Engagement Project Management

and Work Plan

Management Consultancy
Purpose and Use of a Project Workplan
 The Project Workplan is a tool to help you plan, manage
implementation of, report on, and evaluate your project. The
project workplan has two components:
 the outcome workplan tables which describe each project
outcome and how the project will be implemented to achieve
the outcome, including inputs, activities, timeframe,
responsible person, and outputs.
 the outcome evaluation plan tables which describe how you will
evaluate whether each project outcome has been achieved,
including outcome indicators and data collection methods and
timeframe.
The Project Workplan will help you:
 to plan your project by outlining the activities to be accomplished,
timeframes, and inputs needed, including how project results will be
sustained and lessons learned disseminated. The Project Workplan will
also help you to formulate your project and grant budget.
 to manage implementation of your project by enabling you to track
implementation against expectations.
 to report on your progress in implementing the project by sharing
information in the progress reporting column of the outcome workplan.
 to evaluate outcomes by identifying the indicators you will use to
assess whether outcomes are achieved, the data collection methods and
timeframe for collecting outcomes evaluation data, and by sharing
evaluation results in the evaluation results column of the outcome
evaluation plan.
 The Project Workplan will reflect the scope of your project
and the size of the grant for which you are applying. Smaller
grants and projects of smaller scope and shorter duration
require less detailed outcome workplan tables and outcome
evaluation plan tables than larger, multi-year grant requests.
Project Workplan Template
 The workplan template can be modified to include as many
outcome tables as your project requires. For each outcome in the
Project Workplan, create an outcome workplan table and an
evaluation workplan table. In the outcome workplan table:
 Type each activity in a separate row.
 Arrange activity rows chronologically by the start date of the activity.
 To highlight the activities to be funded by the Endowment grant,
italicize the activity rows.
 Add as many rows as needed.
 For multi-year grant proposals, create one workplan that spans all
project years.
 In the outcome evaluation plan table:
 Identify different outcome indicators using bullets.
Required Content of a Project
Workplan
 A Project Workplan must include all of the following elements.
Definitions of these elements follow this section.
 All project outcomes.
 Activities and, where appropriate, a distinct outcome, related to
dissemination of project outputs, outcome evaluation results, and
lessons learned.
 A distinct outcome and supporting activities to assure
sustainability for the project.
 All project activities (including inputs, time frames, responsible
persons, and outputs), with activities to be funded.
 Outcome indicators that will help measure whether or not project
outcomes are achieved and data collection methods and
timeframe to be used to obtain the data.
 Project Workplan Definitions
 The following terms are used in the Endowment Project Workplan template
and samples.
 Activity
 How a project uses its inputs to achieve outcomes. For example: Identify a
consultant to develop the training curriculum.
 Data collection method and timeframe
 How information for an outcome indicator is collected. For example: surveys,
interviews, focus groups, observation, document review, and tests.

 The timeframe identifies when and how often indicator data are collected. For
example: quarterly, once a semester, at start of project and end of project. When
thinking about timeframe, consider both what is reasonable in terms of both when
you expect to see change in outcomes and what is realistic in terms of data collection
workload. In many cases, it will make sense to collect data about outcomes early in
the project (often called “baseline data”) to enable you to show the change over the
project period.

 Dissemination
 The process of sharing the knowledge gained from a project. For most projects, a
separate dissemination outcome should be identified that includes activities related to
sharing knowledge and lessons learned gained through project implementation and
evaluation.
 Evaluation results
 Description of progress, including data, in achieving outcomes as measured through
outcome indicators.
 Inputs (resources)
 The resources needed to implement a project activity and achieve project outputs.
For example: staff, consultants, volunteers, new technology, new equipment, and
supplies
 Outcome
 The result of project activities, often expressed in terms of changes in behavior,
norms, decision-making, knowledge, attitudes, capacities, motivations, skills, or
conditions on individuals, families, households, organizations, systems, or
communities. An outcome is usually the result of more than one activity. Outcomes
are often confused with outputs.
 The following examples help to illustrate the difference between the two:
 Output: Twenty medical providers are trained in oral health assessment.
 Outcome: Children receive accurate oral health assessment at well-child visits.
 Outputs: Sixteen providers participate in a referral system.
 Common intake and eligibility screening processes are developed.
 Outcome: Clients receive more timely and comprehensive services.

 Outcome statements are measurable; that is, one should be able to evaluate
whether or not the outcome was achieved.
 Outcome indicator
 The quantitative or qualitative measure to tell you whether you have accomplished your
outcome. An indicator is the measurable “evidence” or information that will tell you whether or
not your program is achieving its intended outcomes. In many cases, more than one indicator
may be necessary to measure an outcome. Where appropriate and possible, you should also
identify a numeric target for your indicator.

Outcome: Providers receiving training are more skilled.

Indicator: 100% of trained providers are able to accurately perform oral health
screenings.
Outcome: More clients take responsibility for their health.
Indicator: 70% of clients are accessing preventive health care services.
Indicator: 85% of clients surveyed say they are making behavioral/lifestyle
changes to improve their health.
 Output
 A direct, tangible, and measurable product of a project activity. An output is usually expressed
as a number of units delivered. See also, “outcome”. For example: 5 classes held, 3 outreach
materials developed, 200 participants served, 300 hours of service provided, and 6 focus groups
held.
 Progress reporting
 Description of progress in implementing project activities and achieving project
outputs submitted with interim and final progress reports. This column is left blank
during the proposal process.
 Project goal statement
 A broad, general statement about what you hope to accomplish with your project and
how you plan to do it. There are two parts to a project goal statement: a “to” part,
and a “by” part. The “to” part refers to what you hope to accomplish in the project
relative to the target population; the “by” part summarizes the activities you will
undertake in order to accomplish your project goal. A project goal statement should
also include any systemic change to be achieved by the project.
 For example: To improve access to health care for people with limited English
proficiency (LEP) in the service area by creating sustainable systems to 1) train
medical interpreters and health professionals in cultural competency and the use of
medical interpreters, and 2) provide outreach and education to health care
consumers about medical interpretation.
 Responsible person
 The person who uses the specified inputs to achieve specified
anticipated outputs within a specified time span.
 Sustainability
 The ability of the health improvement outcomes of a project to
continue beyond the Endowment grant period without further
Endowment funding. This may involve locating new sources of
funding, working to improve reimbursement systems, and/or
integrating the work of the project into existing health systems. All
Endowment applicants are expected to be actively planning for
sustainability, and all grantees are expected to begin implementing
sustainability activities early in the grant period.
 Time frame
 The start date and end date of the period during which an activity
will occur. Use mm/dd/yy – mm/dd/yy format.
 Template
 Project Goal Statement:
 OUTCOME #1:
 OUTCOME #1:Work Plan

Progress
Time Responsible Anticipated Reporting
Activity Inputs
Frame Person Outputs (Complete for
Progress Report
Only)

 Outcome #1: Evaluation Plan

Data Collection Method and
Outcome #1: Outcome Indicator(s) Evaluation Results
Timeframe (Complete for Progress Report Only)