Program Life Cycle Management

Key Components Conception Incubation Delivery Growth & Development Closure

Conception Why? –What are the needs on the grounds (Need Assessments) –Who are the ones addressing those needs (Stakeholder Analysis) –What are the critical gaps that SC can fill (Gap Analysis)

Conception… Cont’d Conceive –Cause and Effects of remaining gaps (Problem Tree) –Addressing the causes, while providing symptomatic treatment (Log frame Approach or Results Framework) –Best approach to ensure relevance (Work Breakdown Structure) –Costs of Ensuring achievement Results (Budgeting against WBS + Other costs)

Incubation Organize a kick-off meeting (Standard Agenda) Dos and don’ts (Donor Compliance and Project orientation) What to do, when to do, how to do (Project Planning Matrix or Detailed Implementation Plan)

Incubation…Cont’d What is needed from outside (Procurement Plan) Who will do it (HR Plan) Expectations & desirability (Quality Benchmarks)

Growth & Development Growth –Is the project growing as desired (Update Project Planning Matrix, Using PPM will allow BVA analysis) –Are resources best utilized ( If Using Program Planning Matrix then no Need for BVA, if using DIP then Budget Vs. Actual Analysis) –Are we achieving the growth targets (Performance Management Framework or Monitoring Plan

Growth & development Cont’d… Development –What needs to be addressed (Active Grant Analysis Matrix) –What’s working well and what’s not (Regular Monitoring Reports based on Quality Benchmarks and Monitoring Action Plan tracker) –On site Improvements (Program Team Monitoring) –People’s perceptions (Complaint Framework, RTE, and Action Plan tracker)

–Development… Cont’d –Incremental Benefits & Improving Efficiency (Operational Researches, CBAs, Outcome Studies) –Capacity building, technical support, creating better understanding of the projects (Technical Assistance PDQ)

Closure Final Countdown (2 months before project end date) –Final review of Project Planning Matrix) –BVA and Active Grant Analysis –Planning tracker for audit and final evaluations –Pipeline Analysis and Financial forecasting –Asset relocation or disposal plan –HR relocation or lay-off Plan –In case of major discrepancies, a swift Action Plan or preparation for NCE

Closure (One Month after the project end date) –Final financial report after the monthly closing –Final evaluation –All data gathering and final progress report –Audit preparation –Follow up with member for grant closeout