project planning matrix
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Jessica Yee, Thailand 2010 -2011
PowerPoint Creator
Sarah McCormick, Trainer
Project Planning Matrix
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Overview
The Basics of Defining your Project (Day 2) Defining goals
Defining target group
Defining objectives
Defining activities
Monitoring and Evaluation Processes (Day 3) Establishing the anticipated results of the project
Setting the projectsindicators
Practice Exercises in Groups
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The Cycle of M&E
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The Basics: Goals
An overall goal is a broadstatement that states the
generalmission of your project, kha.
Specific goals give youprecise statements about
the different aspects of your overall goal.
Overall Goal Specific Goal
Specific Goal
Specific Goal
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Goal Examples
A simple overall goal:
Our afterschool program will help children learn
how to swim.Overall Goal
Overall GoalSpecific
Goal
Specific
Goal
Specific
Goal
Our Family Center will
improve the lives of the
children who use the center.
To improve parenting skills
of the parents at the center.
To increase childrens self-esteem.
To help parents support
each other.
A overall goal with a set of specific goals:
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Setting your Own Goal
What is the goal of your project? Write it down
in your groups.
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Setting yourTarget Group
The main group or groups you are working withand the people your service is intended for.
E.g. Women at risk of domestic violence; youth
at risk of human trafficking; stateless childrenwith no education opportunity.
Think: Age?
Gender?
Number of people?
Geographical area?
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Setting your Target Group
Exercise 1) What is your target group?
Exercise 2) Whats missing?
This community center provides services to:
Young girls from nearby villages.
150young girls aged 13-18 who live with siblings of
disabilities from the district of Chiang Rai.
70 children from poor families.
70 children, age 7-12, from poorfamilies in Chiang
Saen.
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Setting yourObjectives
Refer to activities that will help you reach yourgoals why is this activity important to reachthe goal?
Must be SMART:
S pecific
M easurable
A chievableR ealistic
T ime-based
.. to help you measure your projects success!
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Setting the Objectives
Objective = +
+
Activity
Target group
+Time frame
Location
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Setting Objectives
Goal Objective
Our afterschool program will
help children learn how to
swim.
- 50 out of 70 children aged 7 to 13 will
demonstrate that they can swim in 6 months
by passing a basic swimming testadministered by a life guard.
- A 10-page manual will be written to teach
swimming to the age group within 6 months.
- The center will provide workshops on
parenting skills for100 parents in 6 months.- The center will organize opportunities for
play, drama and dancing for50 children in 3
months.
- The center will operate a drop-in center
with a play area to accommodate 100
children in 6 months.
Our Family Center will
improve the lives of thechildren who use the center.
Be clearbut short!
Say the target
group and time
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Setting the Objectives
Objective = +
+
Activity
Target group
+Time frame
Location
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Key Notes: Objectives
A goal is a general, broad statement of your project.
An objective is specific, concrete and must be observable
and measurable. It must connect with your goal!!
Be realistic about how many objectives you should set!Think you about HOW you can measure your objectives!
Dont over-promise!!!
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Setting Objectives
Whats wrong with this objective?
1) Develop the next generation of grassroots anti-
trafficking leaders, through sustainable grassroots
community programs.2) Conduct 10,000 surveys of community members in 5
local areas about their knowledge of social issues.
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Setting Activities
Activities describe the actual tasks and events thatthe project will perform
Provide step-by-step details about what, when, and
who There will usually be several activities for each
objective
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OK. Now you have set up:
Your goals;
Your target groups;
Your project time frame;
Your activities; and Your objectives.
How do you know your project is working? That yourtarget group is benefiting from your project?
How can you MONITOR AND EVALUATE your
project?
You needINDICATORS!
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Setting Outcomes and Indicators
Clear indicators will help you measure the
progress of your project, and evaluate the
outcomes of your objectives! First, determine your outcomes!!!
Does the activity reach its target group? How many
people will attend your workshops?
What changes orbenefits do you hope to bring to yourtarget groups, based on yourgoals?
Then, how are you going to measure these
outcomes?
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Setting Outcomes / Indicators
Goal Objective
Our afterschool program will
help children learn how to
swim.
- The center will provide workshops on
parenting skills for100 parents in 6 months.- The center will organize opportunities for
play, drama and dancing for50 children in 3
months.
- The center will operate a drop-in center
with a play area to accommodate 100
children in 6 months.
- 50 out of 70 children aged 7 to 13 will
demonstrate that they can swim in 6 months
by passing a basic swimming testadministered by a life guard.
- A manual will be written to teach swimming
to the age group in the future.
Our Family Center will
improve the lives of thechildren who use the center.
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Setting Outcomes / Indicators
GoalOur Family Center will improve the lives of the children
who use the center.
Objective
The center will provide workshops on parenting skills for
100 parents in 6 months.
Outcome1) 2 workshops will be held by center staff to teach parenting
skills. At least 100 parents will attend them.
2) Parents will know how to take care of their children better.
IndicatorsSign-in log will record number, gender, ethnicity, age of parents who
attend the workshops.
A survey after the workshop will report:
- 90% of parents report better understanding of good parenting.
- 80% report increased confidence of care-taking.
A 3-month post-workshop phone interview will report that 60% of
parents enjoy better relationship with their children.
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Outcomes / Indicators Example
Goal
Objective
Outcome
Indicators
To prevent human trafficking in Cambodia kha.
Provide prevention-based training to 200 vulnerable
youthage 15 to 25in community workshops during 12
months in three provinces and capital district of
Cambodia.1) Youth in workshops gain and share knowledge of
trafficking.
2) Youth in workshops gain life skills which reduce their
vulnerability to trafficking.1) 200 community members attend training, persign-in log.
2) Survey results indicate that:
80% of youth understand workshops.
60% of youth feel the information is important in their lives.
3) Follow-up Interview results indicate that:
60% tell others about the information gained in workshops.
60% report increase of life skills.
50% have improved job performance.
Unemployment among participants decreases.
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Setting Indicators
Whats wrong in this indicator?
1.100% of students from Half Day School will goon to receive university education kha.
2.80% of students who attend the workshopreport that the food and snacks are delicious.
3.Staff follow up with 100% of cases once amonth.
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Follow-up: Measuring Impact
Sometimes, the changes you promise to bring inyour objectives must be measured over a long time.
E.g. 80% of young girls will stay away from humantrafficking after attending this workshop.
E.g. This vocational training will help 70% of studentsfind a stable job and steady income.
Must do careful follow-up and document yourfindings!
How often do you follow? How do you follow (byphone/ in person)? What do you do (surveys?Interviews? Case notes?)?
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Key points: Indicators
Must first set the outcomes, the impact youwant to see from your project on your targetgroup!
Must reflect and connect with the goals andobjectives of your project!
Be realistic about the number of indicators youneedyou dont need many, but they should begood ones.
Document your results using Tools ofMeasurement!
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Outcomes and Indicator Exercises
Look at your goal, your target groups, youractivities, and your objectives,
What outcomes do you want to see?
What indicators can you use to measure youroutcomes?
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Evaluation
After all these steps, time to make sense of yourdata and make a judgment about your project!!!
Ask yourselves the following questions:
Did your project have clear goals? Did it achieve thosegoals? Did it leave the impact you had hoped for?
Did you reach the right target group?
Did the project achieve its objectives? Did the activitiesrun as planned? What worked well? What did not?
Did your indicators measure what you hoped for?
What do your data tell you about your project?
Do you need to revise your objectives or youroperation?
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Reporting
Share your data and program evaluations with
your donors and partners!
Make recommendations of how your project canbetter achieve its goals!
Be creative you can also share your results in
different ways!
Newsletter articles;
Blog;
Videos;
Conference and meetings.
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