PROJECT MANAGEMENT and Proposal Writing

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PROJECT MANAGEMENTandProposal Writing
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Workshop Objectives

• The objective of this workshop is to provide an
  opportunity for the participants to
• Acquire the knowlege and talent to plan, execute
  and evaluate projects in accordance with
  internationally accepted quality creteria

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PART I. DEFINITIONS

• Planning
• Project
• Project Cycle
• Project Cycle Management
• Logical Framework

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1. Planning

• Planning, in general, is a process
• to answer the questions of what, where, when,
  why, how, for whom, by whom and at what cost
  (7W,1H) for the accomplishment of an objective
  and
• to record the answers in a systematic way.

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2. Project

• Project is a document in which the answers to
  7W,1H questions in connection with the
  accomplishment of an objective is recorded in a
  systematic way.
• however, leads us quickly to a realization that
  three factors differentiate projects from routine
  operations
• uniqueness
• a temporary nature
• progressive elaboration.

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3. Project Cycle
A series of interconnected stages of activities
that are necessary for the accomplishment of an
objective in an effective way

• The stages are
• Project idea
• Situation anaylysis
• Planning
• Financing
• Implementation
• Evaluation

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3. Project Cycle
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4. Project Cycle Management PCM

• a process of implementing certain rules and
  principles for an effective execution of all
  stages of the project cycle,
• developed as a reaction to classical approach
• based on Logical Framework

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5. Logical Framework(LM)

• LM is a method of analysis and a way to present
  core information about a project. It is intended
  to
• Provide consistency
• Reveal contradictions
• Facilitate efficiency in the management of a
  project

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PART II. PROJECT CYCLE
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1. Project idea

• The emergence of a project idea is the first
  stage of the project cycle.
• A project idea may emerge as a result of a need,
  observation, consultation or existing of a grant
  in an area.

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2. Analysis

• A process of collecting and evaluating the
  information related to a project idea.
• At this stage,
• related information is collected
• existing conditions are determined,
• Analysis of the partners, problems, objectives,
  and strategies is made
• Project objectives are determined.

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3. Planning
H
W
W
W
W
Planning is a process to answer the 7W,1H
questions related to the accomplishment of an
objective and record the answers in a systematic
way
W
W
W

• At this stage
• The 7W,1H questions related to the accomplishment
  of an objectives are answered and
• The answers are recorded in a systematic way to
  form a project document.

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3.1. Sustainability

• Maintaining the activities and the benefits of a
  project through local dynamics after the project
  period is over and the outside help and
  interventions are no longer available.

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4. Financing

• A process to obtain financial resources to be
  used for the project activities

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5. Implementation

• A process to
• put into practice the answers of the7W,1H
  questions related to the accomplishment of an
  objective

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6. Evaluation-1

• Making a qualitative judgement about something.
• At this stage
• The results are compared with the objectives to
  determine the
• - strengths and weaknesses of the project
  activities and
• - ideas to be taken into consideration to
  improve future implementations

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6.1. Evaluation-2

• Periodic evaluation for activity objectives
  (outputs)
• Final evaluation for project objectives
  (outcomes)
• Impact evaluation for the general objectives
  (overall objectives) to which the project
  objectives are intended to Contribute (impact)

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PART III. LFA
a process of implementing certain rules and
principles for an effective execution of all
stages of the project cycle
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2. The Functions of the Logical Framework

• The most important aspects of the project is
  summarized in boxes
• The long term contribution of the Project
  (General Objectives)
• The objectives at the end of the project period
  (Project Objectives)
• Expectations from the project (Verifiable
  Indicators)
• The ways the project will realize the objectives
  (Activities)
• Risks for the project (Assumptions)
• Sources of verification (Verifications)
• The cost of the project (Cost)
• Required conditions to start the project
  (prerequisits)

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4. Stages of Logical Framework
Analysis
Planning
6. Logical Framework Presenting the substance
of a project under the heading of objectives,
indicators, verification and assumptions 7. Work
Plan Indicating the name, place, time,
objective, method, clientele, people in charge
and the cost of the activities to achieve an
objective 8. Budget Listing the cost of
different items related to the activities in a
project..

1. Situation Analysis Determining the existing
   conditions regarding the target populaton and
   project.area.
2. Problem Analysis Establishing the cause and
   effect relationships and illustrating the
   hierarchy of problems (problem tree)
3. Stakeholder Analysis Identification of the
   people invoved in and affected by the project
   and the opinions they would have
4. Analysis of Objectives Establishing the
   means-end relatinships.and illustrating
   thehiararchy of objectives (Objective tree)
5. Analysis of strategies Selecting a strategy to
   achieve a desired objective

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3. Logical Framework Matrix
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4.1. Situation Analysis
Determining the existing conditions and problems
regarding the target populaton and project area.
Titles for the Situation Analysis

• Cultural life
• Human and Social Capital
• Environment
• Government Policy

• Geography
• Infrastructure
• Economy
• Social life
• Health

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4.2. Problem Analysis

• To establish the hierarchy of problems in the
  light of the cause and effect relationships to
  find the focal problem
• To Illustrate the hierarchy of problems in a
  problem tree to form a base for the objectives

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4.2.1. Problem Tree Causes and Effects
Relationships
EFFECTS

CAUSES
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4.2.2. Sample Problems

• Ignorance of mothers on child nutrition
• Malnitrution for the children
• Inedequate health clinics
• Limited access to services
• Inedequate vaccination
• In the last one year child mortality has
  increased 10
• Infectious diseases increased

• Unemployment
• Inedequate infrastructure
• Low education level
• Faulty sewage system
• No purification system in the tire factory
• No clean drinking water
• Epidemic disease
• Low income level

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4.2.4. Problem Tree
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4.3. Stakeholder Analysis (S.A)

• a process
• To identify the people involved in and
• effected by the project (Stakeholders)
• To determine the opinion of the stakeholders and
• To facilitate their contribution to the
• project activities at all stages of the
  project cycle

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4.3.1. Stakeholders

• A- The owner of the project Those who prepared
  the project
• B- Partners Those who make contributions and
  take responsibility
• C- Target group Those who benefit directly and
  from the project.
• D- Other Stakeholders
• 1. Ultimate beneficiaries Those who,
  benefit indirectly form the project.
• 2. Opponents Those who suffer, due to the
  Project
• 3. Participants Those who make financial,
  administrative and technical
  contribution but do not take responsibility.

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4.3.2. The Parties and the Subjects in S.A.

• Project Owner
• Partners
• Target Group
• Others

• Identification Info.
• Objectives and their stakes
• Strengths and Weaknesses
• Opinions

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4.4. Objective Analysis

• a process to
• Determine the objectives parallel to the problems
  by stating the problems in a positive terms and
• form an objective tree (target tree) in the light
  of ends and means relationships

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4.4.1. From Problem to Objective

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Objective
Problem
High rate of child deaths
To reduce the rate of child deaths
High rate of infectious diseased
To reduce the rate of infectious diseases
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4.4.1. Objective Tree
Turning negative conditions into positive in a
certain time

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ENDS
Overall Objective
Project Objectives
Outputs
MEANS
Activities
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4.4.2. Levels of Objectives

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Overall Objectives
High level objective to which the project
Contributes
Sustainable benefits for the target group
Project Objectives
The product of the activities
Outputs
Actions undertaken to realize the project
objectives
Activities
Means
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4.5. Strategy Analysis

• Strategy Analysis is a process to
• Determine the available resources and limitations
• consider alternative ways to solve the problems
• Eliminate the targets beyond available means
• Choose the proper strategy

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4.5.3. Objective Tree -Beykent Case
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4.5.4. Strategy Analysis-Beykent Case

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Eliminated targets
Choosen Strategy
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4.6. Logical Framework Matrix

• a method of presenting the results of target
  analysis in a systemastic and logical way to
  provide consistency and avoid contradictions
• It shows
• The causal relationships between different levels
  of objectives,
• Success indicators
• Sources of verification
• Assumptions

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4.6.1. Logical Framework Matrix
Outputs
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4.6.2. Building Order for the Logframe
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4.6.4. From Strategy Analysis to Objectives

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Overall Objectives
.
Project Objectives
Outputs
Activities
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4.6.5. Assumptions

• Assumptions are the external factors beyond
  control that may affect the the projects
  implementation and and long term sustainability.
• These conditions has to be met for the project to
  succeed

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4.6.5.2. Assesment of Assumptions
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4.6.5.4. Vertical Logic
Verifiable Indicators
Sources of Verification
Intervention Logic
Assumptions
Overall Objective
Project Objective
Activity Objectives-Outputs
Means
Cost
Activities
...
Pre-conditions
Pls. Next Slide
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4.6.5. Indicators

• Indicators are the operational descriptions of
  the objectives. They are the statements for
  objectives in terms of quantitiy, quality, time
  and place.
• They need to be objectively verifiable
• They are the statements of
• Outputs for the activity objectives
• Outcome for the project objectives and
• - Impact for the overall objectives

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4.6.5.1. Criteria for Indicators

• Indicators must be SMART
• SPECIFIC
• MEASURABLE
• AVAILABLE
• RELAVANT
• TIME BOUND COST EFFECTIVE

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4.6.6.1. Sources of Verifications
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4.6.7.2. Logical Framework an Example
Objectives indicators Sources of verification assumptions
Overall Objective
Improving the quality of life in X region 20 increse in the income level in X region in two years Impacat analysis
Objective
Improving the horticultural production in terms of quality and productivity in X At the end of the project, the Horticultue land will reach to 4000 hectars. the productivity will increase by 20. Records of the Ministry of Atriculture on land use and production. Enough demand and price level for the additional production.
Output
Output 1 Increase in lettuce production, Out put 2. Production of new tomato varieties. 20 tons increase in lettuce and 60 tons increase in tomato production in X by the year .. Random sampling studies and environmental impact analysis. Farmers adopt new practices and varieties.
Activities Main inputs Cost
Activity 1.1. Introduction of new production techniques in lettuce and varieties in tomato production. . 25 men/month consultancy . 20 field studies . Training of 66 farmers To be computed It is possible fo find seeds suitable for the area
No change in the policy of the Ministry
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4.7. Plan of Work

• A document in which
• The 7W,1H questions are answered in detail
• Logical Framework approach is maintained.
• The order, time, and priorities of the activities
  are recorded.
• Management and control duties and
  responsibilities are designated

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4.7.1. The Order of Activities

• k

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4.7.2. A Calender of Work (Activity Schedule)
Activity No The name of the activity Person or Institution in Charge Months Months Months Months Months Months Months Months Months Months Months Months
Activity No The name of the activity Person or Institution in Charge 1 2 3 4 5 6 7 8 9 10 11 12
F 1.1. Preparing brochurs on fodder crops A.H., M.S., X X
F 1.2. Selection of a demonstration field H.Y., F.Y., X X
F 2.1. Seminars for farmers T.A., A.K., X X X X
To develope and update a web-page .. X X X X X X X X X X X
F 3.3. Organizing a field day and a trip S.S., I.A. X X
Interim activity report .. X
Final evaluation report . X
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4.8. Budget

• A document that shows the amount of financial
  resorce to be allocated for certain activities.

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4.8.1. A Budget
Budget Items External Source Local source Total
1 Personell (F4.4) 4800 4800
2 Consultants (F4.4) 2000 2000
3 Field Work (F1.1, F1.2, F1.3, F2.4, F3.5) 2850 2850
4 Out of City Trips (F1.1, F2.1) 1800 1800
5 Traning Material (F2.2, F3.5) 6100 6100
6 Training Organization (F2.3, F2.4, F3.2, F3.3) 3275 3275
7 Equipment (F4.3) 4700 12500 17200
8 Office Expenditures (F4.2) 700 350 1050
9 Project Promotion (F4.1) 500 500
10 Overhead Expenditure 600 600 1200
11 Total 27325 13450 40775
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PART V. MONITORING EVALUATION

• Monitoring and evaluation need to be carried out
  at every stage of the project cycle.

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1. Evaluation of the Project Document

• The evaluation in question here is the evaluation
  of the project document to find out to what
  degree it conforms to the required standards.
• Project documents with points obove certain level
  are funded.

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Some Web Pages

• UNDP-GEF/SGP
• www.gefsgp.net
• STGP
• www.stgp.org
• State Planning Org.
• www.dpt.gov.tr

• EU Delegation in TR
• www.deltur.cec.eu.int
• PCM Handbook and Manual http//europe.eu.int/co
  mm/europeaid/evaluation/methods/index.htm