A three phase roster system rollout at an aged care provider with a success measure for each phase
Implementation plan slide with a success measure for every phase
An implementation plan slide shows how a change will be rolled out in stages and what has to be true before each stage moves on to the next. This one sets out how Wyncliffe Aged Care, a fictional provider, moves 374 staff in four homes to a new roster system in 2027.
What is on the slide
- Panel
- Roster Rollout, Three Phases. Wyncliffe Aged Care moves all four homes to the new roster system in 2027. Each phase ends with a measure that must be met before the next starts.
- 01 Pilot, Feb to Mar
- Kestrel House only, 64 staff. Success: 90% of shifts confirmed in the app and no missed pay runs.
- 02 Expand, Apr to Jun
- The other three homes join, 310 staff. Success: every swap request answered within 48 hours.
- 03 Embed, Jul to Aug
- Paper forms retired on 1 July. Success: overtime hours down 10% against the 2026 average.
When this is the right slide
Right when a board must approve a staged rollout of three phases and wants to see the dates and the success measure that has to be met before each next phase starts.
What to swap it for
Timeline: 4 Phase Alternating Rail. When the rollout has four phases, or the dates of each step lead the story more than the ideas behind it.
What this slide shows
A brand coloured panel on the left carries the eyebrow Roster Rollout, the title Three Phases and the framing: Wyncliffe Aged Care moves all four homes to the new roster system in 2027, and each phase ends with a measure that must be met before the next starts. On the right, three tall pale cards stack down the slide, each led by a large navy numeral. 01, Pilot, Feb to Mar: Kestrel House only, 64 staff; success means 90% of shifts confirmed in the app and no missed pay runs. 02, Expand, Apr to Jun: the other three homes join, 310 staff; success means every swap request answered within 48 hours. 03, Embed, Jul to Aug: paper forms retired on 1 July; success means overtime hours down 10% against the 2026 average. The dates line up with the FAQ slide for the same rollout, which tells staff paper forms are accepted until 30 June.
When this is the right slide
Use an implementation plan slide when a board, executive team or steering group must approve a staged rollout and wants to see the checks that protect it. It suits system rollouts, policy changes, new service models and process changes across several sites. Three phases is the sweet spot for this layout, and the slide works best when each phase has one measure that can be read from data. It is the wrong slide when the audience needs task level detail, which belongs in a Gantt or a project plan, or when phases have no real gates, in which case a simple timeline is more honest than a plan that pretends to have stop points. The slide also helps managers in each home plan their own work. A unit manager at one of the later homes can see that nothing changes for their staff until April, and that the pilot result will be known before then, which takes the anxiety out of a change that has not reached them yet.
How to adapt it
First, rename the three phases to match your rollout, keeping the months in each label so the timing reads with the name. Second, write one success measure per phase that can be checked from a system or a report, and say in the framing what happens when a measure is missed. Third, when the plan has four phases, or dates matter more than the ideas behind each phase, swap to the four phase alternating rail, which spaces four dated steps above and below a line. Whichever you use, put the same dates in every slide and document about the rollout, because staff will compare them. Share the success figures at each review even when they are good, so staff see that the measures were real and that the next phase started because the numbers said it could.
What makes this slide work
Each phase has a measure that gates the next
Ninety percent of shifts confirmed in the app and no missed pay runs. Every swap request answered within 48 hours. Overtime hours down 10% against the 2026 average. The left panel says each phase ends with a measure that must be met before the next starts, so the plan has built in stop points.
Staff numbers add up to the whole organisation
The pilot covers 64 staff at Kestrel House and the expansion covers 310 staff in the other three homes, which accounts for all 374 staff in the four homes. Anyone checking the plan can see that nobody is left out and how much bigger the second phase is than the first.
The cards read like a short manifesto
Large numerals, 01, 02 and 03, lead each tall card, followed by a phase name with its months, Pilot, Feb to Mar, and one sentence. The brand panel on the left holds the title and framing in white type. The layout reads as a confident plan rather than a project schedule.
Questions people ask
What makes a good success measure for an implementation phase?
A number that can be checked at the end of the phase, set before the phase starts, and that tells you whether it is safe to move on. Ninety percent of shifts confirmed in the app is measurable from the system itself. Avoid measures like staff are comfortable, which nobody can agree on at a review meeting.
Why do implementation plans often have three phases?
Pilot, expand and embed match the way most organisations absorb change: test with a small group, roll out to everyone, then make the new way permanent and remove the old one. Three is also easy to remember. Larger programs may need more, but three to four phases suit most rollouts on a single slide.
Should the plan say what happens if a measure is missed?
Yes, at least aloud and in the written plan. The usual answer is that the phase extends until the measure is met, with a date for the next review. Here, if the pilot misses 90%, Kestrel House stays in pilot and the other homes wait. Saying this up front makes the measures real rather than decorative.
How do I choose where to pilot a rollout?
Pick a site that is typical, not the easiest or the hardest, with a manager willing to report problems honestly. Kestrel House, with 64 staff, is large enough to test real rosters and small enough to support closely. Name the pilot site on the slide so everyone knows where to look for early results.
When should an implementation plan show four phases instead of three?
When a distinct stage, such as training or a data migration, needs its own dates and success measure. Squeezing it into the pilot hides a real risk. With four phases led by dates rather than ideas, an alternating rail with four steps reads more clearly than three tall cards.
How do I present an implementation plan slide to a board?
State the end state first, all four homes live and paper retired by August. Then walk the three phases, giving the success measure for each and what happens if it is missed. Finish by naming the decision you need, usually approval to start the pilot. Boards approve plans faster when they can see the stop points.
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