January 2013

Action Plan Skills Building:Action Plan Skills Building:Module 3Module 3

Planning the Details: Activities, Timelines, Planning the Details: Activities, Timelines, Resources, and MoreResources, and More

2Action Plan Skills Building Workshop

Module 3: Planning the Details

Module 4: Implementing and

Evaluating

Module 1: Getting Started

Module 2: Defining Purpose and

Scope

3Learning Objectives

Gain understanding of the various components to be developed for an AP:

Select activities to meet the objectives

Develop practical implementation details

Utility of GANTT and PERT charts

Outline 4

Defining activities

Breaking down activities into tasks

Considering order of activities and tasks

Estimating realistic activity timeframes

Developing milestones

Defining the budget

Allocating responsibilities

Presenting the action plan

Defining Activities 5

An activity is:

the highest level of action in the AP hierarchy

an element of work performed during the course of a project

has an expected duration, cost, and resource requirements

may address more than one objective

Activity Activity

Objective

Activity

Begin with brainstorming session

Identify any activities that will help meet the objective

Collect and compare suggestions

Organise as a logical set of activities

Consult with those who have experience with similar APs

6How to Define Activities

Breaking Down Activities into Tasks

…that enable accurate estimation of time and resource requirements

…that provide enough information for those responsible for an activity or task

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Activity Activity

Task

Activity

Task

TaskTask Task

Task

Breaking Down Activities into Tasks (cont.)

Picture the AP as a hierarchy of activities and tasks

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Activity 1

Task 1.1

Task 1.2

Task 1.3

Activity 2

Task 2.1

Task 2.2

Task 2.3

Task 2.4

9Breaking Down Activities into Tasks: Example

Activity: Repackage and store 100 tons of obsolete pesticides stockpiles in an environmentally safe manner

Task: Obtain UN approved packaging materials suitable for long-term storage of chemicals

Task: Repackage (when possible) and label the chemicals stocks

Task: Transport the repackaged stocks

Task: Store in a designated well-designed, secure and controlled facility(ies) for one year

10Considering Order of Activities and Tasks

Define order:

Which activities/tasks can begin immediately?

Which need to be completed before others can begin?

Do some need to start at the same time?

Can only be an estimate, but should be carefully done to ensure accurate AP

Review earlier projects for insight into realistic timeframes

Consult with those who have the related technical knowledge or expertise

11Estimating Realistic Activity Timeframes

Estimating Realistic Activity Timeframes (cont.)

Underestimating the time required may result from:

leaving out essential activities/tasks

not accurately accounting for interdependence of activities/tasks

not accounting for time required for ordering/delivery of equipment

failure to accurately consider competing resources, e.g. scheduling same person or equipment for simultaneous activities/tasks

12

Developing Milestones

An important event in the AP: typically the completion of a key activity or project phase

Used to monitor whether project is on track during implementation

The simplest project milestones are the dates estimated for the completion of an activity

e.g. “Inventory of obsolete pesticides updated”

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Human resources, facilities, equipment, materials, training, travel, etc.

How many people are required?

What type of skills/expertise do they need to possess?

Are particular facilities, equipment, services, or materials necessary?

Are there any other special requirements not yet covered?

14Defining the Budget

Resource Requirements Matrix: Example 15

Activities and Tasks Human

Resources

Facilities Equipment Services, Materials, etc.

Total Resource Costs

Activity: Repackage and store 100 tons of obsolete pesticides stockpiles in an environmentally safe manner

Task: Obtain UN approved packaging materials suitable for long-term storage of chemicals

Qualified driver (10 person-days)

Labourer (40 person-days)

Transport trucks

Packaging materials

Petrol

10 person-days*daily wage: $xx

20 person-days*daily wage: $xx

Trucks: $xx

Packaging materials: $xx

Petrol: $xx

Task: Repackage (when possible) and label the chemicals stocks

Labourer (40 person-days)

Manager (5 person-days)

Protective clothing (overalls, masks, gloves…)

40 person-days*daily wage: $xx

5 person-days*daily wage: $xx

Protective clothing: $xx

Allocating Responsibilities

Addresses who will be responsible for completing each activity/task

Demonstrates to donors that the team has agreement and commitment in principle

Responsibilities may need to be adjusted

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Allocating Responsibilities (cont.)

Who has the appropriate knowledge?

Whose commitment is required?

Have the capability, skills, and expertise of each working group member, stakeholder, etc. been taken into account?

Does each contributor understand what is required of them?

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18Responsibilities Assignment Matrix: Example

Activities and Tasks Person/Organisation

Ministry of Agriculture

Ministry of Environment

Project Coordination Unit

Advisory Tech. Group

Activity: Repackage and store 100 tons of obsolete pesticides stockpiles in an environmentally safe manner

Task: Obtain UN approved packaging materials suitable for long-term storage of chemicals

Arrange transport Select packaging materials to be used (p)

Advise on appropriate packaging materials

Task: Repackage (when possible) and label the chemicals stocks

Obtain protective clothing

Hire appropriate labourers

Monitor execution of the task (p)

Plan the repackaging and labelling process

Task: Transport the repackaged stocks

Select a transport company

Monitor execution of the task (p)

Advise on transport companies that can ensure safe transport of hazardous substances

Presenting the Action Plan: GANTT Chart

Activity/tasks represented by bars on a calendar, showing:

Sequence

Duration

Milestones

Responsible persons (optional)

Costs (optional)

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GANTT Chart: Example 20

ID Task Name

1 Activity 1: Technical consultations2 Review existing technical standards (situation and gap analysis)3 Propose amendments to align with GHS4 Activity 2: Economic analysis5 Review economic impact of GHS implementation (costs and benefits)6 Report to GHS implementation committee7 Activity 3: Drafting regulations8 Review existing regulations in all sectors9 Draft amendments or new regulations (as appropriate) to align with GHS10 Review revised regulations11 Submit implementing regulations to regulatory authorities for approval12 Activity 4: Regulatory process initiated13 Implementing regulations approved14 GHS-based regulations/standards enter into force15 Activity 5: Application and monitoring16 Initiate use of GHS-based tools in all sectors (regulations/standards followed)17 Training/awareness raising on new procedures (including regulations/standards)18 Inspectorates/agencies ensuring use of new standard19 Feedback on compliance/use to regulatory authorities

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3

Presenting the Action Plan: PERT Chart

Activity/tasks represented by boxes linked in a logical order showing:

Relationships (and dependencies) between activities/tasks

Durations/dates (optional)

Milestones (optional)

Key decisions (optional)

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PERT Chart: Example 22

Pre-planning

Summary

Defining activities

Breaking down activities into tasks

Considering order of activities and tasks

Estimating realistic activity timeframes

Developing milestones

Defining the budget

Allocating responsibilities

Presenting the action plan

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Thank youThank youChemicals and Waste Management

ProgrammeUnited Nations Institute for Training

and Research (UNITAR)Palais des Nations1211 Geneva 10

Tel: +41 22 917 1234Fax: +41 22 917 8047Email: cwm@unitar.org