Presentation on theme: "Project Cycle Management"— Presentation transcript:
1 Project Cycle Management Albert KomboApril – May 2011NairobiWelcome 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 initiationProposal developmentDonor appraisalStart upImplementation & monitoringEvaluation & impact analysisPhase outP1 - Conceptual DesignP2 – AdvancedDevelopmentP3 - Detailed DesignP4 – ProductionP 5 - Termination
4 The Cycle Start Up Donor Appraisal Implementation Proposal Development PerformanceManagementAccountabilityTransparencyAppoint staffSet up officeMake purchasesSteering committeeBaseline surveyStart UpNegotiate with donorRevise budgetSign agreementDonor AppraisalPlanningBudgetingProposal writingOrganization’s strategySituation analysisConcept noteProposal DevelopmentInitiationPrepare final reportPresent finalMid-term evaluationProject evaluationLessonsEvaluationPhase OutInterventions/activitiesMonitoring & recordingImplementation
5 Project Initiation (1) Source `concept notes through: Strategic framework outlining gaps in implementationSpecific requests for concept notes on certain topicsResponse to donor requestLessons learned in existing projectsRequest from stakeholdersNeeds assessmentsFunding need for existing project
6 Proposal Development (2) Identify potential donors & stakeholdersShare concept notes with donors; select prospective donorsSituational analysis & stakeholder consultationProblem analysis: Identify gaps & opportunitiesLogFrame; include indicators & M&E frameworkPrepare draft proposalReview with stakeholders; Finalize proposal
7 Donor Appraisal & Decision (3) Revise to include donor inputsRe-submit revised proposalAppropriate f-up with donorsContract negotiationCo-financing source identified if requiredOrganization signs contractDe-briefing on proposal & negotiation process with organization & stakeholdersOfficial launch
8 Project Start-up (4) Establish job descriptions for staff Recruit & orient new/existing staffStakeholder review of proposal??Review indicators for measurement of objectives with stakeholdersDevelop/finalise M & E frameworkEstablish workplan & budgets based on logframeEstablish officeEnsure systems in place for programme, financial & performance management, & staff feedbackPerformanceManagementAccountabilityTransparentAppoint staffSet up officeMake purchasesSteering committee Baseline surveyStart upDonor appraisalProposal developmentProject initiationEvaluationPhase OutImplementation
9 Implementing & Monitoring (5) Baseline study on agreed indicatorsRoutine monitoring; review budget against work planOutline learnings & innovationsIdentify gaps, suggest new developmentsWrite new concept paper if necessary; develop & submit new project proposal if necessaryIdentify new partners
10 Evaluation & Impact Analysis (6) Evaluation and Impact AnalysisAd hoc assessment as appropriateEstablish TOR for evaluation / impact analysis (norm is participatory = team + stakeholders)Select evaluatorsPrepare for & conduct evaluationPresent report to team + stakeholdersFinalize evaluation reportDecide on recommendationsPerformanceManagementAccountabilityTransparentStart upDonor appraisalProposal developmentProject initiationMid-term evaluationProject evaluationLessonsEvaluationPhase OutImplementation
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 yearIdentify & agree with partners to sustain activities or otherwisePlan end-line evaluation activitiesCommunicate to partners about exit planDispose of assets as per contractCollect all project outputs /materialsPrepare final reports; final presentation (internal & /or external)Obtain donors & partners sign off on completionTerminate /relocate HR contracts5
15 Critical Success Factors Fulfillment of stakeholders expectationsProject completed on timeExpenses as or less as per planned budgetCustomer operates the project resultDilemma/problem is solved by the projectProject affects positively the userProject improves existing performance
16 Stakeholders Mapping LEVEL OF INTEREST B KEEP INFORMED A LOWHIGHBKEEP INFORMEDAMINIMAL EFFORTDKEY PLAYERSCKEEP SATISFIEDLOWPOWERHIGH