2.

Functions of Management

• Communication

P I

E
• Decision Making
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 planning

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 Session objectives
At the end of the course, the student will be able to:
– Define planning;
– Understand the purpose of planning;
– Understand types of plan;
– Know the formal planning process;
– Understand strategies for health planning
– Acquire planning skills so as to plan and prepare
health action plan for HSO or a health project

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 PLANNING

Plan :
A specific action proposed to help
organization achieve objectives.
a statement of recommended action.
 Managers need to plan in order to cope with an
uncertain environment.

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 PLANNING…
Planning
• Is the process of establishing goals and suitable course
of action for achieving these goals
• Is the action you take today to prepare for tomorrow.
It is a roadmap to where you intended to go.
• Health planning is the process of defining community health
problems, identifying needs and resources, establishing priority
goals and setting out the administrative action needed to reach
those goals

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 PLANNING…
Attributes of planning
• Futuristic
 anticipate the future
 what is required and
 how it will be accomplished
• Decision making
 determines what is to be done: when, where, how, and for what purpose.
 choosing among the alternatives. Resource allocation.
• Continuous and dynamic Why?
 because planned activities are affected by internal and external factors.
And
 need for environment scanning and adaptive changes
• 10/20/2015
Taproot for the other elements
GETASEW .A of management process6
 PLANNING…
Purpose of planning
– Provides direction
– Reduces uncertainty
– Minimizes waste and redundancy
– To develop indicators
– Sets the standards for controlling
Types of Plans
Plans can be classified on different bases or dimensions. The
important ones are:
• Repetitiveness/frequency of use
• Time dimension, and
• Scope/breadth dimension
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 PLANNING…
Classification of Plans Based on Repetitiveness
1. Standing Plans
2. Single-use Plans
Standing Plans
• Ongoing plans that provide guidance for
activities performed repeatedly.
• That are followed each time a given situation
encountered
• Include mission or purpose, goal or objective,
strategy, policy, procedure, method, and rule
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 PLANNING…
2. Single-use Plans
A one-time plan specifically designed to meet
the need of a unique situation
• Are those plans that are not used up once the
objective is accomplished
• Used only once
• Include programs, projects and budgets

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 PLANNING…
Classification of Plans Based on Time
1- Long-range planning
• The time may range usually from 5-10
years
• Distant future
• The development of a plan for
accomplishing a goal over a period of
several years.
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 Planning…
2. Short-range planning
• Complementary of long- range plans
• Constitutes the steps towards the
implementation of long-range plans
• Generally 1 year, sometimes up to 2 years
3. Intermediate-range planning
• Ranges between long and short- range
plans
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 Planning…
Classification of Plans Based on Scope/Breadth
1. Strategic Planning
2. Tactical Planning
3. Operational Planning
1- Strategic Planning: is process of analyzing and
deciding on the organization's mission, objectives,
major strategies, major resource allocation
• Strategic planning is:
 performed by top level mangers, mostly long range in its
time frame, expressed in relatively non-specific terms
 type of planning that provide general direction

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 Planning…
 Apply to the entire organization.
• designed to meet an organization’s broad
goals
• focus on environmental assessment and
addresses objective and strategy.
• That an organization must be responsive to a
dynamic, changing environment.

Assumption: the environment is indeed

changeable, often in unpredictable ways.
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 Planning…
2- Tactical Planning
• Refers to the process of developing action plans
through which strategies are executed
• Departmental managers in organizations are often
involved in tactical planning. Examples are:
 Developing annual budget
 Choosing specific means of implementing strategic
plans
 Deciding on course of action
• Midlevel managers: design and implement programs
and policies in their area of responsibility.
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 Planning…
3- Operational Planning
• Most specific and detailed
• Concerned with day-to-day activities
• Short-range and more specific and more detailed.
• Contains details for carrying out or implementing
those plans in day-to-day activities,
• First line managers: plan in relation to specific
operations or activities e.g. scheduling work activity
and allocating resource.

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 Strategic plan vs Operational plan

• 1.Time horizon: long time versus short time

• 2.Scope: wide range of goals versus narrow range
operations.
• 3.Degree of detail: simplistic and general versus
detail and specific activities.
• 4. Who plans: Top level vs supervisory managers
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 The planning cycle
• The planning cycle is a sequence of steps
which must be followed in deciding what is to
be included in the plan.
• The cycle seeks to answer the following
questions:
1. Where are we now?
 This requires a situational analysis to
identify current health and health-related
needs and problems.
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 2. Where do we want to go?

• Selection of priorities
 Defining/establishing goals

• Identification of objectives , targets and

strategies to be met in order to improve the
health situation and/or service delivery.

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 3. How will we get there?

• This details and organizes ;

• the tasks or interventions to be carried out,
• by whom, during what period, at what costs
and using what resources in order to achieve
set objectives and targets

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 4. How will we know when we get there?

• This requires the development of measurable

indicators for monitoring progress and
evaluating results.

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 The steps of health planning

– Situational analysis
– Priority setting
– Setting objectives and targets
– Identifying potential obstacles and
limitations
– Designing the strategies
– Determining resource allocation
– Preparing action plan and budget
– Monitoring and Evaluation
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Criteria for problem prioritization
 Magnitude of the problem: the public health
burden imposed by the problem.
 Degree of severity: consequent suffering, death and
disability
 Feasibility: in terms of cost effectiveness, social
acceptability and local sustainability
 Government concern: political acceptability with
consideration of equity and multisectoral approach,
consistency with government plan and budgetary
system
 Community concern: how much does it relate to
community perceived health
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needs? 23
 E.g. Prioritization of health problems for Gondar Health Center,
Nov, 2013
5:very high..4:high…3:medium…2:low…1:very low
N Magnitude Severity Feasibili Community Governme Rank
Problems Total
O ty concern nt concern
2
1 EPI 4 3 5 5 4 21
50%
1
2 Low Inst 5 5 5 5 5 25
Delivery
3.4%
5
3 Latrine 2 2 3 4 4 15
84%
3
4 FP 3 3 5 5 4 20
76%
4
5 VCT 2 3 4 3 4 16
20%

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 Cont…
• SWOT ANALYSIS: a frame work for selecting
strategies
• SWOT MATRIX

Positive Negative

Internal Strength Weakness

External Opportunity Threat

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 Planning out comes
Items that traditionally are considered to be
outcomes of planning are Organizational Mission,
Vision, Objectives, and Strategies, and unit
Operational Policies, and Procedures.
MISSION
 A mission statement identifies/states the purposes
and reasons for which the organization exists.
 It specifies the unique aim of the organization.
 The elements of mission are:
Who are you? What are we? Why do we exist?
What is our constituency?
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 Planning out comes
VISION
 It usually accompanies the statement of
mission.
 It is “a strategic view of the future
direction and a guiding concept of what
the organization is trying to do and to
become”.

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 Planning out comes
OBJECTIVES

 are statements of the results that the HSO/HS seeks to

accomplish.

 are HSO/HS outputs. They are the ends, targets and

desired results toward which all organizational activities
are directed.

 Are specific, measurable, attainable, realistic, and have

time bound, SMART.
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 Planning out comes…
E.g.
 To cover all the kebeles in Gondar with
HSEP to achieve universal PHC coverage by the
year 2015.
 To reduce the number of new HIV infection in
Amhara region by 25% in 2020.
 To reduce mortality attributed to TB in AA by 50%
in 2020.
 To reduce National IMR from 81/1000 Live Births
to 42/1000 LB by 2015.

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 Planning out comes…
Organizational STRATEGIES
 the means/ways of accomplishing organizational objectives.
 are broad, general programs that are selected and designed by the
HSOs to accomplish their objectives.

• Strategies:
– Expansion and rehabilitation of H/facilities.
– Adopt and develop standardized operational guidelines.
– Establish strong public-private partnership.
– Continuous improvement of the existing H/S, etc.

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 Limitations of planning
• Lack of accurate information
• Problems of change
• Failure of people
• Internal inflexibilities
• External inflexibilities
• Rigidity in planning
• Time and cost factors

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 Thank you !!

Plan your work.

Work your plan!

If you fail to plan

You plan to fail!
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