avoid missing crucial information and expedites program management.

6. Manage and govern data

• Use program data to monitor performance, detect fraud, and inform staffing decisions.
• Implement robust data governance practices to validate and report key data elements.

7. Sync policy and software updates

• Coordinate updates to policies and systems carefully.
• Test changes outside of live environments and train staff to minimize disruption and avoid noncompliance.

8. Model and test reporting

• Create a reporting model and test it before your first cycle to help ensure all required information is collected for oversight agencies.

9. Focus on the entire lifecycle

• Consider operations and maintenance costs upfront.
• Advocate for regular funding to maintain infrastructure and avoid future deterioration.