Cutting-Edge Practice

Tennessee MCHBG Asana Workflow Model

State/Jurisdiction: Tennessee
Setting: Virtual Workplace
Population: Medical & Public Health Professionals
Topic Area: Workforce Development
NPMs:

In Tennessee, the MCH Block Grant (MCHBG) is managed by the Division of Family Health and Wellness in the Department of Health. This division boasts a workforce of over 200 people, many of whom work directly with MCH priorities. Before Asana, coordination and communication with the Division were time-consuming and often ineffective, utilizing a stagnant Excel document that restricted collaboration and communication. For MCHBG, a key issue was the lack of a centralized tool to organize complex tasks, ensure timely completion, and track progress across multiple teams. Evidence from previous grant cycles indicated that disorganization, missed deadlines, and fragmented communication hindered the successful execution of grant activities. It became clear a new approach was needed to effectively manage the grant application and report process and alleviate burdens to the Coordinator.

In response to these challenges, the MCHBG team integrated Asana, a project management software, to enhance the grant application process. Asana enabled task assignment, progress tracking, and resource sharing in a single platform, ensuring real-time updates and enhanced communication. Annually, 37 main narrative sections, 19 forms, and 11 supporting components must be completed. Each section requires collaboration with other staff in the Division and external partners to complete. Asana transformed the process by which we acquire this information. Using Asana proved valuable for managing complex grant activities, improving team collaboration, and meeting deadlines. A key takeaway is the importance of utilizing user-friendly digital programs to improve project efficiency to enhance public health initiatives. This project’s success offers a replicable model for other grant-funded initiatives focused on public health. A template was created to be replicated for future application cycles, including tasks, assignees, and rules.



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Implementation Handout



CONTACT INFORMATION
Tennessee Department of Health
Elizabeth King
Elizabeth.King@tn.gov
Julie.Traylor@tn.gov