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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MAJOR CONSIDERATIONS:MAJOR CONSIDERATIONS:

Time

Money

Quality

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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.

• Planning

• Development

• Data Collection

• Data Processing• Data Dissemination

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.

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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

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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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Using Excel to Create and Using Excel to Create and Manage SchedulesManage Schedules

Using your instruction sheets, you’ll enter the schedules you’ve created

into Excel