Session-II

Concept of

Project Cycle Management

Identification

FormulationImplementation

Evaluation &

Auditing

Programming

Financing

What We Are Going to Do

Definitions What is the Project Cycle Management Justification of PCM Main Weaknesses in Project Implementation Six elements of PCM Questions and (hopefully ) answers

What Is a Project?

A project is a series of activities aimed at bringing

about clearly defined objectives within a precise

time-period and a determined budget

What is Project Cycle Management

Project Cycle Management is a term used to describe the management activities and decision-making procedures used during the life-cycle of a project

What is project Cycle Management

To exercise control over the project cycle. The project cycle comprises the interlinked phases a project passes through in its project life; from the very first idea till the end of the project when (ideally) the objectives have been achieved.

Control is understood here as regulating and supervising the various activities undertaken in each phase of the cycle. It does not include the direct management of the project implementation, which is the project manager’s responsibility.

Justification for PCM…….

European Commission’s evaluation of 1988 concludes the following:

roughly one third of the projects had been successful;

about one third of the projects experienced serious difficulties and

one third had been more or less resounding failures

Why Using the PCM?

It makes sure that the projects are Supportive, relevant, feasible, well

managed and sustainable It’s a useful tool but not magic wand!

Major weaknesses in project implementation.

Weaknesses in PI

Preparation and implementation

of interventions

Lack of discipline &

responsibility

one or more essential factors for successful

results are neglected

take the right decisions and other actions at

the right points in time.

Development of PCM

Late 1960s Logical Framework (USAID) International Agencies introduce Log-frame

Early 1980s ZOPP (GTZ) Objective Oriented Project Planning

Early 1990s PCM (FASID) JICA begins full scale use of PCM 1992 EU Commission adopts PCM

The Cycle

Programming

Identification

FormulationImplementation

Evaluation &Auditing

The Cycle

Programming

Identification

FormulationImplementation

Evaluation &Auditing

•Country Strategy Paper

The Cycle

Programming

Identification

FormulationImplementation

Evaluation &Auditing

•Pre-feasibility Study•Financial Proposal

The Cycle

Programming

Identification

FormulationImplementation

Evaluation &Auditing

•Feasibility Study•Financial Agreement

The Cycle

Programming

Identification

FormulationImplementation

Evaluation &Auditing

•Monitoring reports•Annual plans (budget, resource schedules,…)

The Cycle

Programming

Identification

FormulationImplementation

Evaluation &Auditing

•Final Evaluation•Audit Reports

Country Strategy Paper (CSP)

Based on: EU / EC objectives Partner Country government policy

Are instrument for: Guiding, managing, reviewing EC

assistance programs Includes:

Country policy agenda, analysis of political situation, past and on going EU cooperation programmes, and EC response strategy

CSP for Pakistan 2002-2006 “…room for projects should be kept, to be implemented

primarily by NGOs and civil society organizations with a good track record of quality interventions.” pg 26

“areas of great relevance include child labour” pg 27 “Support to European NGOs with an interest in operating

in Pakistan through co-financing will continue.” pg 34

Member state

Other Donors

EC Commitme

nt

EC Disburseme

nt

Comments

Support to social and economic reform process

F-G-IT-AR-ES-SW-UK-

G-NL

WB-UN-ADB-Japan-

Australia-US

125.4 42.1 Support in this area is being given importance by all donors.HR development and security are key issues for EC

Strengthening civil society through support to NGOs

F-G-UK-NL-S

ADB-WB-Japan-UN

30 8.8 ADB,WB,Japan and UN are the major donor in this area

Development of PCM

The Logical Framework Approach

It is a tool used to implement the PCM Includes 2 aspects:

Planning: Through the log-frame matrix

Analysis:Stakeholders analysisProblem analysisObjective analysisStrategy analysis

Stakeholder: any individual, group of people, institution or firm that have a relationship with the project

The aim is to maximize benefit and minimize negative impact

To be done in the initial phase of the design Always include gender differences Ideally prepared in a workshop

Stakeholders Analysis

Project Stakeholders Analysis

Stakeholder

Characteristics

Interests & expectations

Cross cutting issues

Potentiality & deficiencies

Implications & conclusions

EC Positive attitude toward support of civil society Present in the country

Promotion of Human Rights Increase security through stability of the region

Particular interest in gender equality Relevant issue linked to Human Rights

Long experience in the area Good presence of network

Keen to work in the area Interested in dealing with the issue

APFOL Very deeply rooted presence in the territory

Train it’s personnel Train it’s workers Establish a long lasting cooperation and network

Interested in human rights and workers rights Not so keen to work on gender discrimination

Very deeply rooted presence in the territory Excellent knowledge of needs and problems

Interested in cooperating with the project Welcomes support

The Logical Framework Approach (analysis)

Stakeholders analysis Problem analysis

Problem tree Objective analysis

Objective tree Strategy analysis

Problem Analysis

The problem analysis takes place in 3 steps: Precise definition of the framework and

subject analysis Identification of major problems Visualization of the problem in form of

diagram (problem tree)

Project Problem Tree

Insufficient leadership capabilities among workers

Need for new laws regarding workers rights

Insufficient number of trade union and trade union members

APFOL is not fully capable to safeguard workers rights

Workers right not a priority of gov’t agenda

Traditional acceptance of difficult working condition

Low literacy rate

Many workers are not aware of trade unions

Civil society is not sufficiently strong

Workers are not aware of their rights

Workers human rights are violated

Objective Analysis

It is used to: Describe the situation in the future

(insha’Allah) Verify the hierarchy of objectives Illustrate the means-end relationship

Project Objective Tree

Pakistani citizens are not aware of their rights

Need for new laws regarding workers rights

APFOL potentiality not fully developed

APFOL is not fully capable to safeguard workers rights

Workers right not a priority of gov’t agenda

Traditional acceptance of difficult working condition

Low literacy rate

Many workers are not aware of trade unions

Workers are not aware of their rightsPakistani workers are aware about their rights

APFOL is capable of safeguarding workers rights

New laws regarding workers rights are drawn and implemented

Higher literacy rate

Workers right not a priority of gov’t agenda

Traditional acceptance of difficult working condition

Local sections are established in each APFOL regional office plus Sialkot and Gadoon Amazai

Insufficient leadership capabilities among workers

Workers are trained to leadership and advocacy

Insufficient number of trade union and trade union members

Increasing number of unions formed

Workers are generally aware of trade unions

Civil society is not sufficiently strong

Workers human rights are violated

Civil society plays an important role

Worker’s human rights are guaranteed

Choice of Strategy

It is the final step of the analysis It determines what will be included IN the

project and what will be left OUT It requires

Clear criteria for making the choice Identification of the possible strategies Choice of the project strategy

Criteria could include relevance, budget and time constraints, priorities of stakeholders,

The Logical Framework Matrix(planning)

The LFM is a way to present the substance of the project

It’s composed of four rows and four columns (4x4)

The Logical Framework Matrix(planning)

Intervention Logic

Indicators Sources of verification

Assumptions

Overall objective

Project purpose

Results

Activities Means Costs

First Column (Intervention Logic)

The Overall Objective explains why the project is important for the society in term of long term benefit as well as its coordination to the regional policy. Project should CONTRIBUTE to its achievement

The Project Purpose should address the core problem and should outlive the project. It should be only one and the project should ACHIEVE it

First Column (Intervention Logic)

The Results are the outcome of the activities. Each result will contribute to the achievement of the Project Purpose

The Main Activities are the action to be taken in order to deliver the results. Only the main activity are to be inserted in the matrix

Activities and results should be linked through numbers in order to understand the means-end link. E.g.:result 4 is linked to activities 4.1; 4.1.1; 4.3.1 etc.

Project Intervention Logic

Intervention Logic

Overa

ll O

bje

ctiv

e

To make Pakistani workers and citizens more aware about their rights under the current laws and the Constitution

Pro

ject

Pu

rpose

To make APFOL capable of safeguarding effectively the workers rights and increase its strength

To educate and train the leadership with a view to create awareness among them and raise their capabilities in terms of legal matters, advocacy, and leadership qualities so that they are able to defend workers’ rights effectively

To set up sections in each of the regional offices of APFOL

Project Intervention Logic

Intervention Logic

Resu

lts

1. Increasing number of unions formed in the industrial areas

2. Qualification of 80 paralegal that can plead workers’ cases under the Court

3. Qualification of 20 instructors leader as trainers on workers’ rights and labour issues and 320 leadership members

Activ

ities

2.1 Appointment of a Legal Adviser to provide training on legal matters and strengthen legal services and advocacy to all regions

3.1 Preparation of training manuals and awareness rising booklets

3.2 To contact workers and create awareness about their rights motivating workers to form union in their factories

3.3 Implementation of training programmes

3.4 Training programmes evaluation

Second Column (Indicators)

Describe the project objectives in measurable terms

The should be SMART Specific Measurable Available Relevant Time bound

Third Column (Source of Verification)

Indicate where the indicators are taken from

Should specify: The format (e.g. project reports, official

stars,…) Who should provide the information How regularly

Fourth Column (Assumptions)

Are external conditions that need to be met in order for the project to succeed

Some external factor are critical, some other marginal. To asses the importance one can use the following flowchart

Fourth Column (Assumptions)

Is the external factor important?

Will it be realized? Do not include in log frame

NoYes

Almost certainly Do not include in log frame

Unlikely

Likely Include as assumption

Is it possible to redesign the project to influence

the external factor?

Yes

NoThe project is not feasible

Redesign the project by adding activities or results. Change Project purpose if necessary

Means And Costs

The means are the physical and non physical resources needed to implement the activities

Costs are the translation in financial terms of the identified means indicating the contribution source (EC, gov’t,…)

Building The Matrix

Intervention Logic

Indicators Sources of Verification

Assumptions

Overall 1 objective

8 9

Project 2 purpose

10 11 7

Results 3 12 13 6

Activities4 Means Costs 5

Vertical Logic

Intervention Logic

Indicators Sources of Verification

Assumptions

Overall objective

Project purpose

Results

Activities Means Costs

Pre requisite

Intervention Logic

Indicators Sources of Verification

Assumptions

Overall objective

Project purpose

Results

Activities Means Costs

Pre requisite

Horizontal Logic

You should have an idea of…

The Project Cycle and its phases The Logical Framework Approach

The analysis phase Stakeholders analysis, problem and objective

three and strategy analysis The planning phase

The matrix and its rows and columns Vertical and Horizontal logic

Ov

era

ll

Ob

jec

tive

To make Pakistani workers and citizens more aware about their rights under the current laws and the Constitution

Level of representation in governmental and tri-partite committees and institutions

To make APFOL capable of safeguarding effectively the workers rights and increase its strength

Number of workers’ cases pled successfully to the Court

PRE CONDITIONS: Dialogue among national/federal authorities and social partners.True democratic culture

To educate and train the leadership with a view to create awareness among them and raise their capabilities in terms of legal matters, advocacy, and leadership qualities so that they are able to defend workers’ rights effectively

Capability of National office of APFOL to coordinate educational campaign and training

RISKS: Government instabilityNational and international conflicts

To set up sections in each of the regional offices of APFOL

Meeting and organizing campaign in the field to form new unions affiliated to APFOL

1 Increasing number of unions formed in the industrial areas

Number of new unions affiliated to APFOL

EXTERNAL FACTORS: implementation of labour laws and ILO Conventions prescriptions

2 Qualification of 80 paralegal that can plead workers’ cases under the Court

Trainers team operational: training evaluations

3 Qualification of 20 instructors leader as trainers on workers’ rights and labour issues and 320 leadership members

Trainers team operational: training evaluations

Means

EC Gov't Tot.

Human resources 2.7 0.0 2.7

3.1 Preparation of training manuals and awareness rising booklets

Investiment (cars, building, equipment)

1.5 2.0 3.5

OUTSIDE CONDITIONS: respect of the inalienable right of freedom of association and right to collective bargaining. Fair court trials

3.2 To contact workers and create awareness about their rights motivating workers to form union in their factories

Maintainence 2.0 1.0 3.0

3.3 Implementation of training programmes Contingencies (10%) 0.6 0.3 0.9

3.4 Training programmes evaluation

Grand Total 6.8 3.3 10.1

Sources of Verification

Costs

APFOL headquarter

APFOL headquarter

Branch Office in Sialkot and Gadoon Amazai and Regional offices in all the provinces

Branch Office in Sialkot and Gadoon Amazai and Regional offices in all the provinces: internal reviews

APFOL headquarter - Education Department

Branch Office in Sialkot and Gadoon Amazai and Regional office in all the provinces

LOGICAL FRAMEWORK

Pro

jec

t Pu

rpo

se

R

es

ults

Ac

tivitie

s

Intervention LogicObjectively Verifiable

Indicators Assumptions

2.1 Appointment of a Legal Adviser to provide training on legal matters and strengthen legal services and advocacy to all regions

PRE-CONDITIONS: Educational department operationalAPFOL regional branch operational

Tripartite Commission

Questions, Doubts, Comments…

Thank you!