Project Planning, Design and Management

Project Planning, Development and
Management
Gai Chol Paul
ED.
Silver Mustard International Co. Ltd
2/27/2017

Project Planning, Development and
Management
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• Arrival and Registration
• Introductions
• Expectations
• Fears
• Setting Ground Rules
• Time Management
• Recap Sessions every morning

Training Objectives
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By the end of the training, participants will be able to:
• Deliver the project results in the context of time,
budget, quality, scope, risk and benefit constraints
• Develop comprehensive and detailed project plans and
managing them through the entire life of the project;
• Identify the characteristics of successful and
unsuccessful project
• Identify potential risks and establishing processes to
avoid and address these risks and ensuring that the
intended project benefits are delivered
• Complete the five steps of the Logical Framework
Approach

Training Objectives…………..
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• Identify key areas of successful Monitoring and
Evaluation systems
• Identify and perform the major aspects of project
initiation, project monitoring and close out
• Manage projects that are often implemented via
contractors, sub-contractors and suppliers
• Diferentiate between project management,
programe management and portfolio
management

Project in Development Sector
• Why do projects matter?
• How to define projects and project
management?
• How do projects fit in the larger strategic
culture of development organizations?
• What are the roles/responsibilities of the
project manager and the project team?
• What competencies are required to be a
successful project manager?
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What is Project?
• A project is a temporary endeavor undertaken to create a unique product
or service. It is a one-time, multi-task job that has clearly defined starting
and ending dates, a specific scope of work to be performed, within an
approved budget, and at a specified level of performance
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Project Life cycle
 Project Identification and Design
 Project Set Up
 Project Planning
 Project Implementation
 Project Monitoring, Evaluation and Control
 End of Project Transition
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Project Management Disciplines
• Scope Management
• Time Management
• Project Resource Management
• Risk Management
• Project Justification Management
• Stakeholder Management
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Principles of Project Management in
Development Sector
• Project Management is Balanced!
 Projects should be managed in a balanced way, applying equal rigor
through all of the phases of the life of the project.
• Project Management is Comprehensive!
 Project management disciplines should be applied to manage consistently
and deliberately all the work of the project through the entire life of the
project.
• Project Management is Integrated!
 All aspects of project management should be aligned and coordinated as a
means to ensure that all elements of project design, planning. monitoring
and implementation run smoothly.
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Principles of Project Management in
Development Sector
• Project Management is Participatory!
 Include a variety of stakeholders in the identification, design, planning,
implementation and monitoring of the project helps to ensure
transparency, improve quality, increase human capacity and strengthen
buy-in at all levels.
• Project Management is Iterative!
 Revisit and repeat project management processes through the life of the
project to confirm that the project designs, project plans and intended
results are still relevant. This practice also provides the opportunity to
improve their accuracy of existing project estimates and to plan for the
next steps in the project.
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Triple Constraints…………
• Projects must be delivered within cost
• Projects must be delivered on time
• Projects must meet the agreed scope – no
more, no less
• Projects must also meet customer quality
requirements
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Project Management Diamond
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Is Project Management a Science or an
Art?
• Project Management has to competencies;
• The science of project management focuses
on the planning, estimating, measuring and
controlling of work.
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The science encompasses the who-does-what-
when questions?
• Where are we with the project?
• What is the forecast cost of the project?
• What resources need to be actively managed?
• Are there risks that threaten the project?
• When will the project be completed?
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The art of project management
• Focuses on the people elements of a project.
• Requires skills that enable project managers to
lead, enable, motivate and communicate.
• The artistic project manager can;
• Direct the team when work challenges shift,
• realign priorities when the field realities change,
• resolve conflicts when they arise,
• and determine which information to
communicate when and to whom.
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Competency Model
Technical
• often referred to collectively as the ‘science’ behind
project management.
• Can the project manager identify, select and employ
the right tools and processes to ensure project
management success?
Leadership/Interpersonal
• often referred to collectively as the ‘art’ of project
management. E.g.,
• how does the project manager communicate,
• inspire, and resolve conflict?
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Personal/Self-Management
• the project manager's ability to self-manage.
e.g.,
• can the project manager effectively prioritize,
manage time and organize work?
Development Sector Specific
• the ability to apply the technical,
leadership/interpersonal and personal/self-
management competencies in the context of
development projects
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Tasks and Deliverables
• a task is an activity that needs to be
accomplished within a defined period of time or
by a deadline to work towards work-related
goals.
• A task can be broken down into assignments
which should also have a defined start and end
date or a deadline for completion.
• A deliverable is a measurable and tangible
outcome of the project. They are developed by
project team members in alignment with the
goals of the project.
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Milestones and Checkpoints
• Milestones are points of completion or
achievement on a plan, for example
completing a document or getting agreement
from a customer.
• Checkpoints are calendar points at which the
project reports progress, for example weekly
checkpoint meetings.
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Projects, Programs and Portfolios
Project management
• is the discipline of planning, organizing and managing
resources to bring about the successful delivery of
specific project goals, outcomes and outputs.
Program management
• is the process of managing a group of related projects
in a coordinated way to obtain benefits and control not
available through managing them individually
• Portfolio management oversees the performance of
the organization’s collection of project and programs.
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Responsibilities of Project Sponsor
• Ensure organizational commitment and
accountability for the project;
• Decide on proposed project changes (scope,
budget, calendar or others) that extend beyond
the project manager’s agreed tolerances;
• Oversee the project, providing resources,
direction and insight as necessary;
• Monitor the ongoing viability of the project,
making decisions to terminate the project if
necessary;
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Responsibilities of Project Sponsor…..
• Support and advise the Project Manager on
the management of the project, especially on
issues that extend beyond the span of control
of a project manager.
• Advocate for necessary organizational
support and resources for the project; and
• Ensure that the organization “owns” the
process and results of the project.
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Responsibilities of Project Manager
Planning
• Define and clarify project scope
• Develop the project plan
• Develop the project schedule
• Develop policies and procedures to support
the achievement of the project objectives
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Organizing
• Determine the organizational structure of the
project team
• Identify roles and positions
• Identify services to be provided by external
companies
• Staff project positions
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Leading
• Setting team direction
• Coordinating activities across different
organizational functions
• Motivating team members
• Assigning work
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Controlling
• Defining project baselines
• Tracking project progress
• Project status reporting
• Determining and taking corrective actions
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Project Phases Interactions
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Project Identification and Design
How does projects begin?
• as an idea
• a need
• opportunity that is assessed, analyzed, and
ultimately developed into a project which is
managed through the project life cycle.
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Data collection
• The purpose is to broadly explore a wide
number and variety of issues,
• providing information which, when analyzed,
will inform priorities and identify interventions
that will address the challenges in a target
area.
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• Identify project Needs
• Community needs in the potential
intervention area
• Present state of service provision
• Existing strengths within the community
• Examining stakeholder present in the
intervention area
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Types of needs
• Normative needs - compare the current situation to a set of professional
or expert standards. E.g., a sanitation expert might indicate that rates of
fecal matter in household water are above the standard established by the
ministry of health.
• Comparative needs – compare the current situation with the situation of
others. E.g., members of fishing cooperative may observe that the fish
stocks are higher in a nearby town with sanitation facilities.
• Felt needs – focus on the thoughts and dreams of the community itself.
What the people themselves believe should be the priority. A felt need is
likely to be subjective and could be better described as a ‘want’.
• Expressed needs – are inferred by observation of the community’s
actions. For example, if there are long waiting lists for a service, then there
is an indication that the community prioritizes that need.
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Types of Data
• Secondary data
• Primary quantitative data
• Primary qualitative data
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Tools for data collection
Secondary Data Primary Quantitative Data Primary Qualitative Data
• Literature review
• Records review
• Existing statistics
• Indices
• Government
documents
• Other NGOs’
Documents
• Knowledge, practice
and coverage surveys
• Household surveys
• Standardized tests and
surveys
• Standardized
observation instruments
• Anthropometric
measurements
• Brainstorming
• Affinity diagrams
• Focus groups
• Historical narratives
• Timelines
• Empowerment circles
• Visioning
• Locality mapping
• Semi-structured
interviews
• Key informant
interviews
Ranking exercises
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Analyzing Data
• The purpose of data analysis is to order and
organize the raw data so that useful
information can be extracted from it.
• It is of two categories ;
• Current state analysis
• Future state analysis
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Current state analysis
• is the starting point for good project design.
• It is the process of understanding the status, condition, trends
and key issues affecting people and people’s livelihoods,
ecosystems or institutions in a given geographic context
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Analysis Tools
Objective Tool
Organize information Vulnerability matrices
Prioritize assessment data Mind mapping
Affinity diagrams
Ranking exercises and matrices
Identify current state of service provision Gap assessment analysis
Mapping
Promote critical thinking by project
stakeholders
Group discussions
Focus Groups
Workshops
Investigate cause and effect relationships Force field analysis
Problem trees
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Future State analysis
• This involves asking questions about how the project will
improve the livelihoods, ecosystems or institutions of the
project participants. It helps to develop a picture of where the
project will lead:
• What will be different in the future if this project is successful
at meeting expectations?
• What will project beneficiaries be able to do that you can’t do
now?
• What social change will be enabled?
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• Which elements will be included in the project
intervention?
• Which elements will not be included in the
scope of the project?
• What are the criteria which will be used to
make these decisions?
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Criteria for Determining what is
Included in Project Interventions
Category Illustrative Criteria
Need prioritization What needs received the highest level of
emphasis during the
assessment/analysis? Addressing which
needs would appear to have the highest
potential for impact?
External program considerations Who else is working in the proposed area
of intervention? What are their program
strengths? What existing activities
complement the objectives tree analysis?
Appropriateness Is the proposed approach acceptable to
the target population and key stakeholder
groups? For example, would a
reproductive health program be
appropriate and consistent with religious
and cultural norms?
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Institutional Capacity What are your organization’s strengths?
What are your implementing partner
capacity levels?
Resource availability Is funding available?
Is there potential for growth?
What opportunities exist to leverage
resources?
Financial/economic feasibility Is the rate of return for the investment
acceptable?
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Technical feasibility and sustainability Can the proposed work be realistically
accomplished?
Can the work of the project be sustained
and maintained over time?
Internal program considerations What are the strategic priorities for your
organization in the region? Country?
Other?
What are the program strengths of your
organization?
What priorities does your organization
have with regard to geography?
Beneficiaries? Other?
Portfolio Considerations Does the project ‘fit’ within the larger
portfolio of projects in the organization?
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Identifying the Project Intervention Logic
• One of the principle tools used to establish the logic of
development projects is the logical framework (logframe)
matrix
• The logical framework is an analytical tool used to plan,
monitor and evaluate projects.
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Elements of Logframe
• Activities are actions taken through which inputs (financial,
human, technical, material and time resources) are mobilized
to produce the deliverables (training, constructing, etc.) of a
project for which staff can be held accountable and which,
when aggregated, produce outputs.
• Outputs are tangible deliverables resulting from project
activities. They include products, goods, services and changes
(e.g. people trained with increased knowledge and skill;
quality roads built) that aggregate and contribute to
outcomes.
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• Outcomes are what the project expects to accomplish at the
beneficiary level (e.g. use of knowledge and skills in actual
practice over time; transportation of goods on constructed
roads over time) and contribute to population-level changes
(reduced malnutrition, improved incomes, improved yields,
etc.) that aggregate and help bring about accomplishment of
goals and impact over time.
• Goals are the highest level desired end results or impacts
(transformation, sustainability, livelihood, well-being etc.) to
which the project contributes (the ultimate objective in many
logical frameworks).
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Vertical Logic of the Log Frame Matrix
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Horizontal Logic of the Logframe
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Indicators
• An indicator is a quantitative measure or qualitative
observation used to describe change
• For the indicator to measure change it must have a baseline (a
measure or description of current performance of the entity
and/or a comparator) as an initial reference point.
• Baselines must be defined at or near the beginning of a
project.
• Performance during project implementation is measured
against a target (the improvements, change or achievement
expected to happen during project implementation), taking
into account the baseline.
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• Indicators depict the extent to which a project is
accomplishing its planned inputs, outputs,
outcomes and goals.
• They communicate in specific, measurable terms
the performance to be achieved at each level of
change.
• Indicators also help to remove vague and
imprecise statements about what can be
expected from project interventions.
• Indicators must be SMART
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The Delta River Project Logical
Framework
Description Indicator MoV Assumption/Risk
Goal Improved health of
under-fives,
specifically among
low-income
families who live by
the river.
Incidence of water-borne
diseases among children
under 5 reduced by 30% by
2012.
Municipal hospital
and clinic records
collected by mobile
health teams
Outcome
s
Reduced volume of
fecal waste
discharged into
river
• Concentration of E. coli
reduced by 20%
(compared to levels in
+ 2003) and meets
national health and
sanitation standards by
2012
• 60% of household fecal
waste is disposed of via
latrines or sewage
connections
• Monthly water
quality surveys
conducted by the
EPA and the River
Authority
• Annual sample
survey conducted
by the
municipality
between 2009
and 2012
• Up river water
quality remains
unchanged
• Clean river
water is a key
determinant of
the health
status of
children < 5
years
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The Delta River Project Logical
Framework ……….
Description Indicator MoV Assumption/Ris
ks
Out
puts
Quality latrines
constructed and being
used by community
members
# of latrines completed
# of latrines passing quality
check
#of women, men, girls & boys
using latrines regularly
Inventory data from
form used by the
community sanitation
volunteers
Key informant
interviews
• Raised
awareness will
ensure latrine
adoption and
continued usage
• Use of latrines
will adequately
reduce volume
of waste
discharge into
river
Activ
ities
1. Deliver public sanitation
awareness campaign
2. Mobilize communities for
latrine construction
3. Prepare engineering
specifications
4. Locate optimal sites for
latrine construction
• # of public meetings
• # of people received information
• # of people in awareness meetings
• Engineering plans completed
• Plans approved by Ministry of
Public Works
• # of sites identified
• Client satisfaction with proposed
latrine sites
• Staff and volunteer
activity journal
• Event attendance records
• Copy of plan verified
• Ministry of Public Works
approval form
• Map of sites with
rationale statements
documenting client
inputs
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Project Set Up
The objectives of the Project Set Up Phase are to;
• To establish the Project Governance Structure.
• To officially authorize the start of the project.
• To Communicate the project launch
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Establishing the Project Governance
Structure
• governance defines the management framework
within which project decisions are made
• A robust governance structure clarifies:
• Authority: Who has the power to make decisions
and within what tolerance levels;
• Accountability: Who is accountable for the
success of the project? With no clear
accountability for project success, there is no one
moving agendas to resolve project issues
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Project governance structure
• Maybe single person, e.g., project Sponsor
• Project Board
• There is no standard size for project board, at
minimum there must be two members of the board
• Board members should represent the following distinct
knowledge/ management/ experience perspectives:
• An Executive perspective
• A Senior User perspective
• A Senior Supplier perspective
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Responsibilities of project board
• Decide on proposed project changes (scope, budget, calendar or
others) that extend beyond the project manager’s agreed
tolerances;
• Oversee the project, providing resources, direction and insight as
necessary;
• Monitor the ongoing viability of the project, making decisions to
terminate the project if necessary;
• Represent the interest of the perspective they represent;
• Support and advise the Project Manager on the management of
the project, especially on issues that extend beyond the span of
control of a project manager; and
• Advocate for necessary support and resources for the project
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Officially Authorizing the Start of the
Project
• After decision gate model; e.g. concept paper, expression of
interest, proposal.
• The approval shall be documented through the
development of project charter.
• Objectives of project charter
• To officially authorize the start of project activities and the
use of resources for project implementation;
• To ensure that there is shared understanding of the project
parameters among key project stakeholders and sponsors
(both internally and externally);
• To document a shared commitment to the objectives of
the project and the resources/activities required for project
success
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Communicating the Project Launch
• Purpose of communicating project launch
• To formally acknowledge the beginning of
project;
• To ensure that key stakeholders have a
consistent understanding of the project;
• To introduce stakeholders to the project
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Characteristics of Project Planning
• Implementation Planning is Balanced!
• Implementation Planning is Comprehensive!
• Implementation Planning is Integrated!
• Project Management is Participatory!
• Project Management is Iterative!
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Implementation planning is balanced
• The management of projects should be balanced to
ensure that all the activities, budget and calendar
required to conduct the work associated to each of
these phases is performed.
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Implementation planning is balanced
• Planning for project set up; e.g., planning the
calendar and budget for meetings of the project
board
• Planning for project planning; plans should be
revisited on a regular basis and updated to reflect
the most recent monitoring data available
• Planning for project implementation
• Planning for project monitoring and evaluation
• Planning for project transition plan
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Implementation Planning is
Comprehensive
• the project plan should comprehensively address all
of the work required to ensure project success.
• A comprehensive project plan will include the details
of the disciplines of the project management
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Implementation Planning is Integrated
• project constraints are connected, making it impossible
to change one without impacting the others .e.g.;
• Decisions related to the budget depend on choices that
are to be made related to the scope.
• Decisions related to the calendar depend on choices
that are to be made related to logistics.
• Decisions related to communications depend on
choices that are to be made related to human
resources.
• Decisions related to monitoring depend on choices
made related to risk.
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Implementation Planning is
Participatory
• Stakeholders have skills and knowledge that can be leveraged when
developing project resources .
• Project stakeholders are often in the best position to identify
potential project risks and make plans to mitigate their impact.
• New staff and/or partner staff can benefit from improved project
orientation when they participate in planning activities..
• Stakeholders involved in the project planning process are more
likely to assume leadership, ownership and buy-in of project
implementation activities.
• While at the same time, stakeholders who oppose the project can
be brought round by the project team by listening to their concerns
and re-shaping the scope to help overcome their concerns
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Implementation Planning Is Iterative
• Implementation document is a living
document that is regularly update according
to the needs
• Project planning phase is a part of loop with
implementation phase and monitoring,
evaluation and control phase
• Together, these three phases continually
provide insights and learning that informs and
updates the project implementation plan.
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Rolling Wave Planning
• Over time, changes to the project implementation plan help
provide greater detail on schedule, costs, and resources
required to meet the defined project scope.
• This iterative process of providing increasing levels of detail to
the project implementation plan over time is often called
‘rolling wave planning.’
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• Rolling wave planning is helpful in situations where project
information is difficult to collect or is changing very rapidly
(e.g., operating in high risk or emergency contexts).
• In these situations, as new project information is collected,
additional dependencies, requirements, risks, opportunities,
assumptions, and constraints will be identified.
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Implementation phase
• Project implementation is to lead and manage
the application of the project implementation
plan.
• Project manager must have skills to;
• Manage Issues
• Manage People
• Manage Internal Controls
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Managing Issues
• An issue is an unresolved decision, situation or problem that will
significantly impact the project and that the project team cannot
immediately resolve
• Issues management consists of having a process for identifying these
problems and managing them until they are resolved.
• Resolving issues is frequently beyond the authority of the team. However,
even if an issue needs to be escalated to the next level or delegated to
another person to resolve, it still needs to be tracked by the project
manager
• Issue management is a collaborative endeavor, everyone on the team is
responsible for;
• Identifying project issues;
• Contributing to the resolution of project issues
• Escalating important issues to the Project Manager as soon as possible.
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Negative consequences if issues are
not resolved
• Inability to meet project timelines, cost, and
schedule;
• Poor or unacceptable project quality;
• Poor reputation among communities, donors
and others; and
• Post implementation disputes.
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Issues Management process
• Issue Identification and Tracking – Identifying outstanding questions,
decisions and other problems before they adversely affect the project
• Issue Analysis – Understanding the issue sufficiently to consider future
consequences of action plans designed to resolve it.
• Issue Communication – Communicating issues to the right level of the
organization to get them resolved. Furthermore, it is important to
communicate when and how issues are resolved
• Issue Control – The project manager is responsible for establishing an
environment where the project team and implementing partners can carry
out actions to ensure issues are resolved in a timely and effective manner
• The most important control tool is the issues log, which summarizes the
issues, describes their current status and identifies who is responsible for
addressing the issue.
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Issue Log
Issue
reference
Reported
by
description Date
reported
Assigned
to
Date
assigned
status Status
date
resolution
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Managing People
• Acquiring Project Staff – As part of the function of managing the team,
the project team leader must be clear on the systems for identifying staff
candidates, interviewing candidates, identifying selection criteria and
making final selections of project staff.
• Creating Staff Job Descriptions – Staff job descriptions include the list of
project duties, roles and responsibilities for team members.
• Documenting Project Organization Charts – Project charts represent the
reporting relationships among the project team.
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• Developing Project Staff – What skills are needed? What are the training
needs? Are there certification requirements.
• Conducting Performance Assessments – Performance assessments are
the documented formal or informal assessment of the project team
members’ performance. After analyzing the information, project managers
can identify and resolve problems, reduce conflicts, and improve overall
team work.
• Establishing Team Communication Norms – As the leader of the project
team, the project manager must concretely plan the communications (via
meetings, workshops, reports, memos, newsletters, blogs, etc.) that allow
the project team to share information, actively work to identify issues and
conflicts, and interact creatively to resolve these issues
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Managing Internal Control
• Internal controls include the processes through which an organization's
resources are directed, monitored, and measured. It plays an important
role in preventing and detecting fraud and protecting the organization's
resources
• At the organizational level, internal control objectives relate to the
reliability of financial reporting, timely feedback on the achievement of
operational or strategic goals, and compliance with laws and regulations
• A key component of the organizational capacity of the project includes
establishing internal controls that comprehensively address the entirety of
the support, administrative and logistic systems required for successful
implementation.
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Areas that benefit from internal
controls
• Human Resources Capacity and Systems
 Are Human Resources policies documented and in compliance with local
laws and organizational regulations?
 Do systems exist for timesheets, performance reviews, and employee
separation?
• Procurement
 Do systems exist to select suppliers?
 Do supplier selection criteria exist?
 Do systems exist to manage suppliers?
 Do similar systems exist for consultants?
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controls……
• Financial
 Do systems exist for cash management? Expense management?
Financial reporting?
 Is there a segregation of duties for financial roles?
• Inventory
 Do systems exist for the identification and tracking of inventory?
 Do systems exist for the use/transfer/disposal of equipment
following project closure?
• Contracts and Agreements
 Do systems exist for grants management?
 Do systems exist to manage relationships with implementing
organizations?
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controls……
• Infrastructure
 What systems exist for communications? Telephones, internet, radio?
 What systems exist to manage vehicles and transport?
• Security protocols
 Is there need for special security arrangements? Travel guidance?
Accompaniment programs? Other?
• Fleet Management
 Are there mileage logs that control the use of service vehicles?
• Information Management
 Is there a record keeping system (paper/electronic) in place?
 Do policies and standards exist for information management?
 Are documents, contracts and receipts accessible to meet the audit
requirements of the project?
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Project Monitoring, Evaluation and
Control
• Monitoring
• Tracking the operational work of the project.
• It answers questions like “Have activities been completed as
planned?”
• “Have outputs been produced as anticipated?”
• “Is the work of the project progressing as projected?”
• It tells the project manager where the project performance is
in terms of money, time, risk, quality, and other areas of
project progress.
• It corresponding to activities and outputs in LogFrame Matrix
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• Evaluation
• Tracking progress at the higher levels of the logical framework
• Evaluations tend to explore questions like,
• “Is the project successful at achieving its outcomes?”
• “Is the project contributing to its ultimate goal?”
• Evaluation data is collected and analyzed less frequently and
often requires a more formal intervention (often by technical
advisors or external evaluators).
• It correspond to outcomes and goal
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• Control
• establishing the systems and decision-making process to
manage variances between the project plans (in terms of
scope, cost, schedule, etc.) and the realities of project
implementation.
• It also involves establishing how project variances and
changes are managed, documented and communicated with
stakeholders
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Monitoring and Evaluation Plan
• It identifies the system for tracking and measuring project
progress, performance and impact.
• It include the following information;
• What indicators are being monitored and evaluated?
• What information is needed to track the indicator?
• What are the sources of the information?
• What data collection methods are appropriate?
• Who will collect the information?
• How often will it be collected?
• Who will receive and use the results?
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Project Monitoring and Evaluation Plan
Format
Hierarchy Indicators Definition
of Key
Terms
Information
Needed
Sources
of Data
Methods
of Data
Collection
Who
Collects
Frequency
of
Collection
Users
Goal
Outcomes
Outputs
Activities
Inputs
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Project Evaluation Approaches
• Final Evaluations: conducted toward the end of
the project. Common questions must include;
Did the project succeed at accomplishing the
outcomes, goals and impact desired?
Was the project relevant, effective and efficient?
 Does the project have the potential to be
sustainable in its operations and impact?
Is the theory expressed in the logical framework
upheld?
2/27/2017

• Mid-Term evaluations: it provide the opportunity to supply
suggestions to improve the project efficiency and impact
while the activities are still underway.
• Ex-post Evaluation: it examine project impact at a defined
period of time after project completion, sometimes a year
after the official close of the project.
• Sometimes called a sustainable impact evaluation,
• an ex-post evaluation measures the extent to which project
outcomes and impacts have been realized through participant
ownership.
2/27/2017

Project Control
• Tolerance: performance limits within which the project
manager can retain autonomy
• Having a tolerance means the project manager has a certain
amount of flexibility with regard to project constraints.
• Types of Tolerance;
• Time Tolerance - the amount of time by which the project
completion can be later or earlier than the planned date.
• Cost Tolerance - the percentage, or a cash amount, by which
the project can be over or under the planned budget.
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• Scope Tolerance - is measured as an agreed variation from the
product description, and any potential variation should be
documented in the product breakdown structure.
• Risk Tolerance - provide a benchmark for which risks you
should be escalating to the Project Board.
• Quality Tolerance - ranges that define acceptable
performance for a product, documented in the product
descriptions.
• Benefits Tolerance – ranges of acceptable performance of the
project at the outcomes level.
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• During the project Set Up Phase, tolerances
should be established to identify the
parameters within which project delivery will
be acceptable - the overall project tolerance
levels.
• The tolerances need to be established and
approved by the governing structure of the
project.
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End of Project Transition
• Termination
• Extension
• Expansion
• Redesign
Tool use for planning end transition
 Transition planning matrix
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Verify the Project Scope and the
Accept Deliverables
• Project manager should contact the internal and external
stakeholders (including the Project Board or the Project
Sponsor) to verify that the scope of the project has been
accomplished and that the deliverables are accepted.
• Often, the verification of scope is measured in any final
evaluation that is conducted for the project.
• However, in situations where a final evaluation is not
conducted, the verification of deliverables should still be
conducted in two steps process;
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• The project implementation team meets to crosscheck work
completed against the project implementation plan. There may be,
for example, activities that were delayed early in the project and
never performed later.
• Meet with the key stakeholders (donors, community groups) to:
 Review accomplishments against the project plan, and then get
their acceptance documented by some kind of formal
acknowledgement or acceptance.
 Make sure they are satisfied, not just with the technical aspects of
the project, but also with the overall outcomes (this is often as
much about perception as it is about the existence of outputs and
achievement of outcomes).
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Complete Administrative, Financial
and Contractual Closure
Contract closure
• Are all contracts closed out? Suppliers? Sub-contractors?
Donors? Others? Implementing organizations?
• Has the donor reviewed and accepted project deliverables?
Financial Closure
• Has all permitted funding been received from the donor?
• Have all receivables (project advances, travel advances,
and advances to suppliers) been liquidated or transferred
to another project number or accounting code?
• Have all payables been paid?
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Administrative Closure
• Have project personnel been released or
reassigned?
• Have the project equipment, vehicles, offices
been reallocated? Sold? Transferred?
• Are project reports and closure documents
complete?
• Are project archives and/or files up to date?
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Lesson learned
• A learning review, also called an ‘After Action Review’, is use
to identify and record lessons and knowledge arising out of a
project.
• During the review, questions are asked that help participants
understand what was planned versus what actually
happened;
• What did we set out to do?
• What did we achieve? Focus more on facts than opinions;
• What went really well? Again, look at the facts. Why did it go
well? Compare the plan to reality.
• What could have gone better? Compare the plan to reality.
What prevented us from doing more?
• What can we learn from this?
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Celebrate Accomplishments
• recognizing the efforts of team members;
• acknowledging the contributions of key
stakeholders to the project; and
• expressing appreciation to individuals and
groups who were critical to the project
success.
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Scope Management
• Product scope
• Includes all of the required deliverables of the project,
meeting the agreed specification. (What is going to be
delivered?)
• Project scope
• Includes all of the work required to deliver the product scope.
(How will deliverables will be created and delivered?)
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Absence of a clear scope definition led
to;
• Unclear Expectations: Ambiguity in scope leads to
confusion among project stakeholders with regard to
what to expect - and what not to expect - from the
project
• Inaccurate Estimates: Errors in scope definition often
result in projects that have failed to identify all the
work required to complete the project (conversely,
poorly developed scope can result in unnecessary work
being included in the project).
• These scoping errors can cascade, resulting in errors in
budget and time estimates. These estimate failures can
result in schedule slips and hence finally cost overruns
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• Scope Creep – the failure to control
boundaries of project work and deliverables is
called scope creep
• Scope creep is a principle cause of project
delays and potentially “never ending”
projects.
• To avoid creep, the scope needs to be
documented and managed for the duration of
the project through a formal change process.
2/27/2017

The project manager should review
scope for;
• Completeness – does the team know exactly what it is
being asked to deliver?
• Ambiguity – will different stakeholders have the same
understanding of what is being asked for?
• Resources – are the resource requirements
understood and defined?
• Agreement – has the team agreed the deliverables?
• Viability – is the team capable of producing the agreed
deliverable?
• Acceptance – has everyone (team and stakeholders)
agreed what constitutes an acceptable product?
2/27/2017

TOOL FOR DEFINING PROJECT SCOPE
• The Work Breakdown Structure is the principle
tool that project managers use to define
project scope.
• The WBS is a hierarchical decomposition of
the work of a project.
• WBS arranges the project scope in an outline
or hierarchy of ‘work packages.’
2/27/2017

WBS format
• Graphic format
• Indented format
2/27/2017

A well-constructed WBS can be used
to:
• Guide the process of activity identification and sequencing;
• Provide a basis for:
 accurate estimates of project duration;
 accurate estimates of project cost;
 accurate resource estimates (vehicles, people, supplies, building
materials);
• Identify required departmental, subcontracting, supplier services;
• Communicate and agree the product and project scope with the
project’s stakeholders;
• Show the hierarchy of work needed to complete a project and
indicate the interfaces between them;
• Delegate the work packages to project team members,
implementing partners or suppliers.
2/27/2017

Time Management
• Delivering projects on time is one of the biggest
challenges faced in project management.
• To successfully manage time, project managers
require the ability to develop accurate schedules and
to implement them through the life of the project.
2/27/2017

Steps in scheduling plan
• Activity definition
• Activity sequencing (network diagram)
• Activity resource estimating
• Activity duration estimating (critical path)
• Schedule development(Gantt chart)
2/27/2017

Activity Resource estimating
Factors influencing quality of resource committed
to an activity
• Time
• Budget
• Regulations and organizational polices
• Weather constraints
• Material constraints
• Logistics constraints
• Human resource constraints
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Network Diagram
• Critical path: The critical path is the series of tasks that
determines the minimum amount of time required to
complete project activities
• Float (slack): float or slack is the amount of time that a task in
a project network diagram can be delayed by without causing
a delay to the project completion date.
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Gantt Chart
• A Gantt chart uses bars to graphically represent the schedule of project
activities, including their ;
• start date,
• end date, and
• their expected durations.
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Managing the project schedule
• Project managers should monitor their schedules regularly to
ensure the project calendar remains on track.
• If the project schedule begins to vary, the project team will
have a number of options through which the project can get
back on track. For example, deadlines can be delayed, or the
scope of the project can be reduced.
• If scope and calendar are inflexible then;
• Fast tracking: completing activities in parallel
• Crashing :adding additional resources to the critical path to
accelerate progress
2/27/2017

Project Resource Management
• Project resource management is the
arrangement and deployment of resources
available to a project.
• Project resources typically include;
• finances,
• supplies and inventory,
• human time, skills and input,
• equipment, and information technology.
2/27/2017

Managing Project Finances
• To exercise prudent financial management of
the project, the Project Manager will need to
develop skills in these three areas:
• Developing Budgets
• Identifying Cost Estimates
• Monitoring Budgets and Expenditures
2/27/2017

Developing Budget
• A budget is a description of the project’s financial plan that
includes a list of project cost estimates.
• A key to accurate budget is insuring that it is;
• Comprehensive: All budget items required to deliver the
products and services must be included
• Detailed: transaction cost and shared services
2/27/2017

Project budget Varies with
• Chart of account
 Project budget items are grouped in cost categories that help
project teams capture and analyze transactions by program
area, funding source, location, department, etc.
• Timing
 All budgets must define the time period to which they apply.
There ;
 Life-of –project budget (multi-years budget)
 Annual-project- budget
2/27/2017

Cost Estimate Techniques
• Top-down estimate
• start with a global estimate for the cost of a project and then assign a
percentage for that total to different phases or work packages of the
project
• Bottom-up estimates
• tasks are estimated and their cost “rolled up”
• Parametric estimate
• uses a statistical relationship between historical data and other variables
(for example, square footage in construction, meters of road, etc.)
2/27/2017

Managing Supply Chain
• Procurement Management
• including the identification of what materials and services are needed,
when they needed, and identifying how it will be acquired and by whom
• Logistics management
• including planning, implementing and controlling the efficient, cost-
effective flow and storage of raw materials, in-process inventory, finished
goods and related information from point of origin to point of
consumption for the purpose of conforming to customer requirements.
• Assets management
• including the systems whereby things that are of value to a project are
monitored, maintained and disposed.
2/27/2017

Procurement
• Procurement includes the complete process of obtaining goods and
services from preparation and processing of a requisition through to
receipt and approval of the invoice for payment.
• Examples of typical procurements associated with a project include:
• Materials: These may range from typical products such as furniture and
personal computers, to highly specialized products for the project such as
medical equipment, well-boring machinery, or road construction
materials.
• Consultants: Frequently, while in-house resources are available to
perform a significant amount of the project work, additional resources are
needed to complete the project on time or to provide some needed skill.
One strategy is to obtain outside resources, usually consultants, to
augment the project staff.
• Suppliers: In this case, the supplier assumes responsibility for performing
all aspects of a selected service, usually to specific standards and for a
fixed cost.
2/27/2017

Steps in procurement Management
• Procurement planning
 Defining the items you need to procure;
 Defining the process for acquiring those items;
 Scheduling the timeframes for delivery.
• Identification of providers
 Time and cost estimate
 Request for proposal (bid)
• Selection, negotiation and award.
 Selection criteria;
 Price and calendar,
 Technical considerations
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Logistics Management
• Logistics means having the right thing, at the right place, at the
right time.
• Logistics involves;
• Inventory management and warehousing
 inventory can represent a large cost of the total project value. This
value is made up of the cost of the inventory itself, plus the cost of
transporting the goods, cost of managing the goods (labor,
packaging, etc.) and keeping the goods in warehouses.
 The inventory management ensures that stock is available to meet
the needs of the project as and when required
• Materials transport
 The aim of transport is to physically move supplies in a reliable and
safe manner, on time, cost effectively and efficiently to its
destination
2/27/2017

Assets Management
• All project equipment, supplies and other property financed or provided
by the project should be considered a project asset.
• Assets management involves;
• Definition of the assets
 Each organization will need to set its own definition of value and useful life
that defines what is an asset. The UNDP, for example, identifies the
threshold for fixed assets as USD $1,000 or more, and a useful life of at
least three years
• Recoding assets
 All assets acquired for the project (via purchase, transfer or donation)
should be recorded.
2/27/2017

• Labeling assets
 Project assets should be labeled to facilitate their oversight and control. Any
suitable labeling convention may be used as long as it is applied consistently
and serves the purpose of monitoring assets
• Monitoring and Asset Records
 Asset information should be updated on a regular basis to account for
acquisition, adjustment, transfer and disposal information. This will include a
physical count and discrepancies need to be investigated, understood and
documented in the project issue log
• Safeguarding Assets
 Establish adequate controls are in place so that fixed assets are properly
maintained and safeguarded
• Disposing of Assets
 Clear processes for asset disposal should be established that include any
requirements related to approvals, publicity, donor requirements, and
reporting
2/27/2017

Human Resource Management
• Is HRM a science or an art?
• Art of HRM
• The art of human resources management depends on the interpersonal
and leadership skills of the Project Manager. Can the project manager
motivate stakeholders? Inspire confidence? Manage conflict? Build team
morale?
• Science of HRM
• The science of human resources management depends on effective
planning ;
 staffing plan,
 acquiring staff,
 identifying staff assignments,
 documenting organizational charts
2/27/2017

Components of HRM
• Acquiring Project Staff
 the project team leader must be clear on the systems for identifying staff
candidates, interviewing candidates, identifying selection criteria and
making final selections of project staff.
• Identifying Project Staff Assignments
 Project staff assignments are the list of project duties, roles and
responsibilities for team members. Staff assignments are often used
during the monitoring and controlling process to evaluate individual team
members.
• Documenting Project Organization Charts
 Project charts represent the reporting relationships among the project
team.
2/27/2017

• Developing Project Staff
 What skills are needed? What are the training needs? Are there
certification requirements? What are the compliance issues?
• Conducting Performance Assessments
 Performance assessments are the documented formal or informal
assessment of the project team members’ performance. After analyzing
the information, Project Managers can identify and resolve problems,
reduce conflicts, and improve overall team work.
• Promoting a Highly Productive Team Environment
 As the leader of the project team, the Project Manager must actively
work to identify issues and conflicts and work creatively to resolve these
issues.
2/27/2017

Risks Management
• What is risk?
• risk is the potential effect of uncertainty on project objectives
• Two ideas to explore when considering risk
 Probability
o Risk can be seen as relating to the probability of uncertain future events
(as compared to issues which deal with current ones that must be
immediately addressed
 Impact
o Risk has the potential to impact the project. Most project teams focus on
negative risk that has the potential to harm the project (time/calendar,
cost/resources, quality, scope, etc.)
2/27/2017

Steps for Managing risks
• Risk identification
 identifying and documenting all the risks that can affect the project.
• Risk assessment
 determining the probability that risks will occur and estimating their
potential impact, and prioritizing risks.
• Risk response planning
 deciding what actions are needed to reduce or remove threats,
particularly those with high-probability and high-impact.
• Risk monitoring and control
 responding to risks as they occur and ensuring proper risk management
procedures are being followed
2/27/2017

Risks Identification
• Define risks categories
 Strategic/commercial
 Failure of suppliers to meet contractual commitments
 Fraud/theft
 Implementing Partners failing to deliver the desired outcome
 Economic/financial/market
 Exchange rate fluctuation
 Interest rate instability
 Inflation
 Market developments adversely affect plans.
2/27/2017

 Legal and regulatory
 New or changed legislation invalidates project assumptions
 Failure to obtain appropriate approval (e.g. planning, consent)
 Unsatisfactory contractual arrangements
 Organizational/management/human factors
 Poor leadership
 Inadequate authority of key personnel to fulfill roles
 Poor staff selection procedures
 Lack of clarity over roles and responsibilities
 Personality clashes
 Lack of operational support
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 Political
 Change of government or government policies
 War and disorder
 Adverse public opinion/media intervention
 Interference by politicians in development decisions
 Environmental
 Natural disasters
 Sudden changes in weather patterns
 Technical/operational/infrastructure
 Inadequate design
 Scope creep
 Unclear expectations
2/27/2017

 Project Management Risk
 Lack of planning, risk analysis, contingencies
 Inadequate tracking and control response
 Unrealistic schedules
 Poorly managed logistics
 Delays in the approval of project documents
2/27/2017

• Identify Specific Risks from the Categories
• Once general risk categories are identified, the project team should
collaborate with key stakeholders to identify specific risks from each of the
risk categories using the following techniques; brainstorming, focus
groups, scenario planning, and expert interviews
• When identifying risks, three factors should be considered;
 The cause, or the origin of the risk;
 The risk event or situation itself;
 The impact of the risk on the project.
2/27/2017

Risk Assessment
• Risk assessment is the process of quantifying the risks documented in the
risk identification stage.
• Risk assessment addresses two especially difficult challenges;
 Prioritizing Risks
• Using criteria agreed upon by the project team and key stakeholders, risks
are ranked according to their probability and impact.
 Identifying Risk Tolerances
• Next, the project team needs to work with key stakeholders to identify
their risk tolerance levels to identify which risks are acceptable, and which
fall outside of acceptable tolerance levels and need to be actively
managed
2/27/2017

Tool for assessing risks
• Risk assessment matrix
• The process of developing risk assessment matrix involved
two steps;
• Rank the Priority of Risks
• The project team and stakeholders prioritized risks by ranking their
probability and potential impact on a scale of Low, Medium or High.
• Identify the Risk Tolerance Line
2/27/2017

Risk Response
• Risk Avoidance
• Do not do (or do in a different way) some portion of the scope that
carries high-impact and/or a high probability of risk. For example, a
project might choose not to work in a geographic area because
there is too much insecurity.
• Risk Transference
• Shift (or share) the risk for some aspect of the project to (or with)
another party. E.g. ,insurance.
• Risk Reduction/Mitigation
• Act to reduce the probability and/or impact of a potential risk
• Risk Acceptance
• If the perceived probability and impact risk is assessed as
reasonable, an organization can choose not to take action
2/27/2017

• The risk management document will need to accomplish the following:
• Develop an organized and comprehensive risk management plan;
• Determine the methods to be used to implement the risk responses;
• Plan for adequate resources for risk response
2/27/2017

Risk Monitoring and Control
• The final step in the risk management process is to continually monitor
risks to identify any change in their status, or if they turn into an issue.
• It is best to hold regular risk reviews to identify actions outstanding, risk
probability and impact, remove risks that have passed, and identify new
risks.
2/27/2017

Project Justification Management
• Why project Justification?
• The donor organization needs to be convinced that an
investment in this activity will be a worthwhile investment;
• The community where the project will work needs to
perceive that its participation will result in concrete benefits;
• The leadership of the development organization needs to be
assured that the success of the project will contribute to its
larger program (or portfolio) goals.
2/27/2017

Stakeholder Management
• Who are stakeholders?
• individuals, groups and organizations who are actively involved in a
project, or whose interests might be positively or negatively affected by
execution or completion of the project.
• Benefits of stakeholders identification?
 A clearer understanding of the individuals, groups and institutions that will
be affected by and should benefit from project activities;
 A better indication of the capacities of these stakeholders;
 A more informed understanding of who could influence and contribute to
the planning and implementation of the project;
 An improved perspective on alternatives for designing project
interventions and addressing project conflicts
2/27/2017

Components of a strong stakeholder
management system
• Stakeholder Identification
• Stakeholder Analysis
• Stakeholder Engagement
• Stakeholder Communications
2/27/2017

Stakeholders Identification
• one of the first steps in the Project Identification and Design Phase is to
identify the stakeholders
• Categories of stakeholders:
 Users are the people who will directly benefit from the products and/or
services of the project.
 Governance Stakeholders are the people or groups of people who have an
interest in how things are managed on the project. For example, this category
might include the following sub-groups:
 Project boards, steering groups or sponsors who manage the governance
framework of the project;
 Auditors and regulators who establish the compliance requirements and
regulatory context of the project;
 Funders (individuals or organizations) who provide financing of the project.
These funders may be external (as when a donor organization provides
financing) or internal (as when the project is financed with internal funds).
2/27/2017

 Providers are the individuals who actively participate in the work of the
project. Managers, team members, implementing organizations,
contractors and suppliers fall into this category.
 Influencers are the people who have the ability to change the direction
(positively or negatively) of the project. An example might be local media,
government officials, business interests or community leaders.
 Dependents are those who want something from the project other than
the planned final product or service. Typically, dependents are other
projects or functional units of the organization that need one of the
project deliverables.
 Sustainers are groups responsible for supporting the product after the
project is completed.
2/27/2017

• what considerations to keep in mind when classifying stakeholders into
categories?
• Recognize when user categories overlap. There are many instances where
an individual or a group would fall into more than one category. For
example, communities could be both users and sustainers.
• Consider breaking down the categories. The categories can be broken
down into sub-categories if helpful. The governance stakeholders category,
for example is already broken into three sub-categories.
• Recognize that project stakeholders change with time. New stakeholders
can enter the intervention area while others lose their influence or
interest. Stakeholder identification is therefore an on-going process should
be revisited at intervals throughout the life of the project.
2/27/2017

Stakeholder Analysis
• Stakeholder analysis involved:
 Exploring the stakeholders’ interests.
• What might they gain or lose through the project?
• What are the stakeholders’ expectations (both positive and/or negative)?
• What resources can they commit? What are potential roles for
stakeholders? What capacities do they hold? Are they supporters or
blockers?
 Mapping the stakeholders’ influence.
• Influence refers to the power that stakeholders have over a project such as
their decision-making authority or their ability to influence project
activities or stakeholders in a positive or negative way.
• What is the extent of co-operation or conflict in relationships between
stakeholders? Who has the power to make change happen for immediate
problems, underlying issues and root causes?
2/27/2017

Tools for Conducting Stakeholder
analysis
• We will consider two tools:
• Venn Diagrams
• Venn diagrams are created to analyze and illustrate the nature of
relationships between key stakeholder groups.
• Each circle in the diagram identifies a stakeholder involved in the project.
• The size of the circle used can help indicate the relative power/influence
of each stakeholder, while the spatial separation is used to indicate the
relative strength or weakness of the working relationship/interaction
between different groups/organizations.
2/27/2017

• Stakeholder Analysis Matrix
o The Stakeholder Analysis Matrix uses the outcomes from the Venn
diagram (or other stakeholder influence mapping tools) to further identify,
elaborate and communicate the interests, capacity and potential actions
of project stakeholders.
o Unlike the Venn diagram, the matrix allows a further narrative that
provides additional data concerning stakeholders, their interests, their
influence and potential actions to address the stakeholder interests.
2/27/2017

Stakeholder and
basic
characteristics
Interests and how
they are affected
by the problem
Capacity and
motivation to bring
about change
Possible actions to
address
stakeholder
interests
Fishing families
20,000 families,
low-income
earners, small-scale
family businesses,
organized into
informal
cooperatives.
Women actively
involved in fish
processing
Maintain and
improve the means
of livelihood
Pollution is
affecting volume
and quality of catch
Family health is
suffering,
particularly children
and mothers
Keen interest in
pollution-control
measures
Limited political
influence, given
weak organizational
structure
Support capacity to
organize and lobby
Implement
pollution
Identify and
develop alternative
income sources
2/27/2017

Stakeholder Engagement (RACI Matrix)
Activity Responsible Accountable Consulted Informed
Concept paper Lead
Project
Manager,
Assist
Implementing
NGO
Project Manger Technical
advisor for
Sanitation
Ministry of
Health (MOH)
officials
Design
assessment
analysis
Logical
framework and
M&E Planning
Lead
Project
Manager
Assist
Implementing
NGO
Implementing
NGO
Technical Advisor
Project Managers
Local Employers
Project
participants
Local MOH
officials
Donor
MOH officials
(national level)
2/27/2017

Stakeholder Communications
• Which mechanism or vehicle will increase the likelihood that
the message will be actually received, understood and acted
upon?
• How much information will be included and at what level of
detail?
• Which mechanism is most appropriate for the type of
message?
• Which mechanism does the stakeholder prefer?
• What level of interaction is required (one way or two ways)?
2/27/2017

Communication Plan
Communication Purpose Audience Author Assigned
To
Communication
Vehicle
Frequency
2/27/2017

Project Planning, Design and Management

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