PCM Project Identification

11/08/2016
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DR.WESAM ROHOUMA – UNIVERSITY OF ZAWIA
DR. OUSAMA RHOUMA – UNIVERSITY OF ZAWIA
DR. ROBERTO ESCARRE - UNIVERSITY OF ALICANTE
Project Cycle Management:
Identification and Formulation of Projects
11-Aug-2016Programming
Identification
FormulationImplementation
Evaluation
What is expected from you…
 Share Knowledge
 Be active
 Go out of your confort zone
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Prepared by: Dr. Wesam Rohouma (Wesam@zu.edu.ly), Dr.Ousama Rhouma (hadi218@Hotmail.com)

11/08/2016
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WHY PCM DEVELOPED ?
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WHY PCM DEVELOPED ?
1- Poor project
planning and
preparation
2- Not relevant to
beneficiaries
3- Risks were
insufficiently
taken into account
4- Longer-term
sustainability were
ignored
5- Lessons from
past experience
were ignored
6- Standard
development
approach
Adopted by EC in 1993 as official management approach,
for anyone who works with the EC funding
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References
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COURSE MAIN OBJECTIVES
To provide a solid
foundation concerning the main steps
and techniques to be applied during
Identification“ and „Formulation“
Phases of PCM
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COURSE OUTLINES
• Programming of Projects1
• Project Identification2
• Project Formulation3
• Project Implementation and Evaluation Overview4
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EXPECTED LEARNING OUTCOMES
Problem
statement
Stakeholder
analysis
Goals-Output-
Activities-
Tasks
Logical
framework
matrix
Writing
competitive
project proposals
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WHAT IS A PROJECT?
A series of defined activities aimed at bringing about clearly
specified objectives within a defined time period and with a
defined budget (EC PCM Guidelines)
Defined
Tasks
Specific
Purpose
Certain
Timescale
Limited
Resources
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TRADE OFF TRIANGLE
Quality
Project Failure
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PROJECT LIFE CYCLE
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EU Project Cycle
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PROGRAMMING PHASE
Situation analyzed to identify problems.
Socio-
economic
Indicators
National
and donor
priorities
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PROGRAMMING PHASE
Project Rationale, Arguments
Not duplicate efforts
Project idea in line with EU/International priorities
Identify challenges, problems & opportunities
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EU Project Cycle
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IDENTIFICATION PHASE
 Projects should be based on real needs
 Should seek to create added value
 Seek synergies between you and other organisations
 Saving time in the long run!
 Provides basis for all other decisions
WHY?
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EU Project Cycle
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IDENTIFICATION
Analysis Phase
• Problem identification
• Stakeholder analysis
• Problem tree analysis
• Objective Analysis
• Strategy Analysis
Planning Phase
• Defining Goals
• Defining activities
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Problem identification
List some problems
5 min
Exercise 1
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Problem Time
consuming
Cost Skills
needed
..…….
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Select a problem
5 min
Exercise 1
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IDENTIFICATION
Analysis Phase
Planning Phase
• Defining Goals
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Stakeholders
Stakeholders:- anyone who potentially has an interest
in a project or is affected by its outcomes
e.g:
end users, beneficiaries, interest groups, clients,
internal stakeholders, potential partners…..
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EXERCISE 2
Brainstorm a primary list of potential external and,
internal stakeholders
5 min
Exercise 2
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Stakeholder analysis
A tool to examine different levels of interest, benefit and
importance of a subject to different stakeholders
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Stakeholder analysis (example)
Possible action to
address stakeholders
interests
Capacity and
motivation to bring
about change
Interest and how affected by
the issue
Stake holder
-engage and consult
through organizational
briefings, meetings,
presentations
- Budget allocation
- strategy
- Monitoring and
motivation
- lack of Technology use affect
Performance and operation
- University output and rank
will be affected
- lack of information affect
decision making
University top
management
Information
technology
center staff
Academic and
non- academic
Staff
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IDENTIFICATION
Analysis Phase
Planning Phase
• Defining Goals
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A problem tree
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‫حوادث‬‫متكررة‬ ‫حافالت‬ Problem
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‫احلافالت‬ ‫كة‬‫بشر‬ ‫الثقة‬ ‫فقدان‬
‫املسافرين‬ ‫إصابة‬ ‫للمسافري‬ ‫املتأخر‬ ‫الوصول‬‫ن‬
‫حوادث‬‫متكررة‬ ‫حافالت‬
EFFECTS
Problem
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‫عدم‬‫وعي‬‫السائقني‬ ‫حالة‬ ‫تدهور‬‫احلافالت‬ ‫الطرق‬ ‫حالة‬ ‫تدهور‬
EFFECTS
Problem
CAUSES
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‫جدا‬ ‫قدمية‬ ‫حافالت‬ ‫الصيانة‬ ‫غياب‬‫الدورية‬‫للحافالت‬
EFFECTS
Problem
CAUSES
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Lack of formal cooperation
links with industry
Insufficient information
on specific industry
needs
Outdated
programmes
Teaching staff with no
knowledge on current
educational methods
Outdated learning
materials and
equipmens
Universities are offering study
programmes not relevant for market
Graduates do not find employment
Unsatisfied Regional labour
demanding
CAUSE
EFFECT
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Exercise 3
Select Problem
Develop Problem Tree
15 minutes
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IDENTIFICATION
Analysis Phase
Planning Phase
• Defining Goals
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‫جدا‬ ‫قدمية‬ ‫حافالت‬ ‫الصيانة‬ ‫غياب‬‫الدورية‬‫للحافالت‬
EFFECTS
Problem
CAUSES
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Objective Analysis
‫لدى‬ ‫للشركة‬ ‫جيدة‬ ‫سمعة‬‫الزبائن‬
‫ال‬‫مسافرون‬‫ي‬‫صابون‬‫أق‬ ‫بدرجة‬‫ل‬ ‫ال‬‫مسافرون‬‫الوق‬ ‫في‬ ‫يصلون‬‫ت‬
‫حوادث‬‫حافالت‬‫أقل‬‫تكرارا‬
‫يقودون‬ ‫السائقون‬‫بحرفي‬‫ة‬ ‫جيد‬ ‫حالة‬ ‫في‬ ‫الحافالت‬‫ة‬ ‫جيد‬ ‫حالة‬ ‫في‬ ‫الطرق‬‫ة‬
‫الحافالت‬ ‫تعويض‬
‫منت‬ ‫بكيفية‬ ‫القديمة‬‫ظمة‬
‫الحافالت‬ ‫صيانة‬
‫منتظم‬ ‫بشكل‬
‫الطرق‬ ‫صيانة‬ ‫دراسة‬ ‫إنجاز‬
‫تقنية‬
‫التدريب‬
‫المستمر‬
‫توعية‬
‫السائقين‬
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Objective Analysis
Exercise 4
Objective Tree Analysis
10 minutes
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Project Cycle Management:
Identification and Formulation of Projects
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EU Project Cycle
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IDENTIFICATION
Analysis Phase
Planning Phase
• Defining Goals
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Strategy Analysis
‫لدى‬ ‫للشركة‬ ‫جيدة‬ ‫سمعة‬‫الزبائن‬
‫ال‬‫مسافرون‬‫ي‬‫صابون‬‫أق‬ ‫بدرجة‬‫ل‬ ‫ال‬‫مسافرون‬‫الوق‬ ‫في‬ ‫يصلون‬‫ت‬
‫حوادث‬‫حافالت‬‫أقل‬‫تكرارا‬
‫القديمة‬‫بألية‬‫منتظمة‬
‫تقنية‬
‫توعية‬
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‫استراتيجية‬‫القد‬ ‫بناء‬‫رات‬ ‫استراتيجية‬‫الصيانة‬ ‫البناء‬ ‫استراتيجية‬
Strategy Analysis
‫أقل‬ ‫الحافالت‬ ‫حوادث‬‫تكرارا‬
‫منتظمة‬ ‫بألية‬ ‫القديمة‬
‫تقنية‬
‫توعية‬
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IDENTIFICATION
Analysis Phase
Planning Phase
• Defining Goals
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Planning Phase
Project Problem
Statement
Project Goal
Project specific
Objectives
Project Activities
Project Tasks
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Planning
Goal
Objective
1
Activity 1 Activity 1.2
Task 1.2.1
Task 1.2.2
Objective
2
Objective
3
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Planning Phase
Problem
statement
Project Goal
Objectives
Increase, enhance,
reduce, improve,….
Specific objectives ( SMART )
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Planning Phase (e- University Example)
Overall objectives:
To improve University’s operation and management system
Specific objectives:
1- To develop the top management awareness
2- To develop the staff's IT skills
3- Implement and maintain proper IT infrastructure.
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Planning phase
• Create one overall goal for your project
• Create 2 specific objectives
• Create 2 activites and tasks for one objective
EXERCISE 5
10 minutes
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Planning phase
EXERCISE 5
10 minutes
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EU Project Cycle

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FORMULATION (Logical Framework Matrix)
Visual tool
Provides logical links between all aspects of a project
Is the primary tool to be able to see all aspects of a
project at a glance
Analytical, coherent, project design tool
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Logical Framework Matrix (LFM)
Project
Description
Indicators Sources of
Verification
Assumptions and
risks
Overall
Objective
Specific
Objectives
Results / Outputs
Activities
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Project
Description
Indicators Sources of
verification
Assumptions and
risks
1 9 13 8
2 10 14 7
3 11 15 6
4 12 16 5
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DISCRPTION Indicator Sources of verification Assumptions
Overall objective : To
improve University
of Zawia operation
and management
system
- Employee satisfaction
survey
- QS Ranking rate
- University repetition
- Annual reports
- Ranking system results
- Survey results Employee feedback
- Beneficiaries and community feedback
Specific objective: 1- To
develop the top management
awareness and staff's IT skills
- Number of training
courses and workshops
delivered
- No. of staff attending
training
- Attendance records
- Workshop and training report reports
- No. of staff obtained ICDL
- Trainees’ feedbacks and satisfaction
- Security is good
- University is open
- Positive attitude toward
development
- Political stability
- Staff are motivated
Activity1. Workshops on the
effect and importance of E-
Management system and use
of IT
- Number of training
courses and workshops
delivered
- No. of staff attending
training
- Attendance records
- Workshop and training report reports
- No. of staff obtained ICDL
- Trainees’ feedbacks and satisfaction
- Security is good
- Political stability
- University is open
- Roads are open
- Quality of the team
- Staff are motivated
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EU Project Cycle


57
Implementation and Evaluation
Project
WP1
Preparation
WP2
Skills
development
WP3
IT modernization
WP4
Networking
WP5
Quality Assurance
WP6
Dissemination
WP7
Project
Management
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How to Implement and Evaluate ?
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Proposal Structure
• Identification of the Applicant and PartnersPart A
• Organisation and activitiesPart B
• Description of the projectPart C
• Operational Capacity (staff skills)Part D
• Project implementationPart E
• Workplan in workpackagesPart F
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EU Proposal Structure
Part A: Identification of the Applicant
 A.1 Organisation
 A.2 Person responsible for the management of the application (contact person)
 A.3 Person authorised to represent the organisation in legally binding
agreements (legal representative)
Part B. Organisation and activities
 B.1 Structure ( Public, Private )
 B.2 Aims and activities of the organisation
 B.3 Other EU grants
 List of partner organisations
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Part C. Description of the project
 C.1 Timing of the project
 C.2 Specific objectives of the project * (Max. 1000 characters)
 C.3 Tempus programme objectives, themes and priorities addressed by this
application
 C.4 Partner countries involved in the project
 C.5 Summary Of The Project
 C.6 Summary Of Work Packages
 C.7 List Of Deliverables – Outcomes
 C.8 Budget Summary
 C.9 Project History ( if applied before to EU )
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Part D. Operational Capacity
 D.1 Skills and expertise of key staff involved in the project
PART E. Project implementation
 E.1 The project rationale
 E.2 Quality of the partnership
 E.3 The project's content and methodology
 E.4 Dissemination and sustainability
 E.5 Budget and cost effectiveness
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Part F. Workplan in workpackages
 F. 1 Identification(Work package title, Related assumptions and risks,
Description of workpackage)
 F.2 Deliverables – outputs / outcomes
 F.3 Consortium partners involved (Role and tasks in the workpackage)
 F.4 Resources required to complete workpackage ( staff, Travel,
Equipment, Printing and publishing, others)
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Summery
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Follow-Up meeting
Each group will finish their project
Next week presentation day
Certificates of completion
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Thank you…..
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PCM Project Identification

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PCM Project Identification