Leaders

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LeadeLeadersrsApproaching project design

Use of the Logical Framework (Logframe)

Introduction Introduction to Planningto Planning

Introduction to Introduction to PlanningPlanning

Planning begins with the assessment

Continues to implementation

Finishes with evaluation and applying lessons learnt

Planning for Planning for EmergenciesEmergencies

Learning objectives

At the end of this sessions you will be able to-- Describe the planning cycle Apply this to tasks in disaster planning Define a problem Rank priority of problems identified Write Goals and Objectives, and select indicators Consider alternatives and select the best strategy Construct a logical framework (Logframe) Use this to plan monitoring and evaluation

Can we plan for Can we plan for emergencies?emergencies?

Chance favors the prepared mind

- Louis Pasteur

Planning definedPlanning defined

Reinke:The essence of planning consists— in the analysis of alternatives in order to achieve goals in the order of priority.

Planning definedPlanning defined

Winnie the Pooh on Planning

Planning: what you do before you do something,

so that when you do it, it's not all mixed up.

Planning definedPlanning defined Winnie the Pooh on Planning

Planning: what you do before you do something,

so that when you do it, it's not all mixed up.

Planning keeps you out Planning keeps you out of troubleof trouble

Doing planningDoing planning

Starts with a goal or vision Various steps along the way to design for a project

Many of these have special tools to help Once in place, these steps can help you

Monitor the progress Evaluate the outcome

These can apply to several areas of disaster planning Preparedness Response Recovery Mitigation

The Planning CycleThe Planning Cycle

assess

identifyproblems

setpriorities

considerstrategies

implement

design theproject

Phases in a disasterPhases in a disaster

The disaster cycle

preparedness

The disaster cycle

preparedness

Disaster

The disaster cycle

preparedness

Disaster

response

The disaster cycle

preparedness

Disaster

response

rehabilitation

The disaster cycle

preparedness

Disaster

response

rehabilitation

mitigation

Using the Using the planning cycle planning cycle for all phasesfor all phases Different tools at each stage End up with a project design which we will summarize using a

Logical Framework (log frame) Heart of the planning process Outline of the tools which are needed

assessidentifyproblems

setpriorities

considerstrategies

design theproject

implement

Activities for todayActivities for today

We are get some experience with planning methods We will plan for a vulnerability analysis for the Island of St Joan In the process we will lean how to use various methods In the end we will practice using a logical framework

First, something about First, something about vulnerabilityvulnerability

Vulnerability Manageability

Risk = Hazard x exposure x

Assessing vulnerabilityAssessing vulnerability

Vulnerability Manageability

Risk = Hazard x exposure x

Vulnerability analysis

Vulnerability AssessmentVulnerability Assessment This is a survey

Samples all areas All populations All services needed in a disaster

Determines who and what are vulnerable for a disaster Also looks at manageability

What are the resources to respond to a disaster What coping skills do people have What do they need

Strengthens preparedness and shows where mitigation is needed Your job will be to PLAN for this

assess

identifyproblems

setpriorities

considerstrategies

design theproject

implement

assess

identifyproblems

setpriorities

considerstrategies

State the need; what is the purpose of this activity?

design theproject

implement

assess

identifyproblems

setpriorities

considerstrategies

design theproject

implement

assess

identifyproblems

setpriorities

considerstrategies

take actionIdentify each problem and write a problem statement

design theproject

assess

identifyproblems

setpriorities

considerstrategies

take actionIdentify each problem and write a problem statement

Tools:1. Problem tree or2. Fishbone diagram

Problem identificationProblem identification

Starts with the observation and looks for root causes

Starts with the observation and looks for root causesThe problem tree

Car won’t start

Electrical problem Fuel problem

Car won’t start

Battery flat Wire loose No petrol Fuel line blocked

Car won’t start

WHY? WHY

Car won’t start

WHY? WHY

Cause and Effect diagramsCause and Effect diagrams Fishbone or Ishakawa diagrams Organized brainstorming about a problem Pictorial display of ideas Possible causes of a problem--or possible solutions Helps avoid missing important ideas Helps in defining the problem Often leads to extensive discussions May identify need for further analysis

to confirm actual causes—points out areas where data needed

The Fishbone or Ishikawa diagramThe Fishbone or Ishikawa diagram

Problem

category category category

category categroy category

Problem

Could select various categories

Problem

Economic

political

attitudes

Problem

Economicpolitical

attitudes

Government structure

Problem

Economicpolitical

attitudes

Government structurecultural

Problem

Economicpolitical

attitudes

Government structurecultural

community structure

Problem

Add more bones if needed

Then add in major causesThen add in major causes

Problem

major causes

Then the minor onesThen the minor ones

Problem

major causes

minor causes

Set the prioritiesSet the priorities

Problem

major causes

minor causes

Getting to work on planning Getting to work on planning the analysisthe analysis

Finishes with a problem statement

Ends with a problem statement We have no vulnerability assessment because of the inefficiency

in the Prime Minister’s Office There is no vulnerability assessment because we lack the

necessary staff

Ends with a problem statement We have no vulnerability assessment because of inefficiency in

the Prime Minister’s Office There is no vulnerability assessment because we lack the

necessary staff St Joan needs a vulnerably assessment to prepare for the next

disaster to strike our peaceful island and to start mitigation plans ASAP.

Ends with a problem statement We have not vulnerability assessment because of constant

inefficiency in the Prime Minister’s Office There is no vulnerability assessment because we lack the

necessary staff St Joan needs a vulnerably assessment to prepare for the next

disaster to strike our peaceful island and to start mitigation plans ASAP. Does not

contain blame Does not

contain anysolutions

assess

identifyproblems

setpriorities

considerstrategies

take actionWhat do you want to do? What are you able to do?

Design theproject

assess

identifyproblems

setpriorities

considerstrategies

take actionWhat do you want to do? What are you able to do?

Tools:1. Set goals & objectives2. Select indicators

design theproject

Goal or AimGoal or Aim

An overall end point (where do we want to be). For goals to be useful to plan, implement, and evaluated health

policies and programs they must be written as--

explicit as possiblemeasurablesomething to be achieved in the context of current policy

Goals represent general overall policy direction

Goal or AimGoal or Aim

An overall end point (where do I want to be). For goals to be useful to plan, implement, and evaluated health

policies and programs they must be written as--

explicit as possiblemeasurablesomething to be achieved in the context of current policy

Goals represent general overall policy direction The goal of the Vulnerability Assessment is to provide information to

disaster managers to reduce damage from hazards affecting St Joan

ObjectivesObjectives

Objective Is a statement of a specific and quantifiable accomplishment to

be attained in a given time frame Include—

“increase”“strengthen”“decrease”“extend”

ObjectivesObjectives

be attained in a given time frame Include—

“increase”“strengthen”“decrease”“extend”

Objectives are not methods!

Objectives, Indicators, and Objectives, Indicators, and TargetsTargets

be attained in a given time frameIndicators A method of measurement of change Assess the extent to which the objective and targets of a program

are being attained Indicators are usually expressed as percentages, rates or ratios

to allow comparisons to be madeTargets A value to be attained by a certain time in the life of the project

‘‘SMART’ ObjectivesSMART’ Objectives

SpecificThe objective describes the direct result of the activity

MeasurableThe objective can be quantifiedThey are a measure of change

AttainableThe objective can be achieved

RealisticThis is something which will have practical benefit

Time-boundResults will be achieved in a given time

Examples of objectivesExamples of objectives

By the end of the second month the training curriculum will be completed.

The sampling frame will be complete and the clusters identified by the end of month three.

All field work will be completed by the end of month four

All field work will be completed by the end of month four The Final Report will be submitted to the Prime Minister by the end of

month six

Qualities of an indicatorQualities of an indicator

Valid The result is a true representation of what is happening Results are the same even when measured by different people The indicator produces the same result when used repeatedly to

measure the same activitySpecific The indicator measures only the activity which is intended“Neutrality” An indicator is a simple measure—expresses no “judgments”

Examples of indicatorsExamples of indicators

Objective: By the end of the second month the training curriculum will be completed. Indicator: date when the training curriculum is completed

Examples of indicatorsExamples of indicators

Objective: By the end of the second month the training curriculum will be completed. Indicator: date when the training curriculum is completed

Objective: The sampling frame will be complete and the clusters identified by the end of month three Indicator: date when the sampling frame was fully set up, and the

clusters selected

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Consider various strategiesConsider various strategies

What are the possible ways we could do this assessment Perhaps get staff from the University of St Joan? Ask PAHO to do it for us? Do an internet course on Vulnerability Assessments? Get WHO to come and give us training? Hire an outside consulting firm? Send our staff to Johns Hopkins for training? Read books on it and do it ourselves?

Critical Pathway methodCritical Pathway method

Get the idea Finish the job

1 2 34

2wks 2 mos1 wk

1 2 34

Milestones

1 2 34

Milestones

Calculate resources needed for each step

1 2 34

Will this work better?

1 2 34

8 9 J K

Will this be more efficient?

1 2 34

8 9 J K

Does this have an advantage?

The Decision MatrixThe Decision MatrixSolution Feasibility Acceptance Cost Sustainability Total

The project as a systemThe project as a system

input output outcome impact1 2 3 4 5 6

process

budget

Thinking about a project as Thinking about a project as a systema system

process

training

personnel

Scope of Work

process

Sampling methods

Information needed identified

Implementation plan

Data management plan

Data analysis

Questionnaire developed and tested

process

Vulnerablities identified

process

Disaster policy strengthened

process

Disaster policy strengthened

Life and property protected at the next disaster

Example Example of a of a detaileddetailedflow flow chartchart

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Wrapping up the project in a Wrapping up the project in a packagepackage

We have Aim or purpose Objectives indicators strategies methods

Putting this together as a log frame Lode star of the project The project’s ‘brain’

Logframe-one formLogframe-one formProgram description Indicators Means of

verificationAssumptions

Objective 1

Output 1.1

Activity 1.1

Output 1.2

Activity 1.2

Output 1.3

Activity 1.3

Objective 2

Output 2.1

Activity 2.1

Output 2.2

Activity 2.2

Output 2.3

Activity 2.3

Objective 3

Output 3.1

Activity 3.1

Output 3.2

Activity 3.2

Output 3.3

Activity 3.3

Program description Indicators Means of verification

Assumptions

Objective 1

Output 1.1 / Activity 1.1

Objective 2

Objective 3

Assumptions

Objective 1

Objective 2

Objective 3

Horizontallogic

Assumptions

Objective 1

Output 1.1

Output 1.2

Output 1.3

Objective 2

Output 2.1

Output 2.2

Output 2.3

Objective 3

Output 3.1

Output 3.2

Output 3.3

Says what are we going to do, and by when will it be done

Assumptions

Objective 1

Output 1.1

Output 1.2

Output 1.3

Objective 2

Output 2.1

Output 2.2

Output 2.3

Objective 3

Output 3.1

Output 3.2

Output 3.3

Says what we are going to measure about this objective

Assumptions

Objective 1

Output 1.1

Output 1.2

Output 1.3

Objective 2

Output 2.1

Output 2.2

Output 2.3

Objective 3

Output 3.1

Output 3.2

Output 3.3

Says what methods we will use to measure the indicator

Assumptions

Objective 1

Output 1.1

Output 1.2

Output 1.3

Objective 2

Output 2.1

Output 2.2

Output 2.3

Objective 3

Output 3.1

Output 3.2

Output 3.3

Says what methods we will use to measure the indicator

Says what we were thinking when we wrote this objective

Assumptions

Objective 1

Objective 2

Objective 3

Verticallogic

Assumptions

Objective 1

Objective 2

Objective 3

“if…then…”

Assumptions

Objective 1

Objective 2

Objective 3

Our goal is to identify vulnerabilities on St Joan to reduce risks

Assumptions

Objective 1

Objective 2

Objective 3

Our goal is to identify vulnerabilities on St Joan to reduce risks

“IF this is our goal…THEN our fist objective

should be…”

Assumptions

Objective 1

Objective 2

Objective 3

Our goal is to identify vulnerabilities on St Joan to reduce risksSays what is the first thing we intend to do to get to the goal

Assumptions

Objective 1

Objective 2

Objective 3

Our goal is to identify vulnerabilities on St Joan to reduce risksSays what is the first thing we intend to do to get to the goalSays what is the first output which we will have to produce

Assumptions

Objective 1

Objective 2

Objective 3

Our goal is to identify vulnerabilities on St Joan to reduce risksSays what is the first thing we intend to do to get to the goalSays what is the first output which we will have to produceSays what activities are needed to achieve this output

Assumptions

Objective 1

Objective 2

Objective 3

Says what is the second thing we intend to do to get to the goal

Assumptions

Objective 1

Objective 2

Objective 3

Says what is the second thing we intend to do to get to the goal

And the outputs and activities needed

assess

identifyproblems

setpriorities

considerstrategies

design theproject

implement

ImplementationImplementation

Getting started is often hard— knowing where to start is not always clear

Implementing Implementing

process

Getting started is often hard— knowing where to start is not always clear Flow chart is a tool to sequence your activities

Monitoring Monitoring

What happens after implementation? How do you know if you are on track? What segments are lagging behind? Are there some things that getting ahead?

Risk of activities getting our of sequence

setpriorities

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design theproject

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setpriorities

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design theproject

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Assumptions

Objective 2

Output 2.1

Activity 2.1

setpriorities

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Assumptions

Objective 2

Output 2.1

Activity 2.1

Tells what to check to measure progress

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Assumptions

Objective 2

Output 2.1

Activity 2.1

Tells how to get this information on progress

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Assumptions

Objective 2

Output 2.1

Activity 2.1

Tells how to get this information on progress

If assumptions change, objectives may have to change

EvaluationEvaluationevaluation

identifyproblems

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Did the project achieve what was intended?

What went well?, What did not?

A project cannot be evaluated without specific objectives

identifyproblems

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Assumptions

Objective 2

Output 2.1

Activity 2.1

What was intended? Was it achieved?

identifyproblems

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design theproject

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Assumptions

Objective 2

Output 2.1

Activity 2.1

What was produced? What was learnt?

identifyproblems

setpriorities

considerstrategies

design theproject

implement

Assumptions

Objective 2

Output 2.1

Activity 2.1

What was produced? What was learnt?How was the

work done? What was learnt?

identifyproblems

setpriorities

considerstrategies

design theproject

implement

Assumptions

Objective 2

Output 2.1

Activity 2.1

What was produced? What was learnt?How was the

work done? What was learnt?

The Logframe makes bothmonitoringand evaluation possible andpainless

The Island ofThe Island ofSt. JoanSt. Joan

Discovered 1587, Octavius PortolaDiscovered 1587, Octavius Portola

St Joan

Tropical Storm Rumsfeld, 2002

Tropical Storm RumsfeldTropical Storm Rumsfeld In 2002 much of the island infrastructure was damaged The southern part of the island carried the brunt of the storm 15 persons were killed US$ 700 million in damage was done The three principal hospitals and the maternity hospital were heavily

damaged Some of the highway structure is still not fully repaired The tourist trade is just now starting to return The sugar cane industry will take 2-3 years to return to full production The banana plantations are now producing only 30% of their regular

production according to their spokesperson, Ms Anna Banana.

The exerciseThe exercise

The Prime Minister, Sir Gravidas St. Luke, has ordered an immediate revision of the Island’s Disaster Plan

There has never been a vulnerability assessment, and it was agreed that this should be done in preparation for the Disaster Plan

This assessment will look at vulnerabilities among different population groups and areas as well as various services and structures

Your team has been called in to plan this exercise The work must be completed and the report in the OPM in 6 months

What to do?What to do?

Use the planning cycle-- to identify the problem To set the priorities To choose a strategy Design the Vulnerability Assessment Specify how you will monitor its implementation Appoint someone to make the presentation to the group

What to do?What to do? Use the planning cycle--

to identify the problemUse a problem tree or fishbone diagram

To set the priorities Write goals and objectives

To choose a strategy Do a decision matrix (optional) Create a flow chart

Design the Vulnerability Assessment Put it all together in a log frame

Specify how you will monitor its implementation If you have time, write a monitoring plan (this can be short)

Off to plan the surveyOff to plan the survey

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