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Planning and Implementing Workplan 1. What is Planning ? Planning is the process of mobilization of resources (human, financial & material) for achieving.

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Presentation on theme: "Planning and Implementing Workplan 1. What is Planning ? Planning is the process of mobilization of resources (human, financial & material) for achieving."— Presentation transcript:

1 Planning and Implementing Workplan 1

2 What is Planning ? Planning is the process of mobilization of resources (human, financial & material) for achieving objectives/targets 2

3 Work Plan is… A planning and management instrument, that provides a framework and guideline for carrying out work during a given period to achieve the targets set In the context of IDU program work plan involves: Planning and designing activities Setting targets and distributing them into smaller targets over the timelines available Allocating human and other resources to facilitate the implementation of activities 3

4 Components of a Work Plan Specific and measurable targets to be achieved by the project, within a specified period of time Activities/tasks to be applied under specific component or focus area Measuring effectiveness of activities through pre-fixed monitoring indicators viz. quantitative (e.g. No. of N/S being distributed to the IDUs) and qualitative indicators ( e.g. No. of IDU reporting abscess) 4 Contd…

5 Components of a Work Plan Human resource planning refers to staff members responsible for carrying forth specific activities/tasks Time Plan refers to the period within which the activity should be completed and frequency of it being reported by the concerned staff Budget/Fund plan, refers to the fund availability for carrying out a specific project activity/tasks Means of verification refers to tools which are used to collect, analyse and report the data/ information viz. Reports, MIS formats, etc. 5

6 Implementation Project Implementation refers to putting plans into action. Activities and tasks need to be broken down further into: Monthly/weekly plans Well-defined targets Roles of individual staff Indicators for monitoring Budgetary implications 6

7 NACP III- Goal and Objectives Goal: To halt and reverse epidemic in India Objective: Prevention of new infections Directly provided through TI Objective: Care, support and treatment Provided through linkages Objective: Strengthening capacities Objective: Building strategic information management systems 7

8 SERVICES through Linkages BASIC SERVICES Directly provided from the TI BASIC SERVICES Directly provided from the TI Services through TI Prevention of new infections & Care, support and treatment NSEPOST Condom promotion Abscess STI mgmt. ICTCART Primary medical care Comorbidit y NetworkingAdvocacy Community mobilisatio n 8 For enabling environment

9 Basic services direct from TI Prevention of new infections & Care, support and treatment NSEP OST (only at accredited centres) Condom promotion STI management 9

10 Focus Area Indicator Target calculator TargetResponsibility Means of verification AnnualQtrlyMthlyWklyDailyPriSuptSup NSEP % of HRG who are injecting daily are provided at least one needle and one syringe every day 100% of daily IDUs identified daily IDUs PEORWPMPE daily diary/tracki ng sheet, ORW field diary/ORW summary sheet NSEP work plan Example1 10

11 Focus Area Indicator Target calculato r TargetResponsibility Means of verificati on AnnualQtrlyMthlyWklyDailyPriSuptSup NSEP no. of NS distributed PE daily diary/tra cking sheet, ORW field diary/OR W summary sheet % of needle syringe returned– “needle and syringe exchange rate” 80% for TIs who are in 3 years and above PE ORW ORW+ PM NSEP work plan Example2 11

12 Services through Linkages Prevention of new infections & Care, support and treatment ICTCART Primary medical care Co- morbidity 12

13 Focus AreaIndicator Target calculator TargetResponsibility Means of verificatio n AnnualQtrlyMthlyWklyDailyPriSuptSup Linkages % of HRG referred twice during the year to ICTC 90% for TIs who have complet ed 3 years 450*2 times (5 days a week) PE+ ANM ORW + Doctor PM Referral slip /referral registers/ PE daily diary cum tracking sheet / ORW field visit diary Linkages ICTC work plan Example 13

14 Focus AreaIndicator Target calculat or TargetResponsibility Mean s of verific ation Annua l QtrlyMthlyWklyDailyPriSuptSup Linkages (ICTC) % of HRG tested twice for HIV at ICTC 70% for TIs who have comple ted 3 years 350* 2 times (5 days a week) PE+ ANM ORW + Doctor PM Refer ral regist ers/ ICTC regist ers % registere d at ART (of those tested positive) 100%100 As and when identi fied ORW +ANM Doctor PM Linkages ICTC work plan Example 14

15 Services for Enabling Environment Prevention of new infections & Care, support and treatment NetworkingAdvocacy Community mobilization 15

16 Linkages ICTC work plan Example 16 Focus Area Indicator Target calculator TargetResponsibility Means of verificati on AnnualQtrlyMthlyWklyDailyPriSuptSup Commun ity Mobilizat ion % of hotspots where group meetings were organized with at least 10 HRGs. In 80% of the hotspots group meetings were conducte d 1231 ORW+ PE ANM PMPE and outreac h worker daily report, meeting registers

17 Focus AreaIndicator Target calculator TargetResponsibility Means of verification AnnualQtrlyMthlyWklyDailyPriSuptSup Community Mobilization Number of meetings /events held with more than 50% of the HRG Twice in a year 2 ORW+PEANM PMEven register/gro up meeting register and Minutes of SHG/ CBO/ community events meetings Linkages ICTC work plan Example 17

18 Focus Area Indicator Target calculato r TargetResponsibility Means of verificati on AnnualQtrlyMthlyWklyDailyPriSuptSup Commun ity Mobilizat ion Meeting at DIC level Two meetings per month in DIC with 30 – 40 HRGs every alterna te week ORW+ PE ANM PMMeeting register / ORW daily report. Linkages ICTC work plan Example 18

19 Group work 19

20 Key Learning Planning is the process of mobilization of resources (human, financial & material) for achieving objectives/target The work plan is a guide to project implementation and a basis for project monitoring. It helps to: Finish the project in time Ensure that activities are completed as per priority Clarifies who will be responsible for:  Conducting activity  Supporting  Supervising 20 Contd…

21 Key Learning Determines when to start the project implementation Planning is not an end in itself. It is a means to enable implementation While implementing unexpected hurdles could be overcome if one has a contingency or back–up plan A plan is as good as its implementation. Detailed and accurate planning lessens problems faced at the implementation stage 21

22 The Role of the PM - Work Plan PM is the key player and leads the processes PM divides the planning teams to take charge of individual components e.g.- outreach, NSEP, referral, etc. PM explains the steps clearly to the various teams and helps them develop their respective components Once the individual components are planned in line with the targets and the available budgets, PM helps the teams to: Break it down into quarterly, monthly, weekly & daily targets Put together the individual component plans into a larger plan for the entire TI Resolve conflict of activities, if any Helps individual staff to develop their own work plan based on the TI plan 22

23 Role of the PM - Implementation PM is the person ultimately responsible for the implementation of activities PM needs to distribute responsibilities of supervision to the various levels of staff and help them develop plans and systems to monitor progress (This monitoring plan should also be included in the work plan) PM should also have his/her own plan for monitoring/supervision of the implementation PM should hold regular meetings with the supervisors to monitor implementation and report progress to the project director 23 Contd…

24 Role of the PM - Implementation In case of non-implementation/lower rate of implementation PM should by discussion with the respective teams find out the reasons Once reasons are found out, PM should take the necessary steps to address them at the earliest For activities like NSEP, abscess management, condom promotion, STI management which are dependent on provisions- PM should ensure timely procurement and buffering of stocks For activities which are staff intensive like outreach- PM should ensure earliest recruitment, in case of staff turnover 24 Contd…

25 Role of the PM - Implementation Implementation of project activities should also be linked to financial implementation PM should regularly sit down with the finance personnel to take stock of financial implementation rates PM should make sure that processes of reporting and accounting are followed in a timely manner to ensure continued flow of funds for uninterrupted implementation 25

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