Documentation, Programming and Implementation

Nayyar Raza Kazmi

Why Documentation?

Helps in standardizing what has to be done

Acts as a reference document Helps in understanding what has to be

done and why.

Once an Option is selected as a Course of action, the next step is to make a plan of action based on the selected option.

Contains information about different activities for achieving the objectives.

What Programming Addresses

It provides the following guidelines What is to be done How exactly to be done Where it will be done Who will do it What resources will be needed How much money will be spent on it When will it start and end How does it relate to other activities How precisely will it be monitored? With what frequency? And by

whom?

Programming

Logical Framework Analysis (LFA) also called Log Frame is a planning and programming tool thatCreates hierarchy of aimsHighlights external factors that may impact the

implementation of the projectEstablished criteria for M & E.States the Implications of carrying out the planned

activities in terms of resources, assumptions and risks.

Log Frame Components Goal

Broader terms implying vision or mission

Objective How that goal will be achieved. SMART (Specific, measurable, attainable, realistic,

time bound)

Outcome End Products of the Project

Activities Accomplishment of which will result in the delivery of

the output.

Log Frame Components (Contd) Indicators

Objective measures used to verify progress and achievement of the project

Means of VerificationMethods of collecting and assessing

information with regard to the indicators (progress reports)

Risks/AssumptionsEvents and conditions outside the control of

the planners and implementers that may impact the attainment of aims and objectives.

Narrative Summary of the Project Description

Performance Indicators Means of Verification Assumptions and Risks

Goal:The wider problems that the

project will help to resolve.

The quantitative ways of measuring or qualitative ways of judging whether the broad objectives have been achieved

Used during evaluation

Sources of information and methods used to collect and report it

 (Goal to Supergoal)The external factors necessary

for sustaining objectives in the long-term

Purpose:The intended outcome

expected at the end of the project

The improvements or changes the project will bring about

Quantitative and qualitative evidence for judging achievement and distribution of benefits (quantity, quality, time)

Used for project completion and evaluation

Sources of information and methods used to collect and report it

(Purpose to Goal)Conditions external to the

project that are necessary if achievement of the Project’s Purpose is to contribute to the Project’s Goal

Outputs: The direct measurable results (goods and services) of the project, produced in order to achieve the project purpose.

Measures of the quantity and quality of outputs and the timing of their delivery

Used during monitoring and review

Sources of information and methods used to collect and report it

(Output to Purpose)The factors not within the control of the project, which if not present, are liable to restrict progress from outputs to achievement of the project purpose

Activities: The tasks carried out to

implement the project and deliver the identified outputs

Inputs/Resources:Materials/equipment or services

(personnel trained etcetera) to be provided at what cost in what period by funders, partners, or beneficiaries

Sources of information and methods used to collect and report it

(Activity to Output)The external factors that must be realized to obtain the planned outputs on schedule

The decisions or actions outside the control of the funders that are necessary for the inception of the project

Indicators Means of Verification

Risks/ Assumptions

Goals

To decrease the morbidity and mortality of TB

TB prevalence rate and standardized mortality ratio has decreased

Through community and hospital surveys

Community and partner commitment of TB is high

Objectives

1. To improve the awareness of community women in 6 Districts of NWFP on TB related issues

2. To increase women’s access and utilization of TB control services in 6 Districts of NWFP.

1. %age of women knowing basic information about TB

2. %age of women attending TB clinics

Pre and Post intervention Focus Group Discussions

Quarterly Reports and TB Centre Registers

The Local Community groups will cooperate

Political support and commitment is present

Outcomes

1. Level of women knowledge related to TB is increased

2. Case detection rate of TB among women increases.

1. %age of women with correct knowledge related to TB

2. Case detection rate among women

Pre and Post Intervention Focus Group Discussion

Quarterly TB reports

The Local Community groups will cooperate

Political support and commitment is present

Outputs

1. 6 Training sessions of INC Coordinators in 6 Districts

2. 6 awareness campaigns in each district by end of 18 months

3. 15000 newsletters, 10000 posters and leaflets related to TB published and distributed

4. Case detection rate of TB increases from 44% to 60% in 18 months

No of training sessions conducted per district

No of awareness campaigns conducted per district

No of newsletters, posters and leaflets published and distributed in 6 Districts

Quarterly Reports Community support is present

Political support is present

Risks:

Law and Order situation in 2 Districts is not good

Political scenario is uncertain

Activities

1. Funds released

2. Staff hired ( I health education specialist)

3. 1 awareness campaign in each district per quarter

%age of allocated funds released

No. of staff hired

Quarterly Financial Reports

Quarterly Reports.

Project Documents

Suficient Funds are available with Donor

Donor commitment is present

Required staff would be easily available.

Implementation

Implementation means actually carrying out the activities as outlined in the documented plan of action

Implementation is done applying various management theories. However certain tools help in implementation.

Project Implementation Tools

Gantt Chart Project Management techniques like

PERT ( Performance Evaluation and Review technique)

CPM ( Critical Path Method)

Gantt Chart

A Graphical representation of time schedule of activities and inter relations between them

Time is represented on X-axis and activities on the Y-axis. Each activity is shown as a bar starting from the day it starts and ends on the day it terminates. Parallel activities lie below each other.

P.E.R.T