Project Management

Instructor Name

for the Public Health Professional

Learning Objectives

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

Introduction to Project Management

Stages of a project Initiate & Define Plan Implement & Control Close

What Is a Project?

Is directed at specific goal Involves coordination of interrelated

activities Has limited duration- a beginning

and an end 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

QUALITYCOST

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

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

Planning Technical People

Project Management Method

Initiate and

Define

1. Select project & define scope

Plan

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

Implement and

Control

8. Implement the project

9. Monitor & take corrective action

Close 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?

Why?

When?

Who?

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.

This project is being done in order to better target areas of increased risk for HIV, and to then identify priority prevention areas.

This project will begin January 1, 2011 and will be completed by June 30, 2011.

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

What will have been achieved by the end of this project?

What requirements must be met?

Example 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

1-3 deliverables for each objective How will we know that the objective is

accomplished? What can we measure to show that each

objective has been met?

Example1. Map of places where people meet new sexual and needle-sharing

partners2. Completed data collection3. Summary report

Who are the stakeholders?

Customers Sponsors Team Members

And what are they assuming?

Plan the Project

2. Define project activities 3. Determine task dependencies4. Develop a schedule 5. Allocate resources6. Develop a plan to address risks7. Create a plan to communicate with

stakeholders

Plan

Step 2: Define Project Activities

Determine the activities that are required in order to complete each deliverable

Example

Deliverable: Data Collection

Activities: Conduct interviews Obtain approval Develop database Data management Reporting

Step 2: Define Project ActivitiesWork Breakdown Structure

Deliverable

Activities

Tasks

Sub-tasks

Example: Behavior Study Project

Develop interview process

Deliverable

Activities

Tasks

Sub-tasks

Develop Database

Gain Approval

Conduct Interviews

Provide Equipment

IRB Protocol Create shell

Design reports

Recruit & train staff

Test databaseLocalIdentify

interviewers

Data Collection

MOH

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.

Clean room

(30 minutes)

Compose menu

(45 minutes)

Begin party!

(0 minutes)

Buy food & beverage

(90 min)

Start Project

(0 minutes)

Mix beverages

(30 min)

Let’s Have a Party!

Make food

(90 min)

Set up tables

and chairs

(30 min)

Party Planning Network Flow Diagram

Clean room

(30 minutes)

Compose

menu

(45 minutes)

Begin party!

(0 minutes)

Buy food & beverage

(90 min)

Start Project

(0 minutes)

Mix beverages

(30 min)

Make food

(90 min)

Set up tables

and chairs

(30 min)

Example

Task: Recruit and Train Interviewer Staff

Identify interviewers

Develop Interview Process

Design Training

Workshop

Print materials

Arrange training location

Invite Participants

Conduct training

Project Management

Day 2

for the Public Health Professional

Day 1 Review

Learning Objectives

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

1. Select project & define scope

Plan

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

Implement and

Control

8. Implement the project

9. Monitor & take corrective action

Close 10. Close out and document

Step 4: Develop a Schedule

For each event, determine:

Start date

Duration

Finish date

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.

Be Aware of

Dependencies!

Task Schedule: Gantt Chart

Tasks

Start Date

End Date

Day 1

Day 2

Day 3

Day 4

Day 5

Day 6

Day 7

Day 8

Day 9

Day 10

Day 11

Day 12

Conduct Interviews31-Jan 11-Feb

Identify interview locations

Provide equipment/materialsRecruit & train staff

Identify interview ers

Develop interview process

Design w orkshop

Print materials

Arrange location

Invite participants

Conduct w orkshop

Schedule

Timeline Monitoring: Milestones

Milestone Key event, achievement, or decision Highly visible Crucial for progress

Example PPAs identified Staff trainings completed Interviews completed

Reduce Project Duration

Do activities at the same time

Overlap activities

Reduce project scope

Change approach

Step 5: Allocate Resources

Develop a budget Assign responsibility

Assemble the team Establish stakeholders

Assembling a Team

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

Community members

Government officials

Partner agencies/organizations

Who is the Project Champion?

Team Member, Donor, Colleague, Boss, Program Director

Step 6: Plan for Risks

What could possibly

go wrong?

Schedule

Resources

Budget

Scope

External

Events

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

Targets: Stakeholders & Members of the project team

Goal: Promptly find and solve problems Communications Plan Define communication methods and

frequencyExample:

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

QUALITYCOST

Identify triggers for potential problems

Step 9: Monitor & Take Corrective Action

Planning tools become monitoring tools

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

Meeting the planned schedule for delivery

Not exceeding planned budgets

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 toCelebrate!

Summary

Successful projects meet the needs of their stakeholders by thoroughly carrying out the project’s stages:

Agreement among stakeholders of definition and scope

Thorough planning, using tools appropriate for project size and complexity

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/stepbystep.pdf.

Posner, BZ, “What it Takes to be a Good Project Manager,” Project Management Journal 18, No. 1 (March 1987).