IRCT SSA REGIONAL WORKSHOP th DEC, 2012 By Dr. Uju Agomoh EXECUUTIVE DIRECTOR, PRAWA & IRCT EXECUTIVE COMMITTEE/COUNCIL MEMBER

 Concept Definition and clarification  Functions of Proper Project Conceptualisation & Design (Why have a proper project conceptualisation and design?)  Achieving A good Project Conceptualisation (What Steps to Undertake?)  The Art of Project Design  Assessing the Quality of Your Project Design  Key to Accessing Funding

 What is A Project Conceptualisation (Like the birth of a Child or an Idea but with the intention to implement or execute this in form of a project). - The IDEA..... EVERY GREAT BUSINESS/THING STARTED AS AN IDEA..... A DREAM OF HOW TO OVERCOME A PROBLEM/CHALLENGE ‘ An God said, Let us make man in our image, after our likeness: and let them have dominion over the fish of the sea.... Fowl of the air... The cattle, and over all the earth,... Over every creeping thing....’ Gen 1: 26

Like building a house or nurturing a child..... What are the things... Steps and other resources or conditions required to be put in place to address the identified problem and reached the expected outcome? This should also indicate: - What work will be performed, - Who will do it, - When will it be done, -Who is responsible for what and - How the project will be managed, monitored and controlled The problem + solution(s) + means of arriving at the solution(s) + specified duration + identified resources = Project Design

Expected Outcome The Problem Specified Time frame Required Resources Steps/Activities to address these

 (Why have a proper project conceptualisation and design?).  On Project Conceptualisation: 1. Promotes action and initiative... The first step 2. Develop / Builds spirit of innovation, resourcefulness and problem solving skills amongst staff 3. A good project conceptualisation increases the chances of success of the project On Project Design: 1. To effect a proactive approach not merely REACTIVE 2. To help manage project expectations 3. To ensure quality assurance / meeting standards 4. To help cost baseline, work estimates, project schedule 5. To help develop a risk response strategy and effectively manage the project risks

NOTE: WHILE THE PROJECT CONCEPTUALISATION & DEFINITION FOCUSES ON WHAT THE PROJECT WILL DO, THE PROJECT DESIGN & PLANNING FOCUSES ON HOW THE PROJECT WILL GET IT DONE.

STEP 1: Understand the problem (the issue, the causal factors, historical and cultural perspective of the problem), the political, environmental and economic context, etc. STEP 2: Articulate the purpose, goals/objectives, success criteria, project context (how does this fit into the organisation’s vision, mission, strategic plan, etc), project dependencies, scope STEP 3: Identify the project assumptions, constraints, risks and stakeholders STEP 4: Design the project approach (consider also alternative project approaches, organisational change issues, policies and standards, preliminary cost, schedule and resource estimates)

STEP1 STEP 2 STEP 3 Understand the Problem Understand the cultural, historical, political, environmental and economic context Articulate the purpose, goals, objectives, success criteria, Determine the project dependencies and scope Identify the project assumptions, constraints, risks and stakeholders STEP1 STEP 2 STEP 3 & 4 Understand the Problem Understand the cultural, historical, political, environmental and economic context Articulate the purpose, goals, objectives, success criteria, Determine the project dependencies and scope Identify the project assumptions, constraints, risks and stakeholders Design the project Approach

 (Ref Gregory M. Horine, 2005; Absolute Beginner’s Guide To Project Management, Que Publishing: USA at page 45) - Is it clear why this project is being undertaken? - Is there a clear picture of the desired results of this project? - Is there a clear picture of how this project fits within the organisational landscape? (How does this project fit with the other projects that are going on or planned? What organisational level goal(s) does this project support?) - Do you understand who is (likely) funding the project initiative? - Is there a gap between available and needed funds?

- Is the gap between the current state and the desired future state clearly articulated, understood and documented? (What is the expected benefit from the project)? - Has the expected ‘change impact’ on existing organisational or business processes, customers, systems and staff been clearly articulated, understood and documented? (Who is impacted by this and who must be involved)? - Have the success factors been identified? Are they complete? Are they SMART (Specific, Measurable, Achievable, Realistic and Time-bound) (How will we know when we are done or if the project was successful)?

The purpose of Project Design / Planning : ‘To develop a plan (strategy / process) that enables the project to be executed and controlled..’ (from the point of initiating to the point of closing). Gregory Horine ibid at page 50 Project Design versus Project Planning: - Project Design indicate an activity performed at the beginning of a project. - Project Planning is a continuous process and to achieve a comprehensive plan, several inputs must be integrated and several reviews and adjustments may be undertaken.

 STEP 1: Identify - How the deliverables (outputs) will be produced, - What work tasks must be performed to produce the deliverables/outputs, - Who will do the work, - What other resources (e.g. tools, facilities) do we need to do the work, - Where will the work occur, - How long will it take to do the work, - How much will the project cost, - What skills (incl. skills level) and experiences are needed for each role, and what stage of the project these are needed

 STEP 2: Decide - When the resources are needed and how to get the resources, - Who is accountable for what, - How will change be controlled, - How will acceptable quality be ensured both in the deliverables and in the process, - How will stakeholders be informed and participate in the project (giving feedbacks and what medium to be utilised), and -How will critical issues be tracked and monitored.

 STEP 3: Indentify -How will variances be managed, -What communication need to occur, -What risks and response strategies to address these, - How the project team be managed -When the resources are needed - How to get the resources, - Who is accountable for what, - How will change be controlled, - How will acceptable quality be ensured both in the deliverables and in the process,

 STEP 4 Identify - How stakeholders be informed and participate in the project (giving feedbacks and what medium to be utilised), - How will critical issues be tracked and managed, - What training needs exist, - How will performance be measured/evaluated, -How will new members be orientated - How will external vendors/resource persons/ consultants/ volunteers / suppliers performance be ensured, and - How will the project performance be measured, documented and reported. DO I HAVE A PLAN / DESIGN THAT WILL ENABLE ME EXECUTE AND CONTROL THE PROJECT !!!

Validate the project conceptualisation/definition Determine what needs to be done & Resources Required Determine Acceptable Criteria Acquire resources Estimate Work Develop the work schedule Update Roles & Responsibilities Plan for Change Plan for Project Information Plan for issues Plan for Quality Plan for Communication Update Project Organisation Determine project costs and budget Determine project control system Plan for team Management Plan for Procurement, Project commencement & Execution

A Good Project Design and Plan should cover the following: - Change Control Plan - Communication Plan - Management Plan - Procurement Plan - Quality Management Plan - Responsibility Matrix (project roles and responsibilities) - Resource Management Plan - Risk Management and Response Plan - Variance Management Plan

 A well conceived and designed project is a step toward securing funding but THIS IS NOT ENOUGH!!!

 1. Know the source/location of the funds and how to access this. Know the funding/donor organisations including foundations, bi-lateral, multi-lateral, private sector etc.) - What is their strategy, mission, interest area, budget, funding cycle, past funding etc Get the donor to know of your centre’s work or knowledge of the thematic issue (Torture Prevention and Rehabilitation of Torture Victims).  3. Know the necessary linkages and synergies that need to be made to increase your delivery/impact and ability to access the funds.  4. Prepare a good Proposal

The Structure of the Proposal may differ from one organizations/donors to another but it may include the following: 1. Introduction/Background 2. Goal/Aims/Objectives 3. Planned Activities 4. Anticipated Impact 5. Project Output 6. Indices of Assessment / Evaluation 7. Anticipated Risk / Strategies to Mitigate these 8. Reporting Procedure (Internal and External) 9. Budget 10. Annexure

 The work does not end with securing the funding....  BUT – The project MUST be well implemented and  FUNDS GIVEN MUST BE WELL ACCOUNTED (If NOT you close the door for your FUTURE FUNDING....)

FOR LISTENING!!!