People at Work Project An Assessment of Psychosocial Hazards in the Workplace Project Management Plan

People at Work Project An Assessment of Psychosocial Hazards in the Workplace Project Management Plan

This Project Management Plan details the key elements critical to the successful implementation of the People at Work Project in your organisation. The purpose of the plan is to provide you with an overview of the key phases, who is responsible for which tasks, and timeframes for the implementation of each milestone and associated deliverables. The key questions answered in the People at Work Project Management Plan are: How will the project be structured? Who is responsible for what? How long will it take? Project milestones and associated tasks PAW Project Team and Participating Organisation responsibilites What is involved and timelines for each of the project phases 1. Project Phases There are several phases involved with the full lifecycle of the People at Work Project. The 4 major phases and key milestones within each are described below to provide an understanding of what is involved in participating in the People at Work Project. Planning and Design Survey Administration and Distribution Data Analysis Results contact person nominated Steering Group established Project Management Plan developed Communications Plan developed Decision regarding use of online versus paper surveys finalised Survey customisations for bullying and demographics finalised Online survey testing Paper survey desk-top publishing and printing Paper survey pack collation and delivery to organisation PAW Project promotion and internal communications Survey feedback mechanism for employees established Survey open email to employees Survey distribution Survey completion Update to PAW Steering Group on response rate Survey reminder email to employees Survey close Thank-you email to employees Receipt and processing of surveys (for paper surveys) Data entry (for paper surveys) Data cleaning and database readiness Data analysis Preliminary report generation and review Final reports delivered by email Telephone report debrief with organisation s PAW contact person Report debrief to PAW Steering Group Report debrief to management and workgroups Organisational action planning to address results Review and evaluation of risk management plans implemented People at Work Project Page 1

2. Project Responsibilities There are several responsibilities of the People at Work Project Team. These include: People at Work Project Team responsibilities include: 1. Planning and Design developing the theoretical and applied foundations of the research promoting the project to industries, organisations, and other stakeholders 2. Survey Administration and Distribution designing the survey and associated project materials producing online and paper surveys online survey testing paper survey pack collation liaising with participating organisations to maximise response rates 3. Data Analysis receipt and processing (i.e., opening, numbering, and dating) for paper surveys data entry for paper surveys data cleaning and database readiness data analysis 4. Results generating and reviewing preliminary reports delivering final reports debriefing reports to organisation s PAW contact person For organisations participating in the People at Work Project, there are key responsibilities that are important for project implementation within your organisation. These include: Participating Organisation responsibilities include: 1. Planning and Design nomination of a PAW contact person establishment a PAW Steering Group development and execution of a PAW Project Management Plan development and execution of a PAW Project Communications Plan provision of organisational structure and other information to PAW Project Team for survey customisations 2. Survey Administration and Distribution pre/during/post survey communications with managers and workers to encourage participation establishment of a survey feedback mechanism for workers ensuring compatibility of the online survey with the organisation s IT system emailing link for online surveys or distributing paper surveys 3. Data Analysis not applicable 4. Results coordinating report debriefs for management and workgroups organisational action planning to address results reviewing and evaluating of risk management plans implemented Further, there are four critical factors that your organisation will need to address to maximise the successful implementation of the People at Work Project in your organisation: People at Work Project Page 2

Senior Management engagement An internal single point of contact for the PAW Project Team Designated staff to perform PAW Project responsibilties Employee engagement to promote project understanding and maximise response rates 3. Project Timeline Depending on whether your organisation chooses to use online or paper surveys, this will impact the time taken to deliver the People at Work Project within your organisation. Online Surveys: Online surveys are now widely used. Although the logistics associated with online surveys are less complicated, some time is still required for survey set-up and testing. These steps take approximately 2 weeks. Paper Surveys: The traditional method of paper surveys requires additional steps to the timeline for tasks such as printing surveys (1 week), collating survey packs (1 week), delivery of surveys to the organisation (1 week), receipt and processing of surveys (1 week), and data entry (3 weeks). Survey Set-Up and Administration Survey Completion Duration Report Preparation and Delivery Online: Approximately 2 weeks lead time for online surveys Paper: Approximately 4 weeks lead time for paper surveys Both: Approximately 4 weeks lead time Response timeframes will be the same regardless of the medium used It is recommended that the survey remain open for completion for a period of 4 weeks Online: Emailed to the organisation 3 weeks after closing date Paper: Emailed to the organisation 6 weeks after closing date Both: Approximately 6 weeks lead time To cater for the two methods of survey implementation, two example timetables are shown below, one for online surveys and one for paper surveys. People at Work Project Page 3

Timeline ONLINE Surveys Phase 1 - PLANNING & DESIGN Survey and Report design sign-off Organisation's PAW contact person nominated Organisation's PAW Steering Group established Organisation's PAW Project Management Plan developed Organisation's PAW Communications Plan developed Decision regarding use of online versus paper surveys finalised Survey customisations for bullying and demographics finalised Phase 2 - SURVEY ADMINISTRATION & DISTRIBUTION PAW Communication survey promotion Online survey compatibility testing with organisation s IT system Online survey testing with sample of end-users Survey feedback mechanism for workers established PAW Communication - survey 'open' email to workers Survey open for completion Update organisation s PAW contact person on response rates PAW Communication- reminder email Survey close PAW Communication - thank you email to workers Phase 3 - DATA ANALYSIS Data cleaning and data readiness Data analysis Phase 4 - RESULTS Preliminary report generation and review Final reports delivered by email Telephone report debrief with organisation s PAW contact person PAW contact person report debrief to PAW Steering Group Report debrief to management and workgroups Organisational action planning to address results Review and evaluation of risk management plans implemented Planning Milestones W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 PAW Project Team Responsibilities Organisation Responsibilities People at Work Project Page 4

Timeline PAPER Surveys Phase 1- PLANNING & DESIGN Survey and Report design sign-off Organisation's PAW contact person nominated Organisation's PAW Steering Group established Organisation's PAW Project Management Plan developed Organisation's PAW Communications Plan developed Decision regarding use of online versus paper surveys finalised Survey customisations for bullying and demographics finalised Phase 2 - SURVEY ADMINISTRATION & DISTRIBUTION Paper survey set up, desktop publishing, and printing PAW Communication - survey promotion Paper survey pack collation and delivery to organisation Survey feedback mechanism for workers established Survey distribution to workers PAW Communication - survey 'open' email to workers Survey open for completion Update organisation s PAW contact person on response rates PAW Communication - reminder email Survey close PAW Communication - thank you email to workers Surveys returned Phase 3 - DATA ANALYSIS Receipt and processing of surveys and data entry Data cleaning and database readiness Data analysis Phase 4 - RESULTS Preliminary report generation and review Final reports delivered by email Telephone report debrief with organisation s PAW contact person Report debrief to PAW Steering Group Report debrief to management and workgroups Organisational action planning to address results Review and evaluation of risk management plans implemented Planning Milestones Project Management Plan W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 W12 W13 W14 W15 W16 PAW Project Team Responsibilities Organisation Responsibilities People at Work Project Page 5