Participatory Development Consultancy 1 Project Cycle Management Albert Kombo April – May 2011...
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Transcript of Participatory Development Consultancy 1 Project Cycle Management Albert Kombo April – May 2011...
Participatory Development ConsultancyParticipatory Development Consultancy1
Project Cycle Management
Albert KomboApril – May 2011
Nairobi
Objective of the Session
To appreciate resource efforts and role of management team members at various stages of the project cycle
What are the Major Project Cycle Stages?
Project initiation
Proposal development
Donor appraisal
Start up
Implementation & monitoring
Evaluation & impact analysis
Phase out
P1 - Conceptual Design
P2 – Advanced
Development
P3 - Detailed Design
P4 – Production
P 5 - Termination
PerformanceManagementAccountabilityTransparency
Appoint staffSet up officeMake purchasesSteering committee Baseline survey
Start Up
Negotiate with donorRevise budgetSign agreement
Donor Appraisal
PlanningBudgetingProposal writing
Organization’s strategySituation analysisConcept note
Proposal Development Initiation
Prepare final report Present final
Mid-term evaluationProject evaluationLessons
Evaluation
Phase Out
Interventions/activitiesMonitoring & recording Planning
Implementation
The Cycle
Project Initiation (1)
Source `concept notes through: Strategic framework outlining gaps in implementation Specific requests for concept notes on certain topics Response to donor request Lessons learned in existing projects Request from stakeholders Needs assessments Funding need for existing project
Proposal Development (2)
Identify potential donors & stakeholders Share concept notes with donors; select prospective
donors Situational analysis & stakeholder consultation Problem analysis: Identify gaps & opportunities LogFrame; include indicators & M&E framework Prepare draft proposal Review with stakeholders; Finalize proposal
Donor Appraisal & Decision (3)
Revise to include donor inputs Re-submit revised proposal Appropriate f-up with donors Contract negotiation Co-financing source identified if required Organization signs contract De-briefing on proposal & negotiation process with
organization & stakeholders Official launch
Project Start-up (4)
Project Start-upEstablish job descriptions for staffRecruit & 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 feedback
PerformanceManagementAccountabilityTransparent
Appoint staffSet up officeMake purchasesSteering committee Baseline survey
Start up
Donor appraisal
Proposal development
Project initiation
Evaluation
Phase Out
Implementation
Implementing & Monitoring (5)
Baseline study on agreed indicators Routine monitoring; review budget against work
plan Outline learnings & innovations Identify gaps, suggest new developments Write new concept paper if necessary; develop
& submit new project proposal if necessary Identify new partners
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 recommendations
PerformanceManagementAccountabilityTransparent
Start up
Donor appraisal
Proposal development
Project initiation
Mid-term evaluationProject evaluation Lessons
Evaluation
Phase Out
Implementation
Phase Out (including Close-Out) (7)
What is the difference between phase-out and close-out?
11
Phase Out (including Close-Out) (7)
Review exit plan -- in Q1 of final year Identify & agree with partners to sustain activities or
otherwise Plan end-line evaluation activities Communicate to partners about exit plan Dispose of assets as per contract Collect all project outputs /materials Prepare final reports; final presentation (internal & /or
external) Obtain donors & partners sign off on completion Terminate /relocate HR contracts5
Project Life Cycle
Resource & Effort
Phase 1
Conceptual Design
•Goals
•Scope
•Baseline
•Requirements
•Feasibility
•Desirability
Phase 2
Advanced Development
•Plan
•Schedule
•Budget
•Bid Proposal
•Management Commitment
Phase 3
Detailed Design
*Responsibility Definition
*Project Team
•Organizational Structure
•Detailed Plan
*Kickoff
Phase 4
Production
*Manage
•Measure
•Control
•Update & Replan
•Problem Solving
Phase 5 Termination
•Closeout
•Document
•Suggest Improvements
•Transit
•Reassign
•Dissolve Team
T
Critical Success Factors
Fulfillment of stakeholders expectations
Project completed on time
Expenses as or less as per planned budget
Customer operates the project result
Dilemma/problem is solved by the project
Project affects positively the user
Project improves existing performance
Stakeholders Mapping
LOW
A
MINIMAL EFFORT
B
KEEP INFORMED
C
KEEP SATISFIED
D
KEY PLAYERS
LEVEL OF INTEREST HIGH
POWER
LOW
HIGH
Thank You