Leveraging Data-Driven Decision-Making for Project Success

A Case Study on Laboratory Infrastructure and Procurement Strengthening Project – Ngodoo Akuto

In the emerging landscape of project management, data has proven to be a powerful ally. In ehealth Africa (eHA), we prioritize data-driven strategies to enhance project outcomes, optimize resources, and mitigate unforeseen risks. The Laboratory Infrastructure and Procurement Strengthening project is a testament to how integrating data into project workflows can lead to improved decision-making and successful outcomes. 

Background

This multi-year project, funded by the WHO Regional Office for Africa, supports laboratories in at least 15 countries, including Uganda, Kenya, Ethiopia, Nigeria, Egypt, Democratic Republic of Congo (DRC), Somalia, Ghana, Senegal, Cameroon, Côte d’Ivoire, Angola, Madagascar, South Africa, and Zimbabwe. Running from March 2022 to December 2025, the project addresses the ongoing spread of circulating vaccine-derived polioviruses (cVDPVs) across multiple countries in Africa and Asia, which present a significant obstacle to the global goal of eradicating all polioviruses. In response, the project provides critical support to WHO AFRO by strengthening the Global Polio Laboratory Network (GPLN) in these regions. This initiative enables affected countries to quickly confirm cVDPV cases and implement outbreak responses, including the deployment of the novel OPV2 vaccine. This effort is designed to bolster laboratory capacity across these locations, enhance diagnostic and research capabilities, and ensure the timely procurement of essential equipment, supplies, and consumables. Through this focused approach, the project aims to better meet healthcare needs and ultimately improve health outcomes across the region. 

The initial framework for this project included a 12-week delivery target for laboratory equipment, an 8-week restocking goal for consumables, and 6 months for completing supply hubs that will replenish supplies to the spoke labs. Despite our rigorous planning, however, several logistical challenges impacted our timeline. Supply chain disruptions, regulatory requirements, and budgetary constraints emerged as unexpected barriers, prompting the need for a strategic shift in approach.

Key challenges encountered

The supply chain disruptions ranged from global manufacturing delays, shipping bottlenecks, and customs issues. These factors were beyond the project team’s control, impacting our ability to meet the initial deadlines. There were also complex procurement processes that included managing contracts, ensuring quality standards, and coordinating with multiple suppliers for varied lab requirements extending the procurement timelines. There were also some regulatory compliance requirements in certain regions, like laboratory equipment certifications and safety approvals further layering the complexity. Recognizing that adhering to the initial schedule without modifications would compromise the project’s objectives, the team transitioned to a more flexible and adaptive approach to project management.

Implementing an adaptive data-driven approach

To ensure the project’s success, the team employed an Adaptive Monitoring Plan (AMP) as a dynamic tool to monitor progress and evaluate the feasibility of their initial targets. The AMP supported near real-time tracking and adaptive management, serving as a systematic approach to ensure alignment between planned activities and actual project outcomes. It enabled the project team to continuously assess progress toward key milestones and make necessary course corrections based on data-driven insights.

The AMP focused on several key aspects of the project, including procurement timelines, request and delivery life cycle for equipment and consumables. By closely tracking these elements, the AMP flagged delays and potential risks, providing early warnings that helped the project team respond proactively to emerging challenges. Regularly reviewing data collected through the AMP allowed the project team to identify deviations from the planned schedule. For instance, if delivery times for equipment and consumables extended beyond their projected timelines, it became apparent that procurement timelines needed to be revisited. The AMP highlighted gaps between planning and execution, thus allowing the team to recalibrate their targets more accurately.

Validated data played a pivotal role in the project’s adaptive management process. The team followed a rigorous data collection, reporting, and validation process, ensuring that decisions were based on reliable and accurate information. Data sources included project data collection tools, procurement tracker, delivery schedules, work plans, and health check reports. The data was then subjected to a validation process to ensure consistency and accuracy before being used to inform decision-making. The insights also informed adjustments to the project’s plans. For example, after the application of a root cause analysis, a procurement delay was discovered to be due to a vague contract statement for vendors. This statement was revisited to include penalties for late deliveries. This data-driven approach allowed the project team to adjust the procurement timeline in real time and set more realistic future targets that were aligned with implementation realities.

Improved project delivery results 

The newly established delivery timeline targets reflect a more feasible procurement life cycle, segmented into specific timeframes that better suit the project’s demands. The revised schedule includes delivery of equipment now planned to be completed within a 16-week window, allowing for variations in supplier lead times and unexpected logistical hurdles. Delivery of consumables requires approximately 12 weeks for delivery, accommodating the need for a regular supply of materials critical to project activities. Supply hub completion is spread over an 8-month period, which allows for milestone completion in line with project phases. The revised timelines have taken into account budget, supplier, and external constraints, creating a flexible framework that keeps the project on track and resilient to supply chain changes. This approach highlights the importance of data-driven decision-making in project management, with the team committed to ongoing monitoring and adaptive adjustments using the AMP to ensure project success.

Recommendations and lessons 

To encourage a data-driven culture for success and adaptability in project management, teams could consider 

1. Using adaptive tools like the AMP to strengthen real-time tracking and facilitate dynamic project management.

1. Regular data reviews of milestones and key indicators involving the project delivery team allow for early detection of issues and timely adjustments.
2. Standardized processes for data collection, validation, and reporting are essential for consistent data quality.

This project demonstrates data-driven success within eHA, emphasizing the value of agility and adaptability in complex project environments.