1. Problem and Situation Analysis Public Sector Improvement Facility Project Resources

2. PSIF Project ResourcesProblem and Situation Analysis2 Why conduct a problem/situation analysis? Define clearly: Who it is for: Project management staff and partners?Project management staff and partners? People who will be affected by the initiative?People who will be affected by the initiative? Donors?Donors? How the results will be used: As a basis for project planning?As a basis for project planning? By project managers, staff, partners and stakeholders affected by the initiative?By project managers, staff, partners and stakeholders affected by the initiative? As a funding proposal?As a funding proposal? As a baseline analysis for impact evaluation?As a baseline analysis for impact evaluation?

3. PSIF Project ResourcesProblem and Situation Analysis3 Purpose of the Problem Analysis Understand how different problems affect different stakeholders and their priorities in addressing themUnderstand how different problems affect different stakeholders and their priorities in addressing them Analyse the situation in which the agency will be workingAnalyse the situation in which the agency will be working Identify a suitable area or sector to work inIdentify a suitable area or sector to work in Understand the complexities of a problem, its causes and how it is already being handledUnderstand the complexities of a problem, its causes and how it is already being handled Analyse the constraints and opportunities for development workAnalyse the constraints and opportunities for development work

4. PSIF Project ResourcesProblem and Situation Analysis4 Formulate the Problem Brainstorm suggestions to identify a focal problem i.e. the central point of the overall problemBrainstorm suggestions to identify a focal problem i.e. the central point of the overall problem Record suggestions and present to group e.g. on butchers paper or post-it notesRecord suggestions and present to group e.g. on butchers paper or post-it notes Discuss each suggestion and agree on a single focal problem to be addressedDiscuss each suggestion and agree on a single focal problem to be addressed

5. PSIF Project ResourcesProblem and Situation Analysis5 Identify Cause & Effect: The Problem Tree

6. PSIF Project ResourcesProblem and Situation Analysis6 Develop the Problem Tree 1.Identify immediate and direct causes of the focal problem 2.Identify immediate and direct effects of the focal problem 3.Construct a problem tree showing the cause and effect relationships for the problem 4.Review the problem tree and verify that it is complete and valid.

7. PSIF Project ResourcesProblem and Situation Analysis7 Case Study Part 1: Samoa Immigration Problem Tree Analysis

8. PSIF Project ResourcesProblem and Situation Analysis8 Develop the Objective Tree 1.Reformulate the elements in the problem tree into positive desirable conditions 2.Review the resulting means-ends relationships to assure the validity and completeness of the Objective Tree 3.If necessary: Revise statementsRevise statements Delete unrealistic or unnecessary objectivesDelete unrealistic or unnecessary objectives Add new objectives if requiredAdd new objectives if required

9. PSIF Project ResourcesProblem and Situation Analysis9 Case Study Part 2: Samoa Immigration Objective Tree Analysis

10. PSIF Project ResourcesProblem and Situation Analysis10 Identify Cause & Effect: The Fishbone (Ishikawa) Diagram

11. PSIF Project ResourcesProblem and Situation Analysis11 Constructing the Fishbone Diagram Prepare the basic fishbone frameworkPrepare the basic fishbone framework List the problem or issue to be addressedList the problem or issue to be addressed Label each “leg” of the diagram:Label each “leg” of the diagram: –Manpower, Machines, Methods, Materials Alternative labels may include:Alternative labels may include: –Place, Procedure, People, Policies; or –Surroundings, Suppliers, Systems, Skills Brainstorm the factors affecting the problem in each legBrainstorm the factors affecting the problem in each leg Keep asking “Why is this happening” until participants agree there is sufficient detailKeep asking “Why is this happening” until participants agree there is sufficient detail Analyse the results to find the most likely causesAnalyse the results to find the most likely causes

12. PSIF Project ResourcesProblem and Situation Analysis12 Case Study Part 3: Samoa Immigration Fishbone Diagram

13. PSIF Project ResourcesProblem and Situation Analysis13 Alternative Analysis 1.Identify alternative cause & effect ladders or diagrams, as possible alternative options or activity components 2.Eliminate objectives that are obviously not desirable or achievable (the “sore thumb”) 3.Eliminate objectives being pursued by other projects or agencies 4.Discuss the implications for affected groups

14. PSIF Project ResourcesProblem and Situation Analysis14 Develop a Conceptual Model A conceptual model explains how: The project will achieve the desired results in theoryThe project will achieve the desired results in theory The strategy will make the desired changeThe strategy will make the desired change Clarify the relationship between the strategy, the expected results and the goal (or outcome) of the projectClarify the relationship between the strategy, the expected results and the goal (or outcome) of the project

15. PSIF Project ResourcesProblem and Situation Analysis15 Example of a Conceptual Model For example: Strategies / Interventions Intermediate Results Goal / Outcome Increased Knowledge Change in Attitudes Change in practices

16. PSIF Project ResourcesProblem and Situation Analysis16 Developing the Conceptual Model Step 1Identify the goal (or outcome) of the project: What are the specific problems affecting the stakeholder population or client group?What are the specific problems affecting the stakeholder population or client group? Which of these problems can we change?Which of these problems can we change?

17. PSIF Project ResourcesProblem and Situation Analysis17 Developing the Conceptual Model Step 2Identify the intermediate results of the project: What changes must occur in the human resources, equipment, work methods or materials (see the 4Ms in the Fishbone Diagram) to reduce the problem?What changes must occur in the human resources, equipment, work methods or materials (see the 4Ms in the Fishbone Diagram) to reduce the problem?

18. PSIF Project ResourcesProblem and Situation Analysis18 Developing the Conceptual Model Step 3Identify the interventions of the project: What activities can be undertaken that will achieve the changes identified in Step 2?What activities can be undertaken that will achieve the changes identified in Step 2? Why will these activities accomplish these changes?Why will these activities accomplish these changes?

19. PSIF Project ResourcesProblem and Situation Analysis19 Evaluating the project feasibility A Project can be evaluated on: Technical feasibility- appropriateness, use of resources, market suitability, etc.Technical feasibility- appropriateness, use of resources, market suitability, etc. Financial (cost/benefit) feasibility- set-up/ recurrent costs, financial sustainability;Financial (cost/benefit) feasibility- set-up/ recurrent costs, financial sustainability; Social implications- distribution of benefits, gender issues, socio-cultural constraints, local involvement;Social implications- distribution of benefits, gender issues, socio-cultural constraints, local involvement; Environmental issues- impact, environmental costs vs. benefits.Environmental issues- impact, environmental costs vs. benefits.

20. PSIF Project ResourcesProblem and Situation Analysis20 Selecting the Project Strategy 1.Make an assessment of the project against the PSIF Eligibility Criteria 2.Select one of the alternatives as the preferred strategy 3.Prepare the Project Identification Brief (PIB)