January 2013 Action Plan Skills Building: Module 3 Planning the Details: Activities, Timelines, Resources, and More

2 Action Plan Skills Building Workshop Module 3: Planning the Details Module 4: Implementing and Evaluating Module 1: Getting Started Module 2: Defining Purpose and Scope

3 Learning Objectives Gain understanding of the various components to be developed for an AP: Select activities to meet the objectives Develop practical implementation details Utility of GANTT and PERT charts

Outline 4 Defining activities Breaking down activities into tasks Considering order of activities and tasks Estimating realistic activity timeframes Developing milestones Defining the budget Allocating responsibilities Presenting the action plan

Defining Activities 5 An activity is: the highest level of action in the AP hierarchy an element of work performed during the course of a project has an expected duration, cost, and resource requirements may address more than one objective Activity Objective Activity

Begin with brainstorming session Identify any activities that will help meet the objective Collect and compare suggestions Organise as a logical set of activities Consult with those who have experience with similar APs 6 How to Define Activities

Breaking Down Activities into Tasks …that enable accurate estimation of time and resource requirements …that provide enough information for those responsible for an activity or task 7 Activity Task Activity Task

Breaking Down Activities into Tasks (cont.) Picture the AP as a hierarchy of activities and tasks 8 Activity 1 Task 1.1 Task 1.2 Task 1.3 Activity 2 Task 2.1 Task 2.2 Task 2.3 Task 2.4

9 Breaking Down Activities into Tasks: Example Activity: Repackage and store 100 tons of obsolete pesticides stockpiles in an environmentally safe manner Task: Obtain UN approved packaging materials suitable for long-term storage of chemicals Task: Repackage (when possible) and label the chemicals stocks Task: Transport the repackaged stocks Task: Store in a designated well-designed, secure and controlled facility(ies) for one year

10 Considering Order of Activities and Tasks Define order: Which activities/tasks can begin immediately? Which need to be completed before others can begin? Do some need to start at the same time?

Can only be an estimate, but should be carefully done to ensure accurate AP Review earlier projects for insight into realistic timeframes Consult with those who have the related technical knowledge or expertise 11 Estimating Realistic Activity Timeframes

Estimating Realistic Activity Timeframes (cont.) Underestimating the time required may result from: leaving out essential activities/tasks not accurately accounting for interdependence of activities/tasks not accounting for time required for ordering/delivery of equipment failure to accurately consider competing resources, e.g. scheduling same person or equipment for simultaneous activities/tasks 12

Developing Milestones An important event in the AP: typically the completion of a key activity or project phase Used to monitor whether project is on track during implementation The simplest project milestones are the dates estimated for the completion of an activity e.g. “Inventory of obsolete pesticides updated” 13

Human resources, facilities, equipment, materials, training, travel, etc. How many people are required? What type of skills/expertise do they need to possess? Are particular facilities, equipment, services, or materials necessary? Are there any other special requirements not yet covered? 14 Defining the Budget

Resource Requirements Matrix: Example 15 Activities and TasksHuman Resources FacilitiesEquipmentServices, Materials, etc. Total Resource Costs Activity: Repackage and store 100 tons of obsolete pesticides stockpiles in an environmentally safe manner Task: Obtain UN approved packaging materials suitable for long-term storage of chemicals Qualified driver (10 person- days) Labourer (40 person- days) Transport trucks Packaging materials Petrol 10 person-days*daily wage: $xx 20 person-days*daily wage: $xx Trucks: $xx Packaging materials: $xx Petrol: $xx Task: Repackage (when possible) and label the chemicals stocks Labourer (40 person- days) Manager (5 person- days) Protective clothing (overalls, masks, gloves…) 40 person-days*daily wage: $xx 5 person-days*daily wage: $xx Protective clothing: $xx

Allocating Responsibilities Addresses who will be responsible for completing each activity/task Demonstrates to donors that the team has agreement and commitment in principle Responsibilities may need to be adjusted 16

Allocating Responsibilities (cont.) Who has the appropriate knowledge? Whose commitment is required? Have the capability, skills, and expertise of each working group member, stakeholder, etc. been taken into account? Does each contributor understand what is required of them? 17

18 Responsibilities Assignment Matrix: Example Activities and TasksPerson/Organisation Ministry of Agriculture Ministry of Environment Project Coordination Unit Advisory Tech. Group Activity: Repackage and store 100 tons of obsolete pesticides stockpiles in an environmentally safe manner Task: Obtain UN approved packaging materials suitable for long-term storage of chemicals Arrange transportSelect packaging materials to be used (p) Advise on appropriate packaging materials Task: Repackage (when possible) and label the chemicals stocks Obtain protective clothing Hire appropriate labourers Monitor execution of the task (p) Plan the repackaging and labelling process Task: Transport the repackaged stocks Select a transport company Monitor execution of the task (p) Advise on transport companies that can ensure safe transport of hazardous substances

Presenting the Action Plan: GANTT Chart Activity/tasks represented by bars on a calendar, showing: Sequence Duration Milestones Responsible persons (optional) Costs (optional) 19

GANTT Chart: Example 20

Presenting the Action Plan: PERT Chart Activity/tasks represented by boxes linked in a logical order showing: Relationships (and dependencies) between activities/tasks Durations/dates (optional) Milestones (optional) Key decisions (optional) 21

PERT Chart: Example 22 Pre- plannin g

Summary Defining activities Breaking down activities into tasks Considering order of activities and tasks Estimating realistic activity timeframes Developing milestones Defining the budget Allocating responsibilities Presenting the action plan 23

Thank you Chemicals and Waste Management Programme United Nations Institute for Training and Research (UNITAR) Palais des Nations 1211 Geneva 10 Tel: Fax: