Project management

and
project cycle management
 A project
• What is a project

– Defined start and end, specific scope, cost and

duration

– A temporary endeavor undertaken to create a

unique product, service or result

– A series of activities aimed at bringing about

clearly specified objectives within a defined time
period and with a defined budget
(EU Aid delivery methods)
 Benefits of project management
• Project management was developed to save
time by properly planning a project and
considering all relevant factors which may
affect its outcome

• The benefits have been proven - it saves

time and money - and generates a more
successful outcome …. if guidelines are
followed
 Project success factors
• Stakeholder involvement
• Executive management support
• Clear statement of requirements
• Proper planning
• Realistic expectations
• Smaller project milestones
• Competent staff
• Ownership
• Clear vision and objectives
• Hard working and focused staff
The triple constraint

Co
m
Ti

t s
Quality
Project Cycle Management (PCM)

• PCM
– Is a methodology for the preparation,
implementation and evaluation of projects based
on the principles of the logical framework
approach

– It describes management activities and decision-

making procedures used during the life cycle of a
project (key tasks, roles and responsibilities, key
documents and decision options)
Project cycle management (PCM)

• Is useful in designing, implementing and

monitoring a plan or a project
• A clear concise visual presentation of all the
key components of a plan and a basis for
monitoring
• It clarifies:
– How the project will work
– What it is going to achieve
– What factors relate to its success
– How progress will be measured
 The project cycle
Programming

Evaluation Identification

Financin
g
decision
Implementation Formulation

Financing
decision
 The three PCM principles
• Decision making criteria defined at each phase

• The phases in the cycle are progressive

• Project identification part of structured

feedback
 PCM is result based
• PCM requires the active participation of key
stakeholders and aims to promote local
ownership

• PCM incorporates key assessment criteria

into each stage of the project cycle

• PCM requires the production of good quality

key documents in each phase to support
decision making
 PCM helps to ensure that
• Projects are part of the country policy
objectives
• Projects are relevant to the real problems of
target groups / beneficiaries
– Clearly identified stakeholders (primary
target groups and final beneficiaries)
• Projects are feasible (objectives are realistic)
– Clearly defined coordination, management,
financing arrangements, monitoring and
evaluation
• Benefits generated by projects are likely to be
sustainable
 Time management grid
Urgency

Quadrant 1 Quadrant 2
Important but not
Urgent and important
urgent
Importance

"Firefighting" "Quality time"

Quadrant 3 Quadrant 4
Neither urgent nor
Urgent but not important
important
"Distraction" "Time wasting"

There's an old joke when it comes to project management time:

'The first 90 percent of a project schedule takes 90 percent of the time. The last 10 percent
takes the other 90 percent of the time'
 Role of a project manager
• The role of a project manager is affected by
the one-shot nature of the project
• The role of a project manager is difficult when
team members are still linked to their
permanent work areas
– Members may be assigned to several projects
simultaneously
• Managers must rely on their communication
skills and powers of persuasion
 Project manager attributes
• Leader & manager • Knowledgeable about
• Facilitator, coordinator the organization
• Communicator • Political sensitivity
• Credibility: Technical/ • Conflict: sense,
Administrative confront, resolve
• Work under pressure • Can deal with stress,
• chaos, ambiguity
Goal-oriented
• Planning and follow-
• Innovator
through
• Versatilist
• Ethical dilemmas
Project manager attributes

X Specialist

Generalist
Versatilist