The Family Planning Manager's Handbook

Chapters

Table of Contents for Planning For the Future
Table of Contents for Developing and Using Work Plans
Table of Contents for Coordinating To Improve Services
Table of Contents for Staffing Your Program
Table of Contents for Supervising and Supporting Your Staff
Table of Contents for Training For Effective Performance
Table of Contents for Managing and Using Information
Table of Contents for Getting Contraceptives to the Client
Table of Contents for Managing Your Finances
Table of Contents for Making Your Program Sustainable

Tools and Techniques

The Planning Vocabulary
Sample Planning Schedule
Elements of an Environmental Analysis
Adapting the Strategic Planning Process to Various Levels in the Organization
Use of Various Work Plans
You Need to Improve Coordination When ...
Coordinating the Activities of Different Departments
Successful Coordination is More Likely to Occur When...
Essential Elements of a Job Description
Tools and Techniques - Candidate Assessment Form
Sample Table of Contents for a Personnel Manual
Sample Table of Contents for a Clinical Protocol
Basic Elements of a Clinical Protocol
Supervisor's Session Plan
Items for Selective Supervision
Decision Tree For Training
Tools for Performing a Training Needs Assessment
Budget Preparation Guidelines
Different Methods for Evaluating Training Programs
Final Training Program Evaluation
Example of a Report Form for Follow-Up Visit
Performance Information That Can Be Used to Measure Family Planning Program Results and Impact
Operational Information for Monitoring Family Planning Program Operations
Common Indicators for a Family Planning Program
Charting Information Needs in Community-Based Family Planning Programs
Common Routine Data Collection Instrument and Their Uses
Non-Routine Information for Decision-Making
Rapid Assessment Of The Quality And Care At Clinics
Guidelines for Estimating How Many Contraceptives to Order per Client per Year*
Setting a Minimum Stock Level
Contraceptive Shelf Life and Quality Assurance Guidelines
Factors to Take into Account during Budget Preparation
Tips for Budget Preparation
Cash Flow Projections Worksheet
Advantages and Disadvantages of Some Common Cost-Effective Indicators
Reports that Managers Can Develop and Use to Monitor Plans and Measure Performance Against Expectations

How To ...

Find and use data to analyze the external environment
Analyze Internal Strengths And Weaknesses
Start the work planning process
Prepare an annual work plan
Develop and schedule activities
Determine information flow
Ensure internal coordination and communication
Develop a functional allocation chart
Improve coordination among organizations
Project family planning service staffing patterns
Provide effective supervision
Set individual performance objectives
Uncover problems that demand immediate attention
Improve the work environment
Improve staff motivation
Use a supervisor's session plan
Determine what you need for training
Prepare for and conduct a follow-up visit
Assess a management information system: What to ask, what to look at, what to check for
Keep your MIS on the right track
Choose indicators systematically
Chart information flow
Improve routine information collection
Conduct a local rapid assessment for quality of care
Analyze data
Check commodities when they arrive at the port of entry or warehouse
Design a storage area large enough for your needs
Choose an appropriate inventory supply system
Calculate the month of supply on hand of a contraceptive method
Prevent contraceptives from expiring on the shelf
Conduct a physical inventory
Develop a cash flow projections worksheet
Set up and manage a petty cash imprest fund
Create a budget performance report
Develop a flexible chart of accounts
Make your organization sustainable
Conduct operations research
Improve the quality of family planning services
Improve the marketing of family planning services
Reduce program costs
Develop cross subsidies

Country Examples

Example from Ecuador - Developing a Strategic Plan for CEMOPLAF
Example from Bangladesh - Developing Work Plans for a Community-Based Family Planning Project
Example from Bangladesh - A Gantt Chart
Example from Bangladesh - Developing Monthly Work Plans for Family Planning Fieldworkers
Example from Peru - From Confusion to Coordination: Improving Coordination Among Three Programs
Example from Bolivia - Routing Slip
Around The World - Examples of Coordinating Structures and Mechanisms for
Family Planning Programs
Example from Kenya - Coordinating Information Systems
Example from Thailand - Job Description of a Field Supervisor
Example from Thailand - Job Description of a family Planning Volunteer
Example from Kenya - Improving Staff Recruitment by Revising Job Description and Salary Scales
Example from Liberia - Family Planning Association of Liberia's Procedures Manual for a Community-Based Distribution Program
Example from Bangladesh - Performance Objectives from the Community-Based Family Planning Services Project
Example from Lesotho - The Complexities of Supervision
Example from Liberia - Supervisory Schedule for Mrs. Betty Amaya, Community-Based Distribution Program Officer
Example from Zimbabwe - A Selective Approach to Supportive Supervision
Example from Kenya - Employee Performance Appraisal Form of the Family Planning Association of Kenya
Example from Ghana - Results of a Training Needs Assessment for the Maternal and Child Health/Family Planning Division of the Ministry of Health (1986-1990)
Example from Kenya - Overall Course Objectives for the CBD Training Program of the Family Planning Association of Kenya
Example from Indonesia - Data Collection Forms
Example from Kenya - "Min/Max" Inventory Control System
Example from Rwanda - Variable Costs Budget Worksheet
Example from Swaziland - Monitoring the Receipt of Fees in a Public System
Example from Liberia - Family Planning Association of Liberia Community-Based Distribution Project
Example from Bolivia - PROSALUD Cost Accounting and Cost-Effective Reporting
Example from Zimbabwe - Income Statement for the Year ended 30th June, 1989
Example from Liberia - Cumulative Statement of Contraceptive Revenues for Each Community
Examples from Around the World - Approaches to Creating Sustainability in Family Planning Programs
Example from Ecuador - Developing and Implementing a Strategic Vision
Example from Colombia - PROFAMILIA'S Strategy of Diversification to Achieve Sustainability
Example from Indonesia - Building Sustainability in a Successful Government Family Planning Program

Vignette

Using Work Plans to Keep a Program on Track
The Need for Job Descriptions: Part I
The Need for Job Descriptions: Part II
Managing a Performance Problem
Is Training Necessary? Case I
Is Training Necessary? Case II
The Importance of Accurate and Timely Information
Preventing Contraceptive Shortages
Authorizing and Tracking Expenditures
Meeting the Challenge of a Decrease in Funding

Sample Forms

Routing Slip
Candidate Assessment Form
Supervisor's Session Plan
Employee Performance Appraisal Form
Final Training Program Evaluation
Report Form for Follow-Up Visit
Clinic Identification Card for Self-Sufficient User
Clinic Client Card
Clinic Register
FP Clinic Contraceptive Register
Family Planning Monthly Report
Rapid Assessment Of The Quality And Care At Clinics
Physical Inventory Count Sheet
Physical Inventory Summary Sheet
Inventory Control Card
Daily Activities Register
Quarterly Report/Requisition
Petty Cash Voucher
Budget Performance Report

Checklists

Planning for the Future
Developing and Using Work Plans
Coordinating to Improve Services
Orientation Checklist
Staffing Your Program
Supervisor's Self-Assessment Checklist
Supervising and Supporting Your Staff
Local Training Preparation Checklist
Training Program Checklist
Training for Effective Performance
Preparing a Report
Managing and Using Information
Manager's Checklist for an Acceptable Storage Facility
Getting Contraceptives to the Client
Manager's Checklist to Ensure Good Financial Control
Managing Your Finances
Making Your Program Sustainable

Glossary

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