Project Planning 1:

Development Project PlanningOverview

Overview of this session

What is Development Planning?

Project Cycle Management

Planning Toolso STAKEHOLDER ANALYSISo LOGICAL FRAMEWORK ANALYSISo MONITORING & EVALUATION

Comments on Project Planning

“If you don’t know where you are going, any road will get

you there”

Development Planning Theory

Development Planning has become a special field of study

Lets look at some of the ideas and concepts of modern Development Planning

Development Planning TheorySome of the ideas

What ‘just happens’ vs. intentional actso a planned process

Development as Vision

Can be Positive or Negative

Trusteeship (act for other people)

Development Planning TheorySome of the ideas

Development Administration & Management o Structure of the country

social, cultural, political relationships

o Agency the ability of people and groups to influence events

o Agencies (organisations at all levels)o Institutions (laws, codes)

Development Planning TheorySome of the ideas

All this is done by simplifying – called ‘Reductionism’: to look at complex systems with simple principles

exampleso powero capacity

Plans, Programmes, Projects

Plan: a statement of forward looking decisions, how they work together and the criteria used in making them

Programme: usually a long-term series of interventions, sometimes with no defined end point

Project: a discrete activity aimed at a specific objective with a defined budget and limited timeframe

Aspects ofProject Cycle Management

Credibility “Ownership” Efficiency Monitoring and control Formal contingency planning Participatory, flexible, … but … you need

some form of rule book to keep to budgets and timeframes

‘Reductionist’ Project Approach

Scientific Management

o Simplifies and reduces management to a series of inter-related and quantifiable components

InputsOutputsOutcomesDefined processes and relationships

Has serious problems,

but used in all development work

Generic Project Cycle

Identification

Appraisal

Negotiation and Approval

Implementation &Monitoring

Evaluation

Generic Project CycleExercise: Who does each stage?

Identification

Appraisal

Negotiation and Approval

Implementation &Monitoring

Evaluation

Some examples of project cycle methods

Asian Development Bank

World Bank

International Fund for Agricultural Development

Logical Framework Approach

ZOPP (Zielorientierte Projektplanung)o GOPP - Goal Oriented Project Planning

o OOPP - Objective Oriented Project Planning

Planning, by a participatory process,

aimed at the needs of target groups,

the key parts of a project are agreed with those concerned

Logical Framework Approach

Use a planning matrix – the logical framework – which:o summarises the main parts of a project, and

o highlights logical lines between intended inputs, planned activities and expected results.

ZOPP and the Project Cycle GTZ - 5 ZOPP Stages

1. Identification

2. Appraisal

3. Partner Negotiation

- Plan Finalization

4. Implementation and Monitoring

5. Evaluation

1. Identification:

Identify need Problem Analysis

o Stakeholder consultations

Preliminary feasibility studyo Identification of funding agencieso Consideration of possible approacheso Site consultation

Possible outputso Concept note/papero Proposalo Preliminary feasibility report

Pre-project planning

In-house exercise by agency

Participatory Action Research

Situation Analysis o Problem Identification: Problem Treeo Stakeholder Analysiso Objectives Analysiso Alternatives Analysiso Strategies Analysis

Problem Tree

A process of putting a lot of problems on cards, and then sorting

o causeso effects

By sorting these you will find a natural focal point (or points) – the core problem

Note: this is different to Visualisation in Participatory Processes where the core problem has already been identified

Example: Problem Tree

Sufficient Funds Best Practice Water Administration

Low Rate of Disease

Low Infant Mortality

High Productivity

High Incomes

Low Infant Mortality

High Incomes

High ProductivityLow Infant Mortality

High Incomes

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Best Practice Water Administration

Few Houses Connected

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Best Practice Water Administration

No Access to CLEAN WATER

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Not Enough Works Funds

Broken Down Water System

Bureaucratic Water Administration

Too much Disease

Low Worker Productivity

High Infant Mortality

Low Incomes

CAUSES

EFFECTS

CORE PROBLEM

Stakeholder Analysis

1. Consider appropriate level for analysis

2. Identify & list key stakeholders

3. Look at their needs, characteristics, circumstances

4. Identify relationships between stakeholders

5. Assess power (influence) and potential (importance)

6. Create a Matrix

Stakeholder Analysis: List

Stakeholders Key Interests

Importance to Project

Influence on project

Participation

Primary

Secondary

Stakeholder Analysis: ListExample: School Attendance

Stake-holders

Key Interests Importance to Project

Influence on project

Participation

School Age Children

Get work The target group

Small – they do what they are told

Involved at various stages

Parents Child’s future

Have authority over the children

High – control children

Maybe small

Teachers Their job, role, respect

High – implementers?

Medium – depends on approach

May be high

Stakeholder Analysis: Matrix

May need special initiatives if needs are to be met.

The Target Group should be here

Project Managers will need good working relationships with these stakeholders to ensure support for project activities

The interests of these should be monitored to ensure that

they are not negatively affected

Influential stakeholders but with less importance for outputs. They affect outcome of activities and need careful

management

Low

Inf

luen

ceH

igh Influence

High Potential Significance or Importance

Low Importance

Stakeholder Analysis: Matrix

Children Teachers

Dept of Education

Women’s Association Elders

Monks

Low

Inf

luen

ceH

igh Influence

High Potential Significance or Importance

Low Importance

Objectives Analysis

Change the Problem Tree into an Objectives Tree

Change the negative problems into positive outcomes

o “no staff in clinic’ becomes “fully staffed clinic”

Example: Problem Tree

Sufficient Funds Best Practice Water Administration

Low Rate of Disease

Low Infant Mortality

High Productivity

High Incomes

Low Infant Mortality

High Incomes

High ProductivityLow Infant Mortality

High Incomes

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Best Practice Water Administration

Few Houses Connected

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Best Practice Water Administration

No Access to CLEAN WATER

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Not Enough Works Funds

Broken Down Water System

Bureaucratic Water Administration

Too much Disease

Low Worker Productivity

High Infant Mortality

Low Incomes

CAUSES

EFFECTS

CORE PROBLEM

Becomes: Objective Tree

Sufficient Funds Best Practice Water Administration

Low Rate of Disease

Low Infant Mortality

High Productivity

High Incomes

Low Infant Mortality

High Incomes

High ProductivityLow Infant Mortality

High Incomes

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Best Practice Water Administration

All Houses Connected

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Best Practice Water Administration

Adequate Clean WATER

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

Sufficient Funds

Good Water System

Best Practice Water Administration

Low Rate of Disease

High ProductivityLow Infant Mortality

High Incomes

MEANS

ENDS

DESIRABLE STATE

If necessary, revise statements, delete objectives that appear unrealistic and add new objectives.

Exercise: Problem Tree& Stakeholder Analysis

• Choose a problem in our work area

• Divide into groups

1. Do a problem tree

2. Do a stakeholder analysis

Take a Break

Exercise: Problem Tree& Stakeholder Analysis

• Share

1. problem tree

2. stakeholder analysis

2. Starting Appraisal:

Appraisal (ex-ante)o Full feasibility studyo Baseline study, needs assessment

Possible outputso Needs assessment reporto Baseline datao Detailed set of indicatorso Amended proposalo Project plan, Gantt chart etc.o Project Planning Matrix - Logframe

Gantt Chart

Project Planning Matrix (PPM)

Logframe, Logical Framework (Analysis), LFA

4x4 matrixo Ensures clear statement of objectives

(distinction between purpose and objectives)o Introduces indicators of progresso Focuses attention on the assumptions and

risks involved

Logframe

Goal OVIsObjectively Verifiable Indicators

MOVsMeans of Verification

Assumptions

Risks

Purpose

Outputs

Activities

(Inputs)

Milestones

More detail in the Logframe session

3. Partner Negotiation:

Negotiation with finance provider

Possible outputs

o Project memorandum

o Signed contract

o (or go back and redesign)

Plan Finalisation:

Detail of the activities

work plans,

staff structures, terms of reference

budgets

4. Implementation and Monitoring :

Team selection and startup

o Person specification/job allocation

o Interviews and selection

o Terms of engagement

o Lines of responsibility

o Briefing

4. Implementation and Monitoring :

Do the work

o Implementation of project plan

o Regular reports, meetings, workshops

o Monitoring: systematic documentation of performance - indicating whether project is performing as intended

Monitoring (Performance Measurement )

Monitoring – of the Processo Inputso Outputso Outcomes (Results Based Management )o Logical framework approach

Tools:o Progress reportso Team meetings, team briefing reportso Mid term review

Quick Exercise

List all the forms of monitoring used in your project

Share

Take a break

Monitoring (Performance Measurement )

Levels of Indicatorso Strategico Sustainabilityo Attainmento Performance

Quality, Quantity, Time

5. Evaluation and Closure

Obtain “sign off” from project participants Project evaluation (Ex-post )

o When possible to assess full effectso External evaluator may be

necessary/appropriateo Record lessons learnedo Formulate recommendations for next phase

Submission of completion report and evaluationo Donors may demand closing activities

Evaluation: Impact Assessment

Approacho Baseline, (midterm?) and End of Projecto Impact from beneficiaries’ point of viewo What do they think is significant?o To whom is it important?

Criteriao Efficiency – relate inputs to outputso Effectiveness- extent to which achieved objectiveso Consistency- methods/approaches with objectiveso Impact – change to lives/environment

Evaluation: Feedback to Planning

Lessons Learnedo Used to replan the projecto Used to plan the next project

Most useful in development of LFA

Discussion: How we use feed back

When? Method? Who? Lessons learned

Limits to Rational Planning and Systematic Management

Trade Offs: Too much project planning?

Amount of planning

Cost

Things that Limit using the process

Costly and ineffective analysis

Full planning vs. flexible interaction

Inflexibility and unnecessary constraints on managers,

Delegation to experts and inappropriate intervention

No involvement of intended beneficiaries in planning and management

Reluctance to engage in evaluation and error detection

Constraints (that limit effectiveness)

Difficulty in precise definition of objectives and goals

Lack of appropriate or adequate data

Not understand social and cultural activities

Weak ways to guide behaviour

Low administrative capacity

Discussion

Questions and follow ups

Feedback

Thank youThank you

GrKuNGrKuN

Produced by Tony Hobbs

Health Unlimited,

Ratanakiri, Cambodia

www.healthunlimited.org

With the support of Australian Volunteers Internationalwww.australianvolunteers.com

© 2009 HU. Use with Acknowledgement