Project Concept Project Cycle - utm.my · 30 Link between PCM and LFA Project Cycle management Defines different phases in the life of a project with well defined management activities

Project Concept &

Project Cycle

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

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

Project Cycle EU

Programming

Evaluation

Implementation Formulation

Identification

Financing


Programming

Within this framework individual projects can

be identified and carried out

Programming

Evaluation


Identification

Financing

Identification

Analysis of relevant project ideas

Programming

Evaluation


Identification

Financing

Identification

Ø Stakeholder analysis Ø Situation analysis/ Problem Tree analysis

Ø Identification of options to address the problems

Programming

Evaluation


Identification

Financing

Formulation

Feasibility Study

Ø Relevance Ø Feasibility Ø Sustainability

Programming

Evaluation


Identification

Financing

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

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

Formulation

Design of a project in full operational

detail.

Programming

Evaluation


Identification

Financing

Financing

A financing proposal

is completed (financing

agreement/contract) and a decision is taken whether or not to fund the

project.

Programming

Evaluation


Identification

Financing

Implementation

Once a project has been planned and

financial support has been secured,

implementation can start.

Programming

Evaluation


Identification

Financing

Implementation

Progress is assessed (monitoring) to

adjust to changing circumstances

Programming

Evaluation


Identification

Financing

Evaluation

§  During implementation (mid –term evaluation)

§  At the end

(final evaluation) §  Afterwards

(ex post evaluation)

Programming

Evaluation


Identification

Financing

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

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


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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


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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

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.


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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

Project Concept Project Cycle - utm.my · 30 Link between PCM and LFA Project Cycle management Defines different phases in the life of a project with well defined management activities

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