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PROJECT

&

PROJECT CYCLE MANAGEMENT

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PROJECT DEFINITION

“A group of activities that have to be performed in a logical sequence to meet preset objectives

outlined by the client”

OR

“ Temporary endeavors undertaken to create unique products, services or results ”

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PROJECT

The core of the project design therefore is deciding

•WHAT to improve or change•HOW the project can bring about or contribute to the improvement or change

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Characteristics of a Typical ProjectCharacteristics of a Typical Project

All projects are concerned with Change – creating All projects are concerned with Change – creating something new;something new;

All projects exist for a limited and defined period All projects exist for a limited and defined period of time: their lifespan consists of a set of activities of time: their lifespan consists of a set of activities with a beginning date and a target end date with a beginning date and a target end date (deadline);(deadline);

These activities must be performed in a logical These activities must be performed in a logical order;order;

All projects have clear and measurable objectives, All projects have clear and measurable objectives, targets or goals. These objectives must be targets or goals. These objectives must be achieved within specific constraints, especially achieved within specific constraints, especially time and costs (budget);time and costs (budget);

Each project is a new and unique process.Each project is a new and unique process.

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What is Project Management?What is Project Management? Project Management is the application of Project Management is the application of

knowledge, skills, tools and techniques to project knowledge, skills, tools and techniques to project activities in order to meet or exceed stakeholder activities in order to meet or exceed stakeholder needs and expectations from the project.needs and expectations from the project.

Purpose of Project Management.Purpose of Project Management. The purpose of Project Management is to identify, The purpose of Project Management is to identify,

establish, coordinate and monitor activities, tasks establish, coordinate and monitor activities, tasks and resources necessary for a project to produce and resources necessary for a project to produce a product and/or service meeting the agreed a product and/or service meeting the agreed requirements.requirements.

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Different Components of Project Management Different Components of Project Management

Project Integration ManagementProject Integration Management

Processes required to ensure that various elements of the Processes required to ensure that various elements of the project are properly coordinated.project are properly coordinated.

Project Scope and Time ManagementProject Scope and Time Management

Processes required to ensure that the project includes all Processes required to ensure that the project includes all the work required to complete it successfully in stipulated the work required to complete it successfully in stipulated time. time.

Project Cost and Quality ManagementProject Cost and Quality Management

Processes required to ensure quality and that the project is Processes required to ensure quality and that the project is completed within the approved budget.completed within the approved budget.

Project Human Resource ManagementProject Human Resource Management

Processes required to make the most effective use of the Processes required to make the most effective use of the people involved in the implementation of the project.people involved in the implementation of the project.

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Key Dimensions of ProjectsKey Dimensions of Projects

CostCost

Time Time

QualityQuality

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Key Dimensions of a ProjectKey Dimensions of a Project

Quality

Cost

Scope

Time

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Project Cycle ManagementProject Cycle Management

A logical sequence in which the projects are A logical sequence in which the projects are identified, prepared, approved and implemented identified, prepared, approved and implemented is called project cycle.is called project cycle.

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

Project Cycle ManagementProject Cycle Management

Within all institutions the cycle shares three common Within all institutions the cycle shares three common themes:themes:

   The cycle defines the key decisions, information The cycle defines the key decisions, information

requirements and responsibilities at each phase;requirements and responsibilities at each phase; The phases in the cycle are progressive – each phase The phases in the cycle are progressive – each phase

needs to be completed for the next to be tackled needs to be completed for the next to be tackled with success.with success.

The cycle draws on evaluation to build experience The cycle draws on evaluation to build experience from existing projects into the design of future from existing projects into the design of future projects.projects.

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Stages in PCMStages in PCM

There are eight broad stages of project cycle:There are eight broad stages of project cycle:

Project IdentificationProject Identification Project PreparationProject Preparation Project AppraisalProject Appraisal Project ApprovalProject Approval Project ImplementationProject Implementation Project MonitoringProject Monitoring Project CompletionProject Completion Project EvaluationProject Evaluation

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Project CycleProject Cycle

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Project IdentificationProject Identification

The possible sources of project identification are;The possible sources of project identification are;

Development PlansDevelopment Plans Sector SurveysSector Surveys Elected RepresentativesElected Representatives Immediate Nature/Calamity ProjectsImmediate Nature/Calamity Projects Expansion of On-going ProgrammesExpansion of On-going Programmes

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Project FormulationProject Formulation

Projects are usually prepared by the executing Projects are usually prepared by the executing organizations/ agencies and it consists of two stages:organizations/ agencies and it consists of two stages: Feasibility StudyFeasibility Study Project DocumentProject Document

Important Considerations:Important Considerations: Survey of the areaSurvey of the area Availability of resourcesAvailability of resources Yearly allocationYearly allocation Capacity of Implementing agencyCapacity of Implementing agency

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Project AppraisalProject Appraisal

Critical examination of the project from all Critical examination of the project from all aspects is called appraisal. aspects is called appraisal.

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

It is carried out at two stages:It is carried out at two stages: Internal AppraisalInternal Appraisal External AppraisalExternal Appraisal

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Project ImplementationProject Implementation

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

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

Implementation of the project is the responsibility Implementation of the project is the responsibility of executing agencies through;of executing agencies through;

Organization StaffOrganization Staff Project StaffProject Staff

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Project MonitoringProject Monitoring

It is the systematic review of development It is the systematic review of development projects at appropriate intervals during projects at appropriate intervals during implementation through well defined indicators.implementation through well defined indicators.

Benefits of MonitoringBenefits of Monitoring Effective ImplementationEffective Implementation Timely CompletionTimely Completion Completion within approved costCompletion within approved cost

Types of MonitoringTypes of Monitoring Financial MonitoringFinancial Monitoring Physical/Quantitative MonitoringPhysical/Quantitative Monitoring Qualitative MonitoringQualitative Monitoring

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Project MonitoringProject Monitoring

Levels of MonitoringLevels of Monitoring Internal MonitoringInternal Monitoring External MonitoringExternal Monitoring

Key Monitoring IndicatorsKey Monitoring Indicators Allocation of FundsAllocation of Funds Release of FundsRelease of Funds Time SchedulingTime Scheduling Technical ParametersTechnical Parameters Physical ProgressPhysical Progress

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Project CompletionProject Completion

It is a report submitted immediately after the It is a report submitted immediately after the completion of the project. Major emphasis of the completion of the project. Major emphasis of the report is on the following:report is on the following:

Achievements against Targets/Results of the Achievements against Targets/Results of the project;project;

Actual expenses vs. budgeted for the project;Actual expenses vs. budgeted for the project; Reasons for:Reasons for:

Under achievement if the desired targets are not Under achievement if the desired targets are not achieved;achieved;

Delay if there is time over run in the project.Delay if there is time over run in the project.

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Project EvaluationProject Evaluation

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

Types of EvaluationTypes of Evaluation End of project evaluationEnd of project evaluation Post project completion evaluationPost project completion evaluation

Benefits of PCMBenefits of PCM

PCM is an important function of project PCM is an important function of project management and can assist local management and can assist local organizations to learn from past organizations to learn from past experiences, improve decision making, experiences, improve decision making, streamline communication between streamline communication between various stakeholders and above all how far various stakeholders and above all how far the objectives of the project have been the objectives of the project have been achieved.achieved.

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Benefits of PCMBenefits of PCM

When PCM is applied effectively, the following When PCM is applied effectively, the following benefits can be realized;benefits can be realized;

Goal/Objective Oriented: Goal/Objective Oriented: Implementation of Implementation of projects will be in accordance with predetermined projects will be in accordance with predetermined objectives and not on the whims of individualsobjectives and not on the whims of individuals

Coordinated Project Management: Coordinated Project Management: Project Project execution will be coordinated and overseen by execution will be coordinated and overseen by appointed project managers, and not by those appointed project managers, and not by those randomly picked without proper consideration.randomly picked without proper consideration.

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Benefits of PCMBenefits of PCM

Sound & Objective Appraisal: Sound & Objective Appraisal: The project will be The project will be designed and appraised based on sound research designed and appraised based on sound research and feasibility criteria, and not on voting and and feasibility criteria, and not on voting and consensus which does not capture the viability issuesconsensus which does not capture the viability issues

Long Term Planning: Long Term Planning: PCM improves long-term PCM improves long-term planning because the policy setting’ stage includes planning because the policy setting’ stage includes strategic review of long term goals and objectives;strategic review of long term goals and objectives;

Increased Accountability. Increased Accountability. There will be increased There will be increased accountability for results because individuals and accountability for results because individuals and teams will be assigned specific results that they must teams will be assigned specific results that they must deliver;deliver;

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Benefits of PCMBenefits of PCM

Standard Methods and Procedures. Standard Methods and Procedures. As As opposed to a mixed up process of managing a opposed to a mixed up process of managing a project, the PCM approach introduces a standard project, the PCM approach introduces a standard method and procedures for running projects stage method and procedures for running projects stage by stage, which provides stakeholders with a road by stage, which provides stakeholders with a road map of expected results, at each stage of the map of expected results, at each stage of the process;process;

Increased Efficiency in Planning and Use of Increased Efficiency in Planning and Use of Resources. Resources. Through the PCM method, project Through the PCM method, project resources are planned for before the project is resources are planned for before the project is executed, and adjustments are made during executed, and adjustments are made during project implementation;project implementation;

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Benefits of PCMBenefits of PCM

Stakeholder Ownership. Stakeholder Ownership. This is enhanced This is enhanced because PCM is a participatory process;because PCM is a participatory process;

Formal Documentation. Formal Documentation. PCM requires PCM requires documentation of procedures, processes and documentation of procedures, processes and results. This ensures that there is an accurate results. This ensures that there is an accurate record of information for every project step;record of information for every project step;

Enhanced Monitoring and Evaluation. Enhanced Monitoring and Evaluation. PCM PCM sets in place a process of monitoring based on sets in place a process of monitoring based on agreed milestones. Without PCM, it is hard to agreed milestones. Without PCM, it is hard to create an effective monitoring framework and create an effective monitoring framework and results are hard to establishresults are hard to establish

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