Project Management - Project formulation

Project Formulation

1. PROJECT FORMULATION/PREPARATION 1 Prepared by Dr K.Arun Vidya

2. Contents What is Project Formulation/Preparation (PFP)? Why is PFP important in Project Cycle Management (PCM)? How to ensure obtaining effective PFP? Objectives of the module Contents of the module Recommended techniques and tools to be used in the module Reviewing summary report and prioritized problems from PPI Module Pre-Test and Post-Test Conclusion 2

3. Contents What is Project Formulation/Preparation (PFP)? Why is PFP important in Project Cycle Management (PCM)? How to ensure obtaining effective PFP? Objectives of the module Contents of the module Recommended techniques and tools to be used in the module Reviewing summary report and prioritized problems from PPI Module Pre-Test and Post-Test Conclusion 3

4. 1. What is Project Formulation/Preparation (PFP)? Project Formulation/Preparation (PFP) is the second phase of Project Cycle Management (PCM), which covers: The scoping and exploring possibilities define broad parameters of project and provide the foundation for subsequent analysis. A clear scope sets boundaries for what the project will attempt to do. 4

5. 1. What is Project Formulation/Preparation (PFP)? The risk assessment and management identify what are potential risks and obstacles the project will likely encounter and how to manage them. The objective analysis facilitates the systematic identification and prioritization of objectives and opportunities in a hierarchy or relationship of means-ends. 5

6. 1. What is Project Formulation/Preparation (PFP)? The planning and organizing of project framework in the Logframe through the analysis of inputs, activities, results, purpose or outcome, and overall objective or goal as a result of strategy analysis and selection. The communication plan which describes how the project team is going to effectively communicate with each other within the project and to those who engage with the project externally. 6

7. 1. What is Project Formulation/Preparation (PFP)? The monitoring and evaluation plan which develops a clear plan for monitoring and evaluation. The work plan and budget plan which lay out detailed arrangements for technical and operational aspects of project implementation such as the scheduling of project activities and budget planning. The consolidation of the above results into a complete project document namely a project proposal which is used to communicate with stakeholders and potential donors. 7

8. 1. What is Project Formulation/Preparation (PFP)? 8

9. 2. Why is PFP Important in Project Cycle Management (PCM) According to Project Cycle Management, PFP is the second phase after the Problem/Project Identification (PPI) phase. This phase uses results of analysis – project viability, context, stakeholders, and identified problems – from the PPI as inputs for the next analysis in order to create a coherent and convincing project proposal and to outline necessary plans for the Project Implementation phase. 9

10. Contents What is Project Formulation/Preparation (PFP)? Why is PFP important in Project Cycle Management (PCM)? How to ensure obtaining effective PFP? Objectives of the module Contents of the module Recommended techniques and tools to be used in the module Reviewing summary report and prioritized problems from PPI Module Pre-Test and Post-Test Conclusion 10

11. 2. Why is PFP Important in Project Cycle Management (PCM) The importance of PFP to PCM includes Set a strong foundation for the implementation phase through systematic and comprehensive analysis. Formulate a project that is capable of achieving its intended purpose/objective, of addressing identified problems, of managing potential risks, of designing activities and realistic time frame. Maintain effective communication with internal and external stakeholders. 11

12. 2. Why is PFP Important in Project Cycle Management (PCM) The importance of PFP to PCM includes Provide an estimate project cost. Prepare the project for monitoring and evaluation which is vital in assessing change or impacts of the project at local and national level. Develop a strong project proposal through incorporating the principles of relevant techniques, tools and contexts. 12

13. Contents What is Project Formulation/Preparation (PFP)? Why is PFP important in Project Cycle Management (PCM)? How to ensure obtaining effective PFP? Objectives of the module Contents of the module Recommended techniques and tools to be used in the module Reviewing summary report and prioritized problems from PPI Module Pre-Test and Post-Test Conclusion 13

14. 3. How to Ensure Obtaining Effective PFP? PFP uses information or analysis results obtained from Problem/Project Identification (PPI) phase such as project viability, situation or context, stakeholders, and identified problems. In addition to that, majority of information in PFP is generated from discussion or meetings with project team and stakeholders. It is important, therefore, to maintain effective and two-way communication with them in order to obtain necessary information or ideas or cooperation for relevant analysis of PFP. 14

15. 3. How to Ensure Obtaining Effective PFP? A good analysis normally requires enough time and the process is highly iterative. That is why going back to a previous questioning or analysis step reveals necessary most of the time. Although analysis in PFP can rely a lot on stakeholder consultation or participation, the analysis should be evidence based – using observed or documented facts. 15

16. 3. How to Ensure Obtaining Effective PFP? In some cases, the project team can consult more information, secondary data, obtained from original and reliable sources in electronic/printing format: Improving the understanding on how to use relevant techniques and tools. Looking for examples on how various techniques or tools are used, in similar areas, to formulate and prepare their projects. Looking for opportunities for funding or calls for proposal or potential donors. 16

17. Contents What is Project Formulation/Preparation (PFP)? Why is PFP important in Project Cycle Management (PCM)? How to ensure obtaining effective PFP? Objectives of the module Contents of the module Recommended techniques and tools to be used in the module Reviewing summary report and prioritized problems from PPI Module Pre-Test and Post-Test Conclusion 17

18. 4. Objectives of the Module Participants understand the importance of PFP in Project Cycle Management. Participants understand in depth how various techniques and tools are used in: scoping the project and explore the possibilities assessing and managing risks analyzing objective tree forming and selecting project strategy and goal developing Logframe 18

19. 4. Objectives of the Module Participants understand in depth how various techniques and tools are used in: developing communication plan formulating of monitoring and evaluation plan developing work plan and budget plan examining elements of project proposal. Participants are able to conceptualize and apply these techniques and tools in formulating and preparing a project. 19

20. Contents What is Project Formulation/Preparation (PFP)? Why is PFP important in Project Cycle Management (PCM)? How to ensure obtaining effective PFP? Objectives of the module Contents of the module Recommended techniques and tools to be used in the module Reviewing summary report and prioritized problems from PPI Module Pre-Test and Post-Test Conclusion 20

21. 5. Contents of the Module Scoping the Project and Explore the Possibilities Scoping What is project scoping? How important is project scoping? How to conduct project scoping? Recommended tools for project scoping 21

22. 5. Contents of the Module Scoping the Project and Explore the Possibilities Exploring the possibilities What is the exploring possibilities? How important is exploring possibilities How to conduct exploring possibilities? Recommended tools for exploring possibilities 22

23. 5. Contents of the Module Risk Assessment and Management What is risk assessment and management? Why the risk assessment and management is important in PFP? How to conduct risk assessment & management? Recommended tools to be used in risk assessment 23

24. 5. Contents of the Module Objective Tree Analysis What is an Objective Tree Analysis? Reformulating problem statements into objective statements Steps in formulating an Objective Tree Examples of Objective Tree 24

25. 5. Contents of the Module Project Strategy and Goal Analysis of project strategy Criteria for choosing a project strategy Examples of project strategy selection SMART goal 25

26. 5. Contents of the Module Logframe What is Logframe? Why Logframe is important for PFP? How to develop Logframe? Recommended formats and tools for Logframe 26

27. 5. Contents of the Module Communication Plan What is communication plan Why communication plan is important? How to develop communication plan? 27

28. 5. Contents of the Module Formulation of Monitoring and Evaluation Plan What formulating M&E plan is? Why is it important for formulating M&E plan? How to formulate M&E plan? 28

29. 5. Contents of the Module Work Plan and Budget Plan What is a work plan? What types of work plan and its elements? Benefit of work plan Examples of different work plan formats What is a budget plan? How to develop a budget plan? 29

30. 5. Contents of the Module Elements of Project Proposal What are elements of project proposal? Why is it important to know about the elements of project proposal? How to develop a project proposal? Project proposal checklist Planning for project report 30

31. Contents What is Project Formulation/Preparation (PFP)? Why is PFP important in Project Cycle Management (PCM)? How to ensure obtaining effective PFP? Objectives of the module Contents of the module Recommended techniques and tools to be used in the module Reviewing summary report and prioritized problems from PPI Module Pre-Test and Post-Test Conclusion 31

32. 6. Recommended Techniques and Tools to Be Used in the Module The following techniques, and their tools, are recommended to be used in PFP: Scoping the Project and Explore the Possibilities Tools: project scoping framework, expectations and alignment analysis framework, exploring possibilities framework, possibilities identification framework Risk Assessment and Management Tools: risk analysis matrix, risk analysis and management framework, and risk management plan. 32

33. 6. Recommended Techniques and Tools to Be Used in the Module The following techniques, and their tools, are recommended to be used in PFP: Objective Tree analysis Tool: objective tree Project Strategy and Goal Tool: objective tree Logframe Tools: Problem Tree and Objective Tree 33

34. 6. Recommended Techniques and Tools to Be Used in the Module The following techniques, and their tools, are recommended to be used in PFP: Communication Plan Tools: communication analysis, communication activity, communication budget and communication monitoring. Formulation of Monitoring and Evaluation plan Work Plan and Budget plan Tools: work plan and budget plan Elements of Project Proposal 34

35. Contents What is Project Formulation/Preparation (PFP)? Why is PFP important in Project Cycle Management (PCM)? How to ensure obtaining effective PFP? Objectives of the module Contents of the module Recommended techniques and tools to be used in the module Reviewing summary report and prioritized problems from PPI Module Pre-Test and Post-Test Conclusion 35

36. 7. Reviewing Summary Report and Prioritized Problems from PPI The results of analysis in Problem/Project Identification (PPI) allow the project team to see viability or alternatives of a project, to understand national and local situation around which a project evolves, to examine involvement or influences or interests of varying stakeholders, and to appropriately select a main problem and its sub problems. These results are inevitable inputs for subsequent analysis in PFP in which we will scope and explore possibilities of the project, analyze and manage risks, turn problems into objectives, select strategy and formulate project goal, develop a logical framework matrix (Logframe) and other relevant plans in order to create a coherent and convincing project proposal. 36

37. 7. Reviewing Summary Report and Prioritized Problems from PPI The information obtained in PPI that is useful for PFP is: Potential geographic areas of a project. Understand the context, demography and situation of those geographic areas. Enabling factors that can contribute to the success of a project. Existing strengths of a project that can be used to address the problem. Opportunities to improve a project. Stakeholders who have interests in and influence the project. Identified main problem, including its causes and effects. 37

38. Contents What is Project Formulation/Preparation (PFP)? Why is PFP important in Project Cycle Management (PCM)? How to ensure obtaining effective PFP? Objectives of the module Contents of the module Recommended techniques and tools to be used in the module Reviewing summary report and prioritized problems from PPI Module Pre-Test and Post-Test Conclusion 38

39. 8. Module Pre-Test and Post-Test The pre-test is a test that will assess the existing knowledge of participants at the beginning of the training. The post-test is a test that will assess the knowledge that participants will have acquired after the training. 39

40. Contents What is Project Formulation/Preparation (PFP)? Why is PFP important in Project Cycle Management (PCM)? How to ensure obtaining effective PFP? Objectives of the module Contents of the module Recommended techniques and tools to be used in the module Reviewing summary report and prioritized problems from PPI Module Pre-Test and Post-Test Conclusion 40

41. 9. Conclusion There are different types of project report, depending also on the time frame of the project, which can be quarterly report, mid-year report, annual report, mid-term report, and final project report. The common elements to be included in a report, in spite of different types, are report title, author(s), table of contents, executive summary, introduction, achievements, operation, and annexes. 41

42. References Constantini , G., & Quinti , G. (2004). SARD Project Toolkit: a Resource Guide for Promoting SARD in Projects and Programmes . Food and Agriculture Organization of the United Nations. Artto , K., Kujala , J., Dietrich, P., & Martinsuo , M. (2008). What is Project Strategy? International Journal of Project Management(26), 4-12. 42