Project Cycle Management Training Courses Handbook - IRC

EUROPEAN COMMISSION

EUROPEAID Co-operation Office General Aiffairs Evaluation

Project Cycle Management Training Courses Handbook

a a

Version 1.1. February 2001

Prepared by

ITAD Ltd., Hassocks, West Sussex, BN6 8SL, UK

Updated by

PARTICIP GmbH Hildastrasse 66 D - 79102 Freiburg, Germany Phone: +49-761-790740 Fax: +49-761-7907490 E-mail: particip in collaboration with FTP Ltd., FIN-00101 Helsinki, Finland Prospect C&S, B-1000 Bruxelles, Belgium South Research, B-3000 Leuven, Belgium

Project Cycle Management

Training Courses Handbook

Project Cycle Management Training Courses Handbook

Table of contents

CHAPTER 1 INTRODUCTION .......................................................................................1

1.1 PURPOSE OF THE HANDBOOK...................................................................................................1 1.2 QUALITY MANAGEMENT...........................................................................................................2 1.3 CONTENTS...................................................................................................................................2 1.4 HOW TO USE THE HANDBOOK ..................................................................................................4

CHAPTER 2: PROJECT CYCLE MANAGEMENT ......................................................6

CHAPTER 3:

2.1 THE PROJECT CYCLE.................................................................................................................6 2.2 PROJECT CYCLE MANAGEMENT ..............................................................................................9 2.3 PCM PLANNING AND MANAGEMENT TOOLS......................................................................13 2.4 SUMMARY.................................................................................................................................14

THE LOGICAL FRAMEWORK APPROACH ? A PROJECT DESIGN AND ANALYSIS TOOL.......................................15

CHAPTER 4

3.1 INTRODUCTION.........................................................................................................................15

3.2 THE ANALYSIS PHASE .............................................................................................................16 3.2.1 Problem Analysis....................................................................................................... 16 3.2.2 Analysis of Objectives ............................................................................................... 19 3.2.3 Strategy Analysis........................................................................................................ 20

3.3 THE PLANNING PHASE.............................................................................................................21 3.3.1 The Logframe Matrix ................................................................................................ 21 3.3.2 Levels of Objectives................................................................................................... 23 3.3.3 Assumptions................................................................................................................ 25 3.3.4 Factors Ensuring Sustainability.............................................................................. 27 3.3.5 Objectively Verifiable Indicators (OVIs) ............................................................... 29 3.3.6 Sources of Verification (SOVs)................................................................................ 30 3.3.7 Means and Costs........................................................................................................ 31 3.3.8 The Logframe ? An Example.................................................................................... 32

3.4 SUMMARY.................................................................................................................................34

USING THE LOGICAL FRAMEWORK TO DEVELOP ACTIVITY AND RESOURCE SCHEDULES.......................................36

4.1 ACTIVITY AND RESOURCE SCHEDULES................................................................................36 4.1.1 A Checklist for Preparing an Activity Schedule ................................................... 37 4.1.2 Presenting an Activity Schedule.............................................................................. 39

4.2 PREPARING RESOURCE SCHEDULES......................................................................................40 4.2.1 A Checklist for Specifying Means and Scheduling Costs.................................... 40

4.3 SUMMARY.................................................................................................................................42

CHAPTER 5 USING THE LFA TO ASSESS PROJECT PROPOSALS ...................43

5.1 INTRODUCTION.........................................................................................................................43

5.2 GUIDE FOR ASSESSMENT OF A PROJECT PROPOSAL............................................................44 Instruction 1: Analyse problems & objectives................................................................... 45 Instruction 2: Identify the intervention logic..................................................................... 46 Instruction 3: Analyse the project's feasibility (part 1)................................................... 47 Instruction 4: Assess sustainability..................................................................................... 48 Instruction 5: Analyse the project's feasibility (part 2)................................................... 49 Instruction 6: Prepare Terms of Reference........................................................................ 50

5.3 THE QUALITY ASSESSMENT TOOL........................................................................................51

5.4 SUMMARY.................................................................................................................................54

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Project Cycle Management

Training Courses Handbook

CHAPTER 6 CHAPTER 7

MONITORING AND REPORTING.......................................................55

6.1 INTRODUCTION.........................................................................................................................55

6.2 DESIGNING A MONITORING SYSTEM.....................................................................................56 6.2.1 Analyse Project Objectives....................................................................................... 56 6.2.2 Review Implementation Procedures....................................................................... 57 6.2.3 Review Indicators ...................................................................................................... 58 6.2.4 Reporting..................................................................................................................... 59

6.3 SUMMARY.................................................................................................................................62

PROJECT REVIEW AND EVALUATION ...........................................63

7.1 INTRODUCTION.........................................................................................................................63

7.2 EVALUATION CRITERIA...........................................................................................................63

7.3 LINKAGE TO THE LOGFRAME..................................................................................................64 7.3.1 Costs............................................................................................................................. 64 7.3.2 Activities...................................................................................................................... 64 7.3.3 Results.......................................................................................................................... 65 7.3.4 Project Purpose.......................................................................................................... 65 7.3.5 Overall Objectives ..................................................................................................... 66

7.4 OPPORTUNITIES FOR EVALUATION........................................................................................66

7.5 SUMMARY.................................................................................................................................68

Index of Figures

Figure 1: Training Objectives .................................................................................................................................................1 Figure 2: Managing Project Quality ......................................................................................................................................3 Figure 3: The Project Cycle ....................................................................................................................................................6 Figure 4: Documents and PCM ..............................................................................................................................................8 Figure 5: Rationale for PCM.................................................................................................................................................11 Figure 6: PCM Principles ......................................................................................................................................................11 Figure 7: The Integrated Approach......................................................................................................................................12 Figure 8: The Logical Framework Approach.....................................................................................................................15 Figure 9: A Problem Tree......................................................................................................................................................18 Figure 10: Transforming Problems into Objectives..........................................................................................................19 Figure 11: An Objective Tree ...............................................................................................................................................20 Figure 12: Strategy Selection................................................................................................................................................21 Figure 13: Logframe Basics ..................................................................................................................................................23 Figure 14: The Relationship between Results and Project Purpose...............................................................................24 Figure 15: Transposing Objectives into the Logframe.....................................................................................................25 Figure 16: Specifying Assumptions.....................................................................................................................................26 Figure 17: The Role of Assumptions...................................................................................................................................27 Figure 18: Assessment of Assumptions..............................................................................................................................27 Figure 19: Ensuring that OVIs are Specific .......................................................................................................................29 Figure 20: Indicators and Aid Management.......................................................................................................................30 Figure 21: The Relationship Between Cost and Complexity in the Collection of Data .............................................31 Figure 22: An Example of a Completed Logfra me...........................................................................................................33 Figure 23: Activity and Resource Schedules .....................................................................................................................36 Figure 24: Example of an Activity Schedule .....................................................................................................................40 Figure 25: Example of a Resource Schedule .....................................................................................................................41 Figure 26: The Role of Terms of Reference in Project Preparation...............................................................................44 Figure 27: Marking Problems & Objectives in a Project Proposal................................................................................45 Figure 28: Terms of Reference for a Feasibility Study....................................................................................................51 Figure 29: The Quality Assessment Tool...........................................................................................................................52 Figure 30: How the Quality Assessment Tool Works ......................................................................................................53 Figure 31: Monitorin of Implementation............................................................................................................................55 Figure 32: Information Needs and Levels of Management.............................................................................................57 Figure 33: Evaluation.............................................................................................................................................................63 Figure 34: Linking Indicators to the Logframe .................................................................................................................65

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Project Cycle Management

Training Courses Handbook

Chapter 1 Introduction

This Chapter introduces the handbook, explaining its role as a support to the PCM training programme, and providing an overview of its contents.

1.1

Why another handbook?

Purpose of the Handbook

This handbook is intended as an accompaniment to the Project Cycle Management training programme run by EUROPEAID Evaluation Unit. It also serves as a post-course support to the application of techniques and approaches learnt during training. The objectives of this handbook therefore reflect those of the training programme itself, and in particular the Basic and Advanced modules.

Figure 1: Training Objectives

Basic Training

By the end of the workshop, participants will understand: G the role of the project cycle, and key activities to

be undertaken at each stage G the principles of Project Cycle Management &

the Logical Framework Approach (LFA) G how to use the LFA to assess a project

document & identify information needs for a feasibility study G how to structure terms of reference for feasibility studies G the role of the logframe in project monitoring & evaluation G the importance of the integrated approach & the PCM basic format

Advanced Training

By the end of the workshop, participants will be able to: G critically review the role of Financing Proposals G assess the potential relevance, feasibility &

sustainability for a case study Financing Proposal, & identify how to improve its quality G understand the role & importance of indicators for project preparation, implementation & evaluation G formulate indicators for a case study logframe G link information needs to levels of management within a progress reporting system

Target group

This handbook is aimed primarily at those of you attending PCM seminars and workshops ? which includes Commission staff from all levels of management at headquarters and delegations; project planners and managers from counterpart governments and agencies; and consultants, project managers and others involved in the implementation of EUROPEAID projects.

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