1. 1 PLANNING A description of what we want to accomplish in the future and agreement on the means for achieving it. Planning is an effort to arrange for the use of our resources in an orderly, economic and goal assuring way.

2. BENEFITS OF PLANNING 1. Forces us to take an objective look at the total program 2. Forces critical and analytical thinking about one’s resources 3. Written plans provide an orderly statement of goals and procedures for easy reference 4. Provides a way for communicating goals and means of achieving them 5. Sets standards against which the manger and others can check progress 6. Through the participation of others, it can result in a feeling of being “on the team” 7. A plan once accepted becomes a commitment to act

3. PLANNING STEPS 1. Agree on and understand the goals of the organization 2. Gather information on the nature of the current situation, prospective available resources, and future requirements (forecasting) 3. Involve others in the process. 4. Diagnose needs and set planning goals (make more specific plans) 5. Choose alternative courses of action 6. Agree upon responsibility for action 7. Prepare the final plan 8. Get the plan approved

4. 4 CRITERIA FOR EVALUATING PLANNING 1. Is the plan based on clearly defined objectives that are in accordance with organizational goals? 2. Is the plan as clear and simple as the task will permit? 3. Does the plan provide for the involvement of all appropriate personnel? 4. Is the planning based on a realistic analysis of the situation? 5. Does the plan forecast expected conditions? 6. Does the plan have stability which provides for flexibility?

5. 5 CRITERIA FOR EVALUATING PLANNING - Continued 7. Is the planning economical in use of human and financial resources needed to implement it? 8. Can the plan be divided and delegated for efficient implementation? 9. Are the methods to be used in the plan reliable and up to appropriate program standards? 10. Does the plan provide for an adequate and appropriate implementation process? 11. Does the plan provide for continuous re- evaluation and review?

6. 6 DECISIONS REQUIRED BEFORE DEVELOPING WORK PLAN Choose methods and approaches to meet objectives Select the type of activities to be undertaken Identify the project participants

7. 7 WHAT IS A WORK PLAN? A work plan is a carefully written document which includes specifications for carrying out plans, schedules and deadlines.

8. 8 COMPONENTS OF A WORK PLAN Specific activities Staff responsible Time required Financial resources Units of achievement/outputs Time goals

9. Example of a Work plan:

10. Detailed List of Activities:

11. 11 RESOURCES  Skills, talents, and a cooperative effort of a team of people  Facilities, equipment, and materials  Methodology and techniques  Money

12. 12 DETERMINING STAFF REQUIRED Identify who is available to work on the project and how much time they have available to work on the project Assign the most appropriate person to each task Determine the number of people required to complete the project according to schedule Allocate each person’s time to a specific task Determine if everyone’s workload is reasonable and acceptable

13. 13 DETERMINING EQUIPMENT, FACILITIES, AND SUPPLIES  Type required  Quantity required  When needed  How to acquire

14. 14 RESOURCE CONSTRAINTS: PEOPLE Other responsibilities in addition to your project Background or experience required to accomplish task Production level is limited by ability

15. 15 RESOURCE CONSTRAINTS: EQUIPMENT Limited space Competing for equipment resources Rapid change of technology

16. 16 MAJOR CONSIDERATIONS: Time Money Quality

17. 17 Assessing Trade-offs Problem Solving A labor force survey is being planned to collect 25 data items. The data processing manager is responsible for estimating the time and cost of tabulation. The programming staff estimates they can program an average size table in about 3 days (24 hours). The statisticians plan to design 60 tables for this survey. The cost of programming time is $35 per hour and the staff works 40 hours per week. The budget for this activity is $25,000 and 6 months has been allowed for this activity. You are to: 1.Determine if this activity can be completed within the time and cost allowed 2.If not, suggest changes to the assumptions which will result in the tabulations being produced within the time and cost allowed.

18. 18 TIME AND COST VERSUS QUALITY Time and cost go up as we increase the number of survey questions. But when those questions cross- check each other, our confidence in the data also increases. Money and time spent ensuring quality can provide savings by reducing our risk of having to redo portions of the survey. Time and cost both increase as the sample size increases. Time and cost rise when a large number of persons must be consulted in the early stages of a survey concerning their needs for information.

19. 19 WORK BREAKDOWN STRUCTURE A checklist of all the work that must be accomplished to meet a predetermined goal or objective

20. Example of Vertical Tree Work Breakdown Structure Census/Survey Preparation Census Decree Census Committee Census Plan and Budget Census Tabulations Questionnaire development Census Methodology Procedural manuals Operational/Logistical plans Data Collection Recruitment Training Enumeration Follow-up Check-in at storage facility Coding Recruitment Training Assignment Coding Verification Return to storage Data Entry Recruitment Training Assignment Keying Verification Return to storage

21. WBS including time and resources

22. Using the survey activities listed below, you are to construct a work breakdown structure. Main elements of the work breakdown structure are followed by sub elements  Preparatory Operations  Meet with data users  Decisions for collection/processing  Estimate budget, personnel, and equipment  Sample frame development  Content development, questionnaire design, table formats  Develop field procedures  Pretest  Print materials  Data collection operations  Select sample segments  Set up field organization  Distribute materials  Train field staff  Field data collection  Data processing operations  Manual editing and coding  Data entry  Computer edits  Data review and correction  Tabulation  Publication  Design publication  Prepare components of publication  Review final copy  Print

23. 23 Creating a Survey Schedule Survey schedules serve many purposes. In terms of quality, schedules set intermediate outcomes and outputs by which the timeliness of each process and product of a survey can be reviewed and evaluated.

24. Planning Development Data Collection Data Processing Data Dissemination

25. Reasons for making a schedule: 1. Identify all the necessary tasks 2. Place the tasks in chronological order 3. Cluster the tasks according to assignment groups 4. Determine workable time schedules for completing each task 5. Ensure that necessary products are produced when they are needed by other groups 6. Monitor the progress of the work to be sure it is on schedule 7. Recognize areas where difficulties may arise prior to it happening 8. Reallocate resources as needed 9. Make alternate plans before it is too late

26. 26 Organizing Your Schedule: Put your tasks in logical order by which they must be accomplished. Group the tasks that are related to each other. Group or cluster your tasks together by the workgroup responsible for accomplishing the tasks.

27. 27 Allotting Timelines for Tasks: Produce time estimates for each task. Consult experienced and/or current staff about the estimated time needed. Compromises may need to be made between the desired and the realistic time estimate for a particular task. Ensure that the schedule does not assign resources to more than one task at a time, or at least divides staff time between commitments realistically.

28. 28 Scheduling Considerations: 1. How big a staff is needed to complete the job? Will additional staff need to be hired? 2. Will the staff need to work full-time or part-time? How can staff most effectively be moved from task to task? 3. Will staff training be required before the task can start? If training is necessary, staff should be removed from other responsibilities for the duration of the training time. 4. Are all of the supplies necessary to complete the task available and in place?

29. Quality Assurance Development Form:

30. Sample Quality Assurance Form

31. 31 Quality Control in the Planning Phase: Determine where inspections should be performed Establish Quality control checks and controls for each product Describe the checks and balances for each task outside the quality control program

32. 32 Schedule Summary: Schedule Summary:  List All Census/Survey Tasks  Cluster by Workgroups  Identify Products Produced and Used  Establish Quality Control Checks for Each Product or Process  Assign a Timeline for Each Task  Determine Staff and Resources Needed for Each Task

33. 33 CREATING A GANTT CHART 1. Use the list of activities required to complete a project and the time required for each activity. 2. List the activities in the rows of the chart and time in the columns. 3. Draw a line across the chart for each step, starting at the beginning date and ending on the completion date for that activity.

35. Gantt Chart Exercise Instructions

36. Gantt Chart Exercise Chart

37. Solution to Gantt Chart Exercise

38. Major Categories

39. Census Planning Worksheet Census Planning Worksheet

41. 41 Using Excel to Create and Manage Schedules Using your instruction sheets, you’ll enter the schedules you’ve created into Excel