A REPORT ON

Project Cycle Management

Organized by:The Catholic Diocese of Stockholm, Sweden

Conducted at:The Guntur Diocese Social Service nd Welfare SocietyJyothinilayam, 6/9 Brodipet, Guntur, Andhra Pradesh, India

January 19 – 23, 2016

REPORT

Project Cycle Management

Title of the course:

Project Cycle Management (PCM): Building skills for practical application.

Resource Person:

Mr. Charles Câmara, Catholic Diocese of Stockholm, Sweden

Course Duration:

January 19 – 23, 2016

Goal of the course:

Participants acquire adequate knowledge about how to apply each step of the “Project Cycle Management and the method “Logical Framework Approach”) (PCM&LFA)to design, implement, monitor and report social/ development/ relief/ pastoral project or programme.

Objectives of the course:

1)Participants have acquired practical skills in how to apply each step in Planning, Implementing, Monitoring, Documenting, Reporting and Evaluating a project, thus can skillfully execute their work.

2) Participants have learned how to apply LFA as a practical tool in development work, especially during preparation of a project proposal, monitoring the intervention and preparation of progress and final reports.

3) Participants have learned how to conduct organizational assessment by dynamically applying SWOT; and learned how to fundraise for different kinds of projects and programmes.

Mr. Charles Câmara, Resource Person, Catholic Diocese of Sweden, arrived on Sunday, the 17th January 2016. The course started from Monday, the 19th January 2016.

Most Rev. Dr. Gali Bali Bishop of Guntur speaking on the Diocesan Spirituality

A BRIEF SUMMARY

The session started with the members introducing themselves to know each other to interact fruitfully.

The course started with the Resource Person speaking at length on the expectations of the course in the context of faith-based organizations. He pointed out that good planning, cooperation and positive approach is the basis for the proper implementation of the project activities.

Essential social concepts were discussed within the framework of the Catholic Social Teaching.

ENCYCLICALS AND LETTERS OF THE POPES

A compendium of 16 important church encyclicals and documents starting from “Rerum Novarum” of Pope Leo XIII, 1891, on social justice to “Laudato Si” on the creation, climate and environment of the reigning Pontiff Pope Francis 2015, were shared with the trainees. All these letters issued by the Church Fathers articulated social justice, human rights, laying emphasis on human dignity, subsidiarity, resolving social problems at the lowest strata of society; to ensure peace by laying foundation for the promotion of social rights and responsibilities; relationship between Catholic Church and humanity using phrases “People of God” and “Signs of the Times”; fostering integral human potential .e., social, cultural and spiritual advancement; to combat injustice , need to focus on political action –not just economic action; human activities in the past and present contributes to destruction of our natural environment and creation and appealing to change life styles in order to create a sustainable and just life for all human beings on earth.

CATHOLIC SOCIAL TEACHING (CST)

Essential social concepts were discussed within the framework of the Catholic Social Teaching. The Catholic Social Teaching of the Church on the economic,

social and political realities of the world that we live in were brought to the fore. The main characteristics of CST: authoritative, dynamic and unfolding, combination of teaching and practice were outlined to the full.

The action need to be taken individual, relationship, institutional and culture were also explained. The expected outcomes, the challenges we face to attain greater good for oneself and for the community at large. It also reflects the conviction that the Gospel has implication for all dimensions of human use and activities.

DIOCESAN SPIRITUALITY

Most Rev. Dr. Gali Bali, Bishop of Guntur and President of GDSS&WS speaking on “Diocesan Spirituality” focused on Church reality on the pastoral teaching of the Church and its relevance on social apostolate in the present world.

Quoting from the text he called for:

Passionate involvement in social apostolate Ecological involvement Inter relatedness Inter connectivity

Individual’s/Institution’s towards dignity, injustice, lack of peace

His Lordship observed: There is indifference: to God, neighbor, nature and creation. He pointed out there is a lack of understanding, lack of respect and the lack of the use of resources. Human being is not the norm but God is the norm for our living and interacting with one and another.

We have to move from indifference to mercy. Jesus shows us the way to show mercy and solidarity towards the entire creation. Jesus pointed out that God is a merciful father.

He exhorted that the Church need to build a culture (value) of solidarity:

In family In schools teaching values/formation of heart Communication (Media) to inform and educate values

Peace is the fruit of solidarity with humanity and creation.

Civil Society should play major role in promoting and producing a culture of solidarity namely the NGO’s, FBOs

Migrants - strangers to be welcomed in Society not left aside.

The Bishop voiced Pope’s Appeal:

1. Refrain from drawing people into wars and conflicts2. Forgive/cancel the debt among poor nations3. Adopt ways and means to sustain lives in all senses especially the lives of

the unborn babies.

Ideas of essentials of Faith enunciated by the Popes/Church Fathers

How to relate to our work in a conscious way. Human Dignity: The whole gospel deals appropriately on human dignity. Pope Francis speaks of human dignity, including ecology, nature,

animals, etc., through his encyclical. More and more calamities are taking place we have to mitigate them. Church is changing Solidarity of culture/ culture of solidarity/Spirituality in culture/ values to

be imbibed

Care for the nature – dignity of creation – social development includes all the above.

COMMON GOOD

Belongs to all Sharing for the betterment of others Environment/natural resources Caring for others/creation Letters and encyclicals of the Popes strongly support the theory. Productivity Solidarity

The Training:

The Project Cycle Management (PCM) and Logical Framework Approach were explained and how it is useful in project management and results.

A project is an activity with an objective, defined time period with a defined budget.

PCM - is planning, designing, implementation, monitoring and evaluating a project. It is a management tool through identification, formulation, implementation and evaluation for relevance, feasibility and effectiveness of a project. It is not a cycle but a spiral. We should not come to the same point but spiral upwards towards development dynamics.

The cycle of operations: Program identification, formulation, implementation, monitoring and evaluation.

Logical Framework Approach is a planning and evaluation tool. It has 6 steps :

1) Problem Tree2) Objective Tree3) Strategy Analysis4) LFA Matrix5) Work Plan6) Resource Plan

Problem Tree: Negative consequencesTrunk – Focal ProblemBranches & fruits - EffectsRoots – causes

Objective Tree: Solutions/positive consequences

Important PointsMain GoalProject Purpose = AccomplishedObjectives = AttainedActivities = Achieved completed

By this exercise the agency wants to know if we have analyzed the problem correctly.There was a group exercise on problem tree, objective tree, strategy analysis, LFA, Work Plan and Resource Plan. Five groups choosing their problem tree drew up strategy analysis, LFA, Work and Resource Plan.

The trainer laid emphasis on cooperation, joint efforts and positive outlook to attain objectives and goals. A lesson for cooperation and better preparedness was demonstrated through a power point presentation in relation to the geese/ants/penguins.

The people have to be mobilized, educated, till they are empowered and sustainable. The people should be able to develop themselves. They should be no coercion. They should be fully empowered

Source of collection of social data:

- Participatory Rural Appraisal ( PRA) Techniques- Base-line Survey- Focused Group Discussion

The people have to be involved in the entire process.

The 3 quality attributes of project:

1. Relevance2. Feasible3. Effective and well managed

Faith Based Organizations don’t know how to approach a donor!

The reasons being lack of knowledge and skills (capacity) to approach a donor.

This capacity could be assessed through Strengths-Weaknesses-Opportunities-Threats (SWOT) Analysis.

How to use SWOT as an analytical tool to assess personal capabilities and organizational capacities

We have to expand in quality and quantity - horizontally and vertically: horizontally reaching out to the people and vertically with the donors.

RESULT BASED MANAGEMENT (RBM)

RBM emphasizes development results in planning, implementation, learning and reporting. Participation is an important ingredient of RBM. Participation improves quality, effectiveness and sustainability – a project designed to develop the poor.

RBM involves the participation of stakeholders in the project:

Planning Implementation Monitoring and reporting of results.

ACTIVITIES: Outputs Outcomes or or

Short Term Medium Term = IMPACTResults Results

Activities and outputs are often confused. Activities are actions to be undertaken within the scope of the project, completed activities are not outputs. Outputs are actually the short-term effects of completed activities.

Training is usually called an activity. The output identifies the new skill or ability that has resulted from the training.

DIRECT BENEFICIARIES

Direct Beneficiaries are those groups within the immediate reach of the project benefits, output and outcome levels.

INDIRECT BENEFICIARIES

Indirect beneficiaries are groups who will indirectly benefit, outside the immediate reach, of a project, yet are expected to benefit at the impact level.

INDICATORS

An indicator seeks to measure a result, to provide evidence that a result has been achieved or to provide a signal that progress is being made towards the achievement of a result. An indicator is a means of measuring actual results against planned or expected results in terms of quality, quantity and timelines.

QUANTITATIVE INDICATORS

Measures of quantity such as number of men and women in decision-making positions, percentage of boys and girls stand to benefit, etc.,

QUALITATIVE INDICATORS

Reflect people’s judgments, opinions, perceptions and attitudes of a given situation or subject. They can include changes in sensitivity; satisfaction; influence; relevance, etc.,

Qualitative indications can be obtained in a variety of ways including the use of focus groups, testimonials, application of Participatory Rural Appraisal (PRA) tools or through interviewing and monitoring or field visits.

The importance to use indicators is:

To determine progress towards achieving planned results at the output, outcome and impact level.

To inform decision-makers in the field and headquarters thereby providing for more effective annual work plans of projects.

To improve a project’s performance and development impact To support sound resource allocations and decisions To measure results, using both quantitative and qualitative

indicators

Audit Honesty – accountability - transparency

Explain deviation Take prior permission

PROJECT CONCEPT NOTE

Useful Tips

1) Vision – a future state of a situation. It is a long term view, or ideal state to attain that motivates and drives the organization to act in a particular line.

2) Mission – purpose of the work for the organization.3) Values – basic principles4) Strategy –is the actual articulation of mission and vision into a

practical reality. The mission shapes the strategy.5) Plan - how to achieve it and with what kind of resources. 6) Implementation – a process of action by putting the plan into practice.7) Accountability-use of money by the stakeholders/ responsible use of

money8) Transparency-open communication and decision-making procedures.9) Participation – involvement of people in the decision-making

procedures.10) Empowerment-the marginalized expand their assets and

capabilities, gain self-confidence and become agents of change.

CONCEPT NOTE CONTENTS:

1) Request Letter2) Brief introduction of self3) Purpose4) Few details5) Location6) Target group/Number7) Kind of change to be made8) Major problem & experience9) Situation –objectives – Project purpose10) Major 2 -3 outcomes to be taken to fulfill the purpose11) Budget and time frame – approximate - time frame

PRINT OUTS ISSUED

Information of various International Donor Agencies

Diocese of Stockholm: Concept note, Project Application and check list

Progress Report

Mr. Charles wrapped up the 5-day programme at GDSS&WS by visiting the Diocese of Stockholm assisted projects at Guntur: Our Lady of Lourdes School, construction of toilets and urinals for boys and girls; Mineral Water Plants at Phirangipuram & Rentachintala; and house construction at Thubadu. He also interacted with the youth who were assisted by DoS to undergo vocational training, who were able secure employment leading decent lives earning independently and even supporting their parents.

On the penultimate day that is January 27, 2016, Mr. Charles addressed the Executive Director and his Staff of GDSS&WS. He spoke about accountability and transparency in financial matters - Audit. Money is to be used in an effective and efficient way.

Donor – GDSS&WS – People Build confidence among the people Professional and Technical Skills of the Staff Human values Love & Commitment makes the difference Give with love and affection Not material value but love behind it Serve with love, affection and commitment All of us are representatives of the Catholic Church – people must

see it in our actions. Review all the projects from time to time to draw strengths – look

back the last three years – what have we done – highs and lows Update Web Site periodically to inform the donor Staff working relationship – relate to each other Relationship with the target group improved - challenges Relationship with authorities Relationship with civil society, NGOs, etc.,

Relationship with institutions around Relationship with donors Last 3 years challenges – dreams – achievements - how to prepare

ourselves How did you go about to improve relationship with donors to tap

more funds Review of the past to prepare for the future – strategic plan Annual review of the strategic plan 8 Focal Areas of work - mention in strategic plan – are you

improving – donors are changing – make it up-to-date – Output –good understanding how the organization is functioning –

clear picture – capacity – upgrade - in this connection you can improve.

Listen and digest Think critical Goal- prepare in such a way to be attractive to donors that you are

a good organization and encouraged to support. Good donor support will help develop the poor. Build capacity to improve the lot of the poor people Major actors – people & donor Ethical values/perspective contributes to make it one of the best

organizations towards meeting the needs of the poor. Competence – professionalism Good Management Caritas Motto – “To create God’s kingdom here on earth” “Creating a civilization of love all over the world” Hands and feet of God to do God’s Will – Best instruments of

God.

Mr.Charles also made use of the occasion to interact with Mr.G.Chinnappa Reddy, Engineer, House Construction and Mr.Narendra, Mineral Water, technical person. He asked them what challenges they faced in their respective field of work. He thanked them for their services and got the assurance from them that they would continue to support the activities of GDSS&WS with renewed zeal and commitment so that the aspirations of the poor are met.

Fr. K. Rayapu Reddy

GDSS&WS, Guntur, India.