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Presented at a training program for the Federation of Muslim Women Organizations in Nigeria held at Kano on 3rd July 2008 by Dr Omar Hasan Kasule Sr. Professor of Epidemiology and Islamic medicine at University of Brunei
1.0 ACTION/TACTICAL PLANNING
An action plan implements portion of the strategic plan. It covers 1-2 years. Planning may be bottom-up (decentralization) or top-down (centralization) depending on the circumstances. Its 2 components are determination of objectives / expression of intention (niyyat) and formulation of actions to achieve objectives. The planning process must follow systematic and rational stages: environmental analysis, stating vision and mission, niyyat and commitment, setting goals and objectives, collecting and analyzing information, making assumptions/forecasts about missing information, searching for opportunities, considering all alternative solutions, deciding on the best alternative, formulating action plans, communicating, setting up control mechanisms, execution of the plan, follow-up and follow-through, and evaluation using goals as criteria. Plans must be reviewed regularly. The time scheduling should allow float time to absorb delays. A good plan must make allowance for the human factor because humans are not perfect. Each action plan must include contingencies in case the main plan does not work or faces unforeseen obstacles. A good action plan Detailed planning for each task: who is responsible?, methodology, timing, place, human resources, non-human resources, expected result, and criteria of evaluation.
2.0 PROJECT PLANNING & APPRAISAL
A project is a group of activities carried out with clearly defined time and cost to reach specific objectives. The stages of a project are conception, feasibility study, project planning, implementation, termination, and evaluation. The advantages of project planning are: reducing risk, clarifying objectives, setting standards for performance, setting up structures for implementation, and setting up a control system. Each project must have a project director and a project team. A project director must be appointed very early in the life of the project and should participate in the planning process. The project Team is set up and the project is explained to them. Stakeholders must be identified for each stage of the project. Key stages and milestones of the project must be identified. Human and financial resources must be budgeted. The plan must be updated continuously during implementation.
3.0 IMPLEMENTATION
What is planned must be put into action. Actions must be consistent with words (Qur'an 2:44). Tasks once started must be completed. The components of Implementation are inputs, transformation, and outputs (products or services). The implementation strategy must be built in the action plan. An equilibrium is needed between effectiveness (achieving targets) and efficiency (doing things right at minimum cost). The requirements for successful implementation are vision, good planning, follow-up, follow-through, proper knowledge and skills, clear well written goals, clear priorities, a clear plan of action, and emphasis on quality. Implementation fails due to unclear vision, too big goals, unpleasant tasks, Indecision, lack of confidence, Poor planning, inadequate time, and Distractions. The stages of implementation are planning, mobilization of resources, definition of tasks, assignment of tasks, and assuring completion. All concerned must be in the information loop. Implementors must manage multiple priorities, budget time, benefiting deadline crises, accept some degree of risk, and have contingency plans for unforeseen situations. Successful implementation requires pro-activity, simplicity, intuition from experience, incremental approach, keeping records, human skills, delegation, good communication, and negotiation. The terminal stages of the project are as important as the start and must be planned carefully.
4.0 CONTROL
Control is assuring that plans are carried out effectively and efficiently. It provides a systematic and methodologic approach to ensuring compliance. It enables early detection and correction of mistakes. It may be internal (due to taqwa and thawaab) or external (due to rewards and punishment). It may be pre-action, concurrent, or post implementation. Project costs must be controlled by making sure that the operational budget is within the approved budget. No amount of control will get good results out of demotivated, weak-willed workers. Managers must be given enough authority to resolve control issues in areas of their responsibility. A good control system must be flexible, timely, accurate, cost-effective, understandable, acceptable, and objective. The steps of the control process are (a) setting standards, criteria, or objectives; (b) measurement of actual performance; (c) comparing actual to expected standards; (d) and taking corrective action. Base plans can be changes as a result of control activities. The control program can fail due to resistance, inaccurate information, rigid bureaucracy, negligent management, too rapid changes, and an overstretched organization. Continuous quality improvement (QI) is a management philosophy that is committed to continuous and consistent improvement in quality. It is consistent with the Islamic concept of ihsaan that calls for continuous human improvement. Quality assurance or quality improvement is a type of control.
5.0 EVALUATION
The objectives of evaluation are Assess whether objectives were achieved, Assess efficiency, Assess effectiveness, and Learn from experience. Its benefits are: Identify success and reinforce, Help management see areas of weakness and improvement, Reassure workers that they are moving well, reassure stake-holders, Gain confidence of supporters and donors, If the results of an evaluation process are not used to improve future performance the evaluation has not achieved its purpose. Evaluation may be process evaluation or outcome evaluation. It may be internal or external. It may be during project implementation or at the end of implementation. The basis for evaluation in the Qur'an and sunnah is the individual accountability as well as the reward and punishment. Data for evaluation can be collected by Direct observation, Questionnaire, Interview, End-product, Records review, and Performance/knowledge tests. Self-evaluation is very difficult but yet very important. Only the most mature, most self-confident, and most sincere people are capable of looking at themselves in mirror and deal objectively with their performance, negative or positive. Projects are evaluated on the criteria of keeping the schedule, finishing within budget, meeting all project objectives, and meeting stakeholder expectations.