Preparing An Annual Work Plan
Components of an Annual Work Plan
Developing a Gantt Chart
How to ...
Prepare an annual work plan
Develop and schedule activities
|
|
|
Preparing An Annual Work PlanIn a family planning program with many components, the annual work plan brings together the annual plans of all the departments. It outlines the various activities of the different program components (such as a CBD project or a clinic), as well as the work schedules of all the staff members. It helps to ensure that the necessary resources (for example, staff, vehicle, or financial resources) are available when they are needed.
|
Review and develop objectives for your annual work plan |
The annual work plan translates the overall strategies and objectives, which
are contained in the long-range plan, into everyday activities. If you
don't already have a long-range plan, you should complete steps Four
through Six of the planning process to formulate yearly objectives.
|
When should the annual plan be developed? |
In the planning cycle, the annual plan is developed after setting strategies,
objectives and major activities; during the development of yearly budgets; and
before the implementation of any new programs. In organizations with
continuing programs, an annual work plan is usually completed several months
before the start of the next operating year. The annual work plan essentially
sets forth the sequence of activities that will contribute to the achievement
of the stated long-term goals and objectives.
Components of an Annual Work Plan
|
How long should it be and how detailed? |
The annual work plan can be many pages in length, depending on the size and
content of your program or organization, the number of service delivery sites
in which you operate, and the number of staff. It should be written in enough
detail to give a clear picture of the planned activities, when they will occur,
and the resources that will be required to complete them. If the activity
requires the coordination of more than one department or organization, the
responsibility should be noted in the work plans of both departments or
organizations.
|
Describing in detail the activities for each objective |
To prepare the annual work plan, make a list of all the activities and
resources your program or organization will need to accomplish each objective.
At this stage, you will have to make sure that the necessary resources are
available.
Work plans can also include cost estimates for each activity; these can be helpful in preparing the annual budget. If you do this, the cost of the activity should take into account the percentage of time each staff person will spend, multiplied by her or his rate of pay, and should include the cost of any other resources needed to complete the activity.
Your next step in preparing the annual work plan is to determine the person(s) who will be responsible for each activity and to indicate the approximate months and weeks during which the work should be started and completed. By matching program activities with the objectives, the work plan will keep the program on track, will be directed toward family planning and operational objectives, and will include all aspects of the program design.
Be sure to answer the following questions:
When developing activities for your program or organization:
It is important to list each activity under the objective(s) to which it pertains. In some cases you will find that the same activity is listed for two different objectives. If this activity can serve to meet two objectives, it is a particularly effective use of project time and resources.
As the manager, you will need to review the work plan carefully to make sure that you do not accidentally schedule one person to be in two places at the same time. Developing Work Plans for a Community-Based Family Planning Project is drawn from a public sector program in Bangladesh. Example from Bangladesh - Developing Work Plans for a Community-Based Family Planning ProjectDeveloping a Gantt Chart |
Summarizing activities in a Gantt chart |
Once the work plan is completed, it is important to draw up a summary chart. This provides an important reference which can be used by all staff members, and communicates in a concise way what the project will do and when it will do it. It is also a useful outline to include in a proposal for financing. This summary is called a Gantt chart or chronogram. A Gantt chart typically includes the following components:
The Gantt chart makes it easier to review the planned sequence of events, to see where they might overlap, and to make sure that activities that must be completed before others can start are in the appropriate sequence. It will also help to show whether the workload is distributed evenly and fairly among the staff so that no staff members are overburdened while other staff are under-utilized. An example of a Gantt chart for one year is shown on the next page. |
Telephone: (617) 524-7799
Fax: (617) 524-2825
E-mail: erc@msh.org
