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Flowchart: Steps in the development of a health systems research proposal

NB: Development of a research process is a cyclical process. The double-headed arrows indicate that the process is never linear.

Module 15: WORK PLAN

1. Introduction
2. Work scheduling and planning techniques

I. INTRODUCTION

What is a work plan?

It may include:

• The tasks to be performed;
• When and where the tasks will be performed; and
• Who will perform the tasks and the time each person will spend on them.

II. VARIOUS WORK SCHEDULING AND PLANNING TECHNIQUES

1. The work schedule

The version of a work schedule given on the following page includes:

• The tasks to be performed;
• The dates each task should begin and be completed;
• Research team, research assistants and support staff (drivers, typists) assigned to the tasks
• Person-days required by research team members, research assistants and support staff (The number of person-days equals the number of working days per person)

This work schedule was developed for a study of factors associated with maternal mortality in Mongo district, Zambia. The research team consisted of five persons (mainly district health team members). The study consisted of two main parts: (1) analysis of health facility-based maternal deaths; and (2) analysis of community-based maternal deaths.

EXAMPLE OF A WORK SCHEDULE:

Factors associated with maternal mortality, Mongo district, Zambia

You will notice that each team member roughly spent 30 working days on the research, except the Senior Clinical Officer who was the Team Leader. He spent time to recruit research assistants and to visit district authorities to obtain their support for the study. Though he integrated these tasks with his normal clinical duties, he spent about 6 more working days than the other team members did. Five research assistants were recruited to assist with the interviewing. The number of working days required (20) were multiplied by five (for the research team as well as for the research assistants) to arrive at the number of person-days. Another 21 days (6+15) were spent on data analysis and report writing, whereas three days were reserved for feedback of findings and preliminary recommendations to all parties concerned, and two for drafting a plan of action to implement them.

How to develop a work schedule

• Review and revise, if necessary, the list of tasks you prepared for your Plan for Data Collection (Module 12). Add to the list other tasks you must complete not related to data collection (such as clearance of proposal; data analysis and report writing; and feedback to authorities and target group). Number all tasks.
• Now review the staffing for the different tasks, taking into account your experience during the pre-test. Consider:

  — Who will carry out which tasks;

  —The amount of time needed per research unit (interview/observation/record) including travel time; and

  —The number of staff needed to complete each task in the planned period of time.

  Make revisions, if required. Complete the staffing for the tasks you have just added.

• Consider whether the use of short-term consultants is necessary for certain tasks. Always consider using local consultants. If consultants are used, involve them in the planning stage of the project so you can incorporate any useful suggestions they may have concerning the design of the methodology.

In reviewing your tentative staffing plan you should ask:

• Are the types of personnel and levels of expertise you require likely to be available for the project? For example, is there a sufficient range of disciplines available including, where appropriate, personnel from outside the health field?
• If special staff has to be recruited or reassigned from other ministries or agencies, what regulations or procedures will have to be followed?
• Is the staffing plan realistic, taking into account the project budget that is likely to be available?
• To what extent can community members, traditional healers, students or other nonprofessionals be involved in the study?
• What training would the research assistants/data collectors require? How long would the training last? Who would do the training? How do you intend to supervise the assistants/data collectors? Review what you have tentatively planned in Module 12 and revise it, as necessary.

Then fix the dates (in weeks) indicating the period in which each task will have to be carried out and calculate the number of working days per person required to complete each task.

2. The GANTT Chart

The GANTT chart shown on the following page indicates:

• the tasks to be performed;
• who is responsible for each task; and
• the time each task is expected to take.

The length of each task is shown by a bar that extends over the number of days, weeks or months the task is expected to take.

How can a work plan be used?

A work plan can serve as:

• A tool for planning the details of the project activities and drafting a budget.
• A visual outline or illustration of the sequence of project operations. It can facilitate presentations and negotiations concerning the project with government authorities and other funding agencies.
• A management tool for the Team Leader and members of the research team, showing what tasks and activities are planned, their timing, and when various staff members will be involved in various tasks.
• A tool for monitoring and evaluation, when the current status of the project is compared to what had been foreseen in the work plan.

When should the work plan be prepared and when should it be revised?

• The first draft of the work plan should be prepared when the project proposal is being developed, so the schedule can be discussed easily with the relevant authorities.
• A more detailed work plan should be prepared after the pre-test in the study area.
• There should be no hesitation in revising work plans as necessary, based on a reassessment of what can be realistically accomplished in the coming months.

What factors should be kept in mind when preparing a work plan?

• It should be simple, realistic, and easily understood by those directly involved.
• It should cover the preparatory and the implementation phases of the project, as well as data analysis, reporting, dissemination and utilisation of results.
• The activities covered should include training, technical or research tasks; administrative, secretarial and other support tasks.
• The realities of local customs (local holidays, festivals) and working hours should be considered, when preparing the work plan.
• Also seasonal changes and their effect on travel, work habits, and on the topic you are studying (such as incidence of disease or nutritional status), should be kept in mind as the schedule is planned.

Example of a GANTT Chart: Factors associated with maternal mortality, Mongo district, Zambia

Computer-assisted formulation of work plan:

There are a number of computer software packages on the market that one can use to prepare and monitor the implementation of a work plan. Microsoft Project Manager, Excel, and Lotus are among the commonly used software packages.

Budget preparation

The work plan is the starting point for developing your budget. Specify, for each activity in the work plan, what resources are required. Determine for each resource needed the unit cost and the total cost.(See Module 16.)

Trainer’s Notes

Module 15: WORK PLAN

Introduction and discussion

• Introduce and discuss the aims and uses of a work plan, encouraging participants who have experience in making work plans to contribute actively.
• Pay special attention to the concept of person-days. It is important that everyone understands the concept as the groups need to calculate the number of person days for various tasks when making their work plans as well as preparing the budgets for their research proposals.
• The importance of having a detailed and realistic work plan that is at the same time flexible should be stressed.

Group work

Ask the participants to prepare work plans for their research proposals taking into account the plans for data collection that they already prepared (Module 12). Ask them to start by listing the tasks to be performed in the correct sequence. Then they should estimate the time involved for each task and assign the tasks to various staff members and consultants (if needed). Encourage each group to think seriously about what staffing pattern would be most cost-effective and efficient for its particular research project.

Exercise: Project work plan (optional)

Ask each group to look at the work plan developed by one of the other groups and provide constructive criticism.

Plenary

Ask each group to present its work schedule, Gantt chart, and staffing plan followed by a short discussion.

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