Transcript Activity Description Immediate Predecessor 1. Pre

Activity and Cash Plans in Project Planning &
Monitoring
By; Engr, Attaullah Shah
BSc Engg ( Gold Medlaist), MSc Engg ( Strs), MBA, MA ( Eco)
MSc Envir Design, PGD Computer Sc, PhD Scholar UET Taxila
Tel: 051-9250100
E-mail: [email protected].
Project Planning
► Networking:
The process of developing the logical sequence
of activities involved in a project so that the
project is completed in rational manner.
Tools: PERT, CPM, GERT, PDM
► Scheduling: The process of allocating time
and budgetary allocation to the project.
Tools: Bar charts, GANTT Charts, Line of Balance
method, Project master schedule, Milestone
charts.
Predecessor and Successor Activities
1. Pre-feasibility
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2.
B
Concept clearance (where necessary)
A
3. Negotiation for foreign aid/loan (where necessary)
C
4. Preparation of PC-II
D
B
C
5. Feasibility
E
D
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E
7 . Processing/Scrutiny of the Project
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F
8. Approval of the project by competent authority.
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B
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Project formulation/preparation of PC-I
9’ Project documents (work plan/ PERT/CPM)
10 Signing of foreign loan/aid agreement+
11 Administrative approval
12 Allocation of funds/ADP (PLA)
13 Release of funds*M
- Appoint of Project Director N
- Land Acquisition O- Simultaneous
- Creation of Posts and appointment of staff
- Appoint of consultant O
- Detailed design preparation R
14 Tendering
S
R
15 Evaluation of Tender
16 Award of Contract
T
S
U
T
17 Construction of Civil Works
V
U
18 Procurement of Machinery / other inputs
W
K/L/V
19 Installation of machinery / equipment
X
W
20 Commissioning / Completion
YV
X
PROJECT IDENTIFICATION
►Sources of Project Identification
►Plan Priorities/Plan Documents
►Sectoral Analysis and Current
Situation
►Special Policy Directives
►New Ideas/Areas of Investment
►Potential Projects
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► FEASIBILITY
STUDY
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Why Feasibility Study Needed
Dimension of Feasibility Study
Preparation/Processing of PC-II
Appointment of Consultants
► PROJECT
APPRAISAL
Purpose
►Various Aspects of Appraisal
►Technical Analysis
►Institutional/Organizational/Managerial
Analysis
►Social Analysis
►Commercial Analysis
►Financial Analysis
►Economic analysis
►Pricing of Project Inputs and Output
►Identifying Project Cost and Benefits
Appraisal Methods/Techniques
► Pay Back Period
► Value Added
► Capital-Output Ratio
► Proceeds per Unit of Outlay
► Average Annual Proceeds Per Unit of Outlay
► Discounting Techniques
► Net Present Worth (NPW)
► Benefit-Cost Ratio (BCR)
► Internal Rate of Return (IRR)
► Net Benefit-Investment Ratio (NBIR = N/K Ratio)
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Sensitivity Analysis
Choosing Among Mutually Exclusive/Alternate
Projects
Domestic Resource Cost (Modified Bruno Ratio)
Project Preparation PC-1
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General
Linking Projects to Resources
Location, Area and Population Coverage
Project Description
Project Objectives and Targets
Project Scope
Change in Scope of Projects
Cost Estimates
Revised Cost Estimates
Financial Plan
Financial Phasing
Physical Scheduling of Activities
Period of Implementation
Appointment of Consultants for Project Preparation,
Detailed Designing and Tender Documents
Economic Benefits
Economic Benefits
Inter-Agency Coordination
Preparation of PC-I/Project Document
► PROJECT
APPROVAL
Approval Stage
► Project Approving Bodies
- National Economic Council (NEC)
- Executive Committee of National Economic Council
(ECNEC)
- Economic Coordination Committee (ECC) of the Cabinet
- Central Development Working Party (CDWP)
- Departmental Development Working Party (DDWP)
- Provincial Development Working Party (PDWP)
► Sanctioning Powers of Approving Authorities
► Submission of Schemes to the Competent Authority
► Processing of Schemes
Procedures for Meetings of Various Bodies
Time Limit for Approval of Projects
► Anticipatory Approval
► Anticipatory Approval of Communication Projects
► Administrative Approval
► Issuance of Administrative Approval
► Concept Clearance for Foreign Aid Negotiation
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Provincial Projects
Federal Ministries/Attached Departments Projects
Public Private Partnership Projects
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PROJECT IMPLEMENTATION AND MONITORING
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Project Management & Supervision
Appointment of Project Director
Increase in Scope of Work and Delay in Execution of Projects
Project Execution/Supervision-Development of Management
Information System (MIS)
PERT/CPM Techniques
Steps in Project Formulation/Implementation
Listing of Activities
Acquisition of Land
Tendering of Civil Works and Award of Contracts
Procurement of Machinery and Equipment
Local Purchase/Fabrication
Foreign Procurement/Utilization of Foreign Aid
Submission of Completion Report
Project Review and Monitoring
Progress on PC-III Proforma
Progress Review by the Ministries/Divisions
Project Review Groups
Review of Foreign Economic Assistance and Problematic Foreign Aided
Projects by the Committee
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Project Monitoring
Role in the Project Cycle
Conceptual Definition
Kinds of Monitoring-Internal Vs External
Monitoring Indicators
Institutional Arrangements
Progress Monitoring Proformae
ECNEC Decisions
NEC Decisions
Monitoring Methodology - Methods and Techniques
Project Selection Criteria
Collection of Monitoring data
Monitoring Teams
Progress Monitoring Reports
Inter-Agency Meetings
Performance Auditing
Project Control Cycle.
Monitoring
Collect the performance
Establish the Standards
Data.
Feedback
Evaluation
Take the corrective actions
Resolve
Compare with the standards
Project Management & Supervision
1. The objective of any effort in project planning and analysis is to have a
project that can be implemented to the benefit and socio-economic uplift
of the society.
2. The Project Director is appointed, staff of all categories arranged, the
detailed designs got prepared, if need be, with the assistance of
consultants, contractors pre-qualified and short-listed, tenders floated for
civil works, equipment, and their installation, contracts awarded, all in
timeliness with the objective of initiating the operations and getting them
fully underway for achieving the goals envisaged without any time and
cost over-run, in order that the economic benefits accrue according to the
promises made in the scheme.
3. For achievement of the stipulated targets and tangible returns, however, it
is imperative to entrust the management and supervision of the project
during the implementation stage to capable and competent hands of
required qualifications, experience and calibers.
CASH PLAN
General
• The Cash Plan has to be prepared on the basis of allocations made in the PSDP for
the next financial year.
• Provide name of the ministry/division along with Project and PSDP allocations. The
serial number of the project as reflected in the PSDP may also be provided.
• The actual expenditure are the expenditure actually incurred on the project. The
funds transferred to PWD/C&W department are not expenditure rather it is deposited
with the department to be spent on behalf of executing agency. The expenditure
incurred by PWD/C&W department may be shown as an expenditure.
Object/Functional Classification
The classification and head of expenditure as given in the chart of account of PIFRA
Items of Expenditure
The major components of expenditure have been identified in the Cash Plan. However
the items of expenditure may vary from project to project. The executing agency may
incorporate any additional item of expenditure as per approved items of expenditure
given in the PC-I
The executing agencies can further bifurcate an item of expenditure if required.
Approved Cost as per PC-I
Provide item-wise approved cost as reflected in the PC-I.
Cumulative Expenditure
Provide item-wise, cumulative expenditure up to the end of
last financial year.
Quarterly Financial Targets
The cash requirements be worked out on the basis of
quarterly physical activities proposed to be undertaken in the
next financial year.
Ensure a relationship between items of Work Plan and cash
requirements of different items of work.
WORK PLAN
General
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The Work Plan has to be prepared on the basis of activity chart
annexed with the Work Plan.
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Identify the activities to be undertaken on the basis of PSDP
allocations for next financial year.
The activities have to be developed in line plan or bar.
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In case, PSDP releases are not lapsable, the executing agency is
required to prepare a separate Work Plan for the unspent releases.
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Items of Work
The items of works are the same as indicated in the Cash Plan. In
case of addition of any item in cash plan, it may also be added in the
Work Plan.
Unit
Please indicate the Unit of measurement. It can be kanals, acres,
hectare for land and sq. ft. for civil works etc.
Scope of Work
The approved scope of work in quantifiable terms as per PC-I be
provided.
Physical targets/items of work be provided in absolute figures and
not in percentages.
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Cumulative Physical Progress
► Item-wise cumulative Physical progress up till 30th June of the last
financial year be provided.
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Quarterly Physical Targets
The quarterly physical targets are developed on the basis of activities
identified and time allocated for each activity in activity chart.
The activity-wise targets developed be reproduced under quarterly
Physical targets.
Out Put Indicators
Indicate output of the project in quantifiable terms (if applicable)
during the financial year.
ACTIVITY CHART
Activity charts have been developed to identify the time required in
undertaking an activity.
Relationships between different activities have to be developed. An
activity can be undertaken after completion of previous activity or a
number of activities can be undertaken simultaneously.
Time required to undertake an activity can be identified by line or
bar.
Activity chart will not be developed for
 POL, repairs and maintenance.
 Stationery utilities etc.
 Contingencies.