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.
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PLANNINGPLANNING
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.
BENEFITS OF PLANNINGBENEFITS OF PLANNING1. 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
PLANNING STEPSPLANNING STEPS1. 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
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CRITERIA FOR EVALUATING PLANNINGCRITERIA 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?
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CRITERIA FOR EVALUATING PLANNING CRITERIA FOR EVALUATING PLANNING - Continued- 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?
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DECISIONS REQUIRED BEFORE DECISIONS REQUIRED BEFORE DEVELOPING WORK PLANDEVELOPING WORK PLAN
Choose methods and approaches
to meet objectives
Select the type of activities to be undertaken
Identify the project participants
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WHAT IS A WORK PLAN?WHAT IS A WORK PLAN?
A work plan is a carefully written
document which includes specifications
for carrying out plans, schedules and
deadlines.
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COMPONENTS OF A WORK PLANCOMPONENTS OF A WORK PLAN
Specific activities
Staff responsible
Time required
Financial resources
Units of achievement/outputs
Time goals
Example of a Work plan:Example of a Work plan:
Objective/Activity Responsible Party(ies) PlaceStarting Dateand Duration
Output
Objective 1
By the end of December 1993, tohave updated the geographical fileincluding EA lists and related censusfield maps.Activities
A. AdministrativeArrangements/Initial Preparations1. Establishment of Census PlanningGroup
Government Statistician NY December 1991(two weeks)
Five professional staff of TheStatistical Service with responsibilityfor preparing initial census plans
2. Preparation of memorandum on thecensus for submission to theGovernment
Census Planning Group NY January 1992(1 month)
Final version of a memorandumproposing a census to be conducted in1994.
3. Consideration of the memorandumon the 1994 Census submitted by theGovernment statistician
AppropriateGovernmentOrganization
NY February 1992(2 months)
Letter communicating Governmentdecision on the Census Memorandum.
4. Determination of the scope of thecensus, general enumerationprocedures and data processingstrategy
Census Planning Group NY February 1992(2 months)
Outline of initial policy decision on thescope and procedures of the census.
5. Establishment of census secretariat. Government Statisticianin consultation withCensus Planning Group
NY April 1992(3 months)
Number and category of staffappointed for census work withindication of their assignedresponsibilities/duties as well as thenecessary office facilities.
Detailed List of Activities:Detailed List of Activities:Activity
(1)
How the Activity will bedone(2)
PersonResponsible
(3)
Beginning andEnding Dates
(4)
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RESOURCESRESOURCES
Skills, talents, and a cooperative effort of a team of people
Facilities, equipment, and materials
Methodology and techniques
Money
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DETERMINING STAFF REQUIREDDETERMINING 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
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DETERMINING EQUIPMENT, DETERMINING EQUIPMENT, FACILITIES, AND SUPPLIESFACILITIES, AND SUPPLIES
Type required
Quantity required
When needed
How to acquire
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RESOURCE CONSTRAINTS:RESOURCE CONSTRAINTS:PEOPLEPEOPLE
Other responsibilities in addition to your project
Background or experience required to accomplish task
Production level is limited by ability
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RESOURCE CONSTRAINTS:RESOURCE CONSTRAINTS:EQUIPMENTEQUIPMENT
Limited space
Competing for equipment resources
Rapid change of technology
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Assessing Trade-offs Assessing Trade-offs Problem SolvingProblem 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.
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TIME AND COST VERSUS QUALITYTIME 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.
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WORK BREAKDOWN STRUCTUREWORK BREAKDOWN STRUCTURE
A checklist of all the work that must be accomplished to meet a
predetermined goal or objective
Example of Vertical Tree Example of Vertical Tree Work Breakdown StructureWork Breakdown Structure
Census/Survey
PreparationCensus DecreeCensus CommitteeCensus Plan and BudgetCensus TabulationsQuestionnaire developmentCensus MethodologyProcedural manualsOperational/Logistical plans
Data CollectionRecruitmentTrainingEnumerationFollow-upCheck-in at storage facility
CodingRecruitmentTrainingAssignmentCodingVerificationReturn to storage
Data EntryRecruitmentTrainingAssignmentKeyingVerificationReturn to storage
WBS including time and resourcesWBS including time and resources
Week 1 Week 2 Week 3 Week 4
Hire 100Supervisors
Train 100Supervisors
Hire 1,000Enumerators
100 Supervisorsto train 1,000Enumerators
Supervisors andEnumerators go totheir enumerationareas
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
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Creating a Survey ScheduleCreating 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.
Reasons for making a schedule: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
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Organizing Your Schedule: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.
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Allotting Timelines for Tasks: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.
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Scheduling Considerations: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?
Quality Assurance Development Form:Quality Assurance Development Form:
Name of theProduct or Task
DescriptionofUnacceptable
Checks or How toDetermine Whenthe Work isUnacceptable(Include staffresponsible forperforming thecheck)
Method ofInspection(Sample or 100%)
VerificationMethod(Dependent orIndependent)
Appropriate Action1st time and 2ndtime
1st Occurrence
2nd Occurrence
Name of theProduct orTask
Description ofUnacceptable
Checks or How to DetermineWhen the Work is Unacceptable(Include staff responsible forperforming the check)
Method ofInspection(Sample or 100%)
VerificationMethod(Dependent orIndependent)
Appropriate Action1st time and 2ndtime
1st Occurrence:
Supervisor workswith clerk one-on-one to make surethe clerkunderstandscoding procedures
CodingOperation
Coding clerk assignsinvalid codes on morethan tolerance level(i.e., 8%) ofquestionnaires
Coding verifier checks codes Sample inspection
If greater thantolerance level ofincorrect codes isfound,100% inspectionof work lot to seehow many andwhich ones thecoding clerkmissed.
Independenttwo-way match
2nd Occurrence:
Clerk is chargedwith an error andreleased afterthree errors
Sample Quality Assurance FormSample Quality Assurance Form
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Quality Control in the Planning Quality Control in the Planning Phase: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
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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
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CREATING A GANTT CHARTCREATING 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.
0
30
60
90
12
0
15
0
18
0
21
0
24
0
27
0
30
0
33
0
36
0
39
0
42
0
45
0
48
0
51
0
54
0
57
0
60
0
63
0
66
0
69
0
72
0
75
0
78
0
81
0
84
0
Time in Days
QUESTIONNAIRE AND TABLE OUTLINES
QUESTIONNAIRE DESIGN
Research reports from previous Census/ Survey
Consider questions from last Census/ Survey
Meet with Data Users
Variables and tables are identifi ed
First Draft of Questionnaire
Technical Committee Review Questionnaire
Tec. Comm. Comments Incorporated
Advisory Committee Review Questionnaire
Advisory Committee Comments Incorporated
Advisory Committee Approves Questionnaire
Copy Questionnaire for Pilot
Pilot Test
Pilot Test Enumeration
Revise Questionnaire from Pilot Results
Tech. Comm. Reviews Revised Questionnaire
Adv. Comm. Reviews Questionnaire
Incorporate Advisory Comm. Comments
Send Questionnaire to Print
Questionnaire Design Operation
Given the information provided below and the Gantt chart layout provided, you are to construct aGantt chart, with overlaps as specified.
ActivityLetter
Activity Description PredecessorDuration(months)
Overlap(months)
A Train project team None 1 None
B Project paperwork and systems design A 2 ½ ¼
C Modify purchased package B 2 1
D Manual systems flow B 1 ½ 1
E Modify in-house procedures B 4 1
F Test and implement modifications to purchased package C 1 ½ 1/8
G Test and implement manual D ¾ 1/8
H Test and implement modifications to in-house procedures E 1 1/8
Gantt Chart Exercise InstructionsGantt Chart Exercise Instructions
ScheduleDate Assigned: 12/7/87Project No. 1016-1021 Project Title: Customer Index SystemAssigned to: C.I. (Project Team)
Description December January February March April May June July
A. Train Project Team
B. Project ManagementPaperwork
C. Modify Purchased Package
D. Manual systems Flow
E. Modify In-House Procedures
F. Test and ImplementModifications to PurchasedPackage
G. Test and Implement ManualSystems Flow
H. Test and ImplementModifications to In-HouseProcedrues
Gantt Chart Exercise Chart Gantt Chart Exercise Chart
Solution to Gantt Chart Solution to Gantt Chart ExerciseExercise
Description December January February March April May June July A
A. Train Project Team B B. Project Management
Paperwork C
C. Modify Purchased Package D
D. Manual systems Flow E
E. Modify In-House Procedures F F. Test and Implement
Modifications to Purchased Package
G G. Test and Implement Manual Systems Flow
H H. Test and Implement Modifications to In-House Procedrues
Major Categories
ID Task Name Start Finish
1 Planning and Preparation Jan ‘97 Oct ‘01
41 Questionnaire and Table Outlines Jun ‘97 Jun ‘00
85 Mapping/Cartography Jan ‘97 Jul ‘01
106 Enumeration/Data Collection Jan ‘99 Mar ‘00
129 Data Processing Jan ‘98 Dec ‘01
241 Post Enumeration Census (PES) Jan ‘98 Jan ‘01
307 Forms, Manuals, and Training Materials Jul ‘97 Dec ‘00
387 Quality Control (QC) Apr ‘98 Aug ’98
400 Operational Control (OC) Apr ‘98 Aug ‘98
Census Planning WorksheetCensus Planning Worksheet
Task No.
ECONOMIC CENSUS/SURVEY OPERATIONS Start Date Finish Date
Days from
Start of Project
Duration of Task in Days
41 QUESTIONNAIRE AND TABLE OUTLINES 7-Apr-98 24-Aug-98 0 139
42 QUESTIONNAIRE DESIGN 1-Sep-98 23-Nov-98 147 8343 Research Reports on Problems from Previous Census/Survey 24-Nov-98 30-Nov-98 231 644 Determine Questions from Previous Census/Survey 1-Dec-98 11-Jan-99 238 4145 Meet with Data Users to Obtain Recommendations 12-Jan-99 18-Jan-99 280 646 Variables and tables are identified 19-Jan-99 1-Feb-99 287 1347 First Draft of Questionnaire 2-Feb-99 8-Feb-99 301 648 Technical Committee Review Questionnaire 9-Feb-99 31-May-99 308 11149 Tec. Comm. Comments Incorporated 31-May-99 31-May-99 419 050 Advisory Committee Review Questionnaire 1-Jun-99 14-Jun-99 420 1351 Advisory Committee Comments Incorporated 5-Oct-99 1-Nov-99 546 2752 Advisory Committee Approves Questionnaire 2-Nov-99 8-Nov-99 574 653 Copy Questionnaire for Pilot 9-Nov-99 15-Nov-99 581 654 Pilot Test 16-Nov-99 29-Nov-99 588 1355 Pilot Test Enumeration 29-Nov-99 29-Nov-99 601 056 Revise Questionnaire from Pilot Results 9-Dec-99 8-Mar-00 611 9057 Tech. Comm. Reviews Revised Questionnaire 9-Dec-99 2-Mar-00 611 8458 Adv. Comm. Reviews Questionnaire 17-Feb-00 13-Apr-00 681 5659 Incorporate Advisory Comm. Comments 14-Apr-00 27-Apr-00 738 1360 Send Questionnaire to Print 28-Apr-00 6-Jul-00 752 69
0
30
60
90
12
0
15
0
18
0
21
0
24
0
27
0
30
0
33
0
36
0
39
0
42
0
45
0
48
0
51
0
54
0
57
0
60
0
63
0
66
0
69
0
72
0
75
0
78
0
81
0
84
0
Time in Days
QUESTIONNAIRE AND TABLE OUTLINES
QUESTIONNAIRE DESIGN
Research reports from previous Census/ Survey
Consider questions from last Census/ Survey
Meet with Data Users
Variables and tables are identifi ed
First Draft of Questionnaire
Technical Committee Review Questionnaire
Tec. Comm. Comments Incorporated
Advisory Committee Review Questionnaire
Advisory Committee Comments Incorporated
Advisory Committee Approves Questionnaire
Copy Questionnaire for Pilot
Pilot Test
Pilot Test Enumeration
Revise Questionnaire from Pilot Results
Tech. Comm. Reviews Revised Questionnaire
Adv. Comm. Reviews Questionnaire
Incorporate Advisory Comm. Comments
Send Questionnaire to Print
Questionnaire Design Operation
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