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SESSION # 2. MODULE 4: PROJECT IMPLEMENTATION by: Navuth YA, Consultancy Team Member. II. OVERVIEW OF MODULE 4 INTROCUTION. What is project implementation? Why is project implementation important? How to ensure obtaining effective project implementation?
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SESSION # 2 MODULE 4: PROJECT IMPLEMENTATION by: Navuth YA, Consultancy Team Member
II. OVERVIEW OF MODULE 4 INTROCUTION • What is project implementation? • Why is project implementation important? • How to ensure obtaining effective project implementation? • Recommended format for tools/techniques used in this Module
What is project implementation? Definition: It is a process to carry out project activities described in project work plan/logical framework and an opportunity to see a project plan becoming a reality. Objectives: • To make an annual action plan/work plan into operation and functioning based on the approved overall work plan/logical framework; • To ensure the objectives are achieved based on overall work plan/logical framework; • The deliverables are produced upon agreed logical framework and approved resources (human, finance and materials and equipment), and timeline; • To ensure that the beneficiaries are beneficial from the project implementation and the tangible change and improvement are achievable.
2. Why is project implementation important? Importance: • To give the opportunity to see the plans become a reality; • Success stories, lessons learned and best practice can be shared and replicated for similar project in the future; • To address needs/problems faced by beneficiaries in target communities.
3. How to ensure obtaining effective project implementation? Inception Implementation Phase out • Conclude contracting arrangements • Mobilize resources • Establish working relationship with stakeholders • Hold inception workshop(s) • Review and revise project plan • Establish M&E systems • On an ongoing basis: • Procure and deploy resources, including personnel • Implement activities and deliver results • Monitor and review progress • Revise operational plans in light of experience • Report on progress • Progressively: • Hand over all responsibilities to local partners • Ensure maintenance plans are in place • Ensure relevant skills are effectively transferred • Help ensure recurrent cost requirements are secured
4. Recommended format for tools/techniques used in this Module • Logical Framework Analysis (LFA), • Strengths, Weaknesses, Opportunities and Threats (SWOT) analysis, • Gantt Chart, and • Work Breakdown Structure (WBS) as also widely used in projection implementation, etc…
4.1. What is the definition of the tool/techniques? Definition of Logical Framework Analysis (LFA): • LFA is one of the project cycle management tools that can be used for effective planning and implementation. It provides clear, concise and systematic information about components of a project such as goal, objectives, activities, results and indicators. It is not only a tool for managing each phase of the project cycle but it can create other tools, such as the project implementation schedule and a monitoring plan. Definition of Strengths, Weaknesses, Opportunities and Threats (SWOT): • SWOT is a process that identifies the strengths, weaknesses, opportunities and threats of an organization. Specifically, SWOT is a basic, analytical framework that assesses what an organization can and cannot do, as well as its potential opportunities and threats.
Definition of Gantt Chart: • A Gantt chart, commonly used in project management, is one of the most popular and useful ways of showing activities (tasks or events) displayed against time. Definition of Work Breakdown Structure (WBS): • WBS is commonly used to provide the framework for organizing and managing the work of large and complex projects and it is organized and comprehended by breaking them into progressively smaller pieces until they are a collection of defined "work packages" that may include a number of tasks of the project which is organized in a logical way by the project team.
4.2. Why is it important? Importance of Logical Framework Analysis (LFA): • Identifying and assessing activities that fit within the scope of organization programs; • Preparing the project design in a systematic and logical way; • Appraising project designs; • Implementing approved projects; and • Monitoring, reviewing and evaluating project progress and performance. Importance of Strengths, Weaknesses, Opportunities and Threats: • SWOT is an important tool as it can reveal an examination of an organization’s internal strengths and weaknesses, its opportunities for growth and improvement, and the threats the external environment presents to its survival and growth.
Importance of Gantt Chart: • Avoid completion confusion: Gantt charts were created to keep users on track, providing a visual timeline for starting and finishing specific tasks; • Keep everyone on the same page: Where there is a visual framework for the work to be done, there are fewer chances for misunderstanding, especially when it comes to highly complex tasks; • Understand task relationships: These charts can make clear how various tasks are interrelated and perhaps rely on the completion of another to meet specific objectives; • Effectively allocate resources: By being able to look ahead on the Gantt chart, users can clearly discern where resources need to be anticipated, allocated or shared to maximize the use of those resources; • Get a handle on the future: Gantt chart is useful in helping decision-makers look farther ahead to ensure each given project is working toward the achievement the organization’s long-term strategic objectives.
Importance of Work Breakdown Structure (WBS): • WBS is similar to those of Gantt chart in making effective management of project resources and detailed tasks. However, WBS can supplement Gantt chart in a way that it is used more practically for a large and complex project. • WBS is helpful to plan effectively for a project by breaking key tasks or activities into more manageable and smaller units of work. It can also produces a detailed list of tasks to be performed for a project, helping to deliver better costing, scheduling and resources planning for a project implementation.
4.3. How/When to use it? Logical Framework Analysis (LFA) • Logical Framework Approach can be used throughout the project management cycle in: identifying and assessing activities that fit within the scope of a project; preparing the project design in a systematic and logical way; appraising project designs; implementing approved projects; and monitoring, reviewing and evaluating project progress and performance. • During project implementation, it can serve as the main reference for drawing up detailed work plans, terms of reference, budgets, as well as provides indicators against which the project progress and achievements can be effectively assessed. Strengths, Weaknesses, Opportunities and Threats (SWOT) • SWOT analysis can be used by all types of organizations/institutions and in different phases of project cycle management. It can be used in any circumstances either in decision-making situation when a desired objective is defined, in pre-crisis planning and preventive management, and particularly can be used in assessing, reassessing or creating a recommendation during a project implementation phase.
Gantt Chart • To plan time scale for a project; • To estimate resources required for a project; • To graphically illustrate of a schedule of tasks to complete a project; and • To plan, coordinate, ad track specific tasks of a project. Work Breakdown Structure • In general, WBS can be used to: • To allocate and delegate responsibility to help accomplish different tasks or activities; • To help sequence and schedule the timing of different events to improve effectiveness of how time is allocated; • To improve resources planning and the efficiency of how resources are consumed; and • To monitor risks for ongoing project implementation.
