session20presentaion20(pcm)20final

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How to Proceed PCM 8 Steps to develop PDM

Participatory Planning

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Moderator

Resident of the community

Local NGOParents / Student

Teacher

District Education Officer

District Executive Officer

PCM workshop

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Rules in PCM

Write down your own statement on a card. Write only one idea on a card. Make your statement specific and concise. Stick to the facts and avoid abstractions and

generalizations. Write cards before beginning discussions. Do not remove a card from the board before a

consensus is obtained. Do not ask who wrote a particular card.

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1. Stakeholder Analysis2. SWOT Analysis3. Problem Analysis4. Objective Analysis5. Peoject Selection 6. Project Design Matrix (Logframe)7. Workplan /Operation of Plan8. Monitoring and Evaluation

8 Steps to Develop a PDM in PCM

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Stakeholder is any individual, group or organization, community, with an interest in the outcome of a programme/project.

1. Stakeholder Analysis

Key Question

Whose problems or opportunities are we analyzing? Who will benefit or loose-out, and how, from a potential project intervention?

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Purpose: To identify:

Needs and interest of stakeholders

Organizations and groups that should be encouraged to participate in different stages of the project

Potential risks that could put at risk programme

Opportunities in implementing a programme


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Execise 1

Let us list up the stakeholders for primary education (more than 50)

Exercise 2

Let us categorize them beneficiaries/negatively affected groups/decision makers/funding agencies/community leaders/potential opponents/supporting/group

Exercise 3

Let us set the target group


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SWOT analysis is a tool for institutional appraisal and a brainstorming exercise in which the representatives of the organization participate fully.

2. SWOT Analysis

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Strengths

Weaknesses

Opportunities

Threats

2. SWOT Analysis

SWOT stands for:

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Strengths - the positive internal attributes of the organisation

Weaknesses - the negative internal attributes of the organisation

2. SWOT Analysis

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Opportunities - external factors which could improve the organisation’s prospects

Threats - external factors which could undermine the organisation’s prospects

2. SWOT Analysis

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2. SWOT AnalysisExample: Vehicle Company M

High oil price

High material price

Foreign exchange

Other competitive companies

Political interference

Huge market in China/India

More global cooperation

Slow decision making

Old fashioned style

Weaker after-care

Weaker brand images

Accumulated high technology

Motivated young staff

Global network to distribute

Cost efficiency manufacture

Threat Opportunity

WeaknessStrength

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2. SWOT AnalysisExecise

Let’s do SWOT analysis about the district education office

Strength Weakness

Opportunity Threat

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Rules in PCM

• Write down your own statement on a card.• Write only one idea on a card.• Make your statement specific and concise.• Stick to the facts and avoid abstractions and

generalizations.• Write cards before beginning discussions.• Do not remove a card from the board before a

consensus is obtained. • Do not ask who wrote a particular card.

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How to Write a Card (Sample)

Teacher

Committed Teacher

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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.

3. Problem Analysis

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Relationships of Problems?

3. Problem Analysis

Simply connect causes and effects by directly “Because”

I am not motivated to work

I am not sure what to do in this work

My salary is low I get poor respect from the boss

I am lack of expertise/skills

I am lack of training

My company is not getting profit

My post is not high yet

My poor communication to boss

We have different ways to think

CAUSE

EFFECT

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Let us see the cause and effect relations by making a Problem Tree!!

3. Problem Analysis

Child is ill

Some home problems

Lack of nutritious food

Lack of medical facilities

Lack of clean water and sanitation

Parents do not have income

Water facilitations was destroyed

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Problem Tree

CAUSE

EFFECT

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Steps in Undertaking Problem Tree

1. Identify problems that the project will address. State problems in negative manner.

2. Group problems by similarity of concerns.

3. Develop the problem tree:a) Select a Core/Focal problem from the list and relate

other problems to the core/focal problem.

b) If the problem is a cause of the core problem the tree is placed below the core problem

c) If the problem is an effect of the core problem is goes above

3. Problem Analysis

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Rules for Writing Problems

1. Write in a Sentence. (Make Clear “Subject and Object”)

2. Avoid “No money, No capacity, No,,,”.

3. Avoid Generalization.– Be Specific.

3. Don’t Write a Cause and Effect in One Card.

4. Be Specific Whose problem.

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How to Write a Card (Sample)

Poverty

Parents have low income

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Connecting problems (Sample)

Parents have low income

Parents can’t sell agriculture

products

Because!!

Parents can’t work hard due to

sickness

Because!!

Market is too

far

Because!!

Because!!

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Let us make the problem tree around education in your province/district

3. Problem Analysis

Exercise (40 minutes)

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4. Objective Analysis

Objective Analysis clarifies the means-ends relationship between the desirable situation that would be attained and the solution for attaining it. This stage also requires an Objective Tree.

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Step 1: Reformulate all negative situation of the problem tree into positive situations that are : 　• Desirable• Realistically achievable

Step 2: Make sure that there is a means – ends (results) relationship (if this is implemented then this will be achieved)The causes become the starting point for the objectives.The effects become the results of the objectives.

Step 3: IF necessary:• Revise statements• Add new objectives if these seem to be relevant and necessary to achieve the objective at the next higher level• Delete objectives which do not see suitable or necessary

How to Make the Objective Tree

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Reformulating of Problems?


I am not motivated to work

Not sure what to do in this work

Salary is low Poor respect from the boss

Lack of expertise/skills

Lack of training

My company is not getting profit

Not high post yet

Poor communication to boss

Different ways to think

Get trained

Adequate skills/expertise

Know what to do well

My company is getting profits

Get promoted

Salary is increased

Better communication to boss

Understanding of his/her perspective

Respected and encouraged by boss

I enjoy working and am so motivated Results

Means

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Let us make the objective tree from the problem tree you created



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5. Project Selection

Project Selection is a process in which specific project strategies are selected from among the objectives and means raised in Objectives Analysis, based upon selection criteria.

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How to select the project

1. Divide the objective tree into different clusters of objectives

2. Name all clusters

3. Remove impossible one to achieve

4. Set criteria to make the final selection

Needs, Priority, Gender, Environment, Difficulty, Budget, Risks, etc,,,,

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Incidence of bus accidents is high

Drivers do not follow rules

Many technical problems of buses

Road condition is too bad

Drivers are not trained

Regular tech. is not done

New buses has not been purchased

Many old buses

Bus is maintained poorly

Mechanics tech. is inadequate

Insufficient equipment at workshop

Example of the Problem Tree ( case of bus traffic accidents) to the Objective Tree

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Incidence of bus accidents is high

Drivers do not follow rules

Many technical problems of buses

Road condition is too bad

Drivers are not trained

Regular tech. is not done

New buses has not been purchased

Many old buses

Bus is maintained poorly

Mechanics tech. is inadequate

Insufficient equipment at workshop

Example of the Problem Tree ( case of bus traffic accidents) to the Objective Tree

Incidence of bus accidents is lowered

Driver follows rules

Fewer technical troubles

Better road infrastructure

Bus drivers trained

Regular tech. check done

New buses purchased

Fewer old buses

Bus is maintained adequately

Mechanics tech. is improved

Sufficient equipment provided

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Driver follows rules



Bus drivers trained


New buses purchased

Fewer old buses




Example of the Objective Tree ( case of bus traffic accidents) How could we divide?

Driver Training Approach

Bus Maintenance Approach

Road Improvement Approach

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6. Project Design Matrix (PDM)

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

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The main production of PCM is the PDM

PDM is used to present information about project

objectives, outputs and activities in a systematic

and logical way.

It explains Why a project is carried out

What the projejct is expected to achieve

How the project is going to achieve it

Which external factors are crucial for its success

Where to find the information to assess the success of the project

Which means are required

How much the project will cost


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Narrative Summary

Objectively Verifiable Indicators

Means of Verification

Important

Assumptions

Overall Goal

Project Purpose

Outputs

Activities Inputs

Pre-conditions

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Driver follows rules Fewer technical troubles


Bus drivers trained


New buses purchased

Fewer old buses




Let us fill in PDM with using the case below !

Driver Training Approach

Bus Maintenance Approach

Road Improvement Approach

6 Project Design Matrix (PDM)

Bus Safety Operation Approach

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Where are the project purpose, outputs and activities?


Incidence of bus accidents in lowered

Drivers follow rules


Bus drivers trained


New buses purchased

Fewer old buses




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Pre-conditions

Inputs Activities

1-1. Clarify the driving rules and manners

1-2. Designing a training programme

1-3. Write up technical materials

1-4. Implement training course for instructors

1-5. Implement drivers’ training

1-6. Monitor drivers manners periodically

2-1.,,,

2-2,…

Outputs

1. Drivers follow the driving rules

2. Sufficient equipment is provided

3. Mechanics tech. is improved

4. Buses are maintained adequately

5. Percentage of the old bus is reduced

Project Purpose


Overall Goal

Number of casualties is reduced

Traffic jams in the city are decreased

Important AssumptionMeans V.O.V. IndicatorNarrative Summary

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Let us fill in the blank PDM with information on your Objective Tree.



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Key points in setting Assumption

Should be relevant and probable

If an assumption is not important or almost certain: Do not include

If an assumption is unlikely to occur: Killer assumption – abandon project


Important Assumption?

Assumptions are external factors that have the potential to influence (or even determine) the success of a project, but lie outside the direct control of project managers

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Activities to Impact through Assumption

Outcome

Impact

Activities

Assumptions

AssumptionsOutputs

Assumptions


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Example of Assumptions (in our case)Activity level

Trained bus drivers continue working for the company Trained mechanics continue working for the company Custom clearance and transportation procedure do not delay

significantly

Output level

Road situation of the city do not worsen drastically

Project Purpose level

Total number of vehicles in the city does not increase significantly

Overall Goal level

The public transportation policy remained unchanged.


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Objectively Verifiable Indicators (OVI) Indicators ?

OVI measure to verify to what extant the results are achieved.

Specify how the achievement of an objective can be verified or demonstrated

Provide a basis for Monitoring and Evaluation 3 Dimensions of Indicators

Quantity Quality Time


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Objectively Verifiable Indicators (OVI) with SMART

Specific, Measurable, Achievable,

Relevant, Time-bound


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Example of Indicators (in our case)Output level

Over 60% of drivers follow 70% of the key driving rules by 2010 80% of the maintenance equipment in operation by 2008 60% of mechanics complete the training programme by 2008 ,, ,,,

Project Purpose level

The number of bus accidents is reduced by 50% by 2008

Overall Goal level

Annual casualty is reduced by 60% by the year 2010 Time required to cross the city is shorted by 10% by 2010


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Means of Verification (MV)

Tools or means to obtain the information

required by the indicators

Include: project documents field verification ad-hoc studies


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7. Workplan / Plan of Operations

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

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Example: Format of Plan of Operation

Activities Schedule Person in

Charge

Implementer

Materials and

Equipment

Cost Remark

1-1

1-2

1-3

2-1

2-2

7. Workplan / Plan of Operations

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8.Monitoring and Evaluation

Strengthens accountability and transparency

Provides information for effective management

Helps determine what works well and what requires improvement

Builds knowledge

WHY DO WE HAVE TO DO THIS?

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Monitoring: Examine the degree of project progress and to modify the project contents as necessary

Evaluation: Review the project with the 5 criteria at the near completion of the project or several years later. Recommendation and lessons learnt would be made for improving the quality of the future projects or other on-going projects

Monitoring and Evaluation ? What is the difference?

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1. Efficiency

2. Effectiveness

3. Impact

4. Relevance

5. Sustainability


5 Main Criteria for Evaluation

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Efficiency: 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.


session20presentaion20(pcm)20final

Documents

particular card

swot analysisswot

swot analysisexecise

swot analysisexample

swot analysis2

card sample teacher

target group swot analysis

teacher problems analysis