SAS 13-14: PROGRAM PLANNING

planning

the process of planning is a dynamic one

E.C. Banfield said “plan is a decision about a course of action”

the process itself must remain fluid and flexible which are responsive to the presentation of new factors and issues.

the planner should consider that one of the most important things to look into aside from the statistics present is the human element

a systematic approach to defining the problem, setting priorities, developing specific goals and objectives and determining alternative strategies and a method of implementation.

2 perspectives about planning

planning by the person within the system or organization who is usually a full-timer

planning by someone brought in from the outside whose job is to help the organization in formulating new proposals and/or making recommendations for changing some existing plans.

insider

can make decisions more quickly regarding appropriate action

advantage: has a true understanding of the issues and operation of the system including its subtle conditions

disadvantage: might already have acquired certain biases about the system which could influence his/her objectivity

outsider

advantage: might bring a fresher outlook, less bias and a greater sense of objectivity

disadvantage: requires more time to understand the system to sufficiently plan an appropriate course of action

conducting an assessment

may be necessary for issues of a medical nature.

requires significant financial, labor, and time resources

the choice of method depends on the target population and the nature of the assessment

the information needed and the methodology for data collection should be clearly defined

planners may partner with other organizations or utilize existing surveys when funds are limited

considerations include the number of participants, the severity of the issue, and the attitudes of those surveyed

data can be obtained through various techniques: survey questionnaires, clinical examinations, or informal communications

formal methods are suited for larger, more severe issues, while personal communications may better capture individual attitudes

reason for conducting a needs assessment

to define the problem and its extent and severity

to obtain a profile of the community to find out the real cause of the problem

to evaluate the effectiveness of the present program if there is which can be accomplished by obtaining baseline information and measuring the progress achieved in solving the problem.

such profile should be included

rate of growth

ethnic backgrounds

general health profile

diet and nutritional levels

public and private school system

number of individuals in the population

geographic distribution of the population

patterns and distribution of dental disease

population density and degree of urbanization

amount and type of public services and utilities

standard of living, including the types of housing

other questions that should be included

what types of programs exist?

how successful was the program?

what was the community’s acceptance of the program?

are the programs oriented toward prevention, treatment, education, research or a combination?

who or what organization is responsible for the planning, implementation and or administration of the program?

aspects that need to be explored

who are the financial leaders?

who sets the policies for the community?

what is the organizational structure of the community?

what are the community leaders’ attitudes toward the oral health and community dental programs?

questions to ask regarding the funds

what is the source of funds for dental care?

questions to ask regarding the facilities

are the facilities accessible?

are the dental services provided well?

how many dental care offices are available?

what are the existing facilities for dental care?

how well are the facilities used by the population?

questions to ask regarding the labor

is there a dental school in the area?

how many laboratory technicians are available?

how many active dentists and dental assistants or dental aides are available?

general information on how the population should be obtained

utilize clinical examinations, dental records, and governmental data for epidemiologic data

assess dental disease incidence and distribution, and history of community dental programs

examine community resources for effective program implementation

understand fluoride presence in drinking water to avoid duplication

in small communities, health departments typically have data on health status, morbidity, and health service utilization

understand socioeconomic structure to determine community's ability to afford dental care

address cultural and language issues by identifying population breakdown and age distribution

use educational status to understand community values and health awareness programs

guide healthcare facilities by guiding types and costs of services

keep fluoride status updated for accurate dental planning

support school-based dental programs.

determining priorities

involves applying values and judgments to raw data

it serves purposes like ranking problems and solutions

identifying the target group based on dental issues is crucial

community representative involvement aids in program implementation and acceptance

planners should establish program goals and objectives following target group identification.

2 types of objectives

outcome objective

process objective

outcome objective

provides a means by which it measures quantitatively the outcome of a specific objective

ex: by the year 2019, more than 50 % of the population aged 5-12 years in Barangay Mahimsog will not lost any teeth due to caries.

process objective

will state a specific process by which a health problem can be reduced and prevented

ex: By 2015, Barangay Mahatagon will have a public fluoride program to guarantee access to fluoride exposure via the public water supply.

the objectives should specify the following:

where: the geographic areas of the program

what: the nature of the situation or conditioned to be attained

extent: the scope and magnitude of the situation or condition to be attained

who: the particular group or portion of the environment in which attainment is desired

when: the time which the desired situation or condition is intended to exist using the words “at” or “by”

program goals

broad statements on the overall purpose of a program to meet a defined problem

program objectives

the specific avenues by which goals are met

more specific and describe in a measurable way the desired end result of program activities

program activities

this will describe “how the objectives will be accomplished”

how to bring about the desired result of the program, after the program goals and objectives have been stated.

3 components of program activities

who will be doing it

when will it be done

what is going to be done

criteria of identifying resources

appropriateness: the most suitable resources to get the job done

effectiveness: the capability of the resources in completing the job

efficiency: the cost and the time that might be spent to complete the job

adequacy: the extent or degree to which the resources would complete the job

identifying constraints

at least 1 or 2 alternative strategies are acceptable

often arise during the planning stage of programs, presenting obstacles to achieving objectives

may stem from organizational policies, resource limitations, or community characteristics

identifying it early allows for modifications to the program's design, leading to a more practical plan

community members can propose alternative solutions to achieve the program's goals and objectives

engaging a group of concerned citizens can help as they are knowledgeable about local politics and community structures

implementation phase

the process by which the plan is put into operation

will involve also the individuals, organization and the community

there should be teamwork between the individuals and the environment so that its implementation can be a success.

developing implementation strategy

why the effect of the objective is to be achieved

when is the chronological sequence of activities

who are the individuals responsible for each activity

how much are the cost estimate of materials and time

what are the activities required to achieve the objective

how are the materials, methods and techniques to be used including the documentation

rules for implementation strategy development

identify the constraints that will need to be addressed

specify the resources that will be needed and their source

determine the date when each step should begin and end 

make sure that the time allotted for each step is sufficient

check for the missing steps which might need to be added

properly listing down the order by which the activity must occur.

the activity should be clearly specified. (as to who will do it, what for, for whom)

make sure that all people involved will know what is/are expected from them and when

a point person who will be responsible for the whole activity and to coordinate between all the individuals who will carry out the different tasks should be identified

consult with whoever will be affected by the activity or activities. this can be individuals or organizations. identify the potential problems or opportunities

identify all the preparatory steps prior to doing the activity. (for example the preparation of the training manual, preparations of the materials, acquire equipment, train volunteers, determine treatment protocol and camera for documentation)

monitoring, evaluating and revising the program

program revisions possible before or during implementation

understanding recipient perspectives for varying satisfaction views

continuous monitoring of program activities for success assessment

both formal and informal evaluations for work quality and recipient attitudes

proactive identification of potential problems for timely program improvements

evaluation of individual performance, equipment functionality, and facility adequacy

importance of evaluation

plan revision and modification

measure the progress of each activity,

measure the effectiveness of each activity,

identify problems in carrying out the activities,

justify the cost of administering the program and if needed, justify the need for additional funds.

the summary of all the steps needed in planning a program