Project cycle management

1. USAID PROGATI Project
M&E Working group Meeting
PROGATI Office
(Draft presentation)
Planning M&E activities within the Project Cycle
September 10,2008
Prepared and Presented by Development Alternatives, Inc (DAI)
The views expressed in this presentation do not necessarily reflect the views of the
United States Agency for International Development or the United States Government
Promoting
Governance,
Accountability,Transparency
and
Integrity

2. Welcome

3. WHY PCM
• To have clear Strategic Frame Work
• To have analysis of situation
• Project relevant to beneficiaries
• Clear/Realistic objectives
• Adequate consideration to risks and
sustainability factors
• Eager to learn lesson and incorporate in
program

4. PCM Principles
• Follows the phases of the project cycle
• Use the Logical Framework Approach as
its core design & management tools
• Emphasis beneficiary involvement in
decision making
• Sustainability into project design
• Standard monitoring tools and reporting
formats

5. The project cycle
• Stage 1: Preparation: Review of local social and
economic conditions
• Review of relevant local and central government
policies
• Community Strategy undertaken and project criteria
developed
• Stage 2: Situation Assessment - covering
participatory needs assessment
• techniques and community involvement
• Stakeholder Analysis
• Problem and objective assessment
• Stage 3: Planning - covering definition of project
aims and objectives, tasks involved in project
planning (logical frame work), Prepare budget abd
provide a set if financial ratios
• Review of prepared project for institutional capacity
• Stage 4: Resource Mobilization: Commits the
necessary resources to the project
• Stage 5: Implementing : Executes the projects
• Stage 6: Monitoring & Modification - Ensures it is
on-track of the role of ongoing
• Feedback to management
• monitoring in adjusting and refining projects
• Stage 7: Evaluating the project - covering an
introduction to evaluation,
• interpretation of data, and exploration of reactions to
evaluation
• processes
• Stage 8: Learning from the project and evolving
– covering organizational learning, negative impact
of failure to learn
Situation Assessment
Planning
Evaluation
Resource Mobilization
Implementation,
Monitoring & Modification
Preparation
Immersion &
Reflection

6. Project Cycle
Key characteristics:
• defines key decisions,
information requirements, &
responsibilities at each
phase
• each phase must be
completed for the next to be
tackled with success
• draws on evaluation
experience for the design of
future programmes &
projects
Situation Assessment
Planning
Evaluation
Resource Mobilization
Implementation,
Monitoring & Modification
Preparation

7. Situation Assessment
Planning
Evaluation
Resource Mobilization
Implementation,
Monitoring & Modification
Preparation Pre-
feasibility
study
TOR
Planning
document
TOR
Draft
Financing
Proposal
Financing
Proposal
Financing
Agreement
Annual
work plans
Annual
Reports
Evaluation
Reports
TOR
Indicative
Programme
Country
Strategy
Paper
Documents produced
Monitoring
report
Modification
of activity
planning

8. Planning
workshop to
define preferred
solution
Planning
workshop to
define preferred
solution
Planning
workshop to
analyze
outcomes
Planning
workshops to
agree workplan &
assess progress
Stakeholder Involvement
Preparation
Situation
assessment
Planning
Evaluation
Implementation &
monitoring
Resource
Mobilization

9. A discussion tool
• stakeholder
involvement
• structured process
• Needs/right based
approach
• framework for
assessing relevance,
feasibility &
sustainability
• Steps
• Problem analysis
• Objective setting
• Strategy analysis
• Logframe preparation
• Activity schedule
• Resource schedule
The Logical Framework
Approach

10. • Objective wise planning
• Activity wise planning
Planning

11. Sustainability
• Project services
• Policy Support
• Technical
appropriateness
• Access by gender/social
groups
• Environment Protection
• Institutional capacity
• Financial & economic
viability
End of
proj
Project purpose

12. Standard Documents
1. Summary
2. Background
3. Justification of the project
4. Assumptions
5. Implementation
6. Factors affecting
sustainability
7. Monitoring & Evaluation
8. Conclusion and
recommendation
Situation Assessment
Planning
Evaluation
Resource Mobilization
Implementation,
Monitoring & Modification
Preparation

13. Key Steps (6) in setting up the
M&E System
• Establishing he purpose and scope – why do we need M&E and
how comprehensive should our M&E system be
• Indentifying performance questions, information needs and
indicators- what do we need to know to monitor and evaluate the
project in order to manage it well
• Planning information gathering and organization – how will the
required information be gathered and organized
• Planning critical reflection process and events- how will we make
sense of the information gathered and use it to make improve
• Planning for quality communication and reporting – how and to
whom do we want to communicate what in terms of our project
activities and processes
• Planning for the necessary conditions and capacities- what is
needed to ensure our M&E system actually works

14. KEY M&E Tasks during the project
cycle
• Ensure information needs for management are met
• Coordinate information gathering and management
• Facilitate informal information gathering and
communication.
• Support regular review meeting and process with all
implementers
• Prepare for supervision mission.
• Prepare for and facilitate the annual project review
• Conduct focused studies on emerging questions
• Communicate results to stakeholders
• Prepare annual progress reports.

15. Mid term review
• Collate information for the mid-term
review
• Facilitate the internal review process to
prepare for the external review process
• Help respond to Mid-term review
feedback
• Adjust the M&E system , as necessary

16. Phasing out and completion
• Assess what the implementers can do to
sustain impact and sustain M&E after
closing down and implement these idea
• How workshops and do field studies with
key stakeholders to assess impacts
• Identify lessons learned for the next phase
and/or other project