Training on Project Development and Management Participatory Planning

Norms

Activity: Group Work Group Exercise: Expectations and Fears

Goal To develop understanding about Project Development and Management among Mid Career Professional Continued

Objectives To introduce project management tools/ techniques and its uses To define project and its activities To differentiate between project development and management

Objective To become familiar with the main steps involved in Project life cycle. Describe various phases of project life cycle To provide necessary background for the working group exercise on the Project Planning Matrix

Activity: The Cabbage

What is Project？ A project is a temporary/short term process or clear set of activities, which has clearly defined start & end time, a set of task and a budget that is developed to accomplish a well defined goal or objective to support program Project must have; Clearly define objective/ goal or desired outcome (Output) Implementation timeframe and An established budget & resources (Input) in term of 5Ms of a project (Men, Money, Machines, Materials & Man-hours)

Specification of Project Objective Activities ⇒ Outputs Duration Budget（Input) Resources (Input) An undertaking for the purpose of achieving established objectives, within a given budget and time period.

What is inputs & outputs? Personnel, materials, equipments, facilities and funds required by the project. Outputs Strategies for achieving the Project Purpose Activities Specific actions taken to produce Outputs

Specification of Project Link with Program Project is always fall or linked to program in order to increase the impact on development aspect and to create synergy in effort to achieve over all goal/objectives of program and ultimately organization Project is a strategic support to achieve development goal and objective of program Project has LIMITED RESOURCES to reach planned objectives

Difference between Program & Project Long term Predefined timeframe Broad Objective and Vision Clearly defined objective, inputs and outputs Having its own identity Project is to provide strategic support to create synergy in effort to achieve over all goal/objectives Program is like an umbrella Project is fall under this umbrella as a supportive part of program Implemented by the partner organizations or may be supported by partner organization

Example of Project and Program Name of program: Environment life Development objective: Rural resource mobilization to meet the challenges of environment deterioration and energy crises of the country Projects Tree plantation Installation of biogas plants Construction of smokeless stoves Garbage management Effective utilization of farm yard manure Promotion to use natural fertilizer Techniques to utilize sunlight as source of energy

Activity: Group Work Group Exercise: Problem and solution

Don’t Think

What is Management Management is a continuous process to organize and utilize 5M (Men, Money, Machines, Materials & Man-hours) for the achievement of define goal/ objective/ output. OR Management is a process of setting and achieving goals through the execution of the 4 basic functions of management: planning, organizing, directing and controlling, by utilizing human, financial and material resources

4 Basic Functions of Management Planning Organizing Directing and Controlling

What is Project Management Project management is the process of Planning, Organizing & Managing task & resources to accomplish a definite objective, usually within constraints on time, resources or cost. Project management is a process of combining system, techniques and knowledge to complete a project within established goals of time, budget and scope.

Why Project Management

Keys to Project Success

Clear Direction; 5W what, why, who, when, where, How

Strong Project Managemnet

Strong Team and Team Work

Team Leader Must be a Good Team Player

Strong Decision Making Structure

Good Communication

Excellent Record Keeping System

Successful Project Management Within Time Within Cost Using resources effectively and efficiently Within the main framework of organization Within the organization culture Accepted by the Stakeholder

Four Constraints to PM RISK QUALITY Scope Schedule/Time Budget/Resources

Activity: Brainstorming What the constraint means The role it plays in the project Why is it important to pay attention

Why this matter to you Where we are because of some technical or specific set of skill If you want to get things done you need a good blend of Technical knowledge of PD&M People Management Resources management To be focused

Project Management Tools & Methods Module 2 Project Management Tools & Methods

Logical Framework Analyses Objectives To be familiar with project cycle management tools and methods To introduce most commonly used management tool and its uses i.e. Logical Framework Analyses To become familiar with the main steps involved in conducting an LFA To provide the necessary background for the working group exercise on the Project Planning Matrix (PPM)

What is Project Cycle ? Project identification Project formation Appraisal Implementation Monitoring Plan revision Evaluation Feedback

Development of PCM Method Late 1960s Logical Framework (USAID) ➢ International Agencies introduce the Logframe Early 1980s ZOOP (GTZ) 　Objectives-Oriented Project Planning ➢ European countries adapt the ZOPP Early 1990s PCM(FASID) ➢ JICA begins full-scale introduction of the PCM

Project Cycle Management PDM

Simple and commonly used Management approach Logical Framework Analysis/Approach (L F A) OR Goal Oriented Project Planning (GOPP) Objective-Oriented Project Planning (OOPP) Participatory, Objective-Oriented Planning Continued

What is LFA The LFA is a project design methodology Log Frame is a document “A set of designing tool/designing approach that, can be used for planning, designing, implementing and evaluating projects or programes”

3 Major Stages in LFA Analyses Stage Planning Stage Implementing Stage

Major Steps in LFA Situation Analysis Strategy Analyses PPM Stakeholder Problem Objective Strategy Analyses Matrix PPM Assumptions Objective Indicators Verification Implementation

Why Analysis PROJECT SOLUTION THREATS STRENGTH OPPORTUNITIES WEAKNESSES THREATS SOLUTION

STEP1: Situation Analysis The analysis phase is the most critical and difficult phase but analysis existing situation is important for; Objective development for addressing real needs

1- Stakeholders Analysis What is stakeholder? “Group, organization, individual, who may have an influence on a situation/project or are themselves affected by it.”

1 Stakeholder Analysis Is an analysis of the Problems Fears Interest Expectation Restriction and Potential Groups Donor Implementing Agency Other Project Individual

1 Stakeholders Analysis Identify the issues, problems, and current conditions of the target area through analyzing the area and local residents targeted for assistance, related groups, related organizations and agencies. Focus on people and organization. Tentatively select a target group.

Key Questions to Stakeholder Analysis Who will be involved in the Logframe development Where will be development be conducted Who will facilitate What background material and expertise are needed What material and logistic are required

2 Problems Analysis What are the problems the project is addressing? What are the root cause of those problems? What is the larger picture in which those problems and their root causes exist? What are the links between the problems?

2 Problems Analysis Problems Analysis visually represents the causes and effects of existing problems in the project area, in the form of a Problem Tree. It clarifies the relationships among the identified problems.

Problem Tree

2 Problems Analysis Example of a Problem Tree Poor Health Pollution Deforestation Growing use of automotive Insuffcient Diet Lack of purchase Power Food crises High inflation rate of food product Poor quality /unhealthy food

Rules for Writing Problems Write in a Sentence. Make Clear “Subject and Object”. 2. Avoid “No Solution”. Avoid Generalization.– Be Specific. Don’t Write a Cause and Effect in One Card. Be Specific Whose problem.

Group Activity Problem Tree

Working together

Tips of Working Together for Analysis Analyzing step by step Consensus Cards &Board Working as a team Visualizing ideas Brainstorming

3 Objectives Analysis A procedure for systematically Identifying Categorizing Specifying Balancing out ( if required) objectives Objective is always for addressing needs to reduce effect of causes /resolve problem

Objective Analysis Objective analysis & problem analysis influence each other. The more information about the problem solution the more you can formulate objectives OBJECTIVES TREE is required for objective analysis

Objective Tree The problem tree is transformed into an objectives tree Problems are restated as objectives Positive mirror image of the problem tree The objectives tree considered as an “Ends- Means” diagram. Continued

What is ENDS-MEANS’ Diagram? Top of the Objective tree is the end that is required/ desired Lower level are the means to achieving the end Based on this objectives tree, certain means are feasible and some may be outside the scope/ objective of problem

Objective Tree The Means of “Objective Tree” provide the foundation for developing Programmes Projects or Strategies To address the problem

Strategy Analysis Strategy analysis phase involve the selection of a strategy to achieve the desired results Strategy analysis is a process in which specific project strategies are selected from among the objectives and means raised in Objectives Analysis, based upon selection criteria Continued

There are many solution for one problem Strategy Analysis .Always remember; There are many solution for one problem They must be a suitable steps towards the attainment of identifying objectives Strategy analysis or analysis of alternatives in a systematic way of searching for and deciding on problem solutions

Many Solution of one Problem

Strategy Analysis Strategy Analysis; Searching for and deciding solution Follows the problems and objectives analysis Prerequisite to deciding action strategy

Conducting a Strategy Analysis Ordering sequence of the problem and objectives tree Clustering objectives Feasibility of different intervention Main objective becomes the project purpose and the lower order becomes the outputs or results and activities

Conducting a Strategy Analysis Point to be considered Overall concepts, strategic plan, objectives People, target groups, organization agencies Methods, procedures, processes Technology, Services, Products, Outputs Measure, actions, materials, inputs

Conducting a Strategy Analysis Point to be considered Overall concepts, strategic plas, objectives People, target groups, organization agencies Methods, procedures, processes Technology, Services, Products, Outputs Measure, actions, materials, inputs

Introduction to Project Planning Matrix Module 3 Introduction to Project Planning Matrix (PPM)

Objective To provide the necessary background for the working group exercise on the Project Planning Matrix (PPM)

What is PPM A one page summary that tell us; Why a project is carried out (Who/ what will benefit What the project is expected to achieve How the project is going to achieve its outputs/ results (Measures executed) Which external factors are crucial for the success of project (Risk and fram conditions)

What is PPM Which external factors are crucial for the success of project (Risk and frame conditions) How we can assess the success (Indicators) Where we will find the data required to assess to success(Means of verification)

Project Planning/ Design Matrix（PPM） Narrative Summary Objectively Verifiable Indicators Means of Verification Important Assumptions Overall Goal Project Purpose Results/Outputs Activities Inputs : Pre-conditions

PPM Vertical Logic Project Purpose Overall Goal Outputs Activities Objectives that the project should achieve within the project duration The development outcome that project expected at the end of the project Overall Goal Direction that the project should take next The broader development impact to which the project contributes- at national and sect oral level Outputs Strategies for achieving the Project Purpose Activities Specific actions taken to produce Outputs

PPM Horizontal Logic Objectively Verifiable Indicators Standards for measuring project achievement. Means of Verification Data sources from which indicators are derived. Inputs Personnel, materials, equipments, facilities and funds required by the project. Important Assumptions Conditions important for project success, but that cannot be controlled by the projects. Whether these conditions develop or not is uncertain. Preconditions Conditions that must be fulfilled before a project gets underway

Characteristics of PPM Participatory Approach Logicality Problem-Solving Transparency Consistency

Formation of the PPM The project Plan Matrix (PPM) is formed through elaborating the major project components and plans based on the approach selected. The format of PPM is similar to that of the PCM/ PDM and Logical Framework, and therefore can be commonly used worldwide.

PPM Appraisal The PPM Appraisal is conducted by an aid agency to ensure the project plan. It is composed of the following stage: (1) Examination of the details of the PPM elements; (2) review of the PPM formation process; (3) examination from the perspective of the five evaluation criteria.

Plan of Operations The Plan of Operation is prepared by the project implementers, based on the PPM and other information. It is an effective tool for project implementation and management, and provides important data for monitoring and evaluation of the project.

Example: Format of Plan of Operation Activities Expected Results Schedule Person in Charge Implementer Materials and Equipment Cost Remarks 1-1 1-1-1 1-1-2 2-1 2-1-1 2-1-2

Module 4 Monitoring and Evaluation

Monitoring and Evaluation The Five Evaluation Criteria Efficiency Effectiveness Impact Relevance Sustainability

Efficiency Effectiveness Impact Relevance Sustainability The productivity in project implementation. The degree to which Inputs have been converted into Outputs. Effectiveness The degree to which the Project Purpose has been achieved by the project Outputs. Impact Positive and negative changes produced, directly or indirectly, as a result of the Implementation of the project. Relevance The validity of the Overall Goal and Project Purpose at the evaluation stage. Sustainability The durability of the benefits an and development effects produced by the project after its completion.