Project Management 101
Introduction
Youth Forum
Guyana
Agenda
1. What is a project?
2. What is project management?
3. What is the project cycle?
4. Project Identification
I. Problem, Objectives and Strategy Analysis
What is a project?
A temporary endeavor undertaken to create a unique product,
service, or result
Key things to note:
Definite start and end
End defined by attainment of objectives or termination of the project
Temporary does not necessarily mean short in duration
Temporary does not generally apply to the product, service or result
What is Project Management?
The application of knowledge, skills, tools
and techniques to project activities to meet
project requirements and objectives
Key features include:
Identifying what is needed or to be
achieved (requirements)
Addressing needs, concerns, and
SCHEDULE
expectations
Balancing competing constraints
[scope, quality, schedule, budget,
resources, and risks]
SCOPE
BUDGET
What is the project cycle?
Identification
Evaluation
Implementation
& Monitoring
Preparation
Appraisal
The Project Cycle
1.
IDENTIFICATION - generation of the initial project idea and preliminary design
2.
PREPARATION - detailed design of the project addressing technical and operational aspects
3.
APPRAISAL - analysis of the project from technical, financial, economic, gender, social,
institutional and environmental perspectives
4.
IMPLEMENTATION & MONITORING - execution of project activities, with on-going checks
on progress and feedback
5.
EVALUATION - periodic review of the project with feedback for next project cycle and
assessment of attainment of objectives
Identification of Projects
Projects should always be structured as possible solutions to
identified and defined problems
Problem analysis is a critical methodology for identifying
projects
The Problem tree is a useful tool in defining problems, their
relationships and essentially the rationale for a project
Problem Tree
Key Steps:
1. Brainstorm priority problems
2. Select a starter problem
3. Establish the cause effect hierarchy
a)
b)
4.
5.
Problems that directly cause the starter problem place below
Problems that are direct effects of starter problem place above
Sort all other problem is the same way ( what causes that?)
Connect problems with arrows to create the cause-effect relationships
Key features:
Problems should always be phrased as negative statements
State problems in a simple format , with 1 problem at a time
Problem Tree: River Pollution Example
Analysis of Objectives
This is a methodology used to:
Describe the situation in the future once the problems are solved
Verify the hierarchy of objectives
Illustrate the means-end relationship
Key steps:
1. Reformulate all negative statements to positive
2. Check the means-end relationships for completeness
3. Revise statements if necessary
Objectives Tree: River Pollution Example
Analysis of Strategies
A methodology used to select the most relevant and appropriate approach to solving
the problems identified, essentially selecting the scope of your proposed project
Key questions/consideration include (but not limited to):
Should all the identified problems and/or objectives be tackled, or a selected few?
What are the positive opportunities that can be built on?
What is the combination of actions that are most likely to bring about the desired
results and promote sustainability
Expected contribution to key policies
Financial and Economic benefits
Benefits to target groups (women, elderly, etc.)
Environmental Impact
Compliments other projects
Technical feasibility
Selection of Strategy: River Pollution Example
VYBZING Community-based Project Proposal Content
Project Rationale
Project Description
Implementation Plan
Budget
Problem Definition
Project Context
Rationale
Objective
Components / Description of
Activities
Targets / Expected Results
Project Team
Project Management
Participation of Stakeholders
Monitoring & Evaluation
Project Schedule
CDB
Stakeholders
4 pages
3 pages
2 pages
1 page
Evaluation Criteria
Project Rationale
Project Description
Implementation Plan
Budget *
Total
20
20
40
20
100
*(max 20 for matching CDB contribution with cash or in-kind resources from
Stakeholders)
