1. Project Management for the Public Health Professional Instructor Name
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Instructor Name

2. 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
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3. Session Overview Introduction to Project Management
Stages of a project
Initiate & Define
Plan
Implement & Control
Close
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4. What Is a Project? Is directed at specific goal
Involves coordination of interrelated activities
Has limited duration- a beginning and an end
Is unique
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5. 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
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6. Characteristics Of A Project
Successful projects balance
TIME
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COST
QUALITY

7. 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
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8. 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
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9. Project Manager Skills
Planning
Technical
People
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10. 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
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Implement and Control
8. Implement the project
9. Monitor & take corrective action
Close
10. Close out and document

11. Initiate and Define Project workplan includes
Establish project statement
Define goals, objectives and indicators
Outline main steps
Initiate and Define
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12. 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
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13. 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.
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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.

14. 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.
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15. 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
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16. 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
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17. Who are the stakeholders?
Customers
Sponsors
Team Members
And what are they assuming?
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18. 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
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19. 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
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20. Step 2: Define Project Activities Work Breakdown Structure
Deliverable
Activities
Tasks
Sub-tasks
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21. 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
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Develop interview process

22. 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.
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23. 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)
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Mix beverages
(30 min)
Compose menu
(45 minutes)

24. 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
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25. Example Task: Recruit and Train Interviewer Staff
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26. Project Management for the Public Health Professional Day 2
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Day 2 26

27. Day 1 Review
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28. 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

29. 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

30. 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!
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31. Task Schedule: Gantt Chart
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32. Timeline Monitoring: Milestones
Key event, achievement, or decision
Highly visible
Crucial for progress
Example
PPAs identified
Staff trainings completed
Interviews completed
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33. Reduce Project Duration
Do activities at the same time
Overlap activities
Reduce project scope
Change approach
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34. Step 5: Allocate Resources
Develop a budget
Assign responsibility
Assemble the team
Establish stakeholders
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35. 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
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36. Establish Stakeholders and Project Champion
Community members
Government officials
Partner agencies/organizations
Who is the Project Champion?
Team Member, Donor, Colleague, Boss, Program Director
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37. Step 6: Plan for Risks Schedule Resources Budget Scope External Events
What could possibly
go wrong?
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38. 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.
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39. 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.
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40. Implement and Control Implement the Project Implement and Control
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Implement and Control

41. How do You Manage Implementation?
TIME
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COST
QUALITY

42. Step 9: Monitor & Take Corrective Action
Identify triggers for potential problems
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43. 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.
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44. Close Close out and Document Close
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45. 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
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46. 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
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Celebrate!

47. 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
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48. References
WHO: effective project planning and evaluation in biomedical research. Accessed at
Posner, BZ, “What it Takes to be a Good Project Manager,” Project Management Journal 18, No. 1 (March 1987).
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