Project Cycle Management Basic PCM Training Course

Learning Objectives - 1 By the end of the course, participants will better understand: What defines a “project”, and its role relative to other forms of aid; the “project cycle”, key documents and stakeholder responsibilities; the link between Project Cycle Management (PCM) and the Logical Framework Approach (LFA); the principles of the Logical Framework Approach and how the main analytical tools can be applied

Learning Objectives - 2 the process of preparing a Logical Framework Matrix, and the key information it should contain; the principles of monitoring and evaluation, and the importance of identifying appropriate indicators and sources of verification; how to link activity schedules and budgets to the Logical Framework Matrix, in support of operational planning; how to use PCM/LFA principles to develop appropriate questions for inclusion in Terms of Reference.

The training approach will not: The training will: The training approach will not: Build on participant experience and interests Explain key PCM principles and analytical tools Provide opportunities to learn through practical exercises and team tasks Assume the trainer has all the answers Explain the detail of different EC management procedures & administrative requirements Focus on lectures and extensive reading

Principles of project cycle management First Part The project and Principles of project cycle management

Why Projects ?

The Situation we face

What is a project? A project should always … And have … Be consistent with, and supportive of, broader policy and programme objectives, but Create/develop something ‘new’, rather than simply support ongoing activities And have … clearly defined objectives which address identified needs a clearly identified target group(s) clearly defined management responsibilities a start and finish date a specified set of resources and budget

Examples of Projects Examples of projects include: ·    Developing a new product or service. ·     Effecting a change in structure, staffing, or style of an organisation. ·     Designing a new transportation vehicle. ·     Constructing a building. ·     Running a campaign for political office. ·     Implementing a new business procedure or process.

Policy, Programme, Project EC projects should form part of, and be consistent with: National development policies (including Poverty Reduction Strategies); EC country strategy papers; Sector programmes (e.g in health, education, criminal justice); and/or Priorities of non-state actors National & sector policies EC country strategy Non state actors Govt. programmes Project Project Projects

Why Projects Can Fail not linked to broader programme or policy framework set rigid targets and processes (inflexible) set optimistic goals to attract finance - false expectations can encourage authoritarian style of interaction end abruptly and usually too short term ‘driven’ by aid professionals and not locally owned induce insecure state of ‘project culture’ force relationships to be contractual do not encourage experiential learning - through trial and error

The Project Cycle

Objectives of PCM Experiences PCM Unclear strategic framework Supply driven projects Poor analysis of situation Activity-orientated planning Non-verifiable results Short-term vision Lessons learnt not considered Imprecise project documents PCM Sectoral/programme linkage Demand driven approach Improved analysis Objective orientated planing Verifiable results Focus on sustainability Learning from evaluation Standardised formats

PCM Principles Project cycle phases - structured & informed decision-making, and feedback from evaluation Partner / stakeholder ownership - involvement of stakeholders in decision-making, including emphasis on teamwork and communication Logframe planning - comprehensive & consistent analysis Integrated documentation - standardised documentation and assessment criteria Can be applied to both projects and programmes

The Project Cycle: Main Documents & Responsibilities EC Programming Documents National Programming Documents Decision which option to study further after stakeholder consultation Pre-feasibility studies Evaluation reports based on relevance, efficiency, effectiveness, impact and sustainability Decision about using the results in future projects Feasibility study Formulation of the project Progress and monitoring reports Draft financing proposal Decision to continue or to reorient the project Financial Proposal Decision to Fund the programme Decision to extend the project Financing Agreement

EU and Romanian Programming documents EU programming documents: Accession Partnership Roadmaps for Romania and Bulgaria Romanian programming documents: National Plan for Romania’s Accession to EU Plan of Priority Measures for the Accession into EU National Development Plan 2002-2006 Action Plan for the Strengthening of the Administrative Capacity and of the Judiciary System Joint Programming Document ISPA Financing Strategy National Programme for Agriculture and Rural Development Sector Strategies Position Papers

Elements consistent with PCM/LFA Coherence with programming documents (policy/country strategy) Assessment of sector policy and lessons learned Initial stakeholder analysis Initial problem analysis Objectives and strategy analysis Outline of options for implementation and workplan/calendar for the formulation phase

EC Role in Project Management The EC does not carry out projects, it supports institutions in partner countries to carry out their projects : Local ownership is critical to project success

Importance of Team Work The success of project cycle management depends on effective team-work between stakeholders: Projects are about “Change Management” Respecting different knowledge, skills and roles Establishing responsibilities of different team members Giving adequate time to the process, while still focusing on results Communicating clearly