1Process Consultants and Moderators

Programme Cycle Management

2Process Consultants and Moderators

PREVIOUS: USAID, US GTZ, Germany ODA, UK NORAD, Norway DANIDA, Denmark Interco-operation, Swiss ABOS, Belgium UNDP FAO DG VIII (ACP) DG XIII (Tech. Transfer) DG I (ALA / MED)

RECENT INTRODUCTIONS PCM: DGCS - Min. of Foreign Affairs, Italy ICEX - Min of Industry, Spain Sida, Sweden UNIDO, Vienna FINNIDA - Min. of Foreign Affairs, Finland HELLASCO, Greece DG I (TACIS) DG XIX and others WWF Int.. Federation of Red Cross

“HISTORY” OF PCM

3Process Consultants and Moderators

AID triangle

Beneficiaries (Problems) OBJECTIVES

Administrators

MEANS

Policy makers POWER

Financial Control Evaluation

Policies Politics

QUANTITY QUALITY

Present Future

4Process Consultants and Moderators

Why IMPROVE the management of the project cycle?

REDUCE CONFUSION Have a real dialogue Standardise concepts Simplify procedures Introduce common methods Standardise formats Set standards and

quality criteria

BE MORE EFFECTIVE Involve and commit

stakeholders Align expectations Improve transparency Unveil decision taking Save time in process Reach objectives !!

5Process Consultants and Moderators

INDICATIVE PROGRAMMING

IDENTIFICATION

FORMULATION (APPRAISAL)

FINANCING

IMPLEMENTATION

EVALUATION

6Process Consultants and Moderators

INDICATIVE PROGRAMMING

IDENTIFICATION

FORMULATION (APPRAISAL)

FINANCING

IMPLEMENTATION

EVALUATION

7Process Consultants and Moderators

INDICATIVE PROGRAMMING

IDENTIFICATION

FORMULATION (APPRAISAL)

FINANCING

IMPLEMENTATION

EVALUATION

Pre-feasibility study

(relevance)

Pre-feasibility study

(relevance)

Strategy document / Indicative

Programme

Strategy document / Indicative

Programme

Verification of idea & ToR(problem analysis)

Verification of idea & ToR(problem analysis)

Workshop

?

8Process Consultants and Moderators

INDICATIVE PROGRAMMING

IDENTIFICATION

FORMULATION (APPRAISAL)

FINANCING

IMPLEMENTATION

EVALUATION

Pre-feasibility study

(relevance)

Pre-feasibility study

(relevance)

(draft) financing proposal

(draft) financing proposal

Assessment& ToR

Assessment& ToR Workshop

?

9Process Consultants and Moderators

INDICATIVE PROGRAMMING

IDENTIFICATION

FORMULATION (APPRAISAL)

FINANCING

IMPLEMENTATION

EVALUATION

(draft) financing proposal

(draft) financing proposal

Financing agreement /

contract

Financing agreement /

contract

Assessment& Instruction

Assessment& Instruction

Financing proposal

Financing proposal

10Process Consultants and Moderators

INDICATIVE PROGRAMMING

IDENTIFICATION

FORMULATION (APPRAISAL)

FINANCING

IMPLEMENTATION

EVALUATION

Financing agreement /

contract

Financing agreement /

contract

End of project report

End of project report

Assessment& Instruction

Assessment& Instruction

Assessment& Instruction

Assessment& Instruction

Monitoring reports

Monitoring reports

Workshops  ?

Financing proposal

Financing proposal

11Process Consultants and Moderators

INDICATIVE PROGRAMMING

IDENTIFICATION

FORMULATION (APPRAISAL)

FINANCING

IMPLEMENTATION

EVALUATION

End of project report

End of project report

Evaluation report /

LESSONS

Evaluation report /

LESSONS

Assessment& Instruction

Assessment& Instruction

Pre-feasibility study

(relevance)

Pre-feasibility study

(relevance)

Financing agreement /

contract

Financing agreement /

contract

Strategy document / Indicative

Programme

Strategy document / Indicative

Programme

Assessment& ToR

Assessment& ToR

Verification idea & ToR(problem analysis)

Verification idea & ToR(problem analysis)

Assessment& Instruction

Assessment& Instruction

Assessment& Instruction

Assessment& Instruction

Monitoring reports

Monitoring reports

Workshop

?

Financing proposal

Financing proposal

12Process Consultants and Moderators

INDICATIVE PROGRAMMING

IDENTIFICATION

FORMULATION (APPRAISAL)

FINANCING

IMPLEMENTATION

EVALUATION

Evaluation report /

LESSONS

Evaluation report /

LESSONS

Assessment& Instruction

Assessment& Instruction

Strategy document / Indicative

Programme

Strategy document / Indicative

Programme

Workshop

?

13Process Consultants and Moderators

Programme Cycle Management

=Portfolio management

14Process Consultants and Moderators

PURPOSE OF APPLYING PCM

PLAN(LogFrame)

IMPROVED SITUATION

“Brilliant idea”

15Process Consultants and Moderators

PURPOSE OF APPLYING PCM

“POOR”PRESENT SITUATION

PLAN(LogFrame)

IMPROVED SITUATION

ANALYSISneeds?

problems!Bias

16Process Consultants and Moderators

PURPOSE OF APPLYING PCM

“POOR”PRESENT SITUATION

PLAN(LogFrame)

IMPROVED SITUATION

ANALYSISproblems!

functional relationships

SUPPLIERS RECIPIENTS

17Process Consultants and Moderators

Justifying the activity

Reasoning from the activities upwards

Increased income

Increased production

Extension provided

18Process Consultants and Moderators

SubsidySubsidy

Enhanced production

Enhanced production

Raised income

Raised income

Competitionmore

efficient

Competitionmore

efficient

Shortage of skilled

workers

Shortage of skilled

workers

Workerstrained

Workerstrained

19Process Consultants and Moderators

Objective Oriented Planning

“FORKING”

Increased income

Increased production

Reduced inflation

Profitable farm gate

price

20Process Consultants and Moderators

MODEL STRUCTURE OBJECTIVE TREE

Income / Health / Performance

Utilisation

Services / products / deliverables

Institutional arrangements

Means (funds, staff, equipment)

Policy

Development

Activities / procedures

Wellbeing

Economic / social / cultural growth

21Process Consultants and Moderators

FROM OBJECTIVE TREE TO PLANNING

Income / Health / Performance

Utilisation

Services / products / deliverables

Institutional arrangements

Means (funds, staff, equipment)

Policy

Development

Activities/procedures

Wellbeing

Economic / social / cultural growth

IN Intervention logic

OUT Assumptions

Overall Objectives

Project Purpose

Results

Activities

Means

Pre-conditions

Means/ assumptions

Assumptions

Assumptions

Assumptions

22Process Consultants and Moderators

Project intervention + Assumptions

Results Assumptions

Assumptions Activities

Preconditions

Overall Objectives

Project Purpose Assumptions

IN OUT

+

+

+

23Process Consultants and Moderators

Logical Framework Matrix

OverallObjectives

Project Purpose

Results

Activities

O.V.I.’s

O.V.I.’s

S.o.V.’s

S.o.V.’s

Assumptions

Assumptions

Assumptions

Pre-conditions

Means Costs

24Process Consultants and Moderators

Planning starts at the Project Purpose:

Expresses improvements experienced by beneficiaries

Why the beneficiaries need the project the utilisation of the services (results)

provided by the project

25Process Consultants and Moderators

Results:

Expresses objectives received by the beneficiaries

What ‘services’ will be received by the beneficiaries

not only delivered by the intervention / project (Outputs)

26Process Consultants and Moderators

Designing sustainable projects

Start up "Construction" Operat./mainten. Sustainable use

Existing situation

Planning

Postive/negative factors for

sustainability

Result

Result

Result

Project Purpose

Identify factors for sustainability in the planning phase and adjust plan accordingly

ben

efit

s

time

27Process Consultants and Moderators

Factors affecting sustainability

1. Policy support 2. Appropriate technology 3. Environmental protection 4. Socio-cultural aspects; women in

development 5. Institutional and management

capacity 6. Economic and financial viability

28Process Consultants and Moderators

INDICATIVE PROGRAMMING

IDENTIFICATION

FORMULATION (APPRAISAL)

FINANCING

IMPLEMENTATION

EVALUATION

Feasibility

Study

Pre-feasibility

study

Financing

proposal

Financing

agreement

Plan of

Operations

Monitoring

reports

End-of-project

report

National / Regional

Indicative

Programme

Review report (Mid-term or

inter phase)

Evaluation

reports

(End-of-project or

ex-post)

Sectoral / Country

Analysis

29Process Consultants and Moderators

BASIC STANDARD FORMAT

1. Summary 2. Background 3. Intervention 4. Assumptions 5. Implementation 6. Factors ensuring sustainability 7. Monitoring and evaluation 8. Conclusions and proposals

30Process Consultants and Moderators

INDICATIVE PROGRAMMING

IDENTIFICATION

FORMULATION (APPRAISAL)

FINANCING

IMPLEMENTATION

EVALUATION

Feasibility

Study

Pre-feasibility

study

Financing

proposal

Financing

agreement

Plan of

Operations

Monitoring

reports

End-of-project

report

Evaluation

reports

(End-of-project or

ex-post)

NIP / RIP

Identification Workshop

Review workshop

Start-up workshop

Assessment

Assessment

ToR

Programming

Workshop

ToR

ToR

= Documents = Workshops = Assessments

Review report (Mid-term or

inter phase)

31Process Consultants and Moderators

SIX ESSENTIAL MESSAGES OF PCM

Adhere to phases in the cycle Increase the involvement of beneficiaries Prepare consistent project design Consider sustainability issues in planning Aim at transparency in documentation Create a framework for learning

32Process Consultants and Moderators

Quality Criteria for Planning and Evaluation

Procedures and transparency Relevance and Utility Feasibility and Effectiveness Sustainability (Cost-effectiveness?)

33Process Consultants and Moderators

Contribution of PCM towards aid effectiveness

?

CLIENT ORIENTATION(Beneficiaries)

PLANNING FORCOMPREHENSIVE PACKAGE

& SUSTAINABILITY

TRANSPARENCYof Documents

P C M ?

Quality Management(Decision taking)

Improved Aid Effectiveness

34Process Consultants and Moderators

May I wish you all the success with the application of these PCM concepts and tools !

Hopefully these will contribute to Hopefully these will contribute to you becoming even a better you becoming even a better

professional !professional !