Work plans

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					Work plans
Objectives
•   Define what is meant by work plans
•   Differentiate between short & long range planning
•   Explain the importance of developing work plans
•   Recognize the importance of developing objectives
•   Identify the components of work plans
•   Describe the process of development of work plans at all levels
•   Discuss the requirements for work plans
•   Develop a work plan using Gantt chart




                                     Strategic & Work Planning for NGO's Workshop, Sep. 2007
What is a Work Plan
•   Also known as action plan, operational plan,

•   Work planning is one of the most interesting & challenging tasks carried
    out in order to develop & implement programs.

•   It is a document developed by the manger & staff which
     •   lists all planned activities
     •    the date on which they occur, or by which they will be accomplished,
     •   the resources they will require, and
     •   the person who is responsible for carrying them out.

•   This document is a valuable tool for
     •   efficient and effective program implementation
     •   used regularly and consistently as a monitoring tool at all levels.
     •   Used in evaluating your program




                                               Strategic & Work Planning for NGO's Workshop, Sep. 2007
    Importance of Work
    Planning
•   Foster an atmosphere of teamwork and cooperation
•   Communicate to staff activities range carried out by others
•   Motivate staff to work toward challenging but realistic targets
•   Provide staff with a sense of accomplishment upon achieving their
    objectives and targets
•   Create a flexible format which could incorporate and respond to
    unplanned changes
•   Allow manager & staff involved in the plan to determine the required
    resources to carry out these activities & to prepare a budget for them
•   Benefit all Levels Of the Organization or Program
•   Provide feedback



                                         Strategic & Work Planning for NGO's Workshop, Sep. 2007
Differences between Work
Plans & Long Range Plans
• Work plans have shorter time frame
  ( any where from a week to a year).

• Greater focus on activities

• It is important to do formal long range planning ( including
  setting overall program goals, strategies, & objectives) before
  proceeding to work planning




                                    Strategic & Work Planning for NGO's Workshop, Sep. 2007
Work Planning Begins with
Programs Objectives
• The resulting plan will state The objectives

• Those involved in work planning will determine the activities that
  must be carried out in order to achieve the objectives.

• When these activities are carried out it will allow the program to
  achieve its objectives

• The budget covering the cost of these activities should be
  compared with the available funds and the work plan should be
  modified if the activities are too costly



                                     Strategic & Work Planning for NGO's Workshop, Sep. 2007
Questions Answered by the
Work Plan
• What    What is the activity


• Who     Who is the person responsible for seeing that
          the activity is carried out?

• How      What resources are necessary?

• When    By what date should the activity be completed?


• Where   Where will the activity take place?



                           Strategic & Work Planning for NGO's Workshop, Sep. 2007
How to Start the Work
Planning Process
►   A manager should begin by answering
           the following questions:
• What are the most important activities? ( if these activities are not
  carried out , what results will not be achieved?)
• In what sequence should the activities be carried out?
• In what details do the activities need to be described in the work plan?
• Do the people to whom the activities are assigned have the skills &
  time to carry them out effectively?
• How much will it cost to carry out these activities ? Are the resources
  available?



                                    Strategic & Work Planning for NGO's Workshop, Sep. 2007
Important Requirements in
Developing Work Planning
• Staff at all levels of the organization or program should
  have work plans
• Team work efforts
   • People who will be doing the work should participate in the
     planning process
   • Analysis & discussion of activities among staff are essential
   • The outcome of this process is a plan of activities, tasks and a
     time schedule for staff completion, which have been developed &
     agreed upon by those who will conduct the work.
• Adjust to Changing Circumstances



                                    Strategic & Work Planning for NGO's Workshop, Sep. 2007
  Work Planning Occur at
  All Levels
• The manager will identify the specific activities to be
  carried out
   • at the different functional levels ( regional, clinic, community,
     village)
   • over a specific periods of time ( upcoming year, quarter, month,
     or week)




                                      Strategic & Work Planning for NGO's Workshop, Sep. 2007
How the Uses of Various Work Plans ?

Type           Users   Function                   Content

Annual

Quarterly or
Monthly
Regional

Service site
program
Individual


                        Strategic & Work Planning for NGO's Workshop, Sep. 2007
How Work
Plans at
                                          Long-range Plan


Different
Levels Fit                                  Annual Plan

Together?

            IEC Plan                         CBD Plan                            Clinic Plan




   Monthly Supervisor Work Plan     Monthly Supervisor Work Plan        Monthly Supervisor Work Plan




                       Monthly                          Monthly                                Monthly
                        Promoter                         Fieldworke                             Outreach
                        Work Plan                          r Work                                Worker
                                                             Plan                               Work Plan




    Weekly             Weekly        Weekly               Weekly          Weekly               Weekly
     “To Do”            “To Do”       “To Do”              “To Do”         “To Do”              “To Do”
       Lists              Lists         Lists                Lists           Lists                Lists


                                                        Strategic & Work Planning for NGO's Workshop, Sep. 2007
     Developing Gantt Chart
Activities &   Responsible    Resources           Time Frame                         Budget
     Tasks         person/s       needed




                                           Strategic & Work Planning for NGO's Workshop, Sep. 2007
                                                                    Project Months
                           Project                                                   1   1 1            Persons Responsible
                                                            1 2 3 4 5 6 7 8 9
                                                                                          0 1   2
Publicity and Preparation

Orient community leaders and committees at village level.   * * *                               UFPOs


Organize ELCOs into units.                                  * *                                 FPAs, FWAs

Unit Activity

Identify householders in each unit.                         * *                                 FWAs


Prepare ELCO maps.                                          * *                                 FWAs

Selection And Training Of Volunteers

Identify one volunteer for each unit.                       * * *                               FPAs, FWAs


Orient volunteers about their responsibilities.             * * *                               FWAs


Conduct needs assessment for volunteers' training.            * *                               UFPOs, MO/MCH


Develop training curriculum.                                  * *                               UFPOs, MO/MCH


Develop training materials.                                   * *                               FPAs, UFPOs


Conduct training.                                             * *    Strategic & Work Planning for NGO's Workshop, Sep. 2007
                                                                                                UFPOs, MO/MCH
                                                                    Project Months
                          Project                                                                       Persons Responsible
                                                                                     1   1 1
                                                            1 2 3 4 5 6 7 8 9
                                                                                          0 1    2

Service Delivery


Conduct house-to-house visits.                                  * * * * * * *        *   *   *   FWAs, volunteers



Update ELCO registers.                                          * * * * * * *        *   *   *   FWAs


Supply methods to clients and make referrals for clinical
                                                                * * * * * * *        *   *   *   FWAs, volunteers
     methods.

Maintain records and provide reports.                       * * * * * * * * *        *   *   *   FPAs, FWAs

Spot check and conduct physical verification of FPA, FWA                                         Upazila chairmen, UFPOs,
                                                            * * * * * * * * *        *   *   *
     volunteers.                                                                                      MO/MCH, FPAs

Monitoring And Evaluation

Conduct monthly visits to project areas.                    * * * * * * * * *        *   *   *   Upazila chairmen, Mas

Records and reporting.                                      * * * * * * * * *        *   *   *   UFPOs, MO/MCH, FPAs

Monitor project performance in Upazila coordination
                                                                *      *        *            *   DC, DDFP
    meetings.


Conduct final evaluation at the end of project period.               Strategic & Work Planning for NGO's Workshop, Sep. 2007
                                                                                            * External evaluator
    Summary Checklist for
    Developing & Using Work plans
•   The activities in the work plan are directly related to the goals, objectives, or short-term
    targets defined by the annual work plan.

•   The activities are clearly presented.

•   The activities are broken down into manageable tasks.

•   The activities are presented in chronological sequence.

•   The work plan shows which activities will be completed, by whom, and over what period of
    time

•   The activities have been assigned to the appropriate staff members.

•   The work plan indicates resource needs and resource allocations by activity.

•   The plan and scope of activities are reasonable considering time limitations, human
    resources, and financial resources.

                                                     Strategic & Work Planning for NGO's Workshop, Sep. 2007
Thank You

    Strategic & Work Planning for NGO's Workshop, Sep. 2007