Project Management for Public Health Professionals February 2011

Project Management for Public Health Professionals February 2011

Project Management for Public Health Professionals February 2011 David Sabapathy, MD, MBA, PEng Department of Community Health Sciences 3rd floor TRW building Faculty of Medicine University of Calgary Calgary, Alberta Canada T2N 4Z6 [email protected] Section 1 Introduction to Project Management

Ideas Initiation Definition Planning Execution Close-Out Outcomes Initiation Definition Planning Execution Close-Out Implementation Initiation Definition Planning Execution Close-Out Innovation = Ideas + Project Management 1. Innovation is important in Public Health 2. Innovation starts with an Idea 3. Project Management achieves that Idea

Initiation Definition Planning Execution Close-Out Specific Learning Objectives 1. Describe a project management approach, its benefits and limitations and criteria for success 2. Describe the project life cycles stages and outcomes 3. Outline how to complete the following steps in the project life cycle Initiation 4. Use the project life cycle to address a health priority for a developing country Initiation Conceive of a project idea

Identify the project sponsor and stakeholders Initiation Definition Planning Execution Close-Out Topics Project Management Approach

Difference between project and program Project examples (Tanzania and Canada) Pros/cons of alternatives to project management Benefits and limitations Criteria for project success

Project Management Components Stages Outcomes Project management tools Project Life Cycle: Stage 1 - Initiation

Idea Authority Initiation Definition Planning Execution Close-Out Project Management Approach Initiation Definition Planning Execution Close-Out Millennium Development Goals Significant progress worldwide Five years left until the 2015 deadline

Goal 4: Reduce Child Mortality Target: Reduce by 2/3 the <5 mortality rate Indicators Under-five mortality rate (UNICEF-WHO) Infant mortality rate (UNICEF-WHO) Proportion of 1 year-old children immunized against measles (UNICEF-WHO)

Initiation Definition Planning Execution Close-Out http://www.unmillenniumproject.org/goals/index.htm Measles Immunization Project (MIP) Local measles immunization rates falling for one year-olds Project launched to increase coverage rates Goal: Minimize the risk of measles by increasing immunization rates Initiation Definition Planning Execution Close-Out What is a Project?

A project is a time-limited method to complete a series of activities leading to a specific outcome given a fixed timescale and resources Initiation Definition Planning Execution Close-Out What is a Project? Any workplace has 2 types of activities Ongoing operations (e.g. programme) One-time tasks (e.g. project) Two unique characteristics of projects: 1. Defined start and end (i.e. temporary, one-time) 2. Creates a unique product or service Initiation Definition Planning Execution Close-Out

Project Management or Not? Projects Canada Electronic Health Record WHO Safe Surgery Checklist AHS Patient Safety Reporting System Tanzania

Pathfinder International Community home-based care AMREF - HIV voluntary counselling and testing services SDC Insecticide-treated bed-net distribution Not Projects Routine vaccination, HIV treatment, ongoing research Initiation Definition Planning Execution Close-Out Many Ways to Get Things Done

Alternatives to project management: Just Do It - Roll up your sleeves Collaborative Meetings, meetings, meetings Divide and Conquer Lets break it down Old Faithful Go with what works To Do List Mark it down and it will get done Others Initiation Definition Planning Execution Close-Out Benefits Effective and efficient way of getting things done Effective right outcomes Efficient minimal use of resources Handles increasing complexity and rates of

change Builds team confidence in addressing health priorities Initiation Definition Planning Execution Close-Out Limitations Applies only for activities with Defined start and end (i.e. temporary, one-time)

Creating a unique product or service Not for emergencies Requires cultural adaptation Unique requirements Personnel, authority, budgeting, controls, communication, etc.

Initiation Definition Planning Execution Close-Out Five Rules for a Successful Project Stakeholder agreement on goals of project Management support Plan with clear schedule and responsibilities Initiation Definition Planning Execution Close-Out

Effective communication among stakeholders Controlled scope A Project is Deemed Successful If The Triple Constraint: Outcomes = Time + Resources Outcom es Time

Initiation Definition Planning Execution Close-Out Resourc es A Project is Deemed Successful If Therefore happiness is Accepted by Stakeholders (Expectations) Outcomes Within OnResources Time

Achieved Initiation Definition Planning Execution Close-Out Project Life Cycle Initiation Definition Planning Execution Close-Out Project Life Cycle The Project Life Cycle 5 Stages Initiation Definitio n 1. Idea

2. Authorit y Planning 3. Project Charter 4. Design Executio n 5. Schedule 6. Resource Plan Project Management Plan

Initiation Definition Planning Execution Close-Out Close-out 7. Project Outcome s 8. Evaluatio n Project Life Cycle The Project Life Cycle is a process for managing projects from Idea to Outcome

Initiation Definition Planning Execution Close-Out Project Management Plan The Project Management Plan is a final product of the Initiation, Definition and Planning stages and is used as a roadmap for Project Execution Initiation Definition Planning Execution Close-Out Project Life Cycle Initiation Definitio n

1. Idea 2. Authorit y Planning 3. Project Charter 4. Design Executio n 5. Schedule 6. Resource Plan

Project Management Plan Initiation Definition Planning Execution Close-Out Close-out 7. Project Outcome s 8. Evaluatio n MIP Case: Initiation Meeting with UNICEF scheduled Several possible strategies identified

Bottom-up from local providers Top-down literature review Good relationships with local network of immunization providers Idea! Authority? Initiation Definition Planning Execution Close-Out http://www.measlesinitiative.org Project Life Cycle Initiation Definitio n

1. Idea 2. Authorit y Planning 3. Project Charter 4. Design Executio n 5. Schedule

6. Resource Plan Project Management Plan Initiation Definition Planning Execution Close-Out Close-out 7. Project Outcome s 8. Evaluatio n Project Management Tools

Many tools to organize, analyze, measure, monitor project activities Project Management software Proprietary ($) e.g. Microsoft Project Open Source e.g. Project Open Productivity software Proprietary ($) e.g. Microsoft Office: Word, Excel Open Source e.g. Open Office alternative to Microsoft Office Initiation Definition Planning Execution Close-Out http://en.wikipedia.org/wiki/Comparison_of_project_management_software Final Presentation: Project Teams

Time to form Project Teams! Four groups 4-5 students each. Assign project team roles Project Manager Project Team

Designer Client/owner representative Implementer Decide on health priority of interest Initiation Definition Planning Execution Close-Out End of Section 1

Introduction to Project Management Project Management for Public Health Professionals February 2011 David Sabapathy, MD, MBA, PEng Department of Community Health Sciences 3rd floor TRW building Faculty of Medicine University of Calgary Calgary, Alberta Canada T2N 4Z6 [email protected]

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