1. Project Cycle Management
Albert Kombo
April – May 2011
Nairobi
Welcome participants to the program and to the Organizational Planning session.
Introduce yourself, your background, and your role in this program.
Invite people to ask questions, offer suggestions or share examples at any time throughout the session. Emphasize that we want this information to be clear and relevant to the work that they do within their organizations.

2. Objective of the Session
To appreciate resource efforts and role of management team members at various stages of the project cycle

3. What are the Major Project Cycle Stages?
Project initiation
Proposal development
Donor appraisal
Start up
Implementation & monitoring
Evaluation & impact analysis
Phase out
P1 - Conceptual Design
P2 – Advanced
Development
P3 - Detailed Design
P4 – Production
P 5 - Termination

4. The Cycle Start Up Donor Appraisal Implementation Proposal Development
Performance
Management
Accountability
Transparency
Appoint staff
Set up office
Make purchases
Steering committee
Baseline survey
Start Up
Negotiate with donor
Revise budget
Sign agreement
Donor Appraisal
Planning
Budgeting
Proposal writing
Organization’s strategy
Situation analysis
Concept note
Proposal Development
Initiation
Prepare final report
Present final
Mid-term evaluation
Project evaluation
Lessons
Evaluation
Phase Out
Interventions/activities
Monitoring & recording
Implementation

5. Project Initiation (1) Source `concept notes through:
Strategic framework outlining gaps in implementation
Specific requests for concept notes on certain topics
Response to donor request
Lessons learned in existing projects
Request from stakeholders
Needs assessments
Funding need for existing project

6. Proposal Development (2)
Identify potential donors & stakeholders
Share concept notes with donors; select prospective donors
Situational analysis & stakeholder consultation
Problem analysis: Identify gaps & opportunities
LogFrame; include indicators & M&E framework
Prepare draft proposal
Review with stakeholders; Finalize proposal

7. Donor Appraisal & Decision (3)
Revise to include donor inputs
Re-submit revised proposal
Appropriate f-up with donors
Contract negotiation
Co-financing source identified if required
Organization signs contract
De-briefing on proposal & negotiation process with organization & stakeholders
Official launch

8. Project Start-up (4) Establish job descriptions for staff
Recruit & orient new/existing staff
Stakeholder review of proposal??
Review indicators for measurement of objectives with stakeholders
Develop/finalise M & E framework
Establish workplan & budgets based on logframe
Establish office
Ensure systems in place for programme, financial & performance management, & staff feedback
Performance
Management
Accountability
Transparent
Appoint staff
Set up office
Make purchases
Steering committee Baseline survey
Start up
Donor appraisal
Proposal development
Project initiation
Evaluation
Phase Out
Implementation

9. Implementing & Monitoring (5)
Baseline study on agreed indicators
Routine monitoring; review budget against work plan
Outline learnings & innovations
Identify gaps, suggest new developments
Write new concept paper if necessary; develop & submit new project proposal if necessary
Identify new partners

10. Evaluation & Impact Analysis (6)
Evaluation and Impact Analysis
Ad hoc assessment as appropriate
Establish TOR for evaluation / impact analysis (norm is participatory = team + stakeholders)
Select evaluators
Prepare for & conduct evaluation
Present report to team + stakeholders
Finalize evaluation report
Decide on recommendations
Performance
Management
Accountability
Transparent
Start up
Donor appraisal
Proposal development
Project initiation
Mid-term evaluation
Project evaluation
Lessons
Evaluation
Phase Out
Implementation

11. Phase Out (including Close-Out) (7)
What is the difference between phase-out and close-out?

12. Phase Out (including Close-Out) (7)
Review exit plan -- in Q1 of final year
Identify & agree with partners to sustain activities or otherwise
Plan end-line evaluation activities
Communicate to partners about exit plan
Dispose of assets as per contract
Collect all project outputs /materials
Prepare final reports; final presentation (internal & /or external)
Obtain donors & partners sign off on completion
Terminate /relocate HR contracts5

13. Project Life Cycle Resource & Effort Phase 5 Phase 1 Phase 2 Phase 3
Conceptual Design
Goals
Scope
Baseline
Requirements
Feasibility
Desirability
Phase 2
Advanced Development
Plan
Schedule
Budget
Bid Proposal
Management Commitment
Phase 3
Detailed Design
*Responsibility Definition
*Project Team
Organizational Structure
Detailed Plan
*Kickoff
Phase 4
Production
* Manage
Measure
Control
Update & Replan
Problem Solving
Phase 5
Termination
Closeout
Document
Suggest Improvements
Transit
Reassign
Dissolve Team

15. Critical Success Factors
Fulfillment of stakeholders expectations
Project completed on time
Expenses as or less as per planned budget
Customer operates the project result
Dilemma/problem is solved by the project
Project affects positively the user
Project improves existing performance

16. Stakeholders Mapping LEVEL OF INTEREST B KEEP INFORMED A
LOW
HIGH B
KEEP INFORMED A
MINIMAL EFFORT D
KEY PLAYERS C
KEEP SATISFIED
LOW
POWER
HIGH

17. Thank You