PROGRAM

PLANNING

PREPARED BY –
MRS. NANDARANI YUMNAM
ASSISSTANT PROFESSOR
 INTRODUCTION
• Nowadays healthcare is being considered as an industry.
• Program planning is the process of designing,
implementing and maintaining quality programs. it
involves setting goals, identifying target audiences and
outlining activities to achieve desired outcome.
GANTT CHART
 DEFINITION
• A Gantt chart is a horizontal bar chart used in project
management to visually represent a project over time.
• Gantt charts typically show you the timeline and
status—as well as who’s responsible—for each task in
the project.
• A Gantt chart allows you to simplify complex projects into an easy-
to-follow plan that includes:
• How a project breaks down into tasks?
• When each task will begin and end?
• How long each task will take?
• Who’s assigned to each task?
• How tasks relate to and depend on each other?
• When important meetings, approvals, or deadlines need to happen?
• How work is progressing in a project?
• The full project schedule should be from start to finish.
 KEY COMPONENTS OF A GANTT CHART
• Task list: runs vertically down the left of the gantt chart to
describe project work and may be organized into groups and
subgroups
• Timeline: runs horizontally across the top of the gantt chart and
shows months, weeks, days, and years
• Dateline: a vertical line that highlights the current date on the
gantt chart
• Bars: horizontal markers on the right side of the gantt chart that
represent tasks and show progress, duration, and start and end
dates
• Milestones: yellow diamonds that call out major
events, dates, decisions, and deliverables.
• Dependencies: light gray lines that connect tasks that
need to happen in a certain order.
• Progress: shows how far along work is and may be
indicated by percent complete and/or bar shading.
• Resource assigned: indicates the person or team
responsible for completing a task.
 HOW DOES A GANTT CHART WORK?
• In a gantt chart, all project activities run vertically down the y-axis of the chart,
with a timeline running horizontally across the x-axis. each task listed down the
left is represented by a horizontal bar on the right side of the chart.
• In a gantt chart diagram, these taskbars span from start date to end date to show
the overall duration of a task.
• As work gets done, each taskbar fills up to indicate the amount of progress
completed.
• If one task relies on another one to start or finish, a line will be drawn between
the two taskbars to mark a dependency.
• Since project milestones have a 0-day duration, they’re typically represented by a
yellow or gold diamond on the gantt chart.
 PURPOSE OF GANTT CHART
•The purpose of a gantt chart is to communicate
a project’s big-picture plan so teams and
stakeholders know what it will take to deliver it
on time and budget—even as work gets
underway.
 ADVANTAGE OF GANTT CHART
• Visualize the entire project: A Gantt chart gives a start-to-finish
view of the entire project timeline to see how tasks are progressing in
real time that means they can provide up-to-the-minute status reports
to managers and stakeholders in a flash.
• See how tasks are connected: Let’s face it: things change. modern
gantt charts make it easy to shift tasks around without breaking the
stride. With dependencies—a star feature of any gantt chart— that
can keep tasks connected even when timeline gives to switch.
• Keep everyone on the same page and on time: Clear
communication is a must-have in any project. Without it, risk
project delays and cost overruns. Web-based gantt charts, like
team gantt, ensure no one’s left in the dark. That’s because all
project information and discussion threads live in one central
hub that everyone can access, making team collaboration a
breeze.
• Know who’s busy and who isn’t: With gantt charts, resource
management is no longer a guessing game and can see who got
bandwidth to take on new tasks at a glance.
 CREATING YOUR FIRST GANTT CHART DIAGRAM
[Link] tasks: use a work breakdown structure to identify all the tasks and subtasks needed
to complete the work.
[Link] the timeline: determine the start and end date for each task, and draw a
horizontal bar on the right side of the chart to set the duration.
[Link] project milestones: add key dates, deliverables, or deadlines to the gantt chart as
milestones.
[Link] dependencies: draw a dependency line between related tasks to link them to
each other.
[Link] resources: assign team members and stakeholders to the tasks they’re
responsible for, and note any other resources needed (e.g., equipment, space) to
complete the work.
[Link] and adjust: regularly update progress and adjust the gantt chart to reflect any
changes.
 USING A GANTT CHART TO MANAGE PROJECTS
• Update and monitor progress: Clients and bosses expect to
stick to their promises that’s why it’s important to monitor tasks
to ensure on track to deliver work on time and budget. If things
start to go sideways, it can adjust the gantt chart to get things
back on track and reset expectations along the way.
• Report on project status: When project files and updates are
scattered across different email threads and other platforms, it’s
hard to get a good sense of what needs to get done and how
close to the finish line. A gantt chart acts as a single source of
truth so everyone involved knows where their project stands.
• Estimate project time and effort: Assigning hourly estimates to gantt chart
tasks makes it easier to assess and monitor project scope and budget once work
gets underway. It also gives a more granular view of availability when assigning
work so it feel confident their team and can get the work done without missing
deadlines.
• Compare actual progress to your plan: It’s easy to think things look pretty
good, when to create a baseline, taking a snapshot of gantt chart at a specific
point in time. Comparing baseline sets makes it easy to track shifts against and
plan more easily.
• Optimize workloads and schedules: It’s hard to finish any project on time and
budget when their team is overloaded and overwhelmed. A gantt chart plots
everyone’s work on a visual timeline so it can see how tasks stack up across their
projects. In team gantt, it can check and adjust workloads right from gantt chart
as a schedule tasks.
MILESTONE CHART
 INTRODUCTION
• A project milestone chart helps project managers visually
track project progress and determine how close they are to
completing the project.
• For example, while driving, we see signs that tell us how
many miles are left until we reach our destination. because
of the signpost, we know the distance covered and the
remaining distance. in project management, project
milestones serve the same purpose; they tell us about the
project’s progress.
 DEFINITION
• A milestone chart is a graphical representation of
project milestones plotted against a timeline. It
shows key events, deadlines, or achievements
throughout the project lifecycle. Each milestone has
a distinct marker that helps in tracking progress and
ensuring alignment with project objectives.
 HOW TO PLAN MILESTONES WITH A MILESTONE CHART
1. Set benchmarks: Often, stakeholders cannot differentiate
milestones from tasks. a milestone chart differentiates
tasks from milestones and shows the key events on the
project schedule.
2. Use templates: Whiteboard tools can help to create and
share a milestone chart. Use a basic template to keep track
of the project, and then modify the template later to meet
their requirements.
3. Assign columns to milestones: The milestone-chart template contains
columns, each symbolizing a milestone. After creating a milestone, it can be
modify and add sections for different milestones.
4. Set deadlines and deliverables: The first row of a milestone chart shows
milestone dates. The next columns have a list of the activities that must be
completed to accomplish each milestone. It can find deliverables in the last
row; these are the results of milestone achievements.
5. Update the milestone chart regularly: Milestone charts can be adapted
to the project’s needs. As the project progresses, the project manager can
revise the chart, based on the situation. A milestone chart is not static, like
the project baseline; it can be updated by the project manager whenever it is
required.
 HOW TO CREATE A PROJECT MILESTONE CHART
[Link] project objectives: First, define the project objectives and timeline. Project
objectives help team members understand the project outcome. After establishing project
objectives, create a basic project timeline, beginning with a start and end date.
[Link] tasks and milestones: After creating the preliminary timetable, prepare a task
list. Link tasks with dates, so that it can track them later and save time. Make sure that
do not miss any tasks. Afterward, identify key events for projects and decide whether
they qualify for milestones. Make a separate list of milestones and get stakeholder
feedback.
[Link] milestones: Before finalizing project milestones, firstly understand the tasks.
Many professionals confuse deliverables with milestones. Deliverables are project
outputs (e.g., reports, products, etc.). milestones show the achievement of the
deliverables. Identify all project milestones.
4. Develop project timeline: Put all the tasks in place and
develop the project schedule using the tasks, phases, milestones,
deliverables, etc. include all project activities and stages in the
timeline and apply the project-management dependencies.
5. Get feedback: Share the milestone chart with the project team
to ensure its robustness and to gain feedback that will improve it
further. Make sure that project phases have the required duration
to avoid bottlenecks. Once the chart is finalized, share it with
other stakeholders for their information and feedback.
6. Add details: During the project lifecycle, add notes to
appropriate tasks or milestones. A milestone chart is never
complete; it is a live project-management document that is
always updated to stay current with the project. Adding
information to the timetable helps the project team track the
status and monitor progress.
7. Celebrate achievements: Celebrate whenever the team
accomplishes a milestone. recognize the team’s efforts by
celebrating milestones. It motivates team members and
increases engagement.
 BENEFITS OF USING A MILESTONE CHART
• They monitor project progress: The project-milestone chart helps the project
manager monitor the timeline, deliverables, and key performance
indicators (kpis). milestone achievements show the project progress, which
stakeholders can compare with the planned progress.
• They improve team cooperation: When a team is spread over a different
geographical area, team collaboration is vital. establishing milestones will align
the work and provide direction to team members, so they may collectively
achieve the milestone.
• They recognize shortfalls: Establishing milestones will help you find
bottlenecks in the process and recognize shortfalls. the project manager can then
take the necessary preventive and corrective actions to ensure that the project
progresses smoothly.
• They monitor the budget and schedule: On-time delivery and
budget adherence will show the project’s success. Project managers
can compare the planned progress and expenditures against the actual
progress and expenditures to find deviations. They can then take the
appropriate corrective or preventive actions if required.
• They improve stakeholder engagement: Milestones convey
the project status to stakeholders and help gain their approval.
Milestone charts are great communication tools. Stakeholders can see
the progress visually and provide their feedback.
• They simplify the billing process: Many clients pay their
contractors based on milestone achievement. This helps them decide
when to send payments to suppliers and other contractors, thus
monitoring timely payments to suppliers based on objective criteria.
 HOW MILESTONE CHARTS ARE DIFFERENT FROM GANTT
CHARTS
• Milestone charts emphasize the key • Gantt charts are comprehensive and detailed.
events in the project timeline. they show project schedules by breaking down
tasks, activities, durations, and dependencies
• They display milestones as points
over time. gantt charts consist of horizontal
along a horizontal line that represents bars, each representing a specific task or
time, with each milestone marked by a activity.
symbol or marker. milestone charts • The length of the bar indicates its duration, and
provide a snapshot of important its position on the chart shows its start and end
project milestones (e.g., project dates. gantt charts provide a visual roadmap of
kickoff, the completion of major the entire project.
deliverables, or key decision points). • They are effective for understanding task
dependencies, resource allocation, and
• They help communicate when key monitoring project progress.
deadlines are met.