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PRIMARY HEALTH CARE MANAGEMENT ADVANCEMENT
PROGRAM
FACILITATOR'S GUIDE
FOR
MODULES:
PLANNING PHC ACTIVITIES AND MANAGING RESOURCES
Field Test Version
March 1992
PRIMARY HEALTH CARE MANAGEMENT ADVANCEMENT
PROGRAM
FACILITATOR'S GUIDE
FOR
MODULE 3:
PANNING PHC ACTIVITIES AND MANAGING RESOURCES
Field Test Version
March 1992
Session 1
Introduction and Overview
Objectives
Participants will be able to:
1.
2.
Explain the purpose of Module 3.
Describe at least two limitations of Module 3.
Session Outline
I.
IL
III.
IV.
Introduction
Overview of Workshop
Purpose of Module 3
Module 3 User’s Guide
Materials
Module 3 User’s Guide
Handout 3-1:
Agenda
Transparency 3-1: Workshop Objectives
Transparency 3-2: Factors in PHC Work Planning
Transparency 3-3: Steps in PHC Work Planning
Equipment
Flipchart, stand, markers, masking tape
Overhead projector and screen
Module 3 - Planning PHC Activities and Managing Resources
3-1
Session 1: Introduction and Overview
I.
INTRODUCTION
(NOTE: Omit Section I if you have presented Module
1, or some other module, immediately prior to the
presentation of Module 3.)
A.
Opening remarks
1.
Introduce self and other staff, as
necessary.
2.
Explain your role in the workshop.
3.
If you do not know the participants,
ask each one to state his or her
name, position title, and job
location.
Name tags or place cards
(NOTE: If the group is larger than 6 or
8, you may wish to have them wear name
tags or place cards with their names at
places where they are sitting.)
Flipchart
4.
Ask each participant to complete
this sentence: "As a result of
attending this workshop, I expect . .
." and write their responses on the
flipchart.
5.
When all responses have been
recorded, say that you will return to
this list after given an overview of
the workshop.
B.
Overview of PHC MAP
(Reference?)
1-
Explain why information is
important for PHC programs.
2.
Summarize PHC MAP program,
including:
Module 3 - Planning PHC Activities and Managing Resources
3-2
Session 1: Introduction and Overview
3.
C.
a.
Purpose of PHC MAP
b.
Title and purpose of each
module and other materials.
Make the following points about
PHC MAP:
a.
Has been field tested and
revised to ensure usefulness to
PHC program staff.
b.
Modules can be used in any
sequence.
c.
Checklists and other materials
can, and should, be adapted to
fit a particular situation.
d.
The procedures outlined in the
modules can be adopted as
routine monitoring activities in
a PHC program.
Explain why MAP is being introduced in
this PHC program.
(NOTE: The remarks here should be tailored
to the specific program and should provide the
answers to these questions:
Why are we doing this workshop?
What do we expect to achieve?
It may be appropriate for the PHC manager to
make these remarks.)
IL
OVERVIEW OF WORKSHOP
Transparency 3-1:
Workshop Objectives
A.
Review the workshop objectives.
Handout 3-1: Agenda
B.
Distribute and review the workshop
Module 3 - Planning PHC Activities and Managing Resources
3-3
Session 1: Introduction and Overview
agenda, describing the activities that will
take place to accomplish the workshop
objectives.
C.
D.
III.
Review the expectations contributed by
participants at the beginning of the
session.
1.
Indicate which ones will be met and
which ones will not and why.
2.
Suggest, if possible, alternatives for
meeting the expectations that will
not be met in this workshop.
Ask for questions or comments.
PURPOSE OF MODULE 3
A.
Explain that the purpose of Module 3 is
to help PHC program staff:
1.
Set priorities for meeting community
health needs.
2.
Ensure that health workers spend
their time most effectively to meet
those needs.
3.
Improve assessment of health worker
performance.
Transparency 3-2: Factors
in PHC Work Planning
B.
Review the factors to consider in work
planning.
Transparency 3-3: Steps in
PHC Work Planning
C.
Review briefly the steps in Module 3,
including substeps and outcomes.
D.
Explain that Module 3 does not:
1.
Deal with overall PHC program
planning.
Module 3 - Planning PHC Activities and Managing Resources
3-4
Session 1: Introduction and Overview
IV.
Module 3 User’s Guide
2.
Discuss ways to involve communities,
although community members
should be involved in setting
priorities and evaluating progress.
3.
Provide a comprehensive approach
to personnel management.
MODULE 3 USER’S GUIDE
A.
Distribute a user’s guide to each
participant.
B.
Highlight key sections of the user’s guide:
c.
1.
The overview of PHC MAP with the
description of modules and other
materials, which they may wish to
refer to for review of information
needs met by other modules.
2.
Step-by-step directions for
developing work plans, individual
assignments, and performance
assessment procedures.
3.
Appendices containing blank
worksheets and other reference
material.
Ask for questions or comment
Module 3 - Planning PHC Activities and Managing Resources
3-5
Sample Agenda for Module 3
Day 1
Morning
Session 1:
Session 2:
Introduction and Overview
Map Catchment Area and Set Priorities
Afternoon
Session 3:
Plan PHC Activities
Day 2
Morning
Session 4:
Job Descriptions and Staff Recruitment
Afternoon
Session 5:
Individual
Work
Performance
Plans;
Assess
Job
Handout 3-1
Workshop Objectives
1. Plan PHC activities required to meet specific
community health needs using the steps and
worksheets contained in Module 3.
2. Prepare a list of action steps to implement the
plan following the workshop.
Transparency
UJ
I
Factors in PHC Work Planning
Community perceptions of need
Cultural/religious beliefs
Population size
Location of health facility in target
area
Availability of resources
Transparency 3-2
Steps in PHC Work Planning
Step 1: Describe and map catchment
area
needs
Step 2: Identify community
and high risk groups
Step 3: Plan PHC activities
Step 4: Develop job descriptions and
recruit staff
Step 5: Develop individual work plans
Step 6: Assess job performance
Transparency 3-3
SESSION 2
CATCHMENT AREA AND PRIORITY NEEDS
Objectives
Participants will be able to follow the directions in the
Module 3 User’s Guide to:
1.
Define and describe the catchment area and
the target population service they their PHC
program.
2.
Set priorities among health care needs and
identify groups at highest risk.
Session Outline
I.
II.
III.
Introduction
Step 1 - Catchment Area
Step 2 - Priority Needs and High Risk Groups
Materials
Module 3 User’s Guide
Session 2 Objectives
Transparency 3-4:
Work Planning Steps 1 and 2
Transparency 3-5:
Village/Community Level
Transparency 3-6:
Information
Larger Catchment Area
Transparency 3-7:
Information
Worksheet for Defining
Handout 3-2:
Catchment Area
Worksheet
for Describing
Handout 3-3:
Catchment Area
Village Register
Handout 3-4:
Worksheet to Make a
Handout 3-5:
Household Register
Worksheet for Identifying
Handout 3-6:
Priority Health Problems
Risk Profile Worksheet
Handout 3-7:
Equipment
Flipchart, stand, markers, masking tape
Overhead projector and screen
Module 3 - Planning PHC Activities and Managing Resources
3-6
Session 2: Catchment Area and Priority Needs
I.
INTRODUCTION
Transparency 3-4: Session
2 Objectives
A.
Review the session objectives.
Transparency 3-5: Work
Planning Steps 1 and 2
B.
Review the steps to be completed in this
session.
IL
STEP 1 - CATCHMENT AREA
A.
B.
Handout 3-2: Worksheet
for Defining Catchment
Area
User’s Guide
C.
Transparency 3-6:
Village/Community Level
Information
Explain that the purpose of this step is to:
1.
Give the PHC manager a picture of
the boundaries of the area to be
served and the communities within
those boundaries.
2. •
Locate the households in each
community and list the individuals
within those households.
Define the catchment area.
1.
Distribute the worksheet and explain
the criteria used to define catchment
area boundaries.
2.
Direct participants to complete the
worksheet for their, catchment area.
3.
Refer participants to Exhibit 1 on
page 6 for a picture of how the
completed worksheet might look.
Describe the catchment area.
1.
Explain the types of information
needed for a village or community
level catchment area.
Module 3 - Planning PHC Activities and Managing Resources
3-7
Session 2: Catchment Area and Priority Needs
Transparency 3-7: Larger
Catchment Area
Information
2.
Explain the types of information
needed if the catchment area is
larger.
User’s Guide
3.
Refer participants to Exhibit 2 on
page 7 for a sample of how this
information might look.
Handout 3-3: Worksheet
for Describing Catchment
Area
4.
Distribute a blank worksheet and
direct participants to fill in the
information they have for their PHC
catchment area.
D.
User’s Guide
E.
User’s Guide
Map catchment area
1.
Refer participants to Exhibits 3, 4,
and 5 on pages 9, 10, and 11.
2.
Explain that more than one map
may be required depending on the
size of the catchment area.
3.
Point out also that it may be useful
to show target populations for
different PHC services.
4.
Remind participants that district
level maps may be available from
the government.
5.
Direct participants to make at least
one map of their catchment area,
referring to the exhibits and
Appendix 1A as necessary.
Make a register of communities/villages
1.
Refer participants to Exhibit 6, page
13, where a sample register is
displayed and review the information
it contains.
Module 3 - Planning PHC Activities and Managing Resources
3-8
Session 2: Catchment Area and Priority Needs
Handout 3-4: Village
Register
F.
User’s Guide
2.
Distribute handout and review with
participants the information that
may be included on the register.
3.
Depending on the situation, have
participants compare the handout to
their own village register and discuss
differences, if any, or begin to
prepare a village register based on
information they have.
4.
Point out that someone should be
assigned to maintain the register so
that information is always current.
Make a household register.
1.
Refer participants to Exhibit 7, page
14. where a sample household
register is displayed and review the
information it contains.
2.
Explain that household registers are
used to determine the size of the
target population for a specific PHC
service, such as immunization.
3.
Explain that if a household register
cannot be made the target
population can be estimated using
demographic or census data.
(NOTE: Be prepared to demonstrate how
this is done if the participants cannot
describe the process to you.)
Handout 3-5: Household
Register Format
4.
Distribute the handout and direct
participants to complete it, referring
to Appendix 1C in the User’s Guide,
as necessary.
5.
If participants do not have the
information to complete a register
Module 3 - Planning PHC Activities and Managing Resources
3-9
Session 2: Catchment Area and Priority Needs
for one household, lead them in a
discussion of the relevance of the
information and how they would
modify it to fit their situation, if at
all.
G.
III.
STEP 2 - SET PRIORITY NEEDS AND
HIGH RISK GROUPS
A.
Handout 3-6: Worksheet
for Prioritizing Health
Problems
Ask for questions and comments on Step
1.
Explain that this step is important because
it enables a PHC program to:
1.
Provide equitable health care.
2.
Increase the frequency of services to
those in greatest need.
B.
Distribute the worksheet and guide
participants through the process described
in the instructions.
C.
Select risk factors.
User’s Guide
D.
1.
Refer participants to Appendix 2A
and discuss risk factors and how they
relate to selecting target groups at
high risk.
2.
Refer participants to Exhibit 9 on
page 17 which displays the risk
factors for malnutrition.
Identify high risk individuals/households
User’s Guide
1.
Refer participants to Exhibit 10 on
page 18 and explain its content and
purpose.
Handout 3-7: Worksheet to
Develop Risk Profiles of
2.
Distribute the worksheet and direct
participants to list risk factors for a
Module 3 - Planning PHC Activities and Managing Resources
3-10
Session 2: Catchment Area and Priority Needs
Households
health problem of their choice in
column on using:
a.
b.
c.
d.
3.
E.
The general listing in Appendix
2B
Literature
Knowledge and experience
Local perceptions
Assist participants to complete the
worksheet using data from their
PHC program or hypothetical data.
Ask for questions or comments.
Module 3 - Planning PHC Activities and Managing Resources
3-11
Session 2 Objectives
Define and describe catchment area and target
population
Set priorities and identify high risk groups
Transparency
UJ
I
Work Planning Steps 1 and 2
1. Describe and map catchment area
2.
1.1
Define catchment area
1.2
Describe catchment area
1.3
Map catchment area
1.4
Make village register
1.5
Make household register
Set priorities
2.1
Select risk factors
2.2
Identify high risk groups
Transparency 3-5
M -1 xs~
Village/Community Level
Information
Number of individuals/households
the area
Age, gender, ethnic group,
status of household members
in
health
Socio economic status
Social activities
Size and terrain; roads
Transparency 3-6
Larger Catchment Area
Information
Roads, Transport, Cost
Social Differences
Industry
Listing of Communities
Transparency 3-7
WORKSHEET FOR DEFINING CATCHMENT AREA
Define your catchment area:
a) What criteria do you use to define boundaries of your catchment area?
Fixed distance of
kms around health facility
Administrative Unit (specify level and name):
PHC service target group, socioeconomic or geographically
defined population (please specify):
A practically defined population (please specify)
b)
Do you have sub-catchment areas for different services?
If yes, what are they for:
_ Curative care
MCH
Family Planning
_TB
Other
Handout 3-2
WORKSHEET FOR DESCRIBING CATCHMENT AREA
Level
Name(s)
Information
Data Sources
District
Subdistrict
Village
Subvillage
!
Ii
i
Facility
Handout 3-3
IB:
VILLAGE REGISTER
District:
S. No
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Handout
i
VILLAGE
POPULATION
LOCAL
HEALTH
HEALTH
DISTANCE TO
PUBILIC TRANSPORT
OTHER
SIZE
LEADER
VOLUNTEER
PROBLEMS
PHC
AVAILABLE
REMARKS
HOUSEHOLD REGISTER FORMAT
SECTOR l/HOUSE l/HOUSEHOLD t:------------------------------- MAME OF HEAD OF HOUSEHOLD:--------------------------------------------
REG. DATE:--------------------
OCCUPATION:-----------------
!
;
!
!
:
;
!
!
[date of [
:reutiom ;
;to head ;
:
polio
:
d p t / d t
;
;
[--------------------------- ;--------------------- [measles!
[NAME OF ( 5 CHILDREN
[FATHER’S MAME
[BIRTH/A6E[SEX[OF HOUSE-[BC6[BIRTH[ I
!
!
!
:m/f:hold
[
[
[
[
[
[relation [
[
[
[
[DATE OF
!
[TO HEAD
ID I
[HUSBAND’S NAME [BIRTH/AGE[SEX[OF HOUSE-[
[
[
[
[m/fjhold
[
[
[
!
[
[RELATION!
[
[
[
[DATE OF
[
[TO HEAD’!
[
Handout
!
ID I
[NAME OF OTHER HH MEMBERS [FATHER’S MANE
!
!
II
[BOOSTER
[
I
[ II
[III
[BOOSTER!
[BIRTH WEIGHT[HEALTH [ DEATH /
!
!
!
!
!
[
II [HI
[
IV [
[
!
!
!
!
[CHROMIC
[
DATE OF
[[
[HEALTH
[
DEATH/
[[
[
MIG-OUT
[[
[
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V
j
;
[chronic; date of ;
[ I
[
tetnus toxide
[BIRTH/AGE[SEX[OF HOUSE-[EDUCATION[PROBLEM
[m/f[hold
[III
[--------------------------------------------------------------------- [
[NAME OF MARRIED WOMEM
ID I
[
[[[!!!
[
[
CENTRE MAME:--------------------
INCOME:------------------
HH.
:
[
Figure 1
!
[
DATE OF
[
[EDUCATION!
!
[
[
[
CHRONIC HEALTH
problems
[
[problem: mig-out ;
[
DEATH/
[
[ mig-out
[
[
RISK PROFILE OF HOUSEHOLD
!!
[SCORE
[
[IF
[
[present;
[[AREAS! 1 < 1 CHILD
—[[> 2 INFANT DEATHS IN PAST 5 YEARS
[[> 2 < 5 CHILDREN
—[[ILLITRATE MOTHER
[ [RISTRICTION ON NOBILITY OF WOMEN
—[[PRESENCE OF IB CASE
;[LOW FAMILY INCOME
—[[IMPROPER/NO USE OF TOILET FACILITIES
2
1
2
SCORE
INSTRUCTIONS:
1.
List the different health related problems.
2.
Select the criteria used to assess the magnitude and importance of the problem
e.g., prevalence, seriousness, etc.
3.
Decide what scale to use for scoring, i.e., 0-4 or 0-10, etc., and the method to use for totaling
(addition or multiplication).
4.
Assign scores to each problem for the different criteria and calculate the totals.
WORKSHEET FOR PRIORITIZING HEALTH PROBLEMS
Scoring
Method:
Criteria:
Health
Problems
i
i
Based on the above assessment, list your priority health problems (high to low):
Handout 3-6
WORKSHEET TO DEVELOP RISK PROFILES OF HOUSEHOLDS
CONDITIONS
SCORE IF
PRESEN1 1
HC)US EHC)LD XO
2 3 4 5| 6[ 7
Total Risk Score
Rating scale:
Low Risk
0-3
Moderate Risk
4-6
High Risk
7-10
Based on the above assessment, which are your high-risk households?
Handout 3-7
SESSION 3
PLAN PHC ACTIVITIES
Objectives
Participants will be able to follow the directions in theModule 3 User’s Guide to:
1.
Plan outreach activities for households at risk
for a priority health problem in their PHC
program.
2.
Plan clinic-based services for the same target
group.
Session Outline
I.
IL
III.
Introduction
Plan Outreach Services
Plan Clinic-Based Services
Materials
Module 3 User’s Guide
Transparency 3-8:
Session 3 Objectives
Transparency 3-9:
Other Outreach Activities
Handout 3-8:
Worksheet for Planning
Outreach Services
Handout 3-9:
Worksheet to Determine Staff
Requirement
Handout 3-10:
Worksheet for Planning ClinicBased Services
Equipment
Flipchart, stand, markers, masking tape
Overhead projector and screen
Module 3 - Planning PHC Activities and Managing Resources
3-12
Session 3: Planning PHC Activities
I.
INTRODUCTION
Transparency 3-8: Session
3 Objectives
A.
Review session objectives.
User’s Guide
B.
Refer participants to page 4 and review
the substeps in Step 3.
C.
Review the information needed to
complete Step 3.
II.
1.
Program goals, objectives, and
strategies from Module 1.
2.
Assessment of community needs
from Module 2 (for PHCs with large
catchment areas).
3.
Selected PHC components form
Module 1.
4.
High risk group(s) from Module 3,
Step 2.
PLAN OUTREACH SERVICES
User’s Guide
A.
Refer participants to Exhibit 11 on page
20 for a chart showing the information
that will be developed in this session for
outreach services. A similar chart for
clinic-based services appears on the
following page in the User’s Guide.
Handout 3-8: Worksheet
for Planning Outreach
Services
B.
Distribute worksheet and direct
participants to list the outreach services
for a health problem of their choice in the
first column.
Module 3 - Planning PHC Activities and Managing Resources
3-13
Session 3: Planning PHC Activities
C.
Handout 3-9: Worksheet to
Determine Staff Capacity
D.
Transparency 3-9: Other
Outreach Activities
III.
Assist participants to complete the
substeps for planning outreach services
according to the directions in the User’s
Guide.
1.
For substep 3.1.3, refer participants
to Exhibit 12 on page 23 for an
example of how to determine staff
capacity.
2.
Distribute the worksheet and direct
participants to complete it for their
PHC program.
3.
For substep 3.1.7, refer participants
to the models and exhibits beginning
on page 25 and assist them to adapt
one to fit their own PHC program
needs.
Review other outreach activities.
1.
Mention guidelines for frequency
and suggest planning tools.
2.
Ask participants to list any outreach
activities special to their own
programs.
PLAN CLINIC-BASED ACTIVITIES
A.
Explain the purpose of clinic-based
services:
1.
Handle problems referred from the
field.
2.
Provide centralized preventive
services.
Module 3 - Planning PHC Activities and Managing Resources
3-14
Session 3: Planning PHC Activities
Handout 3-10: Worksheet
for Planning Clinic-Based
Services
B.
Distribute the worksheet and explain that
it will be used for recording the outcomes
of the substeps to planning clinic-based
services.
C.
Assist participants to complete substeps
3.2.1 through
3.2.4,’ referringo to the
O
examples provided in the User’s Guide on
pages 30-32.
D.
Develop tools to monitor delivery of
clinic-based services.
(NOTE: You may wish to consider having
participants review and modify the forms they
are currently using, if this is appropriate.)
User’s Guide
E.
1.
Refer participants to page 32 and
review the types of forms that can be
used to record monitoring
information.
2.
Refer participants to samples of
each type of form and direct them to
develop one for the clinic-based
services they have planned by:
a.
developing a new form;
b.
modifying a sample form
contained in the User’s Guide;
or
c.
modifying a form they are
currently using.
Ask for questions or comments.
Module 3 - Planning PHC Activities and Managing Resources
3-15
Session 3 Objectives
Plan outreach activities for households at risk for
a priority health problem
Plan clinic-based activities for the same target
group
Transparency
CaJ
I
00
Other Outreach Activities
Educational Sessions
Community Organization Activities
Supervisory Visits
Immunization Camps
Transparency 3-9
00
I
m
A. OUTREACH
LOGISTICS/SUPPLIES
MANPOWER
SERVICES/ACTIVITIES NEEDED
TARGET GROUP
FREQUENCY
TYPE
REQUIRED
NUMBER
Handout
PLANNING PHC SERVICES
AVAILABLE
% TIME
REQUIRED
TYPE
AVAILABLE
AMOUNT
OPTIMAL LEVEL OF
SERVICES GIVEN
RESOURCE CONSTRAINTS
Community organization
activities
Home Visits for;
-Growth monitoring
-To build awareness for
ORS for diarrhoea
-Motivate for FP
•Motivate for immunization
for ANC
-follow-up of high risk
-Referral
-etc.
Deliveries
Vaccination
1
Community meetings for
health education
Supervision/Support
CO - Community Organizer
CHW - Community Health Worker
LHV - Lady Health Visitor
TBA - Trained Birth Attendant
CHN - Community Health Nurse
CHD - Community Health Doctor
Vac - Vaccinator
AA - Administrative Assistant
SP - Security Person
WORKSHEET TO DETERMINE STAFF CAPACITY
Number of households in PHC catchment area = ?
Frequency for visiting each household = ?
Number of days when outreach will be provided = ?
Staff capacity per month = days/month x HH visits/day per CHW
Staff capacity = ?
Staff requirement = HHs to be covered/staff capacity per month
Staff requirement = ?
Note: When determining the number of home visits to do in one day, take into account the
time it takes to do an effective home visit and travel time.
Handout 3-9
PLANNING PHO SERVICES
B. CLINIC BASED
LOGISTICS/SUPPLIES
MANPOWER
SERVICES/ACTIVITIES NEEDED
FREQUENCY
CLIENT LOAD
TYPE
REQUIRED
NUMBER
AVAILABLE
% TIME
REQUIRED
TYPE
AVAILABLE
AMOUNT
OPTIMAL LEVEL OF
SERVICES GIVEN
RESOURCE CONSTRAINTS
i
I
Antenatal Care
Vaccinations
Family Planning
Supervision/Si jpport
Management Activities
-meetings
-reports
-etc.
Administration
•
TOTAL
•
&
O-< v
SESSION 4
JOB DESCRIPTIONS AND STAFF RECRUITING
Objectives
Participants will be able to follow the directions in the
Module 3 User’s Guide to:
1.
Develop job descriptions for the positions
needed to provide planned PHC sendees.
2.
Plan to recruit and hire individuals to fill those
positions.
Session Outlines
I.
11.
III.
Introduction
Prepare Job Descriptions
Plan Recruitment
Materials
Module 3 User’s Guide
Transparency 3-10:
Session 4 Objectives
Transparency 3-11:
Purposes of a Job Description
Handout 3-11:
Worksheet for Roles and Tasks
Handout 3-12:
Job Description Worksheet
Equipment
Flipchart, stand, markers, masking tape
Overhead projector and screen
Module 3 - Planning PHC Activities and Managing Resources
3-16
Session 4: Job Descriptions and Staff Recruitment
I.
INTRODUCTION •
Transparency 3-10: Session
4 Objectives
A.
Review session objectives.
User’s Guide
B.
Refer participants to page 34 and review
the substeps in Step 4.
II.
Transparency 3-11:
Purposes of a Job
Description
DEVELOP JOB DESCRIPTIONS
A.
B.
Explain the purposes of a job description:
1.
Describe staff roles and tasks
needed to help achieve program
objectives.
2.
Identify experience and skills
necessary to carry out roles and
tasks.
3.
Ensure that staff and managers have
a mutual understanding of
expectations for job performance.
Develop role and task list
User’s Guide
1-
Refer participants to Exhibit 17 on
page 36 and explain the sections of
the role and task list.
Handout 3-11: Worksheet
for Roles and Tasks
2.
Distribute worksheet and direct
participants to complete it for one
staff position identified to carry out
PHC activities in Step 3.
C.
User’s Guide
Prepare job descriptions
1.
Refer participants to Exhibit 18 on
page 38 and describe the various
sections and the information
contained in each.
Module 3 - Planning PHC Activities and Managing Resources
3-17
Session 4: Job Descriptions and Staff Recruitment
Handout 3-12: Job
Description Worksheet
III.
Flipchart
IV.
2.
Direct participants to complete the
worksheet based on the role and
task list just completed.
3.
Recommend that participants check
that the tasks are feasible and the
requirements are realistic, using the
list of questions on page 35.
PLAN STAFF RECRUITMENT
A.
Ask participants to list the steps usually
followed by the agency when filling a staff
position and record their responses on the
flipchart (be sure they include necessary
approvals).
B.
Ask participants to speculate on the
outcome of this process given the way the
position description was developed
(better, worse, the same).
C.
Facilitate a discussion on this point,
depending on the time available.
CLARIFYING EXPECTATIONS
A.
Describe the intent and purpose of
substep 4.4.
B.
Ask participants to comment on the extent
to which this process has been done in the
past with new staff and the extent to
which it is done with current staff.
C.
Close the session by commenting that the
next and final session of the workshop will
focus on work planning and performance
assessment.
Module 3 - Planning PHC Activities and Managing Resources
3-18
Session 4 Objectives
Develop job description
Plan recruitment
Transparency 3-10
Purposes of Job Description
Describe job role and tasks
Identify skills and experience required
to carry out role and tasks
Ensure mutual understanding between
staff and manager
Transparency 3-11
WORKSHEET
Role and Task List
PHC Program
Goals:
service
Obj ectives:
Strategies:
Position
Title
Role
Task List
Experience
Ability/
Skills
Handout 3-11
WORKSHEET
JOB DESCRIPTION
FORM
1. POSITION Title
2. POSITION STATUS
3.
2.1 Full-Time a.Permanent
2.2 Part-time b.Temporary
DATE OF
PREPARATION
4. POSITION SUMMARY
5. REPORTS TO
6. POSITIONS DIRECTLY SUPERVISED
BY INCUMBENT
7. SPECIFIC REQUIREMENTS
7.1 Education/Professional Qualifications
7.2 Experience and Training
7.3 Knowledge, Skills, Abilities
8. DESCRIPTION OF DUTIES/RESPONSIBILITIES
List duties under two separate headings: REGULAR DUTIES & PERIODIC
DUTIES:
% TIME SPENT
A. REGULAR DUTIES/RESPONSIBILITIES
B. PERIODIC DUTIES/RESPONSIBILITIES
9. PREPARED BY
10.
REVIEWED BY:
Handout 3-12
SESSION 5
WORK PLANNING AND ASSESSMENT
Objectives
Participants will be able to follow the directions in the
Module 3 User’s Guide to:
1.
2.
3.
Develop individual work plans based on
planned PHC activities.
Plan for performance assessment based on
individual work plans.
Pian next steps in implementing work planning
and performance assessment.
Session Outline
I.
II.
III.
IV.
V.
Materials
Module 3 User’s Guide
Transparency 3-12: Session 5 Objectives
Transparency 3-13: Benefits of Work Plans
Transparency 3-14: Principles of Work Planning
Equipment
Flipchart, stand, markers, masking tape
Overhead projector and screen
Introduction
Work Planning
Performance Assessment
Next Steps
Conclusion
Module 3 - Planning PHC Activities and Managing Resources
3-19
Session 5: Work Planning and Assessment
I.
Transparency 3-12: Session
5 Objectives
INTRODUCTION
A.
Review session objectives.
B.
List the information needed from prior
steps.
1.
Outreach and clinic-based plans for
PHC services from Step 3 which
contain program objectives and
priorities and provide basis for
determining how much time each
worker will spend:
a.
b.
c.
2.
IL
on each task.
at each site.
with each individual.
Individual job descriptions from Step
4, which defines the role and tasks
each worker is responsible for.
WORK PLANNING
Transparency 3-13:
Benefits of Work Plans
A.
Review benefits to program of developing
and using work plans.
Transparency 3-14:
Principles of Work
Planning
B.
Explain the principles of work planning.
C.
Underscore the importance of a team
approach to work planning to ensure
common understanding of who is doing
what and coordination among staff when
indicated.
D.
Refer participants to examples of work
plans on pages 40-44.
User’s Guide
1.
Mention and explain the four types:
a.
Gantt
Module 3 - Planning PHC Activities and Managing Resources
3-20
Session 5: Work Planning and Assessment
b.
c.
d.
Time and task charts
"To do" lists
Duty rosters
E.
Ask for questions and comments.
F.
Give participants directions for developing
a work plan.
1.
First, develop an annual work plan
based on PHC activity plans from
Step 3 and the job description
developed in Step 4.
2.
Then, select one of the types of
plans just discussed and develop a
one month work plan based on the
annual plan.
3.
Participants will then explain their
monthly plan and the rationale for
their choice of work plan.
(NOTE: The number of participants who
do this will depend on time available.)
III.
User’s Guide
PERFORMANCE ASSESSMENT
A.
Explain that individual work plans provide
the basis for assessing worker
performance.
B.
Refer participants to the sample
performance review form on page 47.
1.
Explain the purpose of each section.
2.
Explain where the information
comes from.
3.
Suggest a process for carrying out
the performance assessment:
Module 3 - Planning PHC Activities and Managing Resources
3-21
Session 5: Work Planning and Assessment
a.
b.
c.
d.
e.
C.
D.
IV.
Worker completes workplan
and then consults with
supervisor for final agreement.
Worker does self-assessment.
Supervisor does supervisoryassessment.
Worker and supervisor meet to
discuss performance, identify
strengths and weaknesses, and
make adjustments and set goals
for the next period.
Frequency of reviews depends
on agency policy and worker
performance.
Lead participants in a discussion of the
performance review system they have in
place, with these questions:
1.
What procedures are now in place
for assessing worker performance?
2.
How are they working? Are they
being followed?
3.
What are the strengths and
weaknesses of the present system?
4.
What changes, if any, would you like
to implement?
Ask for questions or comments.
NEXT STEPS
A.
Briefly, summarize the steps in this
module and the outcomes of each step.
B.
Direct participants to review the
worksheets they have produced in the
workshop and write down the actions that
they need to take when they return to the
job to:
Module 3 - Planning PHC Activities and Managing Resources
3-22
Session 5: Work Planning and Assessment
C.
V.
Flipchart of expectations
from Session 1
1.
Complete tasks begun in the
workshop;
2.
Collect more information; or
3.
Implement or improve work
planning and performance
assessment in their PHC programs.
Ask each participant (or participant team)
to briefly describe the actions they will
take when they return to their jobs.
CONCLUSION
A.
Review the expectations participants
expressed at the beginning of the
workshop and ask them to assess
informally how well they think those
expectations have been achieved. If any
were not achieved, ask how the workshop
could be improved to make that happen.
B.
Thank participants for their time and
attention, congratulate them on the effort
they put into the workshop, and wish them
good luck in implementing their plans.
(NOTE: Indicate what follow-on assistance will be
available, if appropriate.)
Module 3 - Planning PHC Activities and Managing Resources
3-23
Session 5 Objectives
Develop work plans for planned PHC program activities
Plan for performance assessment
Plan steps to implement work planning and assessment
Transparency 3-12
Benefits of Work Plans
Monitor activities to ensure that:
planned activities are carried out
.
they are carried out in the correct
sequence
priority tasks are carried out first
Help the staff manage its time efficiently
Maximize program impact
Improve coordination among staff
Facilitate assessment of worker performance
Transparency 3-1 3
Principles of Work Planning
Clearly stated objective
List of all tasks necessary to achieve
the objective
Specification of the priority tasks and
activities
A specific time frame
Clear indicators
Specification of resources
Transparency 3-14
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