1. Training on Project Development and Management
Participatory Planning

2. Norms

3. Activity: Group Work
Group Exercise: Expectations and Fears

4. Goal
To develop understanding about Project Development and Management among Mid Career Professional
Continued

5. Objectives
To introduce project management tools/ techniques and its uses
To define project and its activities
To differentiate between project development and management

6. Objective
To become familiar with the main steps involved in Project life cycle.
Describe various phases of project life cycle
To provide necessary background for the working group exercise on the Project Planning Matrix

7. Activity: The Cabbage

8. What is Project？
A project is a temporary/short term process or clear set of activities, which has clearly defined start & end time, a set of task and a budget that is developed to accomplish a well defined goal or objective to support program
Project must have;
Clearly define objective/ goal or desired outcome (Output)
Implementation timeframe and
An established budget & resources (Input) in term of 5Ms of a project
(Men, Money, Machines, Materials & Man-hours)

9. Specification of Project
Objective
Activities ⇒ Outputs
Duration
Budget（Input)
Resources (Input)
An undertaking for the purpose of achieving established objectives, within a given budget and time period.

10. What is inputs & outputs?
Personnel, materials, equipments, facilities and funds required by the project.
Outputs
Strategies for achieving the Project Purpose
Activities
Specific actions taken to produce Outputs

11. Specification of Project Link with Program
Project is always fall or linked to program in order to increase the impact on development aspect and to create synergy in effort to achieve over all goal/objectives of program and ultimately organization
Project is a strategic support to achieve development goal and objective of program
Project has LIMITED RESOURCES to reach planned objectives

12. Difference between Program & Project
Long term
Predefined timeframe
Broad Objective and Vision
Clearly defined objective, inputs and outputs
Having its own identity
Project is to provide strategic support to create synergy in effort to achieve over all goal/objectives
Program is like an umbrella
Project is fall under this umbrella as a supportive part of program
Implemented by the partner organizations or may be supported by partner organization

13. Example of Project and Program
Name of program: Environment life
Development objective:
Rural resource mobilization to meet the challenges of environment deterioration and energy crises of the country
Projects
Tree plantation
Installation of biogas plants
Construction of smokeless stoves
Garbage management
Effective utilization of farm yard manure
Promotion to use natural fertilizer
Techniques to utilize sunlight as source of energy

14. Activity: Group Work
Group Exercise: Problem and solution

15. Don’t Think

16. What is Management
Management is a continuous process to organize and utilize 5M (Men, Money, Machines, Materials & Man-hours) for the achievement of define goal/ objective/ output. OR
Management is a process of setting and achieving goals through the execution of the 4 basic functions of management: planning, organizing, directing and controlling, by utilizing human, financial and material resources

17. 4 Basic Functions of Management
Planning
Organizing
Directing and
Controlling

18. What is Project Management
Project management is the process of Planning, Organizing & Managing task & resources to accomplish a definite objective, usually within constraints on time, resources or cost.
Project management is a process of combining system, techniques and knowledge to complete a project within established goals of time, budget and scope.

19. Why Project Management

20. Keys to Project Success

21. Clear Direction; 5W
what,
why,
who,
when, where,
How

22. Strong Project Managemnet

23. Strong Team and Team Work

24. Team Leader Must be a Good Team Player

25. Strong Decision Making Structure

26. Good Communication

27. Excellent Record Keeping System

28. Successful Project Management
Within Time Within Cost Using resources effectively and efficiently Within the main framework of organization Within the organization culture Accepted by the Stakeholder

29. Four Constraints to PM RISK QUALITY Scope Schedule/Time
Budget/Resources

30. Activity: Brainstorming
What the constraint means The role it plays in the project Why is it important to pay attention

31. Why this matter to you
Where we are because of some technical or specific set of skill
If you want to get things done you need a good blend of
Technical knowledge of PD&M
People Management
Resources management
To be focused

32. Project Management Tools & Methods
Module 2
Project Management Tools & Methods

33. Logical Framework Analyses
Objectives
To be familiar with project cycle management tools and methods
To introduce most commonly used management tool and its uses i.e.
Logical Framework Analyses
To become familiar with the main steps involved in conducting an LFA
To provide the necessary background for the working group exercise on the Project Planning Matrix (PPM)

34. What is Project Cycle ? Project identification Project formation
Appraisal
Implementation
Monitoring
Plan revision
Evaluation
Feedback

35. Development of PCM Method
Late 1960s Logical Framework (USAID)
➢ International Agencies introduce the Logframe
Early 1980s ZOOP (GTZ)
　Objectives-Oriented Project Planning
➢ European countries adapt the ZOPP
Early 1990s PCM(FASID)
➢ JICA begins full-scale introduction of the PCM

36. Project Cycle Management
PDM

37. Simple and commonly used Management approach
Logical Framework Analysis/Approach (L F A) OR
Goal Oriented Project Planning (GOPP)
Objective-Oriented Project Planning (OOPP)
Participatory, Objective-Oriented Planning
Continued

38. What is LFA The LFA is a project design methodology
Log Frame is a document
“A set of designing tool/designing approach that, can be used for planning, designing, implementing and evaluating projects or programes”

39. 3 Major Stages in LFA Analyses Stage Planning Stage Implementing Stage

40. Major Steps in LFA Situation Analysis Strategy Analyses PPM
Stakeholder
Problem
Objective
Strategy
Analyses
Matrix
PPM
Assumptions
Objective Indicators
Verification
Implementation

41. Why Analysis PROJECT SOLUTION THREATS STRENGTH OPPORTUNITIES
WEAKNESSES
THREATS
SOLUTION

42. STEP1: Situation Analysis
The analysis phase is the most critical and difficult phase but analysis existing situation is important for; Objective development for addressing real needs

43. 1- Stakeholders Analysis
What is stakeholder? “Group, organization, individual, who may have an influence on a situation/project or are themselves affected by it.”

44. 1 Stakeholder Analysis Is an analysis of the Problems Fears Interest
Expectation
Restriction and
Potential
Groups
Donor
Implementing
Agency
Other Project
Individual

45. 1 Stakeholders Analysis
Identify the issues, problems, and current conditions of the target area through analyzing the area and local residents targeted for assistance, related groups, related organizations and agencies.
Focus on people and organization.
Tentatively select a target group.

46. Key Questions to Stakeholder Analysis
Who will be involved in the Logframe development
Where will be development be conducted
Who will facilitate
What background material and expertise are needed
What material and logistic are required

47. 2 Problems Analysis What are the problems the project is addressing?
What are the root cause of those problems?
What is the larger picture in which those problems and their root causes exist?
What are the links between the problems?

48. 2 Problems Analysis
Problems Analysis visually represents the causes and effects of existing problems in the project area, in the form of a Problem Tree. It clarifies the relationships among the identified problems.

49. Problem Tree

50. 2 Problems Analysis Example of a Problem Tree
Poor Health
Pollution
Deforestation
Growing use of automotive
Insuffcient Diet
Lack of purchase Power
Food crises
High inflation rate of food product
Poor quality /unhealthy food

51. Rules for Writing Problems
Write in a Sentence.
Make Clear “Subject and Object”.
2. Avoid “No Solution”.
Avoid Generalization.– Be Specific.
Don’t Write a Cause and Effect in One Card.
Be Specific Whose problem.

52. Group Activity
Problem Tree

53. Working together

54. Tips of Working Together for Analysis
Analyzing step by step
Consensus
Cards
&Board
Working as a team
Visualizing ideas
Brainstorming

55. 3 Objectives Analysis A procedure for systematically Identifying
Categorizing
Specifying
Balancing out ( if required) objectives
Objective is always for addressing needs to reduce effect of causes /resolve problem

56. Objective Analysis
Objective analysis & problem analysis influence each other.
The more information about the problem solution the more you can formulate objectives
OBJECTIVES TREE is required for objective analysis

57. Objective Tree The problem tree is transformed into an objectives tree
Problems are restated as objectives
Positive mirror image of the problem tree
The objectives tree considered as an “Ends- Means” diagram.
Continued

58. What is ENDS-MEANS’ Diagram?
Top of the Objective tree is the end that is required/ desired
Lower level are the means to achieving the end
Based on this objectives tree, certain means are feasible and some may be outside the scope/ objective of problem

59. Objective Tree
The Means of “Objective Tree” provide the foundation for developing
Programmes
Projects or
Strategies
To address the problem

60. Strategy Analysis
Strategy analysis phase involve the selection of a strategy to achieve the desired results
Strategy analysis is a process in which specific project strategies are selected from among the objectives and means raised in Objectives Analysis, based upon selection criteria
Continued

61. There are many solution for one problem
Strategy Analysis
.Always remember;
There are many solution for one problem
They must be a suitable steps towards the attainment of identifying objectives
Strategy analysis or analysis of alternatives in a systematic way of searching for and deciding on problem solutions

62. Many Solution of one Problem

63. Strategy Analysis Strategy Analysis;
Searching for and deciding solution
Follows the problems and objectives analysis
Prerequisite to deciding action strategy

64. Conducting a Strategy Analysis
Ordering sequence of the problem and objectives tree
Clustering objectives
Feasibility of different intervention
Main objective becomes the project purpose and the lower order becomes the outputs or results and activities

65. Conducting a Strategy Analysis
Point to be considered Overall concepts, strategic plan, objectives People, target groups, organization agencies Methods, procedures, processes Technology, Services, Products, Outputs Measure, actions, materials, inputs

66. Conducting a Strategy Analysis
Point to be considered Overall concepts, strategic plas, objectives People, target groups, organization agencies Methods, procedures, processes Technology, Services, Products, Outputs Measure, actions, materials, inputs

67. Introduction to Project Planning Matrix
Module 3
Introduction to Project Planning Matrix
(PPM)

68. Objective
To provide the necessary background for the working group exercise on the Project Planning Matrix (PPM)

69. What is PPM A one page summary that tell us;
Why a project is carried out (Who/ what will benefit
What the project is expected to achieve
How the project is going to achieve its outputs/ results (Measures executed)
Which external factors are crucial for the success of project (Risk and fram conditions)

70. What is PPM
Which external factors are crucial for the success of project (Risk and frame conditions) How we can assess the success (Indicators) Where we will find the data required to assess to success(Means of verification)

71. Project Planning/ Design Matrix（PPM）
Narrative Summary
Objectively Verifiable Indicators
Means of Verification
Important
Assumptions
Overall Goal
Project Purpose
Results/Outputs
Activities
Inputs :
Pre-conditions

72. PPM Vertical Logic Project Purpose Overall Goal Outputs Activities
Objectives that the project should achieve within the project duration
The development outcome that project expected at the end of the project
Overall Goal
Direction that the project should take next
The broader development impact to which the project contributes- at national and sect oral level
Outputs
Strategies for achieving the Project Purpose
Activities
Specific actions taken to produce Outputs

73. PPM Horizontal Logic
Objectively Verifiable Indicators
Standards for measuring project achievement.
Means of Verification
Data sources from which indicators are derived.
Inputs
Personnel, materials, equipments, facilities and funds required by the project.
Important Assumptions
Conditions important for project success, but that cannot be controlled by the projects. Whether these conditions develop or not is uncertain.
Preconditions
Conditions that must be fulfilled before a project gets underway

74. Characteristics of PPM
Participatory Approach
Logicality
Problem-Solving
Transparency
Consistency

75. Formation of the PPM
The project Plan Matrix (PPM) is formed through elaborating the major project components and plans based on the approach selected. The format of PPM is similar to that of the PCM/ PDM and Logical Framework, and therefore can be commonly used worldwide.

76. PPM Appraisal
The PPM Appraisal is conducted by an aid agency to ensure the project plan. It is composed of the following stage:
(1) Examination of the details of the PPM elements; (2) review of the PPM formation process; (3) examination from the perspective of the five evaluation criteria.

77. Plan of Operations
The Plan of Operation is prepared by the project implementers, based on the PPM and other information. It is an effective tool for project implementation and management, and provides important data for monitoring and evaluation of the project.

78. Example: Format of Plan of Operation
Activities
Expected Results
Schedule
Person in Charge
Implementer
Materials and Equipment
Cost
Remarks
1-1
1-1-1
1-1-2
2-1
2-1-1
2-1-2

79. Module 4 Monitoring and Evaluation

80. Monitoring and Evaluation
The Five Evaluation Criteria
Efficiency
Effectiveness
Impact
Relevance
Sustainability

81. Efficiency Effectiveness Impact Relevance Sustainability
The productivity in project implementation. The degree to which Inputs have been converted into Outputs.
Effectiveness
The degree to which the Project Purpose has been achieved by the project Outputs.
Impact
Positive and negative changes produced, directly or indirectly, as a result of the Implementation of the project.
Relevance
The validity of the Overall Goal and Project Purpose at the evaluation stage.
Sustainability
The durability of the benefits an and development effects produced by the project after its completion.