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PREPARING A PROJECT DOCUMENT

PREPARING A PROJECT DOCUMENT. PRESENTATION FOR UNV YOUTH NGO CAPACITY BUILDING WORKSHOP. by. Charles Y. Aheto-Tsegah. Special quote. ‘A cat that jumps on a hot stove never jumps on a cold one.’ Norman Meier, Psychologist.

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PREPARING A PROJECT DOCUMENT

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  1. PREPARING A PROJECT DOCUMENT PRESENTATION FOR UNV YOUTH NGO CAPACITY BUILDING WORKSHOP by Charles Y. Aheto-Tsegah

  2. Special quote ‘A cat that jumps on a hot stove never jumps on a cold one.’ Norman Meier, Psychologist ‘…we have to…develop almost a new form of learning. We have to learn from rapidly changing systems. Ordinarily we learn from stable systems…. Because the world repeats itself…we catch on to the law of repetition. Learning from changing systems is perhaps another step in the acceleration of evolution we have to make.’ Kenneth E. Boulding, Post-civilisation

  3. PresentationObjective • To facilitate the exchange of knowledge about the preparation of a project document; • To enable participants expand their knowledge and skills in the understanding and preparation of project documents

  4. Outline of presentation • What is a project document? • Why and When is a project document required? Is is necessary? • Steps in developing a project document

  5. What is a Project document? • There are two key words: • Project • Document A project refers to a specific undertaking or venture that is to be carried out within an identified time frame. A document is a record of information relating to a particular subject or matter.

  6. A project document is a record of information about a venture or undertaking. This type of document: • Is descriptive(background, and type of • project) • Outlines the process of implementation • Is analytical (context and conditions • influencing the project and tracking • mechanisms) • Identifies risks, challenges and benefits) • Identifies cost and possible sources of • funding.

  7. Why a project document is required • As proof of understanding about what is to be done • Evidence of commitment to undertake the venture in view of risks and challenges. • Appreciation of the cost dimensions and acceptance to work within the agreed costs • Measuring tool

  8. When is a project document required? • When a project is conceived • As an attachment to support proposal for financial assistance • As evidence that a project is feasible

  9. Is it necessary? Yes! • As a reference point regarding the project • Provides information about the project • Serves as reference for preparing other project documents

  10. Steps in preparing a project document A project document must include the following headings: • Project Objective This step states the following: • Project development objective (what the project seeks to do); • Key performance indicators(sets out the indicators to be used to measure and monitor the project outputs and long term outcomes)

  11. Steps (contd.) • Strategic context indicates an analysis of the situation within which project will be set. This includes: • main sector issues and government strategies: • Background • demand and supply issues • Linkages • Data, • authority

  12. Steps…(contd.) • the sector issues to be addressed by the project and the strategic choices • Project description • project components and sub-components • Key policy and institutional reforms supported by the project

  13. Steps…(contd.) • Benefits and target population • Institutional and implementation arrangements • Financial management arrangements

  14. Steps… (contd.) • Project rationale • Significance of the project • Relate the significance to other projects that have been conducted • Lessons learnt and how these are reflected in the project design

  15. Steps…(contd.) • Cost This the funds required . Content of this step must indicate justification for the cost (i.e. least cost justification) • Sustainability and risks • Sustainability: indicate the long term sustainability of the project. • Risk: identify the critical risks (i.e. these reflect the failures of the critical assumptions related to the project)

  16. Steps…(contd.) • Indicate possible controversial aspects of the project. • Monitoring, reviewing and Reporting • Annexes: any document that is relevant to the project to which reference is made in the document.

  17. Concluding hints • Be precise and mind your language • Document must not be lengthy • Project Summary should bevery short

  18. Thank You for your attention Now your comments and questions

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