Proj.man. training eu wash

PROJECT MANAGEMENT
EoghanO’Suilleabhain,
for EUWASH NGO Consortium group,
Sidama, Ethiopia, 2012
EU consortium WASH Training Ethiopia 2012

Schedule
 Self Management /Time Management
 People Management /Team
 Project Planning / Fundamentals ofWASH
programmes
 Project Management / Lifecycle
 Project Controls / Reporting

1/ TIME Management
 ROLE MODEL
 someone who appears calm,
 in control,
 well organised,
 Motivational, etc.

Time Management – A HABIT
 Must practice
 Everyone can improve
 Good habits become automatic
 Enjoy

Manage Yourself First
 Be organised before expecting others to be
 Stress is contagious
 So is organisation & calmness

Focus on ONE TASK at a time
 Identify tasks and allocate periods
 List items to do
 Complete ‘good enough’
 Check off when complete

Make time to Organise
 If no time - you need to do it
 Files
 Shelf space (desk space)
 Tidy and organised

Know where to find
Information
 Contacts / phone numbers, etc,
 Trays for invoices / receipts, etc.
 Archive old files

Prioritising Time
Imp.
Urgent
Imp.
Not Urg
Not Imp
Urgent
Not Imp
Not Urg

Use Wall Space
 Activity / work plans
 Maps
 Photographs
 Any information that you need regularly

Keep a Work Diary
 Make this a habit
 Standard for all construction projects
 Date, weather, meetings, visits, instructions
given or received, etc
 Think of it as a ‘legal document’

Weekly Schedule
 Separate week into blocks of time (draw)
 Vary desk work with field visits
 Organise tasks into these blocks
 Allow for unexpected jobs
 Remember ‘good enough’

Email communication
 Can be a distraction
 Check once or twice a day

Work SMARTER not Harder
 Busy and efficient 8 am to 5 pm / Mon to Fri
 Don’t take work home as a rule
 Start every week and day relaxed
 If stressed you have to take time to rest and
organise your mind
 If sick you must rest

Appreciate yourself
 No job is more important thanYOUR job
 It is not what you do but how you do it!

2/ PEOPLE Management
 AlsoTeam Building
 Results depend on the team not individuals
 Delegate effectively
 Direct, Support, Manage
 You retain responsibility

Give Clear Instructions
 Explain what exactly is expected
 Clarify the priorities for each task
 Blaming others is a bad habit
 Mistakes will happen – support your team to
help them improve

Training
 Provide before and during project
 Help the team grow
 It should help motivate staff
 It should make them interested in developing
their potential

Good work and RESPECT
 Expect people to take work seriously
 Expect people to try their best
 Help them to succeed
 Manage through respect not fear

Role Models for Leadership
 Football managers are motivators.
 Team more important than individuals
Manager
Supervisor
Site A
Team
Site B
Team
Administration
Support
Staff

Show appreciation
 Be slow to criticise – try to understand and
encourage
 Be quick to thank others and show
appreciation for efforts.

WASH programmes – 10 key
points

1/ Water & Sanitation &
Hygiene combined
 All required for health impact
 Facilities + knowledge = good practice
 People prioritise water
 Sanitation & hygiene more related to disease
 Clean water source but not when consumed
 Schools: Latrines + water + soap + awareness

2/ Respecting communities &
cultures
 Priority stakeholders
 Involvement not just labour
 Empower through decision making
 Flexible proposals allow for change
 Local power structures
 Local traditions and beliefs

3/ Gender
 What roles do women have that makes them
priority water users?
 Reach out to alienated / weak voices
 Latrine access / privacy / safety
 Mothers pass on hygiene habits to children
 Don’t neglect boys and men

4/ Creating DEMAND
 Important first step
 Water: simple reliable improved source
 Sanitation: less appreciation for benefits
 Sanitation: Don’t focus only on health
benefits
 Next slide looks at the many benefits that can
encourage demand

Many benefits of sanitation
 Time
 Pride
 Status
 Safety
 Caring
 School access
 Health

5/ Sustainability
 Greatest challenge for all WASH
 A successful project is not one that has
achieved its targets by the completion date –
but one that has provided an impact that will
last for generations!
 Next slide : an example of prioritising
sustainability for hand-pumps.

Sustainable hand-pump prog.
 Assess and consult and agree need
 Clarify options / agree choice
 Inform leaders, Gov. offices, etc
 Agree responsibilities / ownership
 Train water committee
 Clarify costs, charges, tariff payments
 Use appropriate pumps
 Ensure supply chain for parts and trained mech.
 Agree maintenance schedule
 Discuss future needs & expansion
 Monitor and support.

6/ Appropriate solution
 Does it meet the needs?
 Has it been agreed?
 Was the process inclusive?
 Is there a demand?
 Is it affordable?
 Can it be maintained?
 Is it expandable / scalable?
 Can it be replicated?

7/ Operation & Maintenance
 Consider from the start
 Who makes decisions?
 Who cleans? Products?
 Maintenance / repair / parts / schedule
 Who pays? / tariffs / subsidies
 Guidance to replicate
 Guards / ownership / access / key holders
 Future replacement – when? How?Who ? (eg
school latrines)

8/ Partnerships & Capacity
Building
 Who can benefit?
 GOAL / INGO staff
 Local Gov. Staff
 Village groups / committees
 Local mechanics / traders
 School staff / committees
 Private Enterprises
 Well diggers / soap makers / latrine slab producers
/ etc

9/ Integration between
sectors
 Health – hygiene awareness and practices
 Nutrition –WASH targets malnutrition
 Livelihoods – subsistence gardens
 Education – school access and hygiene
 HIV / Aids – greater need for affected and
carers
 Gender

10/ Disaster risk reduction
 Reduce vulnerability
 Events repeat over cycles
 Design for future crisis
 Community awareness
 Sensitive to environment
 Don’t create dependency

PROGRAMME MANAGEMENT
NEEDS
ASSESSMENT
PROG.
DESIGN
PROPOSAL
APPRAISAL
IMPLEMENTATION
STRATEGY
DEVELOPMENT

Strategy
 Where?
 Timeframe?
 Interventions?
 Partners?

Needs Assessment
 Understanding
 Community
 Demand

Programme Design
 Options
 Advantages & Disadvantages
 Agreement
 Understanding
 Logframe

Proposal
 Prepare
 Agree
 Submit

Implementation
 Appoint managers
 Build team
 Financial and logistical systems
 Define targets
 Set controls

Work Plan
 Consider – weather
 Farming seasons
 Feast days
 School holidays
 Water table

Monitoring & Evaluation
 Monitoring – during implementation –
highlights issues to address or change
 Evaluation – On completion or after some
time – measures results against initial
objectives

Contract Management
 Advertising, selecting, accepting and signing
contracts with providers of goods or service.
 As per your org.s systems
 Clearly define responsibilities
 Consider future problems
 Define payment schedule (refer sheets 1 & 2)

Site supervision
 Regular
 Quality control
 Solve problems
 Sign off on work complete

3 Key issues for project
control (see sheet 3)
 TIME
 BUDGET
 QUALITY

Time
 Set timeframe for programme – projects –
activities
 Plan allowing for delays
 Keep to tight schedule

Budget
 Clear realistic budget
 Monitor spend constantly
 Agree any overspend
 Contingency for unexpected

Quality
 Know the minimum standards
 Supervise, test, accept or reject
 As good as possible within budget
 Think sustainability

Progress / Gantt chart
 Show planned activities within timeframe
 Monitors actual activities / progress
 Can control expenditure (see excel sheet)

Meetings
 Regular / brief
 Have clear purpose
 Identify issues
 Clarify actions / responsibilities
 Report

Microsoft Project
 Software relating to Progress / Gantt charts
 (show video)

Mapping
 Overview of programme area
 Show villages
 Traditional sources
 Past interventions
 Current activities
 Future schemes
 Schools / clinics
 Understand transport difficulties

Completion
 Activities complete
 Within timeframe
 Within budget
 Community systems in place
 Celebrate with beneficiaries
 Learn – improve – expand

THANK YOU !

Proj.man. training eu wash

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