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PROJECT MANAGEMENT FOR SOCIAL WORKERS
Karla Buru, MPH, MSWMary Lohman-Vargas, LMSW, MPH
WHAT IS A PROJECT?
A temporary endeavor with a beginning and end
Creates a unique product, service, or result
PMBOK Guide, 5th Edition
WHAT IS A PROGRAM?
WIC
Other Related Work
New Nutrition Module
New EBT system
PROJECT, OPERATIONS OR PROGRAM?
You're a school social worker and notice many children do not have a stable source of food over the weekend. You decide to implement a
new backpack feeding initiative.
You're a school social worker and have recently moved to a new school. The school
already has a backpack feeding initiative in place, and you must keep it going.
At the end of each month, you create a report about the backpack feeding initiative,
including number of backpacks distributed, number of students served, and a budget-to-
actual expense report.
You are a social work supervisor for a state agency. New state regulations now require your agency to track client interactions in an electronic case management system. You must create a plan to train all social workers on the
new system.
You are a social worker for a state agency. Every time you are assigned a new client, you must create a profile for that client in the case
management system.
WHAT ARE YOUR PROJECTS?
EXAMPLE
PROJECT MANAGEMENTProject management is the discipline of initiating, planning, executing, controlling, and closing the work of a team to achieve specific goals and meet specific success criteria.
PMBOK Guide, 5th EditionImage Source: http://www.nicksdigitalsolutions.com/5-project-management-phases/
PROJECT CONSTRAINTS
Quality
Scope
ScheduleBudget
INITIATING
INITIATION
CHARTER
Source: http://www.dexform.com
STAKEHOLDER IDENTIFICATION
Who is impacted by the project?
Who has influence or power over the project?
Who cares if the project is successful or unsuccessful?
Who do you need to do the work?
STAKEHOLDER POWER/INTEREST
Free Interactive Tool:https://www.mindtools.com/pages/article/newPPM_07.htm#Interactive
PLANNING
GANTT CHART
Example created in Microsoft ProjectFree Template: http://davidseah.com/node/manual-gantt-charting-in-excel/
CRITICAL PATH
http://timtyler.org/on_the_critical_path/
The sequence of activities that represents the longest path through a project, which determines the shortest possible project duration.
PMBOK Guide, 5th Edition
CRITICAL PATH
EXECUTING
MANAGING TASKS & PEOPLE
www.trello.com
STAKEHOLDER MANAGEMENT
MANAGE STAKEHOLDER EXPECTATIONS
Green/Complete Yellow/Work in Progress Red/Can’t Complete at this time and this is why
Included requirements for newborn home visits in RFP.
Coordinating training schedules with other projects.
Sharing demographic information across programs – HIPAA regulations prohibit this.
http://www.hfma.org/Leadership/E-Bulletins/2014/June/Four_Strategies_to_Improve_Leader_Rounding/
Stoplight Report Example
MONITORING & CONTROLLING
SITREPEXAMPLE
Status Current Trending
Overall ● ●Schedule ● ●Scope ● ●Budget ● ●
Budgeted Spent Difference$0 $0 $0
Milestone/Phase Status Start End Start End Start End
Needs Assessment ● 8/30/2016 10/28/2016
Requirements Development and Recommendation ● 10/10/2016 11/30/2016
10/10/2016 12/31/2016RFP Development and Evaluation Criteria ● 10/3/2016 1/12/2017
10/3/2016 2/12/2017
Escalated Issues / RisksType Impacts Severity Likelihood Assigned To Status / Mitigation Plan
Issue Schedule Low Karla
Karla is working with Community Health Services to reschedule meetings and identify other staff who can
provide expertise.
Upcoming MeetingsDate Time Location ●
10/19/2016 8:30 - 9:00 Conference Call ●
●
●
●○
Financial
Timeline
Comments
Issue
KeyOn schedule / on budget
Issue/risk encountered that has impacted overall project schedule, scope, or costs. Changes required.
Critical staff are unavailable to participate in EHR meetings.
PMLTMaterial issue/risk encountered. Intermediate milestones or budget will l ikely be impacted to stay on track.
Purpose
EHR - Electronic Health Record
Proposed RevisionOriginal Current
Overall Progress Summary
Conducted a needs assessment survey with staff from central office and all four regions. Fact-finding meetings had to be rescheduled due to Hurricane related closures and staff availabil ity. Work is being completed on the RFP narrative and the Functional Requirements.
Project Manager:
Sponsor:
Report Date:
Karla Buru
Dr. Peake
10/14/2016
Category not applicable to current phase or project
Project not yet started / schedule or budget not yet developed
Issue/risk identified. Intermediate milestones or budget may be impacted to stay on track.
Delays to Hurricane Matthew closures and staff responsibil ities changing.
Delays due to Hurricane Matthew closures and changes in responsibilities.
CHANGECONTROL
http://www.dexform.com/
CLOSING
PROJECT CLOSURE
Project Successes
Project Setbacks
Lessons Learned
Information Distribution & Archive
Closure & Acceptance
LESSONS LEARNEDDescription Impact Recommendation
Training for End Users Training was helpful, but conducted too far in advance.
Just-in-time training; conduct refresher trainings if schedule gets delayed
External Communication Information getting overlooked because emails were coming from multiple people within the organization.
Emails to external partners only sent from one email address.
UPDATE KNOWLEDGE BASE
https://www.slideshare.net/dberver/race-director-handbook
SOCIAL WORK COMPETENCIESSocial Work Competency Initiating Planning Executing Monitoring &
ControllingClosing
Identify as a professional social worker and conduct oneself accordingly.
Apply social work ethical principles to guide professional practice.
Apply critical thinking to inform and communicate professional judgements.
Engage diversity and difference in practice.
Advance human rights and social and economic justice.
Engage in research-informed practice and practice-informed research
Apply knowledge of human behavior and the social environment.Engage in policy practice to advance social and economic well-being and to deliver effective social work services.
Respond to contexts that shape practice.
Engage, assess, intervene, and evaluate with individuals, families, groups, organizations, and communities.
Project Management Process Group
