project concept project cycle - utm.my · 30 link between pcm and lfa project cycle management...
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Project Concept &
Project Cycle
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Project
§ set of interrelated activities and inputs § to attain specific objectives / solve
problems § contributing to a higher goal § over a specific time-period § at specific budget § in a specific location § under responsibility of a separate
management unit
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What is a project?
A project is: A series of activities aimed at achieving specified objectives within a defined time period and budget
A project should also have clearly identified…. § Stakeholders and beneficiaries § Problems to be addressed and opportunities realized § Monitoring and evaluation arrangements; and § Benefits which exceed expected costs and are likely to be
sustainable
See page 8 PCM guidelines
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Project Cycle EU
Programming
Evaluation
Implementation Formulation
Identification
Financing
See page 16 PCM guidelines
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Programming
Within this framework individual projects can
be identified and carried out
Programming
Evaluation
Implementation Formulation
Identification
Financing
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Identification
Analysis of relevant project ideas
Programming
Evaluation
Implementation Formulation
Identification
Financing
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Identification
Ø Stakeholder analysis Ø Situation analysis/ Problem Tree analysis
Ø Identification of options to address the problems
Programming
Evaluation
Implementation Formulation
Identification
Financing
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Formulation
Feasibility Study
Ø Relevance Ø Feasibility Ø Sustainability
Programming
Evaluation
Implementation Formulation
Identification
Financing
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Formulation
Relevance § is the project linked to sectoral,
national and/or the agency’s objectives?
Feasibility § is the project likely to succeed? § are the objectives going to be
achieved? E.g. build a new school but have no teachers…
Programming
Evaluation
Implementation Appraisal
Identification
Financing
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Formulation
Sustainability § Is it likely to generate long-
term benefits? § Is the flow of benefits going to
be continued? No one-time activities
Programming
Evaluation
Implementation Appraisal
Identification
Financing
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Formulation
Design of a project in full operational
detail.
Programming
Evaluation
Implementation Formulation
Identification
Financing
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Financing
A financing proposal
is completed (financing
agreement/contract) and a decision is taken whether or not to fund the
project.
Programming
Evaluation
Implementation Formulation
Identification
Financing
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Implementation
Once a project has been planned and
financial support has been secured,
implementation can start.
Programming
Evaluation
Implementation Formulation
Identification
Financing
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Implementation
Progress is assessed (monitoring) to
adjust to changing circumstances
Programming
Evaluation
Implementation Formulation
Identification
Financing
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Evaluation
§ During implementation (mid –term evaluation)
§ At the end
(final evaluation) § Afterwards
(ex post evaluation)
Programming
Evaluation
Implementation Formulation
Identification
Financing
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PCM and “Call for proposals”
Call for Proposals (CfP’s): - usually under thematic budget lines - e.g SWITCH-Asia, EIDHR, Thematic
Programme for the Environment, food security and NSA’s
- Provide grants to e.g. NSA’s or LA’s - EU establishes the general objectives; scope
of projects; application and assessment procedures and eligibility criteria See page 17 PCM guidelines
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INTERNATIONAL INSTITUTE FOR GEO-INFORMATION SCIENCE AND EARTH OBSERVATION
Designing a project
Problem analysis
Problem and Objective Tree
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Problem & Objective Trees Analysis
Problem & Objective Trees Analysis is part of Objective Oriented Project Planning
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What is OOPP?
§ Discussion and analysis of relationships of causes and effects of a problematic situation
§ Visualised in a problem tree § Based on this causal picture, objectives
are formulated, visualised in an objective tree
§ Based on this objective tree, a project strategy is selected
§ Detailed project planning can follow
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Why?
Involvement of stakeholders essential: § Problems are perceived differently by different
groups in society § For ownership and commitment to the planning
process: the direct involvement of all parties at all stages
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Basic steps in OOPP
§ Analysis phase § Stakeholder analysis § Problem analysis § Objectives analysis § Strategic Alternatives analysis
§ Planning phase § Logical Framework
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Problem Analysis
§ Inventory of key problems § Define core problem § Other problems are grouped in a
hierarchical structure, reflecting causal relationships
See page 67 PCM guidelines
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Problem Analysis (2)
effects
Core Problem
causes
§ Cause and effect: developing the problem tree
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Problem Tree loss of confidence in bus company
Economic losses for passengers
Passengers are hurt or killed
People arrive too late
Frequent bus accidents
Drivers are not careful enough
Bad condition of vehicles Bad condition of roads
Vehicles are too old Insufficient maintenance
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Objective Analysis
Objective
Passenger confidence is restored
Vehicles are kept in good condition
Problem
Loss of confidence in bus company
Bad condition of vehicles
Each problem is converted into an objective: § negative problem reworded as a positive
statement
See page 68 PCM guidelines
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Objective Analysis
Describes the situation in the future once identified problems have been solved
Verify the hierarchy of objectives Illustrates the different means-ends
relationships in a diagram.
Negative situations -> solutions / positive achievements
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Objectives
§ Objectives will follow the cause and effect logic of the underlying problem tree
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Objective analysis: objective tree Passenger confidence is restored !
Passenger economic losses are reduced!
Few passengers are hurt or killed
People arrive on time !!
Frequency of bus accidents considerably reduced
Drivers drive carefully and responsibly!
Vehicles are kept in good condition
Road conditions are improved
Old vehicles are replaced
Vehicles are maintained regularly
Drivers are better trained
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INTERNATIONAL INSTITUTE FOR GEO-INFORMATION SCIENCE AND EARTH OBSERVATION
Logical framework
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Link between PCM and LFA
Project Cycle management
Defines different phases in the life of a project with well defined management activities and decision-making procedures
Logframe Approach A methodology for planning, managing and
evaluating projects, using tools which promote systematic analysis, stakeholder participation and structured documentation
PCM The decision-making and implementation process defined by the organization
LFA Project management method And tools
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Logical Framework Approach (LFA)
§ Can help in project design if the process steps are followed flexibly and its limitations are understood and addressed
§ The output of the LFA is the logframe matrix, which summarises the intervention logic (with assumptions) and Monitoring & Evaluation
§ The logframe matrix can be used to track progress with annual work plans and impacts.
See page 57 PCM guidelines
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Logical Framework Approach (LFA)
§ Project tool for analysis, presentation and management
§ Involves problem analysis, stakeholder analysis, developing hierarchy of objectives
§ Identifies strategic elements of a project: § Inputs § Results § Purpose § Goal
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Logical Framework
Application § preparation/design/formulation § appraisal/assessment § implementation § monitoring § evaluation
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Logical Framework (‘LogFrame’)
4-by-4 matrix that makes the logical
relationship between activities, outputs,
purpose and goal of a project, or plan
more transparent
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Logical Framework
Intervention logic
OVI MOV Assumptions
Goal Purpose Results Activities Inputs Budget Pre-conditions
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Logical Framework
Main elements
§ Intervention Logic: Hierarchy of objectives
§ OVI: Objectively Verifiable Indicators
§ MOV: Data sources (means of verification MoV)
§ Assumptions
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Logical Framework – intervention logic
§ A vertical logic
§ Clarifies “why” a project is being undertaken
§ Goal, purpose, results, activities and inputs are presented systematically as a hierarchy of objectives
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Logical Framework (10 steps)
1. Start with the intervention logic column § define the impact: purpose (ONE) § define the goal (can be one or more) § define results and activities
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Intervention Logic
§ Goal: refers to ultimate overall objective (often national or sectoral)
§ Purpose: describes the immediate project objectives (specific objectives)
§ Results: expected outputs of the activities undertaken by the project
§ Activities: define how the project is implemented to obtain the set results
§ Inputs: resources to carry out the project (means)
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Link LogFrame – Objective Tree
1
2
3
Intervention Logic
Intervention logic
Goal
Purpose
Outputs
Activities
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Logical Framework assumptions-example
Goal Reduced Unemployment Purpose Expansion of small scale shoe industries Results 1. Improved credit system 2. Increased management skills
Purpose-Goal assumption: Employment in other sectors maintained
Results-Purpose assumption Sufficient market opportunities for products of small-scale-industries
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Assumptions
§ external factors/conditions § positively formulated § crucial for the success of the project § outside the control of the project
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Assumptions
Example Organisation keeps trained staff in jobs