Project Management for the Public Health Professional Instructor Name See Facilitator Guide for instructions and speaker notes Instructor Name

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 See Facilitator Guide for instructions and speaker notes

Session Overview Introduction to Project Management Stages of a project Initiate & Define Plan Implement & Control Close See Facilitator Guide for instructions and speaker notes

What Is a Project? Is directed at specific goal Involves coordination of interrelated activities Has limited duration- a beginning and an end Is unique See Facilitator Guide for instructions and speaker notes

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 See Facilitator Guide for instructions and speaker notes 5

Characteristics Of A Project Successful projects balance TIME See Facilitator Guide for instructions and speaker notes 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 See Facilitator Guide for instructions and speaker notes

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 See Facilitator Guide for instructions and speaker notes

Project Manager Skills Planning Technical People See Facilitator Guide for instructions and speaker notes

Project Management Method Initiate and Define 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 Plan See Facilitator Guide for instructions and speaker notes 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 See Facilitator Guide for instructions and speaker notes

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 See Facilitator Guide for instructions and speaker notes

Example Project Description 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. What? Why? When? Who? This project is being done in order to better target areas of increased risk for HIV, and to then identify priority prevention areas. See Facilitator Guide for instructions and speaker notes 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. See Facilitator Guide for instructions and speaker notes

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 See Facilitator Guide for instructions and speaker notes

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? Example Map of places where people meet new sexual and needle-sharing partners Completed data collection Summary report See Facilitator Guide for instructions and speaker notes

Who are the stakeholders? Customers Sponsors Team Members And what are they assuming? See Facilitator Guide for instructions and speaker notes

Plan the Project Define project activities Determine task dependencies Develop a schedule Allocate resources Develop a plan to address risks Create a plan to communicate with stakeholders Plan See Facilitator Guide for instructions and speaker notes

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 See Facilitator Guide for instructions and speaker notes

Step 2: Define Project Activities Work Breakdown Structure Deliverable Activities Tasks Sub-tasks See Facilitator Guide for instructions and speaker notes

Example: Behavior Study Project Deliverable Activities Tasks Sub-tasks Develop Database Gain Approval Conduct Interviews Provide Equipment IRB Protocol Create shell Design reports Recruit & train staff Test database Local Identify interviewers Data Collection MOH See Facilitator Guide for instructions and speaker notes Develop interview process

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. See Facilitator Guide for instructions and speaker notes

Set up tables and chairs Let’s Have a Party! Clean room (30 minutes) Begin party! (0 minutes) Start Project (0 minutes) Set up tables and chairs (30 min) Buy food & beverage (90 min) Make food (90 min) See Facilitator Guide for instructions and speaker notes Mix beverages (30 min) Compose menu (45 minutes)

Party Planning Network Flow Diagram Clean room (30 minutes) Compose menu (45 minutes) Begin party! (0 minutes) Buy food & beverage (90 min) Start Project Mix beverages (30 min) Make food Set up tables and chairs See Facilitator Guide for instructions and speaker notes

Example Task: Recruit and Train Interviewer Staff See Facilitator Guide for instructions and speaker notes

Project Management for the Public Health Professional Day 2 See Facilitator Guide for instructions and speaker notes Day 2 26

Day 1 Review See Facilitator Guide for instructions and speaker notes

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 See Facilitator Guide for instructions and speaker notes 28

Project Management Method Initiate and Define 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 Plan See Facilitator Guide for instructions and speaker notes 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! See Facilitator Guide for instructions and speaker notes

Task Schedule: Gantt Chart See Facilitator Guide for instructions and speaker notes

Timeline Monitoring: Milestones Key event, achievement, or decision Highly visible Crucial for progress Example PPAs identified Staff trainings completed Interviews completed See Facilitator Guide for instructions and speaker notes

Reduce Project Duration Do activities at the same time Overlap activities Reduce project scope Change approach See Facilitator Guide for instructions and speaker notes

Step 5: Allocate Resources Develop a budget Assign responsibility Assemble the team Establish stakeholders See Facilitator Guide for instructions and speaker notes

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 See Facilitator Guide for instructions and speaker notes

Establish Stakeholders and Project Champion Community members Government officials Partner agencies/organizations Who is the Project Champion? Team Member, Donor, Colleague, Boss, Program Director See Facilitator Guide for instructions and speaker notes

Step 6: Plan for Risks Schedule Resources Budget Scope External Events What could possibly go wrong? See Facilitator Guide for instructions and speaker notes

A Risk Management Plan Reduces the Surprises Identify risks Quantify the potential impact Prioritize the risks Develop risk reduction strategies Example: There is a risk that community members will be reluctant to be interviewed. See Facilitator Guide for instructions and speaker notes

Step 7: Plan Communications Targets: Stakeholders & Members of the project team Goal: Promptly find and solve problems Communications Plan Define communication methods and frequency Example: Weekly teleconferences with project lead at national HIV/AIDS prevention program. See Facilitator Guide for instructions and speaker notes

Implement and Control Implement the Project Implement and Control See Facilitator Guide for instructions and speaker notes Implement and Control

How do You Manage Implementation? TIME See Facilitator Guide for instructions and speaker notes COST QUALITY

Step 9: Monitor & Take Corrective Action Identify triggers for potential problems See Facilitator Guide for instructions and speaker notes

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. See Facilitator Guide for instructions and speaker notes

Close Close out and Document Close See Facilitator Guide for instructions and speaker notes

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 See Facilitator Guide for instructions and speaker notes

Project Close-Out Celebrate! Project close-out has four steps: Project review and feedback from customers and project sponsor Team analysis of project process and ideas for improvements Create a final close-out report And don’t forget to See Facilitator Guide for instructions and speaker notes Celebrate!

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 See Facilitator Guide for instructions and speaker notes

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). See Facilitator Guide for instructions and speaker notes