session20presentaion20(pcm)20final
DESCRIPTION
presentationTRANSCRIPT
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Moderator
Resident of the community
Local NGOParents / Student
Teacher
District Education Officer
District Executive Officer
PCM workshop
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Rules in PCM
Write down your own statement on a card. Write only one idea on a card. Make your statement specific and concise. Stick to the facts and avoid abstractions and
generalizations. Write cards before beginning discussions. Do not remove a card from the board before a
consensus is obtained. Do not ask who wrote a particular card.
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1. Stakeholder Analysis2. SWOT Analysis3. Problem Analysis4. Objective Analysis5. Peoject Selection 6. Project Design Matrix (Logframe)7. Workplan /Operation of Plan8. Monitoring and Evaluation
8 Steps to Develop a PDM in PCM
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Stakeholder is any individual, group or organization, community, with an interest in the outcome of a programme/project.
1. Stakeholder Analysis
Key Question
Whose problems or opportunities are we analyzing? Who will benefit or loose-out, and how, from a potential project intervention?
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Purpose: To identify:
Needs and interest of stakeholders
Organizations and groups that should be encouraged to participate in different stages of the project
Potential risks that could put at risk programme
Opportunities in implementing a programme
1. Stakeholder Analysis
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Execise 1
Let us list up the stakeholders for primary education (more than 50)
Exercise 2
Let us categorize them beneficiaries/negatively affected groups/decision makers/funding agencies/community leaders/potential opponents/supporting/group
Exercise 3
Let us set the target group
1. Stakeholder Analysis
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SWOT analysis is a tool for institutional appraisal and a brainstorming exercise in which the representatives of the organization participate fully.
2. SWOT Analysis
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Strengths - the positive internal attributes of the organisation
Weaknesses - the negative internal attributes of the organisation
2. SWOT Analysis
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Opportunities - external factors which could improve the organisation’s prospects
Threats - external factors which could undermine the organisation’s prospects
2. SWOT Analysis
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2. SWOT AnalysisExample: Vehicle Company M
High oil price
High material price
Foreign exchange
Other competitive companies
Political interference
Huge market in China/India
More global cooperation
Slow decision making
Old fashioned style
Weaker after-care
Weaker brand images
Accumulated high technology
Motivated young staff
Global network to distribute
Cost efficiency manufacture
Threat Opportunity
WeaknessStrength
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2. SWOT AnalysisExecise
Let’s do SWOT analysis about the district education office
Strength Weakness
Opportunity Threat
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Rules in PCM
• Write down your own statement on a card.• Write only one idea on a card.• Make your statement specific and concise.• Stick to the facts and avoid abstractions and
generalizations.• Write cards before beginning discussions.• Do not remove a card from the board before a
consensus is obtained. • Do not ask who wrote a particular card.
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Problems Analysis visually represents the causes and effects of existing problems in the project area, in the form of a Problem Tree. It clarifies the relationships among the identified problems.
3. Problem Analysis
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Relationships of Problems?
3. Problem Analysis
Simply connect causes and effects by directly “Because”
I am not motivated to work
I am not sure what to do in this work
My salary is low I get poor respect from the boss
I am lack of expertise/skills
I am lack of training
My company is not getting profit
My post is not high yet
My poor communication to boss
We have different ways to think
CAUSE
EFFECT
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Let us see the cause and effect relations by making a Problem Tree!!
3. Problem Analysis
Child is ill
Some home problems
Lack of nutritious food
Lack of medical facilities
Lack of clean water and sanitation
Parents do not have income
Water facilitations was destroyed
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Steps in Undertaking Problem Tree
1. Identify problems that the project will address. State problems in negative manner.
2. Group problems by similarity of concerns.
3. Develop the problem tree:a) Select a Core/Focal problem from the list and relate
other problems to the core/focal problem.
b) If the problem is a cause of the core problem the tree is placed below the core problem
c) If the problem is an effect of the core problem is goes above
3. Problem Analysis
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Rules for Writing Problems
1. Write in a Sentence. (Make Clear “Subject and Object”)
2. Avoid “No money, No capacity, No,,,”.
3. Avoid Generalization.– Be Specific.
3. Don’t Write a Cause and Effect in One Card.
4. Be Specific Whose problem.
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Connecting problems (Sample)
Parents have low income
Parents can’t sell agriculture
products
Because!!
Parents can’t work hard due to
sickness
Because!!
Market is too
far
Because!!
Because!!
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Let us make the problem tree around education in your province/district
3. Problem Analysis
Exercise (40 minutes)
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4. Objective Analysis
Objective Analysis clarifies the means-ends relationship between the desirable situation that would be attained and the solution for attaining it. This stage also requires an Objective Tree.
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4. Objective Analysis
Step 1: Reformulate all negative situation of the problem tree into positive situations that are : • Desirable• Realistically achievable
Step 2: Make sure that there is a means – ends (results) relationship (if this is implemented then this will be achieved)The causes become the starting point for the objectives.The effects become the results of the objectives.
Step 3: IF necessary:• Revise statements• Add new objectives if these seem to be relevant and necessary to achieve the objective at the next higher level• Delete objectives which do not see suitable or necessary
How to Make the Objective Tree
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Reformulating of Problems?
4. Objective Analysis
I am not motivated to work
Not sure what to do in this work
Salary is low Poor respect from the boss
Lack of expertise/skills
Lack of training
My company is not getting profit
Not high post yet
Poor communication to boss
Different ways to think
Get trained
Adequate skills/expertise
Know what to do well
My company is getting profits
Get promoted
Salary is increased
Better communication to boss
Understanding of his/her perspective
Respected and encouraged by boss
I enjoy working and am so motivated Results
Means
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Let us make the objective tree from the problem tree you created
4. Objective Analysis
Exercise (20 minutes)
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5. Project Selection
Project Selection is a process in which specific project strategies are selected from among the objectives and means raised in Objectives Analysis, based upon selection criteria.
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5. Project Selection
How to select the project
1. Divide the objective tree into different clusters of objectives
2. Name all clusters
3. Remove impossible one to achieve
4. Set criteria to make the final selection
Needs, Priority, Gender, Environment, Difficulty, Budget, Risks, etc,,,,
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5. Project Selection
Incidence of bus accidents is high
Drivers do not follow rules
Many technical problems of buses
Road condition is too bad
Drivers are not trained
Regular tech. is not done
New buses has not been purchased
Many old buses
Bus is maintained poorly
Mechanics tech. is inadequate
Insufficient equipment at workshop
Example of the Problem Tree ( case of bus traffic accidents) to the Objective Tree
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5. Project Selection
Incidence of bus accidents is high
Drivers do not follow rules
Many technical problems of buses
Road condition is too bad
Drivers are not trained
Regular tech. is not done
New buses has not been purchased
Many old buses
Bus is maintained poorly
Mechanics tech. is inadequate
Insufficient equipment at workshop
Example of the Problem Tree ( case of bus traffic accidents) to the Objective Tree
Incidence of bus accidents is lowered
Driver follows rules
Fewer technical troubles
Better road infrastructure
Bus drivers trained
Regular tech. check done
New buses purchased
Fewer old buses
Bus is maintained adequately
Mechanics tech. is improved
Sufficient equipment provided
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5. Project Selection
Incidence of bus accidents is lowered
Driver follows rules
Fewer technical troubles
Better road infrastructure
Bus drivers trained
Regular tech. check done
New buses purchased
Fewer old buses
Bus is maintained adequately
Mechanics tech. is improved
Sufficient equipment provided
Example of the Objective Tree ( case of bus traffic accidents) How could we divide?
Driver Training Approach
Bus Maintenance Approach
Road Improvement Approach
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6. Project Design Matrix (PDM)
The Project Design Matrix (PDM) is formed through elaborating the major project components and plans based on the approach selected. The format of PDM is similar to that of the Logical Framework, and therefore can be commonly used worldwide.
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The main production of PCM is the PDM
PDM is used to present information about project
objectives, outputs and activities in a systematic
and logical way.
It explains Why a project is carried out
What the projejct is expected to achieve
How the project is going to achieve it
Which external factors are crucial for its success
Where to find the information to assess the success of the project
Which means are required
How much the project will cost
6. Project Design Matrix (PDM)
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6. Project Design Matrix (PDM)
Narrative Summary
Objectively Verifiable Indicators
Means of Verification
Important
Assumptions
Overall Goal
Project Purpose
Outputs
Activities Inputs
Pre-conditions
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Incidence of bus accidents is lowered
Driver follows rules Fewer technical troubles
Better road infrastructure
Bus drivers trained
Regular tech. check done
New buses purchased
Fewer old buses
Bus is maintained adequately
Mechanics tech. is improved
Sufficient equipment provided
Let us fill in PDM with using the case below !
Driver Training Approach
Bus Maintenance Approach
Road Improvement Approach
6 Project Design Matrix (PDM)
Bus Safety Operation Approach
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Where are the project purpose, outputs and activities?
6 Project Design Matrix (PDM)
Incidence of bus accidents in lowered
Drivers follow rules
Fewer technical troubles
Bus drivers trained
Regular tech. check done
New buses purchased
Fewer old buses
Bus is maintained adequately
Mechanics tech. is improved
Sufficient equipment provided
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Pre-conditions
Inputs Activities
1-1. Clarify the driving rules and manners
1-2. Designing a training programme
1-3. Write up technical materials
1-4. Implement training course for instructors
1-5. Implement drivers’ training
1-6. Monitor drivers manners periodically
2-1.,,,
2-2,…
Outputs
1. Drivers follow the driving rules
2. Sufficient equipment is provided
3. Mechanics tech. is improved
4. Buses are maintained adequately
5. Percentage of the old bus is reduced
Project Purpose
Incidence of bus accidents is lowered
Overall Goal
Number of casualties is reduced
Traffic jams in the city are decreased
Important AssumptionMeans V.O.V. IndicatorNarrative Summary
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Let us fill in the blank PDM with information on your Objective Tree.
6. Project Design Matrix (PDM)
Exercise (20 minutes)
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Key points in setting Assumption
Should be relevant and probable
If an assumption is not important or almost certain: Do not include
If an assumption is unlikely to occur: Killer assumption – abandon project
6 Project Design Matrix (PDM)
Important Assumption?
Assumptions are external factors that have the potential to influence (or even determine) the success of a project, but lie outside the direct control of project managers
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Activities to Impact through Assumption
Outcome
Impact
Activities
Assumptions
AssumptionsOutputs
Assumptions
6. Project Design Matrix (PDM)
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Example of Assumptions (in our case)Activity level
Trained bus drivers continue working for the company Trained mechanics continue working for the company Custom clearance and transportation procedure do not delay
significantly
Output level
Road situation of the city do not worsen drastically
Project Purpose level
Total number of vehicles in the city does not increase significantly
Overall Goal level
The public transportation policy remained unchanged.
6. Project Design Matrix (PDM)
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Objectively Verifiable Indicators (OVI) Indicators ?
OVI measure to verify to what extant the results are achieved.
Specify how the achievement of an objective can be verified or demonstrated
Provide a basis for Monitoring and Evaluation 3 Dimensions of Indicators
Quantity Quality Time
6. Project Design Matrix (PDM)
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Objectively Verifiable Indicators (OVI) with SMART
Specific, Measurable, Achievable,
Relevant, Time-bound
6 Project Design Matrix (PDM)
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Example of Indicators (in our case)Output level
Over 60% of drivers follow 70% of the key driving rules by 2010 80% of the maintenance equipment in operation by 2008 60% of mechanics complete the training programme by 2008 ,, ,,,
Project Purpose level
The number of bus accidents is reduced by 50% by 2008
Overall Goal level
Annual casualty is reduced by 60% by the year 2010 Time required to cross the city is shorted by 10% by 2010
6. Project Design Matrix (PDM)
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Means of Verification (MV)
Tools or means to obtain the information
required by the indicators
Include: project documents field verification ad-hoc studies
6. Project Design Matrix (PDM)
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7. Workplan / Plan of Operations
The Plan of Operation is prepared by the project implementers, based on the PDM and other information. It is an effective tool for project implementation and management, and provides important data for monitoring and evaluation of the project.
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Example: Format of Plan of Operation
Activities Schedule Person in
Charge
Implementer
Materials and
Equipment
Cost Remark
1-1
1-2
1-3
2-1
2-2
7. Workplan / Plan of Operations
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8.Monitoring and Evaluation
Strengthens accountability and transparency
Provides information for effective management
Helps determine what works well and what requires improvement
Builds knowledge
WHY DO WE HAVE TO DO THIS?
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8.Monitoring and Evaluation
Monitoring: Examine the degree of project progress and to modify the project contents as necessary
Evaluation: Review the project with the 5 criteria at the near completion of the project or several years later. Recommendation and lessons learnt would be made for improving the quality of the future projects or other on-going projects
Monitoring and Evaluation ? What is the difference?
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1. Efficiency
2. Effectiveness
3. Impact
4. Relevance
5. Sustainability
8.Monitoring and Evaluation
5 Main Criteria for Evaluation
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Efficiency: The productivity in project implementation. The degree to which Inputs have been converted into Outputs.
Effectiveness: The degree to which the Project Purpose has been achieved by the project Outputs.
Impact: Positive and negative changes produced, directly or indirectly, as a result of the Implementation of the project.
Relevance: The validity of the Overall Goal and Project Purpose at the evaluation stage.
Sustainability: The durability of the benefits an and development effects produced by the project after its completion.
8.Monitoring and Evaluation