PROJECT CYCLE MANAGEMENT Workshop Oteshevo 14-16 May 2018

Purpose of training To gain theoretical and practical knowledge for all phases of project cycle management To improve skills for development, planning and implementation of projects To understand the principles of Log Frame To improve skills for defining project goals, results, indicators To understand the principle of budget per activity To improve skills for monitoring and evaluation To develop log frame and problem tree 2

Definition Project is a series of activities with purpose of accomplishment of clear defined goals within specific time frame and budget Project cycle management (PCM) is the process of planning, organizing, coordinating, and controlling of a project effectively and efficiently throughout its phases, from planning through execution then completion and review to achieve pre-defined objectives or satisfying the project stakeholders  by producing the right deliverable at the right time, cost and quality Project Cycle Management is an approach that allows you to manage many different projects and improve the quality of your projects over time. PCM uses the idea of a continuous learning cycle and incorporates logical framework analysis to guarantee that the beneficiaries are involved in the project's design.

Project characteristics Determined beginning and end of project Determined quantity, budget, final outputs and resources Managed within it’s size, complexity and need

Project management characteristics Purpose of project management is to achieve the goals of the project within the given time frame and budget using available resources Difference -Regular management – continues management (business as usual) - Project management - “management of changes” 5

Project management cycle

Project management cycle

Why do WE DO projects To achieve goals Profit (if its profitable entity) To implement successful projects To gain new knowledge and experience To gain skills Employment and profit Increase networking Improve value and supply chain ….. 9

Analyzing The current situation is analyzed to get an idea of the "future desired situation" and to help select the strategy that will be implemented to accomplish it What is the problem now? Problem tree analysis What we would like to change? Solution tree analysis How will we do that? Strategic analysis Different stakeholders have different point of view of the situation. All stakeholders needed in the analyzes When we get the answers, we make LOG FRAME 11

Problem analysis First step: define problem and develop cause-effect links between problems Second step: turn negative situation in specific problem Third step: develop “Problem tree” 12

EFFECTS FROM MAIN PROBLEM CAUSES FOR MAIN PROBLEM Problem tree EFFECTS FROM MAIN PROBLEM EFFECT CAUSE CAUSES FOR MAIN PROBLEM

Problem tree Polluted water in the river Effect Causes Poor living conditions of the population Disappearance of certain species Effect Common diseases in the local population Damaged balance of organisms in the river Polluted water in the river Large quantities of untreated water are discharged into the river Insufficient wastewater treatment facilities Non-implementation of the legal framework Causes

Solution analysis Describe future positive situation Define the hierarchy of objectives The negative situation from the tree of problems is turner into a solution Example: Problem Goal To improve the quality of the water in the river Polluted water in the river

Polluted water in the river Reformulating "problems" in "goals" Problem Goal Common diseases in the local population To lower the % of diseases of population Polluted water in the river To improve the quality of the water To lower % of untreated water discharged into the river Large quantities of untreated water are discharged into the river Insufficient wastewater treatment facilities To establish a system for treatment of waste water

To improve the quality of the water Solution tree To contribute to conservation of certain species To improve quality of life for population Effects To lower the % of diseases of population To improve balance of living organisms in the river To improve the quality of the water To lower % of untreated water discharged into the river To establish a system for treatment of waste water To implement legal framework Causes

Да се управува оддржливо со водните ресурси Choosing strategy Подобрени условза живеење Зголемен обем на туризам и рекреација Намалено загадување на земјоделските површини Намален број на болести Да се управува оддржливо со водните ресурси Подигање на свеста на граѓаните и институциите Намалување на загадувањето на водните ресурси Оддржливо водоснабдување Ефикасно ЈКП Кампањи, Едукација, Лобирање Проширување и надградба на фекална канализациона мрежа Изградба на систем за третман на отпадни води Изградба на систем за собирање и пречистување на отпадните води од селските населби Подобрување на системот за управување со цврст отпад Рационално користење на вода за пиење Проширување и реконструкција на водоводна мрежа Аналаиза на оперативна , организациона техничка опременост на ЈКП, проблеми и препораки

To improve the quality of the water Solution tree To improve quality of life for population Main goal To lower the % of diseases of population To improve the quality of the water Project goal Results Lower % of untreated water discharged into the river Construction of system for treatment of waste water Activities

SMART indicators Specific Specific answers the questions "what is to be done?" For the purpose – every indicator to measure one goal/result Measurable Quality, quantity, costs… Achievable Answers the question "Can it be done giving the time frame, opportunity and resources?"    Relevant Relevant answers the questions, "should it be done?",  "why?" and "what will be the impact?" Time oriented Time-oriented answers the question, "when will it be done…within the given resources

What is monitoring? What is evaluation? What is revision?

Monitoring We do it because: Things are not always going as planned To identify eventual problems and changes in plans To react on time on the identified deviations and changes within the plans

Monitoring tools Reports Field visits Project progress reports Programme reports Field visits Monitoring system depending on the complexity of the project

Evaluation Evaluation on the set goals and results Evaluation of the time frame Evaluation of direct beneficiaries Evaluation of final beneficiaries

Evaluation criteria 5 Criteira: - Relevance - Effectiveness - Efficiency - Sustainability - Impact

Revision / Audit Independent confirmation of the projects achievments, regarding Project goals Finances, resources, quality

Difference between evaluation, monitoring and audit Summary: Difference between evaluation, monitoring and audit Evaluation Assessment of relevance, effectiveness (achievement of objectives), efficiency, impact and sustainability. Monitoring Current analysis of the project implementation in terms of the planned results, support for making managerial decisions. Auditing Assessment of: (1) Legal framework and regularity of project costs; (2) Have the project funds been spent efficiently ?; (3) Have the project funds been used effectively (for the intended purpose)?

Approving a project Analize the mission and goals of the organization you are addressing Choose a project that fits into their programs Indicate what is the need for intervention and the problems of non-intervention Provide convincing evidence of your capacity to deal with the project!

Project development mistakes Low financial participation You do not give evidence that the project will result in a permanent change in the situation! Underestimating your own financial capacity? The mismatch of the project with the current strategies and policies of the community and the government Sustainability of the project can not be proven or does not exist!

Recommendations Technical requirements: Language English Number of documentation / length of text Number of copies (incl.electronic) The way that project proposal is submitting Electronically + hard copy Folders, boxes…. What to write on envelope, stamp and signature on right places 30

General remarks There is never enough time to prepare the project Sometimes we do not have all the knowledge regarding project topics Finding right project partners and preparing the documentation requires a lot of time What we have written maybe will not be understood on the same way by the project evaluator 31

Thank you for your attention !!!