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1 Project Cycle Management Project Cycle Management A logical sequence in which the projects A logical sequence in which the projects are identified, prepared, approved and are identified, prepared, approved and implemented is called project cycle. implemented is called project cycle. It is an approach in project management It is an approach in project management used to guide management activities and used to guide management activities and decision-making procedures during the decision-making procedures during the life-cycle of a project, from the first life-cycle of a project, from the first idea until the last ex-post evaluation. idea until the last ex-post evaluation.

1 - Project Cycle Management

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  • *Project Cycle ManagementA logical sequence in which the projects are identified, prepared, approved and implemented is called project cycle.

    It is an approach in project management used to guide management activities and decision-making procedures during the life-cycle of a project, from the first idea until the last ex-post evaluation.

  • Project Cycle Management Within all institutions the cycle shares three common themes:The cycle defines the key decisions, information requirements and responsibilities at each phase;The phases in the cycle are progressive each phase needs to be completed for the next to be tackled with success.The cycle draws on evaluation to build experience from existing projects into the design of future projects.

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  • Stages in PCMThere are eight broad stages of project cycle:

    Project IdentificationProject PreparationProject AppraisalProject ApprovalProject ImplementationProject MonitoringProject CompletionProject Evaluation

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  • *Project CycleIdentificationPreparationApprovalImplementationMonitoringEvaluationCompletion

  • Project Cycle*

  • Project IdentificationTo determine demand for projects from communities or stakeholders perspective, three key elements are involved;

    Needs Analysis;Situation Analysis; and Stakeholders Analysis.*

  • *Project IdentificationAt the public sector level the following provides the basis for project identification;

    Sector Surveys;Development PlansImmediate Nature/Calamity ProjectsExpansion of On-going Programmes;Elected Representatives

  • *Project Formulation Projects are usually prepared by the executing agencies and it consists of two stages:Feasibility StudyProject Document

    Important Considerations:Survey of the areaAvailability of resourcesYearly allocationCapacity of Implementing agency

  • *Project AppraisalCritical examination of the project from all aspects is called appraisal.

    Analysis of prospective costs and benefits that leads to desirability for committing resources.

    It is carried out at two stages:Internal AppraisalExternal Appraisal

  • Development ForumsNational Economic Council (NEC)Executive Committee of National Economic Council (ECNEC)Central Development Working Party (CDWP)Provincial Development Working Party (PDWP)Departmental Development Working Party (DDWP)District Development Committee (DDC)

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  • APPROVAL FORUMS SETTLED AREAS Projects Exceeding Rs 1000 MAll Development Plans & Planning Policies

  • *Project ImplementationProject implementation entails intense activities and a variety of physical work.

    Implementation of activities and financial management should be undertaken in accordance with all the established guidelines, procedures and regulations guiding the project.

    Implementation of the project is the responsibility of executing agencies through;Departmental/Organization StaffProject Staff

  • *Project Monitoring It is the systematic review of development projects at appropriate intervals during implementation through well defined indicators.Benefits of MonitoringEffective ImplementationTimely CompletionCompletion within approved cost

    Types of MonitoringFinancial MonitoringPhysical/Quantitative MonitoringQualitative Monitoring

  • *Project MonitoringLevels of MonitoringInternal MonitoringExternal Monitoring

    Key Monitoring IndicatorsAllocation of FundsRelease of FundsTime SchedulingTechnical ParametersPhysical Progress

  • *Project CompletionIt is a report submitted immediately after the completion of the project. Major emphasis of the report is on the following:

    Achievements against Targets/Results of the project;Actual expenses vs. budgeted for the project;Reasons for:Under achievement if the desired targets are not achieved;Delay if the project is not completed within stipulated time.

  • *Project Evaluation Project evaluation examines all aspects of the project design and assess the overall progress towards the ultimate objectives.

    Types of EvaluationEx-Ante EvaluationMid Term EvaluationEx-Post project completion evaluation

  • *Monitoring vs Evaluation

    MonitoringEvaluationWho?Internal management responsibility all levelsUsually incorporates external inputsWhen?OngoingPeriodic mid-term, completion, ex-postWhy?Check progress, take remedial action, update plansLearn broad lessons applicable to other programs/projects, policy review, etcFocus onInputs, activities, outputsResults, purpose, overall objective

  • Monitoring vs Evaluation*MonitoringRoutine collection of informationTracking implementation progressMeasuring efficiency

    Is the project doing things right ?EvaluationAnalyzing informationEx-post assessment of effectiveness and impactConfirming project expectationsMeasuring impacts

    Has the project done the right things?

    *The power of Provincial Development Working Parties (PDWP) were enhanced to sanction development schemes, costing upto Rs. 5000 m, for projects other than irrigation sector, provided no federal funding or external financing was involved in the cost of the project