Management of Health Related Projects

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MANAGEMENT OF HEALTH

RELATED PROJECTS
LMS
RUCU
LEARNING OBJECTIVES
• At the end of this session students are
expected to;-
• Define project and project management
• Explain project preparation design and
planning
• Explain project implementation and
monitoring
• Explain project review and evaluation
• Explain impact assessment
WHAT IS A PROJECT?

• A project is “a temporary endeavor undertaken to


create a unique product, service, or result.”
• “A Project is an individual or collaborative
enterprise that is carefully planned to achieve a
particular aim” (Oxford Dictionary of English, 2010).
• Project is a unique process, consist of a set of
coordinated and controlled activities with start and
finish dates, undertaken to achieve an objective
confirming to specific requirements, including the
constraints of time cost and resource.
• The end of projects is reached when the
projects objectives have been achieved or
when the project is terminated because its
objectives will not or can not be met or when
the need for the project is no longer exists.
• Examples of Healthcare Projects
• Projects in the healthcare sector can be large or small
and involve one person or thousand of people.
• They can be done in one day or take years to complete.
• They also can occur in various types of healthcare
related entities. Examples of healthcare entities and
related projects in various contexts include the
following:
A. women’s healthcare service line, maternal and child
wellness program,
B. Immunization campaign
C. Smoking cessation campaigns,
D. HIV/AIDS care and support projects
COMMON PROJECT TERMS
• Deliverables: Tangible ‘things’ that the project
produces
• Milestones: Dates by which major activities are
performed.
• Tasks: Also called Actions. Activities undertaken during
the project
• Risks: Potential problems that may arise
• Issues: Risks that have happened
• Gantt Chart: A specific type of chart showing time and
tasks. Usually created by a Project Management.
• Stakeholder: Any person or group of people who may
be affected by your project
PROJECT ATTRIBUTES

• As you can see, projects come in all shapes


and sizes. The following attributes help to
define a project further:
1.A project has a unique purpose.
• Every project should have a well-defined
objective.
2.A project is temporary.
• A project has a definite beginning and a
definite end.
3.A project is developed using progressive
elaboration or in an iterative fashion.
• Projects are often defined broadly when they
begin, and as time passes, the specific details
of the project become more clear.
• It works best to draft preliminary plans for
owners to approve before more detailed plans
are developed.
4. A project requires resources, often from various
areas.
• Resources include people, hardware, software,
or other assets.
5.A project should have a primary customer or
sponsor.
• Most projects have many interested parties or
stakeholders, but someone must take the
primary role of sponsorship.
• The project sponsor usually provides the
direction and funding for the project.
6.A project involves uncertainty.
• Because every project is unique, it is sometimes
difficult to define the project’s objectives
clearly, estimate exactly how long it will take to
complete, or determine how much it will cost.
• External factors also cause uncertainty, such as
a supplier going out of business or a project
team member needing unplanned time off.
• Uncertainty is one of the main reasons project
management is so challenging, because
uncertainty invokes risk.
NOTE
• It should not be difficult to explain the goals or
purpose of a project.
• It is important to work on projects for the right
reasons.
• you should not work on projects just because
you think they are cool; projects should add
value to individuals or organizations in a cost
effective manner.
FOUR BASIC ELEMENTS OF A PROJECT:
• resources, time, money, and scope
• All must be managed together if the project is
to be a success.
• The resource that can be leveraged to the
greatest extent in all projects is the people
involved
1. Scope: What work will be done as part of the
project? What unique product, service, or result
does the customer or sponsor expect from the
project?
2.Time: How long should it take to complete the
project? What is the project’s schedule?
3.Resources: What resources are needed?
4.Money: What should it cost to complete the
project? What is the project’s budget? How
much money should be spent to accomplish a
project
PROJECT MANAGEMENT
• Project management is “the application of
knowledge, skills, tools and techniques to
project activities to meet the project
requirements.
• Project management is about applying
knowledge, skills and tools to the activities of
a project in a way that the project may achieve
its objectives (Project Management Institute
(PMI), 2013).
THE PROJECT MANAGER

• A person with a diverse set of skills –


management, leadership, technical, conflict
management, and customer relationship – who
is responsible for:
 Planning
 Implementation
 Monitoring
 Evaluation
 closing down a project.
• These processes are also known as project cycle
• Project managers work with the project sponsors,
the project team, and the other people involved in
a project to define, communicate, and meet project
goals.
• Project managers must not only strive to meet
specific scope, time, cost, and quality requirements
of projects, they must also facilitate the entire
process to meet the needs and expectations of the
people involved in or affected by project activities.
• A good project manager contributes to a project’s
success.
Project Stakeholders

• Stakeholders are the people involved in or


affected by project activities and include the
project sponsor, project team, support staff,
customers, users, suppliers, and even
opponents to the project.
• These stakeholders often have very different
needs and expectations.
Project Management Process Groups

• Process is a set of interrelated actions and


activities performed to achieve a pre specified
products, result or service
• The five project management process groups
include initiating, planning, executing,
monitoring and controlling, and closing activities.
• Project management knowledge areas describe
the key competencies that project managers
must develop.
Project Management Process
• Planning - is the combination of compiling and
analyzing, information dreaming up ideas,
using logic and imagination and judgment in
order to come to a decision about what
should be done.
• Project planning involves a series of steps that
determine how to achieve a particular
community or organizational goal or set of
related goals.
• This goal can be identified in a community
plan or a strategic plan.
• Project plans can also be based on community
goals or action strategies developed through
community meetings and gatherings, tribal
council or board meetings, or other planning
processes.
• Health Planning - Is the process of defining
community health problems, Identifying
needs and resources, establishing priority
goals, and setting out the administrative
action needed to reach those goals.
• The planning process should occur before you write
your application and submit it for funding.
• Project planning:
Identifies specific community problems that stand
in the way of meeting community goals.
 Creates a work plan for addressing problems and
attaining the goals.
Describes measurable beneficial impacts to the
community that result from the project’s
implementation.
Determines the level of resources or funding
necessary to implement the project.
Features of Planning:
Planning takes place at all levels
• Planning takes place at any level in health
system.
A good plan should give
• Clear vision/mission, goal and objectives
• A clear picture of the tasks to be accomplished
• The resources needed to accomplish the task
Types of Planning
• There are two types of planning
1.Strategic planning
• Strategic planning is the process of determining what an
organization intends to be in the future and how it will
get there.
• often referred as locative planning–normally five years or
more.
• It is finding the best future for your organization and the
best path to reach that destination.
• Strategic planning involves the participation of the
community in identifying problems that stand between
the community and its goals and moves the community
toward realizing its long-range vision.
• Tactical/operational planning –may be
referred to as activity planning.
• It covers a short period of time medium term
–usually one year
Steps in planning

• There are six steps in planning


i. Situation analysis
ii. Analyzing and selecting critical (priority)
problems
iii. Setting objectives and targets
iv. Identifying potential obstacles
v. Designing the strategies
vi. Writing up the plan
Project implementation
• After you have carefully planned your project ,you will be
ready to start the project implementation phase which is
the third phase of project cycle
• The implementation phase involves putting the project
plan into action.
• It is here that the project manager will coordinate and
redirect project resources to meet the objectives of the
project plan.
• You follow the plan you have put together and handle any
problems that come up
• It is where the manager and project team actually do the
project work to produce the deliverable (any thing your
project delivers)
Project monitoring
• Refers to surveillance and tracking of the project
to ensure that all the tasks are completed on
time.
• It includes steps of to figure out the hurdles or
gaps and resolve them to increase the efficiency
of the project.
• Monitoring starts as soon as project starts
• It is the way to guarantee project effectiveness
ensuring the project is completed on time and
within the defined budget
Importance's of project monitoring
• Ensure that the allocated budget is spent
correctively and can be altered if needed
• To make sure that the selected task and deadlines
are met
• To encourage accountability regarding the task
assigned by the members of the team
• To shift the workforce to a particular task if requires
so
• To boost communication between the team
members to increase quality and reduce time
TYPES OF PROJECT MONITORING
• Process monitoring: Known as activity monitoring mainly
aims to track the resources and inputs while understanding
how outputs and results are delivered.
• Beneficiary monitoring: Tract the beneficiaries related to
the project, may includes their complaints and satisfaction
related to this project.
• Compliance monitoring: It is used to check if the project
complies with the grants ,local laws , contracts, ethical
standards and overall compliance with the project.
• Financial monitoring: It track financial efficiency of the
project.
• Result Monitoring: Determines whether the project is on
the right path.
Project evaluation
• Is the control part of monitoring and control phase.
• It involves looking at the information you gather
from monitoring and making decisions based on
it(e.g do we need to adjust schedules or fast track
certain processes to meet deadline?)
• Not every project goes according to the plan.
• Cost might exceed the initial budget , team
members might miss their deadlines due to scope
creep, a stake holder may suddenly blackouts
Impact Assessment

• Impact Assessment is a means of measuring the


effectiveness of organizational activities and
judging the significance of changes brought about
by those activities.
• It is neither Art or Science, but both.
• Impact assessment is intimately linked to Mission,
and, in that sense, ripples through the
organisation.
• Impact should be seen as the contribution of the
intervention to the overall goal.
• THANK YOU

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