1. PROJECT CYCLE MANAGEMENT
Workshop Oteshevo May 2018

2. 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

3. 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.

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

5. 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

6. Project management cycle

7. Project management cycle

9. 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

11. 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

12. 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

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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. What is monitoring?
What is evaluation?
What is revision?

22. 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

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

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

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

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

27. 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)?

28. 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!

29. 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!

30. 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

31. 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

32. Thank you for your attention !!!