Transcript project conceptualisation & design

IRCT SSA REGIONAL WORKSHOP
10-14th DEC, 2012
By Dr. Uju Agomoh
EXECUUTIVE DIRECTOR, PRAWA &
IRCT EXECUTIVE COMMITTEE/COUNCIL MEMBER


Concept Definition and clarification
Functions of Proper Project Conceptualisation &
Design (Why have a proper project
conceptualisation and design?)

Achieving A good Project Conceptualisation
(What Steps to Undertake?)

The Art of Project Design

Assessing the Quality of Your Project Design

Key to Accessing Funding
What is A Project Conceptualisation
(Like the birth of a Child or an Idea but with the
intention to implement or execute this in form of
a project).

-
The IDEA ..... EVERY GREAT BUSINESS/THING
STARTED AS AN IDEA..... A DREAM OF HOW TO
OVERCOME A PROBLEM/CHALLENGE
‘ An God said, Let us make man in our image, after
our likeness: and let them have dominion over
the fish of the sea .... Fowl of the air ... The
cattle, and over all the earth, ... Over every
creeping thing....’ Gen 1: 26
Like building a house or nurturing a child .....
What are the things... Steps and other resources or
conditions required to be put in place to address the
identified problem and reached the expected
outcome?
This should also indicate:
- What work will be performed,
- Who will do it,
- When will it be done,
-Who is responsible for what and
- How the project will be managed, monitored and
controlled
The problem + solution(s) + means of arriving at the solution(s) + specified
duration + identified resources = Project Design
The Problem
Steps/Activities
to address
these
Expected
Outcome
Required
Resources
Specified Time
frame
(Why have a proper project conceptualisation and
design?).
 On Project Conceptualisation:
1.
Promotes action and initiative ... The first step
2.
Develop / Builds spirit of innovation,
resourcefulness and problem solving skills amongst
staff
3.
A good project conceptualisation increases the
chances of success of the project

On Project Design:
1.
To effect a proactive approach not merely REACTIVE
2.
To help manage project expectations
3.
To ensure quality assurance / meeting standards
4.
To help cost baseline, work estimates, project
schedule
5.
To help develop a risk response strategy and
effectively manage the project risks
NOTE:
WHILE THE PROJECT CONCEPTUALISATION &
DEFINITION FOCUSES ON WHAT THE
PROJECT WILL DO, THE PROJECT DESIGN &
PLANNING FOCUSES ON HOW THE PROJECT
WILL GET IT DONE.
STEP 1: Understand the problem (the issue, the causal
factors, historical and cultural perspective of the problem),
the political, environmental and economic context, etc.
STEP 2: Articulate the purpose, goals/objectives, success
criteria, project context (how does this fit into the
organisation’s vision, mission, strategic plan, etc), project
dependencies, scope
STEP 3: Identify the project assumptions, constraints, risks
and stakeholders
STEP 4: Design the project approach (consider also
alternative project approaches, organisational change
issues, policies and standards, preliminary cost, schedule
and resource estimates)
STEP1
STEP1
STEP 2
STEP 2
STEP 3
STEP 3 & 4
•Understand the Problem
•Understand the Problem
•Understand the cultural,
•Understand
the cultural,
historical,
political,
environmental
historical,
political,
and economic context
environmental and economic
context
•Articulate the purpose, goals,
objectives, success criteria,
•Articulate the purpose, goals,
•Determine the project
objectives, success criteria,
dependencies and scope
•Determine the project
dependencies and scope
•Identify the project assumptions,
constraints, risks and
•Identify the project
stakeholders
assumptions, constraints,
risks and stakeholders
• Design the project Approach

-
-
(Ref Gregory M. Horine, 2005; Absolute
Beginner’s Guide To Project Management, Que
Publishing: USA at page 45)
Is it clear why this project is being undertaken?
Is there a clear picture of the desired results of
this project?
Is there a clear picture of how this project fits
within the organisational landscape? (How does
this project fit with the other projects that are
going on or planned? What organisational level
goal(s) does this project support?)
Do you understand who is (likely) funding the
project initiative?
Is there a gap between available and needed
funds?
-
-
-
Is the gap between the current state and the desired
future state clearly articulated, understood and
documented? (What is the expected benefit from the
project)?
Has the expected ‘change impact’ on existing
organisational or business processes, customers,
systems and staff been clearly articulated, understood
and documented? (Who is impacted by this and who
must be involved)?
Have the success factors been identified? Are they
complete? Are they SMART (Specific, Measurable,
Achievable, Realistic and Time-bound) (How will we
know when we are done or if the project was
successful)?
The purpose of Project Design / Planning :
‘To develop a plan (strategy / process) that enables
the project to be executed and controlled..’ (from the
point of initiating to the point of closing). Gregory
Horine ibid at page 50
Project Design versus Project Planning:
- Project Design indicate an activity performed at the
beginning of a project.
- Project Planning is a continuous process and to
achieve a comprehensive plan, several inputs must be
integrated and several reviews and adjustments may
be undertaken.

-
-
STEP 1:
Identify
How the deliverables (outputs) will be produced,
What work tasks must be performed to produce
the deliverables/outputs,
Who will do the work,
What other resources (e.g. tools, facilities) do we
need to do the work,
Where will the work occur,
How long will it take to do the work,
How much will the project cost,
What skills (incl. skills level) and experiences are
needed for each role, and what stage of the
project these are needed

STEP 2:
Decide
- When the resources are needed and how to get
the resources,
- Who is accountable for what,
- How will change be controlled,
- How will acceptable quality be ensured both in
the deliverables and in the process,
- How will stakeholders be informed and
participate in the project (giving feedbacks and
what medium to be utilised), and
-How will critical issues be tracked and
monitored.

STEP 3:
Indentify
-How will variances be managed,
-What communication need to occur,
-What risks and response strategies to address
these,
- How the project team be managed
-When the resources are needed
- How to get the resources,
- Who is accountable for what,
- How will change be controlled,
- How will acceptable quality be ensured both in
the deliverables and in the process,

STEP 4
Identify
- How stakeholders be informed and participate in the
project (giving feedbacks and what medium to be utilised),
- How will critical issues be tracked and managed,
- What training needs exist,
- How will performance be measured/evaluated,
-How will new members be orientated
- How will external vendors/resource persons/
consultants/ volunteers / suppliers performance be
ensured, and - How will the project performance be
measured, documented and reported.
DO I HAVE A PLAN / DESIGN THAT WILL ENABLE ME
EXECUTE AND CONTROL THE PROJECT !!!
Validate the project conceptualisation/definition
Determine what needs to be done & Resources Required
Determine Acceptable Criteria
Acquire resources
Update Project Organisation
Estimate Work
Determine project costs and
budget
Develop the work schedule
Update Roles & Responsibilities
Plan for Change
Plan for Project Information
Plan for issues
Plan for Quality
Plan for Communication
Determine project control
system
Plan for team Management
Plan for Procurement, Project
commencement & Execution
-
A Good Project Design and Plan should cover the
following:
Change Control Plan
Communication Plan
Management Plan
Procurement Plan
Quality Management Plan
Responsibility Matrix (project roles and
responsibilities)
Resource Management Plan
Risk Management and Response Plan
Variance Management Plan

A well conceived
and designed
project is a step
toward securing
funding but THIS IS
NOT ENOUGH!!!

-
-

1. Know the source/location of the funds and how
to access this . Know the funding/donor
organisations including foundations, bi-lateral,
multi-lateral, private sector etc.)
What is their strategy, mission, interest area,
budget, funding cycle, past funding etc.
2. Get the donor to know of your centre’s work or
knowledge of the thematic issue (Torture
Prevention and Rehabilitation of Torture Victims).
3. Know the necessary linkages and synergies that
need to be made to increase your delivery/impact
and ability to access the funds.
The Structure of the Proposal may differ from
one organizations/donors to another but
it may include the following:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Introduction/Background
Goal/Aims/Objectives
Planned Activities
Anticipated Impact
Project Output
Indices of Assessment / Evaluation
Anticipated Risk / Strategies to Mitigate
these
Reporting Procedure (Internal and
External)
Budget
Annexure


The work does not end with securing the
funding ....
BUT – The project MUST be well implemented
and
FUNDS GIVEN MUST BE WELL ACCOUNTED
(If NOT you close the door for your FUTURE
FUNDING ....)

FOR LISTENING!!!