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Saint Paul Public Schools, District 625
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Work Plan

Work Plan

Who Completes This Task: Grant Manager

Timeframe: Ongoing


A work plan (sometimes called an action plan) is the grant’s map for the entire project from implementation through closeout. It identifies the project’s goals, objectives, strategies and activities. While the structure of a work plan should be simple and easy to understand, the completed plan is likely to require many pages.

In addition to guiding program staff through the project, a good work plan can be a useful communication tool. See the work plan template as a starting point.

Key elements to include in the work plan:

  • Project timeline, including all deadlines and time frames
  • Action plan to sustain and closeout
  • Reports, internal and formal
    • Start and due dates
    • Plan for 1 hour for every $10,000 of the grant
  • Data collection plan
  • Evaluation plan and due dates
  • Contract monitoring
  • Calendar


  • All grants must have a work plan


  1. Identify the project’s goal(s)
    1. The overall purpose of the project
    2. The questions it aims to answer
  2. Identify the objectives
    1. Measurable features used to determine if the goal is met
    2. Project milestones
    3. Main steps or phases of the project
  3. Note any major tasks or activities necessary for each project phase or milestone
  4. Note any criteria or constraints that impact the project
  5. Document all deadlines, reporting periods, and other time sensitive tasks
  6. Note who is responsible for each action step
  7. Note any expected resources necessary for completion
    1. Time
    2. Administrative support
    3. Financial cost
    4. SPPS liability insurance requirements
  8. Share the work plan with the project team, staff, and stakeholders
  9. Update the work plan if and when needed

Documentation Required

  • Work plan may be needed for reporting, but not always required

Why This Is Important

  • A work plan ensures a project is organized and transparent
  • Ensures continuity and communication even if program staff changes
  • Keeps grant-funded projects focused on approved activities and timelines

Related Topics

Accepting a Grant Award

Grant Closeout

Grant Management Best Practices

Grant Management Standard Work

Grant Reporting