Project Cycle Management Project Cycle Management

(PCM)(PCM) Participatory Planning

What is Project ？ • Objective

• Activities Outputs ⇒• Duration

• Budget （ Input)

• Resources (Input)

An undertaking for the purpose of achieving established objectives, within a given budget and time period.

What is Project Cycle ?

• Project identification• Project formation• Appraisal• Implementation• Monitoring• Plan revision• Evaluation• Feedback

Project Cycle Management

　　　 Planning

Implementation

Evaluation

PDM

Plan

DoSee

Do See

Plan

See

Plan

Do

We are in this stage.

Project Design Matrix （ PDM ）Narrative Summary

Objectively Verifiable Indicators

Means of Verification

Important

Assumptions

Overall Goal

Project Purpose

Outputs

Activities Inputs

Pre-conditions

PDM 　 Vertical Logic • Project Purpose 　

Objectives that the project should achieve within the project duration

• Overall Goal Direction that the project should take next

• OutputsStrategies for achieving the Project Purpose

• Activities Specific actions taken to produce Outputs

• Important Assumptions

Conditions important for project success, but that cannot be controlled by the projects. Whether these conditions develop or not is uncertain.

PDM Horizontal Logic • Objectively Verifiable Indicators

Standards for measuring project achievement.

• Means of VerificationData sources from which indicators are derived.

• Inputs Personnel, materials, equipments, facilities and funds required by the project.

• Preconditions Conditions that must be fulfilled before a project gets underway

Characteristics of PCM

Participatory Approach

Logicality

Consistency Transparency

Problem-Solving

Needs of Local People

Ownership of Beneficiaries

Transparency of Project Process

Development of PCM Method

• Late 1960s Logical Framework (USAID) ➢ International Agencies introduce the Logfra

me

• Early 1980s ZOOP (GTZ) 　 Objectives-Oriented Projec

t Planning ➢ European countries adapt the ZOPP

• Early 1990s PCM(FASID) ➢ JICA begins full-scale introduction of the PCM

Participants in the Workshop

Moderator

Resident of the community

Personnel of the donor agency

Expert in a related issue

Other organization

Recipient country governmental agency

Recipient country implementing agency

PCM Workshop

Working as a team

Visualizing ideas

Analyzing step by step Cards

&Board

Consensus

Brainstorming

Moderator

8 Rules 1. Write down your own statement on a card.2. Write only one idea on a card.3. Make your statement specific.4. Express your statement in a concise sentence. 5. Stick to the facts and avoid abstractions and

generalizations.6. Make it a rule to write cards before beginning

discussions.7. Do not remove a card from the board before a

consensus is obtained. 8. Do not ask who wrote a particular card.

7 Steps in PP

Stakeholders Analysis

Problems Analysis

Objectives Analysis

Project Selection

PDM Plan of Operation

Analysis Stage

Planning Stage

Appraisal

We are practicing by this stage.

Working together

STEP1 Stakeholders Analysis

Identify the issues, problems, and current conditions of the target area through analyzing the area and local residents targeted for assistance, related groups, related organizations and agencies.

Focus on people and organization.

Tentatively select a target group.

STEP2 Problems Analysis

Problems Analysis visually represents the causes and effects of existing problems in the project area, in the form of a Problem Tree. It clarifies the relationships among the identified problems.

STEP3 Objectives Analysis

Objective Analysis clarifies the means-ends relationship between the desirable situation that would be attained one problems have been solved and the solution for attaining it. This stage also requires an Objective Tree.

STEP4 Project Selection

Project Selection is a process in which specific project strategies are selected from among the objectives and means raised in Objectives Analysis, based upon selection criteria.

STEP5 Formation of the PDM

The project design Matrix (PDM) is formed through elaborating the major project components and plans based on the approach selected. The format of PDM is similar to that of the Logical Framework, and therefore can be commonly used worldwide.

STEP6 PDM Appraisal

The PDM Appraisal is conducted by an aid agency to ensure the project plan. It is composed of the following stage:

(1) Examination of the details of the PDM elements; (2) review of the PDM formation process; (3) examination from the perspective of the five evaluation criteria.

STEP7 Plan of Operations

The Plan of Operation is prepared by the project implementers, based on the PDM and other information. It is an effective tool for project implementation and management, and provides important data for monitoring and evaluation of the project.

Rules for Writing Problems

1. Write in a Sentence.

Make Clear “Subject and Object”.

2. Avoid “No Solution”.

3. Avoid Generalization.– Be Specific.

4. Don’t Write a Cause and Effect in One Card.

5. Be Specific Whose problem.

Example: Format of Plan of Operation

Activities Expected Results

Schedule Person in Charge

Implementer Materials and Equipment

Cost Remarks

1-1

1-1-1

1-1-2

2-1

2-1-1

2-1-2

Monitoring and Evaluation

The Five Evaluation Criteria

1. Efficiency

2. Effectiveness

3. Impact

4. Relevance

5. Sustainability

• Efficiency The productivity in project implementation. The degree to which Inputs

have been converted into Outputs.

• Effectiveness The degree to which the Project Purpose has been achieved by the

project Outputs.

• ImpactPositive and negative changes produced, directly or indirectly, as a result of the Implementation of the project.

• Relevance The validity of the Overall Goal and Project Purpose at the evaluation

stage.

• Sustainability The durability of the benefits an and development effects produced by

the project after its completion.