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