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FROM AN IDEA TO A PROJECTPaul SilfverbergPlanpoint LtdViidenrajantie 2200630 HelsinkiFinland
tel: +358-40-5444 [email protected]
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KEY ELEMENTS OF A PROJECT
A project
undertakes inter-linked activities leading to the achievement of clearly defined objectives which are are monitored by indicators.has a time frame with specific milestonesis implemented by a specific project organisationwith clearly defined roles and responsibilitieshas clearly specified resource frames (means)has beneficiaries and various other stakeholders
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PROJECT AS SEEN BY THE BENEFICIARIES
A PROJECT? WELL, IT’S WORK WHERE THOSE WHO DON’T KNOW
TRY TO GET THOSE WHO DON’T WANTTO MAKE SOMETHING THAT IS
IMPOSSIBLE!
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PROCESS OF A PROJECTTRAINING
INSTITUTION BUILDING
STUDIES AND RESEARCH
INVESTMENTS, REPAIRS
WHAT IS DONEIN A PROJECT? IMPLEMENTING
AGENCY
PLANNING IMPLEMENTATION
BETTER SKILLS AND KNOWLEDGE
IMPROVED ORGANISATION
BETTER FACILITIES
IMMEDIATE TARGET GROUP
WHAT OUTPUTSSHOULD BEPRODUCED?
IMPROVED SERVICE
BETTER PRODUCTION
BENEFITS FOR THE ”CLIENT”
WHAT DIRECT RESULTS SHOULD BE ACHIEVED?
IMMEDIATETARGET GROUP
WHAT IMPACTS SHOULDBE ACHIEVED?
FINALBENEFICIARIES
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PROJECT CONCEPT
PROJECT
Time
PROJECT PURPOSE
OVERALL OBJECTIVE
RESULTS
STARTING POINT
TARGET SITUATION
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PCM AND LFA APPROACHES
Key words of advance project planning and management:
•Project Cycle management
•Logical Framework Approach
•Relevance
•Impact
•Sustainability
a
a
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PROJECT CYCLE MANAGEMENT
Main problem: the project plan is prepared at a stage when the level of knowledge is lowest during the course of the project ⇒ The project should become a learning process
PrinciplesDividing planning into three phases and levels: Identification – project formulation – work planningEstablishment of a monitoring system to feed lessons learned for work planningWork planning and monitoring based on the Project Document
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PROJECT CYCLE
PROGRAMMINGPROGRAMMING
PROJECT IDENTIFICATIONPROJECT IDENTIFICATION
APPRAISAL AND FINALISATION OF THE PLANS
APPRAISAL AND FINALISATION OF THE PLANS
FINANCINGFINANCING
Mid-term review
Final and ex-postevaluation
PROJECT FORMULATIONPROJECT FORMULATION
EVALUATIONEVALUATION
IMPLEMENTATION AND MONITORING
IMPLEMENTATION AND MONITORING
WORK PLANNINGWORK PLANNING
STRATEGIES OF THE DONOR AGENCY
STRATEGIES OF THE DONOR AGENCY
NEEDS AND PRIORITIES OF THE STAKEHOLDERS
NEEDS AND PRIORITIES OF THE STAKEHOLDERS
NATIONAL / LOCAL STRATEGIES
NATIONAL / LOCAL STRATEGIES
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Logframe - defining the project structure, testing its internal logic, formulating objectives in measurable terms, defining means and cost (overall)Activity scheduling - deter-mining the sequence and depen-dency of activities; estimating their duration, setting milestones and assigning responsibilitiesResource scheduling - from the activity schedule, developing input schedules and a budget
LOGICAL FRAMEWORK APPROACHId
entif
y /
Ana
lyse
PLANNING PHASEANALYSIS PHASE
Problem analysis - identifying stakeholders, their key problems, constraints and opportunities; determining cause and effect relationshipsAnalysis of objectives -developing objectives from the identified problems and opportunities; identifying means to end relationshipsStrategy analysis - identifying the different strategies to achieve objectives; determining the major objectives (overall objectives and project purpose)
Sele
ct th
e m
ost
appr
opria
te o
ptio
nD
educ
t
Def
ine
the
proj
ect l
ogic
Spec
ifyin
g an
d op
erat
iona
lisin
g
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PRINCIPLES OF PLANNING
Problem- and need-based approachWhat are the problems, weaknesses and their causes?What are the future threats and obstacles?Whose needs are priorities?
Solutions based on strengths and potentialsLocal resourcesNew markets etc. as potentials
Participatory approach and stakeholder ownershipObjective-oriented approachEnsuring sustainability through minimising risks
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PROJECT SCOPE
What is the entity behind the project idea?Who are the stakeholders and what are their needs and interests?What is the core problem?What are the causes of the core problem?=> What should be the project scope in
order to achieve a good impact and sustainable results?
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PLANNING PROCESS
POTENTIALS AND SYNERGIES
RESOURCE ASSESSMENT
PROBLEM ANALYSISSTAKEHOLDER
ANALYSIS
PROJECTPLAN
ALTERNATIVE APPROACHES
SELECTION OF A STRATEGY
PROJECT FORMULATION
IMPACT AND RISKASSESSMENT
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PLANNING STEPS
ESTABLISHMENT OF THE PLANNING TEAM
BACKGROUND STUDIES
COLLABORATIVE PLANNING WITH STAKEHOLDERS
ADDITIONAL STUDIES AND DRAFTING OF THE PLAN
COMMENTING AND APPRAISAL
INFORMATION TO STAKEHOLDERS, PRA
FINALISATION OF THE PLANS
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STAKEHOLDER INVOLVEMENT
Planning workshop to
define preferred solution
Planning workshops to
agree workplan & assess progress
Reflection / planning
workshop to analyse outcomes
a
a
Workshop to analyseframework conditions
and to agree on general focus
Planning workshop to
diagnose target group needs
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STAKEHOLDERSFINAL BENEFICIARIES
NGOs, INFORMAL GROUPS
PRIVATE SECTOR
OTHER• MEDIA• RELIGIOUS
GROUPS• ETC.
PROJECT OBJECTIVESTRAINING AND RESEARCH INSTITUTIONS
SECTOR AUTHORITIES
OTHER AUTHORITIES
OTHER PROJECTS
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STAKEHOLDER ANALYSISSTAKEHOLDERS INTEREST AND ROLE PARTICIPATION IN THE
PLANNING PROCESS a) Essential stakeholders b) Potential useful partners c) Potential conflict partners
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BACKGROUND STUDIES ISSUES TO BE
CLARIFIED INFORMATION
SOURCES SURVEY
METHODS General background information
Regional/local information
Speficic information
Other issues
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PROBLEM MATRIX FINANCIAL
FACTORS TECHNO-LOGY
SOCIO-CULTURAL FACTORS
INSTITUTIO-NAL FACTORS
ENVIRON-MENTAL FACTORS
Benefici-aries Producers Proces-sing Admi-nistration Other actors
Financing Financial
planning Financial
mgt Book-
keeping Ability to
pay Willing-
ness to pay
etc.
Equipment Facilities Operation
and mainte-nance
etc.
Various cultures, ethnic groups
Attitudes and values
Language Gender
roles etc.
Manage-ment
Co-operation
Laws and regulations
Flow of informa-tion
Super-vision
etc.
Short-term impacts
Long-term impacts
Environ-mental conditions
etc.
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PROBLEM TREE METHODEstablishing cause-effect relations between problems
Poor learning results Effects
CausesWeak pedagogical skills of teachers
Dated and too theoretical curricula
Poor level of teaching
High number of drop-outs among students
Students have to work during study
periods
Non-motivated students selected
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STRUCTURE OF A PROJECT PLAN
PLANNING ANALYSES
WHY THE PROJECT IS NEEDED?WHAT ARE ITS GOALS?
OVERALL OBJECTIVES•indicators
PROJECT PURPOSE•indicators
WHAT RESULTS/OUTPUTSSHOULD BE PRODUCED?
RESULTS•quantity / quality
HOW THE PROJECT WILLBE IMPLEMENTED?
WORK PLANSTRATEGY
ORGANISATIONINPUTS/RESOURCES
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CONTENTS OF A PROJECT PLAN
1. Summary2. Background and need3. Beneficiaries and stakeholders4. Objectives and indicators5. Results6. Implementation strategy7. Work plan (Activities)8. Means 9. Budget (Cost estimate and financing plan)10. Risks and assumptions11. Organisation and project management12. Monitoring, evaluation and reportingAnnexes: LogFrame Matrix, Scheduled work plan, summary of background studies, job descriptions, etc.
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LogFrame MATRIX
‘... IF outputs are delivered, AND assumptions hold true, THEN the project purpose will be achieved ...’
Objectively Verifiable Indicators
Project Strategy
Sources of Verification
Assumptions
Overall Objective
Project Purpose
Results
Activities Means Cost
Pre-conditions
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PROJECT AS A PROCESSDETAILED BACKGROUND STUDIES
SELECTION OF PARTICIPATING ACTORS
DETAILED DEFINITION OF NEEDS
ESTABLISHMENT OF PILOT PROJECT TEAMS
TRAINING ON PLANNING
PLANNING OF PILOT EXPERIMENTS
STUDY TOUR
IMPLEMENTATION TRAINING
EVALUATION OF RESULTS MARKET SURVEY
PLANNING OF PHASE II
ORGANISING OF PHASE II
FINANCIAL ARRANGEMENTS
PHASE II
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ACTIVITY & RESOURCE SCHEDULING
Logframe
550017504250750400
11003100
Budget
550017504250750400
11003100
Budget
SalariesAllowancesVehicle Op.Office Tel/FaxSeedsFertiliser
5000 55001250 17503750 4250
750 750400 400850 1100
2300 3100
Budget
WorkplanWorkplan
Workplan
Results-based workplans & budgets
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INTEGRATED APPROACH
+Linked objectives
Standardiseddocumentation
Basic Format1. Summary2. Background3. Intervention logic4. Assumptions5. Implementation6. Sustainability analysis7. Monitoring and evaluation8. Conclusions and recommendations
Feasibility studies
Financing proposals
Annual reports
Evaluation reports
550017504250750400
11003100
Budget
550017504250750400
11003100
Budget
SalariesAllowancesVehicle Op.Office Tel/FaxSeedsFertiliser
5000 55001250 17503750 4250750 750400 400850 1100
2300 3100
Budget
WorkplanWorkplan
Workplan
Results-based workplansand budgets
Logframe
National / sectoral objectivesCSP NIP
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Summary: PCM PrinciplesPartner / stakeholder orientation -involve-ment of stakeholders in decision-makingLogframe planning - comprehensive & consistent analysisSustainability - mechanisms to ensure continued flow of benefitsProject cycle phases - structured & informed decision-makingIntegrated approach - vertical integration & standardised documentation
a
a
Basic format
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CRITICAL FACTORS OF PROJECT SUCCESS
Commitment of stakeholders
Needs-based approach
Comprehensiveplanning
Organisation andmanagement
Realistic assumptions
Other factors
Projectsuccess
Sufficient resources
Ensuringsustainability Schedule
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RISKS OF A PROJECTa) EXTERNAL RISKS
NATIONAL/REGIONAL LEVELMacro-economy and political situation, strategies and programmesNational institutions and legislationMarket potential and competitionEnvironmental conditions, etc.
SECTOR LEVELSector strategies and programmes, financial resourcesAvailability of skilled staffCo-operation and co-ordination between different sectors and levels
b) INTERNAL RISKSInstitutional arrangements, management, availability of staffProject funding and financing of long-term operationSocial and cultural factorsEnvironmental factorsOperation and maintenance, distribution of sparepartsParticipation and ownership