sajjad akhtar project cycle, monitoring & evaluation

8/14/2019 Sajjad Akhtar Project CYCLE, Monitoring & Evaluation

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Prof. Sajjad

PROJECT CYCLE, MONITORING

& EVALUATION


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Planning

With a comprehensive and clear goals and

available resources a plan can be developed,

however it should be brief and succinct; Planning is where we are and where we want to

be, it bridges the gap between two extremes;

Planning also speaks that: what to do, how to do,

who is to do, why to do, where to do and when to

do.


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STAGES FOR PLANNING

Broadly speaking the process may be enumerated in the

following six stages:-

i) Pre-planning

ii) Planning

iii)Plan Formulation

iv) Plan Elaborationv) Plan Implementation

vi)Evaluation


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Plan Elaboration

Before plan can be implemented, it has to be elaboratedor expanded up to the point that individual action units

become identifiable. This stage, known as Plan Elaboration, involves two

steps;Programming

Programming involves dividing up the plan into broadareas each of which aims at accomplishing a specificobjective.

Usually a programme comprises interdependent and

complementary activities that all to be donesimultaneously or sequentially.

It is defined as a set of projects, which collectively aimat achieving one or more related objectives of a plan.


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Project

Each programme consists of activities which can be grouped together toform a unit for administrative or accounting purposes. Such a unit iscalled a Project.

A Project usually aims at achieving a specific sub-objective or targetwithin the main objective of the programme.

A Project is also defined As: - A unique set of activities meant to produce a defined outcomes with in

an established timeframe using specific allocation ofresources. A Project is bounded by its results, time and resources, it is often

necessary to make tradeoffs among results, time and resources, the threeelements or parameters by which a Project is bound.

Project is a problem scheduled for solution.


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PROJECT CYCLE

Project formulation and implementation activitiesrun through several successive stages which arereferred to as Project Cycle. Sector analysis

Project identification Project preparation

Project appraisal

Project execution and control

Project evaluation.

National agencies desiring to formulate andimplement projects need to follow these stages.


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FORM OF PROJECT FORMULATION

With the list of activities, the work plan and the project budgetas the central features, the project formulator is at liberty todesign his own format for the presentation of a project. Theonly criteria that should apply are :

Clarity Completeness and Accuracy

In Pakistan a set of Performa's (PC-Forms) prepared by thePlanning Commission are used for preparation of project

proposals.


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PC-1 FORM

It is a Performa for development projects, which is actually

plan of implementation of a project. It contains both physicaltarget and financial allocation.

PC-II FORM

The PC-II proforma is designed for survey and feasibilitystudies conducted before preparation of the final project.

PC-III FORMThis form is meant for use to monitor quarterly progress of a

project. PC-IV FORM

This proforma provided guide-lines for preparation of reporton completion of the project.

PC-V FORM

This proforma is meant to give an annual review on thedevelopment project.


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Requirement of Project FormulationIn preparing a project one must ask himself the following

questions and make sure that one finds answers to the

questions in the project : -

a. Justification for the project:

b. Support data:

c. Cost Estimates:

d. Project Management:

e. Resources:

f. Evaluation:


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Revised 2005

GOVERNMENT OF PAKISTAN

PLANNING COMMISSION

Instructions to Fill-in PC-1 Proforma (Social Sectors)

1. Name of the ProjectIndicate name of the project.

2. LocationProvide name of District/ProvinceAttach a map of the area, clearly indicating the Project

Location.

3. Authorities responsible for

Indicate name of the agency responsible for sponsoring,

execution, operation and maintenance. For Provincial

Projects, name of the concerned federal ministry be provided.


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4. (a) Plan provision

If the project is included in the medium term/five year plan, specify

actual allocation.

If not include in the current Plan, what warrant its inclusion and

how is it now proposed to be accommodated.

If the project is proposed to be financed out of block provisionindicate.

Total Block Provision Amount alreadycommitted

Amount proposed forthis project

Balance available


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(b) Provision in the current year PSDP/ADP

5. Project Objectives

The objectives of the sector/sub sector as indicated in the

medium term/five year plan be reproduced.

Indicate objectives of the project and develop a linkage

between the proposed project and the sector.

In case revised Projects, indicate objectives of the project

different from original PC-1.


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6.Description and Justification of Project

Describe the project and indicate existing physical facilities in the

area and justify the establishment of the Project.

Provide technical parameters i.e. input and output of the project in

quantifiable terms. Also discuss technology aspect of the Project.

Provide the details of civil works, equipment, machinery and other

physical facilities required for the project.

Indicate governance issues of the sector relevant to the projectand strategy to resolve them.


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7. Capital cost estimates

i. Indicate date of estimation of Project cost.

ii. Basis of determining the capital cost be provided. Itincluding market survey, schedule rates, estimationon the basis of previous work done etc.

iii. Provide year-wise estimation of Physical activities by main

components as per following:


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Component-wise, year-wise physical activities

Items Unit Year I Year II Year III

A.

B.

C.

iv. Capital cost be worked out on the basis of each item of workas stated above and provide information as per following:


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(Million Rs)

Items Year I Year II Year III

Total - Local FEC Total - Local - FEC Total - Local -

FEC A.

B.

C.

Year-wise/component-wise financial phasing


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Indicate Exchange rate used to work out FEC in the originaland revised PC-1

8. Annual Operating Cost

Item-wise annual operating cost for 5 years. Fixed and variable cost be provided separately.

9. Demand Supply analysis Existing capacity of services and its supply. Projected demand for ten years. Capacity of projects being implemented both in

the Public & Private Sector. Supply demand gap Designed capacity & output of the proposed

project.


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10. Financial PlanSource of Financing

(a) Equity:

Indicate the amount of equity to be financed from eachsource

Sponsors Own Resources Federal Government Provincial Government

DFIs/Banks General Public Foreign Equity (Indicate partner agency) NGOs/Beneficiaries Others

(b) Debt

Indicate the Local & Foreign debt, interest rate, graceperiod and repayment period for each loan separately. Theloan repayment schedule be also annexed.

(c) Grants: local and foreign(d) Weighted cost of capital


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11. (a) Project benefits and analysisi. Financial: Income to the Project

along with assumptionsii. Social: Quantity benefit to the

target Groupiii. Environmental: Environmental impact

assessment negative /

positive(b) Project Analysis

Quantifiable output of the projectUnit cost analysis

Employment generation (direct and indirect)Impact of delays on project cost and viability


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12. Implementation of the Project

Indicate starting and completion

date of the project

Item-wise/year-wiseimplementation schedule in line

chart co-related with the phasing of

physical activities.


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15. Certificate

The name, designation and Phone No. of the

officer, preparing and checking be

provided. It may also be confirmed that

PC-1 has been prepared as per guidelines for

the preparation of PC-1 for social sectors.

The PC-1 along with certificate must be

signed by the Principal Accounting Officer

to ensure its ownership.


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What is monitoring and evaluation?

Monitoring and evaluation are two distinct sets oforganizational activities, related but not identical.

Monitoring is the systematic collection andanalysis of information as a project progresses.

It aimed at improving the efficiency andeffectiveness of a project or organization.

It is based on targets set and activities plannedduring the planning phases of work.

It helps to keep the work on track, and letmanagement know when things are going wrong.


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If done properly, it is an invaluable tool for good

management, and provides a useful base for evaluation. It enables you to determine:-

whether the available resources available aresufficient and are well used,

whether your capacity is sufficient and appropriate,

and whether you are doing what you planned to do.

Evaluation is the comparison of actual project impactsagainst the agreed strategic plans.

It looks at what we set out to do, what we haveaccomplished, how accomplished it.

It can be formative.

It can also be summative,

What is monitoring and evaluation?Cont.


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What monitoring and evaluation have in common is that they tell usby focusing on:

Efficiency Effectiveness Impact

Efficiency tells that the input (money, time, staff, equipment ) into thework is appropriate in terms of the output.

Effectiveness is a measure of the extent to which a developmentprogrammes or project achieves the specific objectives.

Impact tells a difference to the problem situation we were trying to

address.In other words, was our strategy useful? Impact evaluation guides us to replicate the project elsewhere.


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WHY DO MONITORING AND EVALUATION?

Monitoring and evaluation enable you to check the bottom line ofdevelopment work: Not are we making a profit? but are we making a difference?

Through monitoring and evaluation, we can:

Review progress; Identify problems in planning and/or implementation;

Make adjustments so that more likely to make a difference. In many organizations, monitoring and evaluation is something as a

donor requirement rather than a management tool.

But the primary use of monitoring and evaluation is for the

organization or project itself to see how it is doing against:- Achievement ofobjectives, whether it is having an impact, whether it is working efficiently, and to learn how to do it better.


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Monitoring involves: Establishing indicators of efficiency, effectivenessand impact;

Setting up systems to collect information relating

to these indicators; Collecting and recording the information;

Analyzing the information;

Using the information to inform day-to-day

management. Monitoring is an internal function in any projector organization.


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Ways of doing an evaluation. (Common terms Used)

In an evaluation, we look at efficiency, effectiveness and impact.

There are many different ways of doing an evaluation. Some of the commonterms you come across are:

Self-evaluation: This involves an organization or project holding up a mirror toitself and assessing how it is doing, as a way of learning and improving

practice.

Participatory evaluation: This is a form of internal evaluation.

The intention is to involve as many people with a direct stake in the work aspossible.

This may mean project staff and beneficiaries working together on theevaluation.


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Ways of doing an evaluation. (Common terms Used)

Cont. Rapid Participatory Appraisal:

This is a qualitative way of doing evaluations. It is semi-structured and carried out by an interdisciplinary team over a

short time. It is used as a starting point for understanding a local situation and is a

quick, cheap, useful way to gather information. It involves the use ofsecondary data review, direct observation, semi-

structured interviews, key informants, group interviews, games,diagrams, maps and calendars.

It allows one to get valuable input from beneficiaries from thedevelopment work.,

External evaluation: This is an evaluation done by a carefully chosenoutsider or outsider team.

Interactive evaluation: This involves a very active interactionbetween an outside evaluator or evaluation team and the organizationor project being evaluated.

DIFFERENT APPROACHES TO EVALUATION


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Approach Major purpose Typical focusquestions

Likely methodology

Goal Based- Assessing achievementof goals and objectives

-Were the goalsachieved? -Efficiently?

- Were they the rightgoals?

-Comparing baseline andprogress data;

-finding ways to measure

indicators.

Decision-making Providing information -Is the projecteffective? -Should itcontinue? -How mightit be modified?

-Assessing range ofoptions related to the

project context, inputs,process, and product.

-Establishing some kindof decision-makingconsensus

Goal-free .Assessing the fullrange of project effects,intended and

unintended.

-What are all theoutcomes?

- What value do they

have?

-Independentdetermination of needsand standards to judge

project worth.

-Qualitative andquantitative techniques touncover any possibleresults.

Expert judgement Use of expertise How does an outsideprofessional rate this

project?

Critical review based onexperience, informalsurveying, and subjective

insights

sajjad akhtar project cycle, monitoring & evaluation

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