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PROJECT CYCLE MANAGEMENT PCM

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Title: PROJECT CYCLE MANAGEMENT PCM


1
PROJECT CYCLE MANAGEMENT (PCM)
  • Development by
  • European Union Commission
  • Adaptation by
  • Doç. Dr. Mustafa Sari,
  • Dr. Faruk Tekindag
  • Revision and Presentation by
  • Prof. Dr. Ziya Yurttas
  • Yrd. Doç. Dr. Tecer Atsan
  • Yrd. Doç. Dr. Atilla Keskin

2
Institutions Supporting the Presentation
3
Introduction
  • Development is a process of improving the quality
    of life of the people.
  • All human activities are aimed at increasing the
    quality of life.
  • Development is a process that can be achieved
    only through a proper Project Cycle Management

4
Objective
  • The objective of this presentation is to provide
    an opportunity for the participants to
  • Acquire the knowlege and talent to plan, execute
    and evaluate deelopment projects in accordance
    with internationally accepted quality creteria

5
PART I. DEFINITIONS
  • Planning
  • Project
  • Project Cycle
  • Project Cycle Management
  • Logical Framework

6
1. Planning
  • Planning, in general, is a process
  • to answer the questions of what, where, when,
    why, how, for whom, by whom and at what cost
    (7W,1H) for the accomplishment of an objective
    and
  • to record the answers in a systematic way.

7
2. Project
  • Project is a document in which the answers to
    7W,1H questions in connection with the
    accomplishment of an objective is recorded in a
    systematic way.

8
3. Project Cycle
A series of interconnected stages of activities
that are necessary for the accomplishment of an
objective in an effective way
  • The stages are
  • Project idea
  • Situation anaylysis
  • Planning
  • Financing
  • Implementation
  • Evaluation

9
4. Project Cycle Management PCM
  • a process of implementing certain rules and
    principles for an effective execution of all
    stages of the project cycle,
  • developed as a reaction to classical approach
  • based on Logical Framework

10
5. Logical Framework(LM)
  • LM is a method of analysis and a way to present
    core information about a project. It is intended
    to
  • Provide consistency
  • Reveal contradictions
  • Facilitate efficiency in the management of a
    project

11
PART II. PROJECT CYCLE
12
1. Project idea
  • The emergence of a project idea is the first
    stage of the project cycle.
  • A project idea may emerge as a result of a need,
    observation, consultation or existing of a grant
    in an area.

13
2. Analysis
  • a process of collecting and evaluating the
    information related to a project idea.
  • At this stage,
  • related information is collected
  • existing conditions are determined,
  • Analysis of the partners, problems, objectives,
    and strategies is made
  • Project objectives are determined.

14
3. Planning
H
W
W
W
W
Planning is a process to answer the 7W,1H
questions related to the accomplishment of an
objective and record the answers in a systematic
way
W
W
W
  • At this stage
  • The 7W,1H questions related to the accomplishment
    of an objectives are answered and
  • The answers are recorded in a systematic way to
    form a project document.

15
3.1. EU Creteria for Planning
  • EU creteria for planning have taken place in the
    project evaluation forms as follows
  • Institutional capacity
  • Thematic relevance
  • Methodology
  • Cost effectiveness
  • Sustainability

16
3.2. Sustainability-1
  • Maintaining the activities and the benefits of a
    project through local dynamics after the project
    period is over and the outside help and
    interventions are no longer available.

17
3.3. Sustainability-2
  • It is the ultimate and most important criterion
    for a project.
  • It is the umbrella criterion depending all other
    criteria.
  • In addition to the creteria mentioned above, the
    following criteria need to be met to facilitate
    sustainability
  • - Appropriate Technology
  • - Social, cultural and environmental
    sensibility
  • - Political support
  • - Ownership by the beneficiaries

18
4. Financing
  • A process to obtain financial resources to be
    used for the project activities

19
5. Implementation
  • A process to
  • put into practice the answers of the7W,1H
    questions related to the accomplishment of an
    objective

Implementation of a Greenhouse Project of UNDP
and Ataturk University
20
6. Evaluation-1
  • Making a qualitative judgement about something.
  • At this stage
  • The results are compared with the objectives to
    determine the
  • - strengths and weaknesses of the project
    activities and
  • - ideas to be taken into consideration
    to improve future implementations

Final Evaluation
21
6.1. Evaluation-2
  • Periodic evaluation for activity objectives
    (outputs)
  • Final evaluation for project objectives
    (outcomes)
  • Impact evaluation for the general objectives
    (overall objectives) to which the project
    objectives are intended to Contribute (impact)

Impact assesment
22
PART III. PROJECT CYCLE MANAGEMENT PCM
a process of implementing certain rules and
principles for an effective execution of all
stages of the project cycle
23
1. Shortcomings of Clasical Aproach
  • Inadequate analysis of existing situation
  • Weak linkage between the objectives of the
    project and the priorities of the clientele
  • Weak linkage between the objectives and the
    Institution
  • Ambiguity in strategic framework
  • Inadequate consideration of risks
  • Short term perspective
  • Inadequate consideration of previous experiences
  • Activity oriented rather than result oriented
    planning and implementation
  • Not objectively verifiable project outputs
  • Inadequate project documents

24
2. The Functions of the Logical Framework
  • The most important aspects of the project is
    summarized in boxes
  • The long term contribution of the Project
    (General Objectives)
  • The objectives at the end of the project period
    (Project Objectives)
  • Expectations from the project (Verifiable
    Indicators)
  • The ways the project will realize the objectives
    (Activities)
  • Risks for the project (Assumptions)
  • Sources of verification (Verifications)
  • The cost of the project (Cost)
  • Required conditions to start the project
    (prerequisits)

25
3. Logical Framework Matrix
26
4. Stages of Logical Framework
Analysis
Planning
6. Logical Framework Presenting the substance
of a project under the heading of objectives,
indicators, verification and assumptions 7. Work
Plan Indicating the name, place, time,
objective, method, clientele, people in charge
and the cost of the activities to achieve an
objective 8. Budget Listing the cost of
different items related to the activities in a
project..
  • Situation Analysis Determining the existing
    conditions regarding the target populaton and
    project.area.
  • Problem Analysis Establishing the cause and
    effect relationships and illustrating the
    hierarchy of problems (problem tree)
  • Stakeholder Analysis Identification of the
    people invoved in and affected by the project
    and the opinions they would have
  • Analysis of Objectives Establishing the
    means-end relatinships.and illustrating
    thehiararchy of objectives (Objective tree)
  • Analysis of strategies Selecting a strategy to
    achieve a desired objective

27
4.1. Situation Analysis
Determining the existing conditions and problems
regarding the target populaton and project.area.
Titles for the Situation Analysis
  • Cultural life
  • Human and Social Capital
  • Environment
  • Government Policy
  • Geography
  • Infrastructure
  • Economy
  • Social life
  • Health

28
4.1.2. Sample Problems (Beykent Case)
  • Ignorance of mothers on child nutrition
  • Malnitrution for the children
  • Inedequate health clinics
  • Limited access to services
  • Inedequate vaccination
  • In the last one year child mortality has
    increased 10
  • Infectious diseases increased
  • Unemployment
  • Inedequate infrastructure
  • Low education level
  • Faulty sewage system
  • No purification system in the tire factory
  • No clean drinking water
  • Epidemic disease
  • Low income level

29
4.1.3. Situation Analysis Group Study-1
Now, as the members of the Beykent Development
Association, in gorups of 4 or 5, let us make a
Stuation Analysis, and write a report in one
hour, visulizing the situation in Beykent, then
make a presentation
30
4.2. Problem Analysis
  • To establish the hierarchy of problems in the
    light of the cause and effect relationships to
    find the focal problem
  • To Illustrate the hierarchy of problems in a
    problem tree to form a base for the objectives

31
4.2.1. Problem Tree Causes and Effects
Relationships
EFFECTS

CAUSES
32
4.2.2. Sample Problems (Beykent Case)
  • Ignorance of mothers on child nutrition
  • Malnitrution for the children
  • Inedequate health clinics
  • Limited access to services
  • Inedequate vaccination
  • In the last one year child mortality has
    increased 10
  • Infectious diseases increased
  • Unemployment
  • Inedequate infrastructure
  • Low education level
  • Faulty sewage system
  • No purification system in the tire factory
  • No clean drinking water
  • Epidemic disease
  • Low income level

33
4.2.3. Problem Analysis Group Study-2
Now, in groups of 4 or 5, let us make a
Problem Analysis, form a problem tree in one hour
and then make a presentation explaining the couse
and effect relations.
34
4.2.4. Problem Tree Beykent Case
35
4.3. Stakeholder Analysis (S.A)
  • a process
  • To identify the people involved in and
  • effected by the project (Stakeholders)
  • To determine the opinion of the stakeholders and
  • To facilitate their contribution to the
  • project activities at all stages of the
    project cycle

36
4.3.1. Stakeholders
  • A- The owner of the project Those who prepared
    the project
  • B- Partners Those who make contributions and
    take responsibility
  • C- Target group Those who benefit directly and
    from the project.
  • D- Other Stakeholders
  • 1. Ultimate beneficiaries Those who,
    benefit indirectly form the project.
  • 2. Opponents Those who suffer, due to the
    Project
  • 3. Participants Those who make financial,
    administrative and technical
    contribution but do not take responsibility.

37
4.3.2. The Parties and the Subjects in S.A.
  • Project Owner
  • Partners
  • Target Group
  • Others
  • Identification Info.
  • Objectives and their stakes
  • Strengths and Weaknesses
  • Opinions

38
4.3.3. Stakeholder Analysis Group Study-3
Now, in a group of 4 or 5, let us make a
Stakeholder Analysis and Prepare a report in one
hour and then make a presentation
39
4.4. Objective Analysis
  • a process to
  • Determine the objectives parallel to the problems
    by stating the problems in positive terms and
  • form an objective tree (target tree) in the light
    of ends and means relationships

40
4.4.1. From Problem to Objective
  • .

Objective
Problem
High rate of child deaths
To reduce the rate of child deaths
High rate of infectious diseased
To reduce the rate of infectious diseases
41
4.4.1. Objective Tree
Turning negative conditions into positive in a
certain time
  • .

ENDS
Overall Objective
Project Objectives
Outputs
MEANS
Activities
42
4.4.2. Levels of Objectives
  • .

Overall Objectives
High level objective to which the project
Contributes
Sustainable benefits for the target group
Project Objectives
The product of the activities
Outputs
Actions undertaken to realize the project
objectives
Activities
Means
43
4.5. Strategy Analysis
  • Strategy Analysis is a process to
  • Determine the available resources and limitations
  • consider alternative ways to solve the problems
  • Eliminate the targets beyond available means
  • Choose the proper strategy

44
4.5.2. Target and Strategy Analysis Gruop Study-4
Now, in groups of 4 or 5, let us make a target
and strategy analysis and choose the proper
strategy in the light of available resources in
one hour and then make a presentation
45
4.5.3. Objective Tree -Beykent Case
46
4.5.4. Strategy Analysis-Beykent Case
  • .

Eliminated targets
Choosen Strategy
47
4.6. Logical Framework Matrix
  • a method of presenting the results of target
    analysis in a systemastic and logical way to
    provide consistency and avoid contradictions
  • It shows
  • The causal relationships between different levels
    of objectives,
  • Success indicators
  • Sources of verification
  • Assumptions

48
4.6.1. Logical Framework Matrix
Outputs
49
4.6.2. Building Order for the Logframe
50
4.6.4. From Strategy Analysis to Objectives
  • .

Bebek ve Çocuk Ölüm Oranlarinin Azaltilmasi
Overall Objectives
Project Objectives
Outputs
Activities
51
4.6.5. Assumptions
  • Assumptions are the external factors beyond
    control that may affect the the projects
    implementation and and long term sustainability.
  • These conditions has to be met for the project to
    succeed

52
4.6.5.2. Assesment of Assumptions
53
4.6.5.4. Vertical Logic
Verifiable Indicators
Sources of Verification
Intervention Logic
Assumptions
Overall Objective
Project Objective
Activity Objectives-Outputs
Means
Cost
Activities
...
Pre-conditions
Pls. Next Slide
54
4.6.5.5. Vertical Logic
  • Once the pre-conditions are met, the activities
    can start up
  • Once the activities have been carried out, and if
    the assumptions at this level hold true, results
    will be achieved
  • Once these results and the assumptions at this
    level are fulfilled, the project purpose will be
    achieved
  • Once the purpose has been achieved and the
    assumptions at this level are fulfilled,
    contribution to the achievement of the overall
    objectives will have been made by the project.

55
4.6.5. Indicators
  • Indicators are the operational descriptions of
    the objectives. They are the statements for
    objectives in terms of quantitiy, quality, time
    and place.
  • They need to be objectively verifiable
  • They are the statements of
  • Outputs for the activit objectives
  • Outcome for the projec objectives and
  • - Impact for the overall objectives

56
4.6.5.1. Criteria for Indicators
  • Indicators must be SMART
  • SPECIFIC
  • MEASURABLE
  • AVAILABLE
  • RELAVANT
  • TIME BOUND COST EFFECTIVE

57
4.6.6.1. Sources of Verifications
58
4.6.7.2. Logical Framework an Example
59
4.6.8. Logical Framework Matrix Group Study-5
Now, in groups of 4 or 5, let us build an LFM
exluding the activities in one hour and then make
a presentation
60
4.7. Plan of Work
  • A document in which
  • The 7W,1H questions are answered in detail
  • Logical Framework approach is maintained.
  • The order, time, and priorities of the activities
    are recorded.
  • Management and control duties and
    responsibilities are designated

61
4.7.1. The Order of Activities
  • k

62
4.7.2. A Calender of Work (Activity Schedule)
63
4.8. Budget
  • A document that shows the amount of financial
    resorce to be allocated for certain activities.

64
4.8.1. A Budget
65
4.8.2. Activity Planning and Budget Making Group
Study-6
Now, in groups of 4 or 5, let us plan the
activities, determine the costs and make a budget
in one hour and then make a presentation
66
PART IV.
  • PROJECT FORMATS

67
1. EU Project Format Titles-1
  • 1. Description
  • 1.1 Title
  • 1.2 Location(s)
  • 1.3 Amount requested from CFCU
  • 1.4 Summary
  • 1.5 Objectives
  • 1.6 Justification
  • 1.7 Detailed description of activities
  • 1.8 Methodology
  • 1.9 Duration and action plan

68
1. EU Project Format Titles-2
  • 2. Expected results
  • 2.1. Expected impact on target groups
  • 2.2. Publications and other outputs
  • 2.3. Multiplier effects
  • 2.4 Short- and long-term impact
  • (Sustainability)
  • 3. Budget for the action
  • 4. Expected sources of funding

69
1.3. UNDP Project Format Titles
  • Project summary
  • Subject
  • Justification
  • Strategy
  • Relavance to the Mission of UNDP
  • Project Team and Partners
  • Participation of the Stakeholders
  • Sustainability
  • Info. About the Project Owner
  • Logical Framework
  • Plan of Action and the Calender of
    Activities
  • Budget
  • Enclosures

70
PART V. MONITORING EVALUATION
  • Monitoring and evaluation need to be carried out
    at every stage of the project cycle.

71
1. Evaluation of the Project Document
  • The evaluation in question here is the evaluation
    of the project document to find out to what
    degree it conforms to the required standards.
  • Project documents with points obove certain level
    are funded.

72
2. EU Creteria for the Evaluation of the Project
Document
73
Some Web Pages
  • UNDP-GEF/SGP
  • www.gefsgp.net
  • STGP
  • www.stgp.org
  • State Planning Org.
  • www.dpt.gov.tr
  • EU Delegation in TR
  • www.deltur.cec.eu.int
  • PCM Handbook and Manual http//europe.eu.int/co
    mm/europeaid/evaluation/methods/index.htm

74
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