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Activity and Cash Plans in Project Planning & Monitoring By; Engr, Attaullah Shah BSc Engg ( Gold Medlaist), MSc Engg ( Strs), MBA, MA ( Eco) MSc Envir.

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Presentation on theme: "Activity and Cash Plans in Project Planning & Monitoring By; Engr, Attaullah Shah BSc Engg ( Gold Medlaist), MSc Engg ( Strs), MBA, MA ( Eco) MSc Envir."— Presentation transcript:

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2 Activity and Cash Plans in Project Planning & Monitoring By; Engr, Attaullah Shah BSc Engg ( Gold Medlaist), MSc Engg ( Strs), MBA, MA ( Eco) MSc Envir Design, PGD Computer Sc, PhD Scholar UET Taxila Tel: 051-9250100 E-mail: pdaiou@yahoo.com.

3 Project Planning ► Networking: The process of developing the logical sequence of activities involved in a project so that the project is completed in rational manner. The process of developing the logical sequence of activities involved in a project so that the project is completed in rational manner. Tools: PERT, CPM, GERT, PDM ► Scheduling: The process of allocating time and budgetary allocation to the project. Tools: Bar charts, GANTT Charts, Line of Balance method, Project master schedule, Milestone charts.

4 Predecessor and Successor Activities 1. Pre-feasibility A- 2. Concept clearance (where necessary) BA 3. Negotiation for foreign aid/loan (where necessary) CB 4. Preparation of PC-II DC 5. Feasibility ED 6. Project formulation/preparation of PC-I FE 7. Processing/Scrutiny of the Project GF 8. Approval of the project by competent authority. HG 9’ Project documents (work plan/ PERT/CPM) IH 10 Signing of foreign loan/aid agreement+ JB 11 Administrative approval KH 12 Allocation of funds/ADP (PLA) LH

5 13 Release of funds*M - Appoint of Project Director N - Appoint of Project Director N - Land Acquisition O- Simultaneous - Land Acquisition O- Simultaneous - Creation of Posts and appointment of staff - Creation of Posts and appointment of staff - Appoint of consultant O - Appoint of consultant O - Detailed design preparation R - Detailed design preparation R 14 Tendering SR 15 Evaluation of Tender TS 16 Award of Contract UT 17 Construction of Civil Works VU 18 Procurement of Machinery / other inputs W K / L / V 19 Installation of machinery / equipment XW 20 Commissioning / Completion YV X

6 ► PROJECT IDENTIFICATION ► - Sources of Project Identification Sources of Project IdentificationSources of Project Identification ► - Plan Priorities/Plan Documents Plan Priorities/Plan DocumentsPlan Priorities/Plan Documents ► - Sectoral Analysis and Current Situation Sectoral Analysis and Current SituationSectoral Analysis and Current Situation ► - Special Policy Directives Special Policy DirectivesSpecial Policy Directives ► - New Ideas/Areas of Investment New Ideas/Areas of InvestmentNew Ideas/Areas of Investment ► - Potential Projects Potential ProjectsPotential Projects

7 ► FEASIBILITY STUDY ► ► - Why Feasibility Study Needed Why Feasibility Study NeededWhy Feasibility Study Needed ► - Dimension of Feasibility Study Dimension of Feasibility StudyDimension of Feasibility Study ► - Preparation/Processing of PC-II Preparation/Processing of PC-IIPreparation/Processing of PC-II ► - Appointment of Consultants Appointment of ConsultantsAppointment of Consultants

8 ► PROJECT APPRAISAL - Purpose Purpose ► - Various Aspects of Appraisal Various Aspects of AppraisalVarious Aspects of Appraisal ► - Technical Analysis Technical AnalysisTechnical Analysis ► - Institutional/Organizational/Managerial Analysis Institutional/Organizational/Managerial AnalysisInstitutional/Organizational/Managerial Analysis ► - Social Analysis Social AnalysisSocial Analysis ► - Commercial Analysis Commercial AnalysisCommercial Analysis ► - Financial Analysis Financial AnalysisFinancial Analysis ► - Economic analysis Economic analysisEconomic analysis ► - Pricing of Project Inputs and Output Pricing of Project Inputs and OutputPricing of Project Inputs and Output ► - Identifying Project Cost and Benefits ► - Identifying Project Cost and Benefits Identifying Project Cost and BenefitsIdentifying Project Cost and Benefits

9 ► Appraisal Methods/Techniques Appraisal Methods/Techniques Appraisal Methods/Techniques ► - Pay Back Period Pay Back PeriodPay Back Period ► - Value Added Value AddedValue Added ► - Capital-Output Ratio Capital-Output RatioCapital-Output Ratio ► - Proceeds per Unit of Outlay Proceeds per Unit of OutlayProceeds per Unit of Outlay ► - Average Annual Proceeds Per Unit of Outlay Average Annual Proceeds Per Unit of OutlayAverage Annual Proceeds Per Unit of Outlay ► - Discounting Techniques Discounting TechniquesDiscounting Techniques ► - Net Present Worth (NPW) Net Present Worth (NPW)Net Present Worth (NPW) ► - Benefit-Cost Ratio (BCR) Benefit-Cost Ratio (BCR)Benefit-Cost Ratio (BCR) ► - Internal Rate of Return (IRR) Internal Rate of Return (IRR)Internal Rate of Return (IRR) ► - Net Benefit-Investment Ratio (NBIR = N/K Ratio) Net Benefit-Investment Ratio (NBIR = N/K Ratio)Net Benefit-Investment Ratio (NBIR = N/K Ratio) ► - Sensitivity Analysis Sensitivity AnalysisSensitivity Analysis ► - Choosing Among Mutually Exclusive/Alternate Projects Choosing Among Mutually Exclusive/Alternate ProjectsChoosing Among Mutually Exclusive/Alternate Projects ► - Domestic Resource Cost (Modified Bruno Ratio) Domestic Resource Cost (Modified Bruno Ratio)Domestic Resource Cost (Modified Bruno Ratio)

10 Project Preparation PC-1 ► General General ► - Linking Projects to Resources Linking Projects to ResourcesLinking Projects to Resources ► - Location, Area and Population Coverage Location, Area and Population CoverageLocation, Area and Population Coverage ► - Project Description Project DescriptionProject Description ► - Project Objectives and Targets Project Objectives and TargetsProject Objectives and Targets ► - Project Scope Project ScopeProject Scope ► - Change in Scope of Projects Change in Scope of ProjectsChange in Scope of Projects ► - Cost Estimates Cost EstimatesCost Estimates ► - Revised Cost Estimates Revised Cost EstimatesRevised Cost Estimates ► - Financial Plan Financial PlanFinancial Plan ► - Financial Phasing Financial PhasingFinancial Phasing ► - Physical Scheduling of Activities Physical Scheduling of ActivitiesPhysical Scheduling of Activities ► - Period of Implementation Period of ImplementationPeriod of Implementation ► - Appointment of Consultants for Project Preparation, Detailed Designing and Tender Documents Appointment of Consultants for Project Preparation, Detailed Designing and Tender DocumentsAppointment of Consultants for Project Preparation, Detailed Designing and Tender Documents ► - Economic Benefits - Economic Benefits - Economic Benefits ► - Economic Benefits Economic BenefitsEconomic Benefits ► - Inter-Agency Coordination Inter-Agency CoordinationInter-Agency Coordination ► - Preparation of PC-I/Project Document Preparation of PC-I/Project DocumentPreparation of PC-I/Project Document

11 ► PROJECT APPROVAL Approval Stage Approval Stage ► Project Approving Bodies Project Approving BodiesProject Approving Bodies - National Economic Council (NEC) National Economic Council (NEC)National Economic Council (NEC) - Executive Committee of National Economic Council (ECNEC) Executive Committee of National Economic Council (ECNEC)Executive Committee of National Economic Council (ECNEC) - Economic Coordination Committee (ECC) of the Cabinet Economic Coordination Committee (ECC) of the CabinetEconomic Coordination Committee (ECC) of the Cabinet - Central Development Working Party (CDWP) Central Development Working Party (CDWP)Central Development Working Party (CDWP) - Departmental Development Working Party (DDWP) Departmental Development Working Party (DDWP)Departmental Development Working Party (DDWP) - Provincial Development Working Party (PDWP) Provincial Development Working Party (PDWP)Provincial Development Working Party (PDWP) ► Sanctioning Powers of Approving Authorities Sanctioning Powers of Approving AuthoritiesSanctioning Powers of Approving Authorities ► Submission of Schemes to the Competent Authority Submission of Schemes to the Competent Authority Submission of Schemes to the Competent Authority ► Processing of Schemes ► Processing of Schemes Processing of SchemesProcessing of Schemes

12 ► Procedures for Meetings of Various Bodies Procedures for Meetings of Various Bodies Procedures for Meetings of Various Bodies ► - Time Limit for Approval of Projects Time Limit for Approval of ProjectsTime Limit for Approval of Projects ► - Anticipatory Approval Anticipatory ApprovalAnticipatory Approval ► - Anticipatory Approval of Communication Projects Anticipatory Approval of Communication ProjectsAnticipatory Approval of Communication Projects ► - Administrative Approval Administrative ApprovalAdministrative Approval ► - Issuance of Administrative Approval Issuance of Administrative ApprovalIssuance of Administrative Approval ► - Concept Clearance for Foreign Aid Negotiation Concept Clearance for Foreign Aid NegotiationConcept Clearance for Foreign Aid Negotiation ► - Provincial Projects Provincial ProjectsProvincial Projects ► - Federal Ministries/Attached Departments Projects Federal Ministries/Attached Departments ProjectsFederal Ministries/Attached Departments Projects ► - Public Private Partnership Projects Public Private Partnership ProjectsPublic Private Partnership Projects

13 ► PROJECT IMPLEMENTATION AND MONITORING ► ► - Project Management & Supervision Project Management & Supervision Project Management & Supervision ► - Appointment of Project Director Appointment of Project DirectorAppointment of Project Director ► - Increase in Scope of Work and Delay in Execution of Projects Increase in Scope of Work and Delay in Execution of ProjectsIncrease in Scope of Work and Delay in Execution of Projects ► - Project Execution/Supervision-Development of Management Information System (MIS) Project Execution/Supervision-Development of Management Information System (MIS)Project Execution/Supervision-Development of Management Information System (MIS) ► - PERT/CPM Techniques PERT/CPM TechniquesPERT/CPM Techniques ► - Steps in Project Formulation/Implementation Steps in Project Formulation/ImplementationSteps in Project Formulation/Implementation ► - Listing of Activities Listing of ActivitiesListing of Activities ► - Acquisition of Land Acquisition of LandAcquisition of Land ► - Tendering of Civil Works and Award of Contracts Tendering of Civil Works and Award of ContractsTendering of Civil Works and Award of Contracts ► - Procurement of Machinery and Equipment Procurement of Machinery and EquipmentProcurement of Machinery and Equipment ► - Local Purchase/Fabrication Local Purchase/FabricationLocal Purchase/Fabrication ► - Foreign Procurement/Utilization of Foreign Aid Foreign Procurement/Utilization of Foreign AidForeign Procurement/Utilization of Foreign Aid ► - Submission of Completion Report Submission of Completion ReportSubmission of Completion Report ► - Project Review and Monitoring Project Review and MonitoringProject Review and Monitoring ► - Progress on PC-III Proforma Progress on PC-III ProformaProgress on PC-III Proforma ► - Progress Review by the Ministries/Divisions Progress Review by the Ministries/DivisionsProgress Review by the Ministries/Divisions ► - Project Review Groups Project Review GroupsProject Review Groups ► - Review of Foreign Economic Assistance and Problematic Foreign Aided Projects by the Committee Review of Foreign Economic Assistance and Problematic Foreign Aided Projects by the CommitteeReview of Foreign Economic Assistance and Problematic Foreign Aided Projects by the Committee ► - ► -

14 ► Project Monitoring Project Monitoring Project Monitoring ► - Role in the Project Cycle Role in the Project CycleRole in the Project Cycle ► - Conceptual Definition Conceptual DefinitionConceptual Definition ► - Kinds of Monitoring-Internal Vs External Kinds of Monitoring-Internal Vs ExternalKinds of Monitoring-Internal Vs External ► - Monitoring Indicators Monitoring IndicatorsMonitoring Indicators ► - Institutional Arrangements Institutional ArrangementsInstitutional Arrangements ► - Progress Monitoring Proformae Progress Monitoring ProformaeProgress Monitoring Proformae ► - ECNEC Decisions ECNEC DecisionsECNEC Decisions ► - NEC Decisions NEC DecisionsNEC Decisions ► - Monitoring Methodology - Methods and Techniques Monitoring Methodology - Methods and TechniquesMonitoring Methodology - Methods and Techniques ► - Project Selection Criteria Project Selection CriteriaProject Selection Criteria ► - Collection of Monitoring data Collection of Monitoring dataCollection of Monitoring data ► - Monitoring Teams Monitoring TeamsMonitoring Teams ► - Progress Monitoring Reports Progress Monitoring ReportsProgress Monitoring Reports ► - Inter-Agency Meetings Inter-Agency MeetingsInter-Agency Meetings ► - Performance Auditing Performance AuditingPerformance Auditing ►

15 Project Control Cycle. Establish the Standards Collect the performance Data. Compare with the standards Take the corrective actions Monitoring Evaluation Resolve Feedback

16 Project Management & Supervision 1.The objective of any effort in project planning and analysis is to have a project that can be implemented to the benefit and socio-economic uplift of the society. 2.The Project Director is appointed, staff of all categories arranged, the detailed designs got prepared, if need be, with the assistance of consultants, contractors pre-qualified and short-listed, tenders floated for civil works, equipment, and their installation, contracts awarded, all in timeliness with the objective of initiating the operations and getting them fully underway for achieving the goals envisaged without any time and cost over-run, in order that the economic benefits accrue according to the promises made in the scheme. 3.For achievement of the stipulated targets and tangible returns, however, it is imperative to entrust the management and supervision of the project during the implementation stage to capable and competent hands of required qualifications, experience and calibers.

17 CASH PLAN General The Cash Plan has to be prepared on the basis of allocations made in the PSDP for the next financial year. Provide name of the ministry/division along with Project and PSDP allocations. The serial number of the project as reflected in the PSDP may also be provided. The actual expenditure are the expenditure actually incurred on the project. The funds transferred to PWD/C&W department are not expenditure rather it is deposited with the department to be spent on behalf of executing agency. The expenditure incurred by PWD/C&W department may be shown as an expenditure. Object/Functional Classification The classification and head of expenditure as given in the chart of account of PIFRA Items of Expenditure The major components of expenditure have been identified in the Cash Plan. However the items of expenditure may vary from project to project. The executing agency may incorporate any additional item of expenditure as per approved items of expenditure given in the PC-I The executing agencies can further bifurcate an item of expenditure if required.

18 Approved Cost as per PC-I Provide item-wise approved cost as reflected in the PC-I. Cumulative Expenditure Provide item-wise, cumulative expenditure up to the end of last financial year. Quarterly Financial Targets The cash requirements be worked out on the basis of quarterly physical activities proposed to be undertaken in the next financial year. Ensure a relationship between items of Work Plan and cash requirements of different items of work.

19 WORK PLAN General ► The Work Plan has to be prepared on the basis of activity chart annexed with the Work Plan. ► Identify the activities to be undertaken on the basis of PSDP allocations for next financial year. ► The activities have to be developed in line plan or bar. ► In case, PSDP releases are not lapsable, the executing agency is required to prepare a separate Work Plan for the unspent releases. ► Items of Work ► The items of works are the same as indicated in the Cash Plan. In case of addition of any item in cash plan, it may also be added in the Work Plan. ► Unit ► Please indicate the Unit of measurement. It can be kanals, acres, hectare for land and sq. ft. for civil works etc. ► Scope of Work ► The approved scope of work in quantifiable terms as per PC-I be provided. ► Physical targets/items of work be provided in absolute figures and not in percentages.

20 ► Cumulative Physical Progress ► Item-wise cumulative Physical progress up till 30th June of the last financial year be provided. ► Quarterly Physical Targets ► The quarterly physical targets are developed on the basis of activities identified and time allocated for each activity in activity chart. ► The activity-wise targets developed be reproduced under quarterly Physical targets. ► Out Put Indicators ► Indicate output of the project in quantifiable terms (if applicable) during the financial year. ► ACTIVITY CHART ► Activity charts have been developed to identify the time required in undertaking an activity. ► Relationships between different activities have to be developed. An activity can be undertaken after completion of previous activity or a number of activities can be undertaken simultaneously. ► Time required to undertake an activity can be identified by line or bar. ► Activity chart will not be developed for  POL, repairs and maintenance.  Stationery utilities etc.  Contingencies.


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