Transcript Surveillance Overview

Project Management
for the Public
Health
Professional
Instructor Name
Learning Objectives
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Write a project workplan
Generate a work breakdown structure
Develop a network diagram and
schedule
Track and manage the project
Close-out and conduct post project
reviews to ensure continuous learning
Session Overview
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Introduction to Project Management
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Stages of a project
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Initiate & Define
Plan
Implement & Control
Close
What Is a Project?
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Is directed at specific goal
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Involves coordination of interrelated
activities
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Has limited duration- a beginning
and an end
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Is unique
Quiz: Guess the P
Is it a program? project? or process?
AIDS awareness
U. S. President’s Malaria Initiative
Investigate a salmonella outbreak in Accra Ghana
Provide antiretroviral treatment in a community
Youth tobacco prevention
Conduct a national nutrition survey in Vietnam in
October 2009
Characteristics Of A Project
Successful projects balance
TIME
COST
QUALITY
Purpose of Project
Management
Good project management considers
 What needs to be done
 The standards to which it should be
carried out
 Who will do it
 How much it will cost
 Who pays for it
Successful Projects Have Some
Things in Common
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Clearly defined & achievable objectives
Effective leadership
A plan that manages and measures
progress
Management commitment and support
Stakeholders agree on the project’s goals
Continuous communications
Stakeholders are appropriately involved
Project Manager Skills
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Planning
Technical
People
Project Management Method
Initiate
and
Define
Plan
Implement
and
Control
Close
1. Select project & define scope
2. Define project activities
3. Determine task dependencies
4. Develop schedule
5. Allocate resources
6. Create plan to address risks
7. Create plan to communicate with stakeholders
8. Implement the project
9. Monitor & take corrective action
10. Close out and document
Initiate and Define

Project workplan includes
Establish project statement
 Define goals, objectives and indicators
 Outline main steps

Initiate
and
Define
Step 1:
Select Project and Define Scope
Answers the question, “Why are we
doing this project?”
• What needs to be done
• Why it needs to be done
• When the work must be finished
• Who will be served by the project
Example Project Description
What?
This project will assess HIV prevention program
coverage in Gabarone among persons socializing at the
venues most likely to attract people with high rates of
new sexual or needle sharing partnerships.
Why?
This project is being done in order to better target areas
of increased risk for HIV, and to then identify priority
prevention areas.
When?
This project will begin January 1, 2011 and will be
completed by June 30, 2011.
Who?
This project will benefit persons who engage in high
risk behaviors that could result in transmission of
HIV/AIDS.
Project Definition: Goals
Define the project goal
 How is this project solving the public
health problem?
Example
To systematically identify locations where people meet new sexual
partners and describe the social and sexual characteristics of the
areas identified for the purpose of AIDS prevention.
Define Project Objectives
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What will have been achieved by the
end of this project?

What requirements must be met?
Example
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Assess and identify priority prevention areas (PPAs)
Determine where people meet new sexual and needle-sharing
partners in the PPAs through community informant interviews
Characterize people who socialize at the venues reported
Use the results to inform key stakeholders
Define Project Deliverables
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1-3 deliverables for each objective
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How will we know that the objective is
accomplished?
What can we measure to show that each
objective has been met?
Example
1.
2.
3.
Map of places where people meet new sexual and needle-sharing
partners
Completed data collection
Summary report
Who are the stakeholders?
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Customers
Sponsors
Team Members
And what are they assuming?
Plan the Project
2.
3.
4.
5.
6.
7.
Define project activities
Determine task dependencies
Develop a schedule
Plan
Allocate resources
Develop a plan to address risks
Create a plan to communicate with
stakeholders
Step 2:
Define Project Activities
Determine the activities that are required
in order to complete each deliverable
Example
Deliverable: Data Collection
Activities:
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Conduct interviews
Obtain approval
Develop database
Data management
Reporting
Step 2: Define Project Activities
Work Breakdown Structure
Deliverable
Activities
Tasks
Sub-tasks
Example: Behavior Study Project
Deliverable
Data Collection
Gain
Approval
Conduct
Interviews
Recruit &
train staff
Develop
interview
process
Provide
Equipment
Identify
interviewers
Protocol
IRB
MOH
Develop
Database
Create
shell
Test
database
Local
Sub-tasks
Design
reports
Activities
Tasks
Step 3:
Determine Task Dependencies
Determine order of elements, their
dependencies, and their links
Example:
It would be impossible to train the
interviewers before we identified them.
Let’s Have a Party!
Clean room
(30 minutes)
Buy food &
beverage
(90 min)
Begin party!
Start Project
(0 minutes)
(0 minutes)
Make food
(90 min)
Set up tables
and chairs
(30 min)
Mix
beverages
Compose menu
(30 min)
(45 minutes)
Party Planning Network Flow
Diagram
Clean room
Set up tables
and chairs
(30 minutes)
(30 min)
Begin party!
Start Project
(0 minutes)
(0 minutes)
Compose
menu
(45 minutes)
Buy food &
beverage
(90 min)
Make food
(90 min)
Mix
beverages
(30 min)
Example
Task: Recruit and Train Interviewer Staff
Project Management
for the Public
Health
Professional
Day 2
Day 1 Review
Learning Objectives
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



Write a project workplan
Generate a work breakdown structure
Develop a network diagram and
schedule
Track and manage the project
Close-out and conduct post project
reviews to ensure continuous learning
Project Management Method
Initiate
and
Define
Plan
Implement
and
Control
Close
1. Select project & define scope
2. Define project activities
3. Determine task dependencies
4. Develop schedule
5. Allocate resources
6. Create plan to address risks
7. Create plan to communicate with stakeholders
8. Implement the project
9. Monitor & take corrective action
10. Close out and document
Step 4:
Develop a Schedule
For each event, determine:
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Start date
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Duration
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Finish date
Be Aware
of
Dependencies!
Example:
In our study, we will spend January through March
of 2011 identifying the priority prevention areas
(PPA). We will conduct the interviews during
April, & May 2011.
Task Schedule: Gantt Chart
Tasks
Schedule
Start
Date
Conduct Interviews
Identify interview locations
Provide equipment/materials
Recruit & train staff
Identify interview ers
Develop interview process
Design w orkshop
Print materials
Arrange location
Invite participants
Conduct w orkshop
End
Date
31-Jan 11-Feb
Day
1
Day
2
Day
3
Day
4
Day
5
Day
6
Day
7
Day
8
Day
9
Day
10
Day
11
Day
12
Timeline Monitoring:
Milestones
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Milestone
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Key event, achievement, or decision
Highly visible
Crucial for progress
Example
 PPAs identified
 Staff trainings completed
 Interviews completed
Reduce Project Duration
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Do activities at the same time
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Overlap activities
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Reduce project scope
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Change approach
Step 5: Allocate Resources
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Develop a budget
Assign responsibility
Assemble the team
 Establish stakeholders
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Assembling a Team
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Determine expertise needed
Interview potential team members
List responsibilities and expectations
Define internal communication methods
and frequency
Example
Introductory meetings with community leaders in
PPAs
Establish Stakeholders and
Project Champion
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Community members
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Government officials
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Partner agencies/organizations
Who is the Project Champion?
Team Member, Donor, Colleague,
Boss, Program Director
Step 6:
Plan for Risks
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Schedule

Resources
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Budget

Scope
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External
Events
What could
possibly
go wrong?
A Risk Management Plan
Reduces the Surprises
1.
Identify risks
2.
Quantify the potential impact
3.
Prioritize the risks
4.
Develop risk reduction strategies
Example:
There is a risk that community members will be reluctant
to be interviewed.
Step 7:
Plan Communications
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Targets: Stakeholders & Members of
the project team
Goal: Promptly find and solve
problems
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Communications Plan
Define communication methods and
frequency
Example:
Weekly teleconferences with project lead at national
HIV/AIDS prevention program.
Implement and Control
8.
Implement the Project
Implement
and
Control
How do You Manage
Implementation?
TIME
COST
QUALITY
Step 9:
Monitor & Take Corrective Action
Identify triggers for potential problems
Planning tools become
monitoring tools
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Track progress of the project activities
Identify tasks at risk
Check expenditures
Manage the scope of the project
Example:
The teams in a specific area are having difficulty
getting cooperation in the community and are
behind on their data collection. If the issue isn’t
resolved by the end of the week, they will move to a
different area that hasn’t yet been interviewed.
Close
10.
Close out and Document
Close
Successful Projects Meet
Requirements
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Meeting the planned
schedule for delivery
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Not exceeding planned
budgets
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Achieving the defined
scope and quality
requirements
Communicating
effectively with all
stakeholders
Project Close-Out
Project close-out has four steps:
1. Project review and feedback from customers and
project sponsor
2. Team analysis of project process and ideas for
improvements
3. Create a final close-out report
4. And don’t forget to
Celebrate!
Summary
Successful projects meet the needs of
their stakeholders by thoroughly carrying
out the project’s stages:
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Agreement among stakeholders of definition and
scope
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Thorough planning, using tools appropriate for project
size and complexity
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Strong implementation, monitoring, and close-out
References
WHO: effective project planning and evaluation in
biomedical research. Accessed at
http://www.who.int/tdr/publications/publications/pdf/stepb
ystep.pdf.
Posner, BZ, “What it Takes to be a Good Project Manager,”
Project Management Journal 18, No. 1 (March 1987).