How to Proceed PCM 8 Steps to develop PDM Participatory Planning

1. How to Proceed PCM 8 Steps to develop PDMParticipatory Planning

2. PCM workshop Moderator District Executive Officer Teacher District Education Officer Local NGO Resident of the community Parents / Student

3. 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.

4. 8 Steps to Develop a PDM in PCM • Stakeholder Analysis • SWOT Analysis • Problem Analysis • Objective Analysis • Peoject Selection • Project Design Matrix (Logframe) • Workplan /Operation of Plan • Monitoring and Evaluation

5. 1. Stakeholder Analysis Stakeholder is any individual, group or organization, community, with an interest in the outcome of a programme/project. Key Question Whose problems or opportunities are we analyzing? Who will benefit or loose-out, and how, from a potential project intervention?

6. 1. Stakeholder Analysis 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

7. 1. Stakeholder Analysis 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

8. 2. SWOT Analysis SWOT analysis is a tool for institutional appraisal and a brainstorming exercise in which the representatives of the organization participate fully.

9. 2. SWOT Analysis Strengths Weaknesses Opportunities Threats SWOT stands for:

10. 2. SWOT Analysis • Strengths - the positive internal attributes of the organisation • Weaknesses - the negative internal attributes of the organisation

11. 2. SWOT Analysis • Opportunities - external factors which could improve the organisation’s prospects • Threats - external factors which could undermine the organisation’s prospects

12. 2. SWOT Analysis Example: Vehicle Company M Strength Weakness Accumulated high technology Motivated young staff Global network to distribute Cost efficiency manufacture Slow decision making Old fashioned style Weaker after-care Weaker brand images Opportunity Threat Huge market in China/India More global cooperation High oil price High material price Foreign exchange Other competitive companies Political interference

13. 2. SWOT Analysis Execise Let’s do SWOT analysis about the district education office

14. 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.

15. How to Write a Card (Sample) Teacher Committed Teacher

16. 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

17. Relationships of Problems? 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 My company is not getting profit My post is not high yet My poor communication to boss We have different ways to think I am lack of training 3. Problem Analysis Simply connect causes and effects by directly“Because” EFFECT I am not motivated to work CAUSE

18. Let us see the cause and effect relations by making a Problem Tree!! 3. Problem Analysis Some home problems Lack of nutritious food Water facilitations was destroyed Lack of medical facilities Lack of clean water and sanitation Parents do not have income Child is ill

19. Problem Tree EFFECT CAUSE

20. 3. Problem Analysis Steps in Undertaking Problem Tree • Identify problems that the project will address. State problems in negative manner. • Group problems by similarity of concerns. • Develop the problem tree: • Select a Core/Focal problem from the list and relate other problems to the core/focal problem. • If the problem is a cause of the core problem the tree is placed below the core problem • If the problem is an effect of the core problem is goes above

21. Rules for Writing Problems • Write in a Sentence. (Make Clear “Subject and Object”) • Avoid “No money, No capacity, No,,,”. • Avoid Generalization.– Be Specific. • Don’t Write a Cause and Effect in One Card. • Be Specific Whose problem.

22. How to Write a Card (Sample) Poverty Parents have low income

23. Because!! Because!! Parents can’t sell agriculture products Parents can’t work hard due to sickness Because!! Because!! Market is too far Connecting problems (Sample) Parents have low income

24. Let us make the problem tree around education in your province/district 3. Problem Analysis Exercise (40 minutes)

25. 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.

26. 4. Objective Analysis How to Make the Objective Tree Step 1: Reformulate all negative situation of the problem tree intopositive 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

27. Reformulating of Problems? Not sure what to do in this work Know what to do well Salary is low Salary is increased Respected and encouraged by boss Poor respect from the boss Lack of expertise/skills Adequate skills/expertise My company is not getting profit My company is getting profits Get promoted Not high post yet Better communication to boss Poor communication to boss Understanding of his/her perspective Different ways to think Lack of training Get trained 4. Objective Analysis Results I enjoy working and am so motivated I am not motivated to work Means

28. Let us make the objective tree from the problem tree you created 4. Objective Analysis Exercise (20 minutes)

29. 5. Project Selection Project Selection is a process in which specific project strategies are selected from amongthe objectives and meansraised in Objectives Analysis,based uponselection criteria.

30. 5. Project Selection How to select the project • Divide the objective tree into different clusters of objectives • Name all clusters • Remove impossible one to achieve • Set criteria to make the final selection Needs, Priority, Gender, Environment, Difficulty, Budget, Risks, etc,,,,

31. Drivers do not follow rules Many technical problems of buses New buses has not been purchased Many old buses Bus is maintained poorly Mechanics tech. is inadequate Insufficient equipment at workshop Drivers are not trained 5. Project Selection Example of the Problem Tree ( case of bus traffic accidents) to the Objective Tree Incidence of bus accidents ishigh Road condition is too bad Regular tech. is not done

32. Drivers do not follow rules Driver follows rules New buses purchased Many technical problems of buses Fewer technical troubles New buses has not been purchased Many old buses Bus is maintained poorly Mechanics tech. is inadequate Insufficient equipment at workshop Drivers are not trained Bus drivers trained 5. Project Selection Example of the Problem Tree ( case of bus traffic accidents) to the Objective Tree Incidence of bus accidents islowered Incidence of bus accidents ishigh Better road infrastructure Road condition is too bad Fewer old buses Bus is maintained adequately Regular tech. is not done Regular tech. check done Mechanics tech. is improved Sufficient equipment provided

33. Road Improvement Approach Driver follows rules Fewer technical troubles New buses purchased Bus drivers trained Driver Training Approach Bus Maintenance Approach 5. Project Selection Example of the Objective Tree ( case of bus traffic accidents) How could we divide? Incidence of bus accidents islowered Better road infrastructure Fewer old buses Bus is maintained adequately Regular tech. check done Mechanics tech. is improved Sufficient equipment provided

34. 6. Project Design Matrix (PDM) The Project Design Matrix (PDM) is formed through elaboratingthe major project components and plansbased on the approach selected. The format of PDM is similar to that of theLogical Framework, and therefore can be commonly used worldwide.

35. 6. Project Design Matrix (PDM) • The main productionof 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

36. 6. Project Design Matrix (PDM)

37. Road Improvement Approach Driver follows rules Fewer technical troubles New buses purchased Driver Training Approach Bus drivers trained Bus Maintenance Approach Bus Safety Operation Approach 6 Project Design Matrix (PDM) Let us fill in PDM with using the case below ! Incidence of bus accidents islowered Better road infrastructure Fewer old buses Bus is maintained adequately Regular tech. check done Mechanics tech. is improved Sufficient equipment provided

38. 6 Project Design Matrix (PDM) Drivers follow rules Fewer technical troubles New buses purchased Bus drivers trained Where are the project purpose, outputs and activities? Incidence of bus accidents in lowered Fewer old buses Bus is maintained adequately Regular tech. check done Mechanics tech. is improved Sufficient equipment provided

39. Narrative Summary O.V. Indicator Means V. Important Assumption Overall Goal Number of casualties is reduced Traffic jams in the city are decreased Project Purpose Incidence of bus accidents is lowered Outputs • Drivers follow the driving rules • Sufficient equipment is provided • Mechanics tech. is improved • Buses are maintained adequately • Percentage of the old bus is reduced 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,… Inputs Pre-conditions

40. Let us fill in the blank PDM with information on your Objective Tree. 6. Project Design Matrix (PDM) Exercise (20 minutes)

41. 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 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

42. 6. Project Design Matrix (PDM) Outputs Assumptions Activities to Impact through Assumption Impact Outcome Assumptions Assumptions Activities

43. 6. Project Design Matrix (PDM) 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.

44. 6. Project Design Matrix (PDM) 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

45. 6 Project Design Matrix (PDM) Objectively Verifiable Indicators (OVI) with SMART Specific, Measurable, Achievable, Relevant, Time-bound

46. 6. Project Design Matrix (PDM) 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

47. 6. Project Design Matrix (PDM) Means of Verification (MV) Tools or means to obtain the information required by the indicators Include: • project documents • field verification • ad-hoc studies

48. 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 forproject implementation and management,and provides importantdata for monitoring and evaluationof the project.

49. 7. Workplan / Plan of Operations Example: Format of Plan of Operation

50. 8.Monitoring and Evaluation WHY DO WE HAVE TO DO THIS? • Strengthens accountability and transparency • Provides information for effective management • Helps determine what works well and what requires improvement • Builds knowledge