project planning matrix

7/29/2019 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.


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.


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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