The document discusses the key steps in project cycle management including: 1) Project identification which involves identifying problems through participatory methods and analyzing the root causes. 2) Formulating objectives through tools like objective trees to define what problems need to be addressed. 3) Developing a problem statement to clearly define the issue, those affected, and its consequences. 4) Project formulation which involves defining strategies, assessing resources and markets, and planning activities and impacts.

1. Project Cycle Management:
An Introduction
Dr. M. Nazrul Islam
Professor, Agril Extn Edu.
GTI, BAU, Mymensingh

2. Brief overview
 Project definition
 Project Development Cycle
 Logical steps of project control
 Project Identification
 Participatory Problem Identification
 Problem Analysis
 Project Diagramming
 Formulation of Objectives (Objective Tree)
 Problem Statement
 Project Formulation

3. A project is a set of interrelated activities
performed by a group of people in order to
achieve its objectives within a limited time
and resources.
PROJECT DEVELOPMENT CYCLE
Project Definition

4. PROJECT DEVELOPMENT CYCLE
The feasibility study is
an integral part in
developing a project

5.  IdentificationIdentification:: preliminary idea creation, planning,
and pre-feasibility studies to refine ideas.
 DeliberationDeliberation:: formalization of group, conducting
feasibility studies, and decision to proceed.
 ImplementationImplementation:: securing capital, construction
materials, obtaining permits, and hiring
management and team
 ExecutionExecution:: mobilization of manpower, equipment,
and materials to carry out the plan.
 EvaluationEvaluation:: determine what did and did not work
(to plan again).
PROJECT DEVELOPMENT CYCLE

6. Activity: Re-organise the planning stage of the research project shown below into a more
logical sequence
Planning Stages Better Sequence
Calculate budget
Identify activities
Closely estimate duration of activities
Set clear objectives
Define the problem
Select groups/people and area
Draw up a work plan
Decide who will be responsible for carrying out the project
Determine the feasibility of the project
Define resources/requirements
PROJECT DEVELOPMENT CYCLE

7. PROJECT CYCLE
PROJECT
IMPLEMENTATION
PROJECT COMPLETION
End of project
Impact analysis
Project completion report
MANAGEMENT of
INFORMATION
(Project Control)
Monitoring Progress
Analysis of Variance
Annual Report
Reviews
Problem Identification
Project Definition
Setting of Objectives
Logic Diagram
Feasibility Studies
PROJECT IDENTIFICATION
(and Reformulation)
Work breakdown
Scheduling
Task allocation
Budget and accounts
Project management
Supervision
Coordination
PROJECT EXECUTION
Hiring of Consultants
Mobilization of manpower
Procurement
Disbursement of materials
Project Completion
Studies
PCR submission
Identify weaknesses
PMU/PIU

8. Logical Steps of Project Control
(management of information)
 Identify the key areas to be controlled (e.g.
time, costs)
 Set the control standard (e.g. how much,
how many and in what period of time)
 Execute the plan
 Measure the results (known as monitoring)
 Compare results with control standard
 Take corrective action if required

9. Identification of Project
Project concepts may evolve from:
 Investigative work completed by others (systematic
and comprehensive studies such as market
surveys, agricultural survey)
 Outcome of less fundamental approaches (such as
a decision to expand or replicate existing activities)
 Product of academic interest
 Whim of government leaders or the politically
influential
 Participatory problem assessment

10. Concept of Participatory Planning
Participatory Planning is a methodology,
which helps to identify problems and to plan
solutions with the active participation of the
stakeholders.

11. Participatory Planning
Key assumptions:
 People attached with a project will understand it
more fully
 People who are involved in planning a project will
be more motivated to make it work
 Plans developed in this way will be more realistic
because it is based on better knowledge and
capabilities

12. Participatory Planning Tools
(identification of problems)
 Problem tree
 Causal diagram
 Matrix ranking
 Preference ranking
 FGD
 Stakeholder analysis

13. Problem Analysis
Activity:
A large donor organization and the government
of a developing country are worried about
falling yields of the country’s main export crop.
A consultant has been hired to analyze the
situation and identify the problem. The
consultant interviewed several relevant people,
asking each about the problem. The different
perceptions of the problem by those
interviewed are shown in the report below:

14. Problem Analysis
WHO QUESTION RESPONSE
Farmers Why are yields falling? Because of the irregular
supply of irrigation
water
Ministry of Water
Resources
Why irrigation water is
irregularly supplied?
Because of fuel
shortages
Ministry of Energy Why are there fuel
shortages?
Because of limited
foreign exchange
Treasury Why is there insufficient
foreign exchange for fuel
purchase?
Because crop exports
are falling
Ministry of
Agriculture
Why are crop exports falling? Because yields are
falling
Which is the problem to focus on?

15. Problem Analysis
Activity:
Analyze the problem that a project your own or a project you know seeks to
address:
Example: Your Project:
Description of priority
problem
Major reduction in crop yield
due to high incidence of virus
Reason for choosing
the problem
Subject Matter Specialists
have identified this as the
major problem affecting
yields
Who is affecting by
this problem?
Farmers and their
dependants in the country
Recommended
tentative solution
(outline proposal)
Informing and educating
farmers about the causes
and prevention of the virus

16. Where problems are not yet sufficiently
understood, techniques to explore the problem
further can be useful. Diagramming projects are
useful tool at that end.
 Fishbone Diagramming – to examine only the
causes of specific problems
 Tree Diagramming – both causes and effects
Diagramming Projects

17. Fishbone Diagramming
The fishbone diagram uses the 4 Ms – materials,
manpower, methods and machines or other categories
Manpower:
Untrained staff
Poor management
Methods:
Door to door collection
Too many collection pt.
Materials:
Scarce of milk
Scarce of feed
Machines/Transport:
Lack of cool van
Poor management
Problem or effect:
Late delivery of milk is
resulting in an increase
in complaints
Example: A company
is facing complaints for
late delivery of milk

18. Tree Diagramming
POOR LIVESTOCK
PRODUCTION
Insufficient supply of
meat & milk
Low smallholder
income
Poor national health
Poor national growth
Poverty level increased
Inadequate quality
extension services
Insufficient
feed & fodder
production
Insufficient
loans
Few trained
extension personnel
Lack of training
institutions
Poor financial
management
Inadequate
govt. policyInadequate
govt. policy
Effects
Causes
FOCAL
PROBLEM
POOR LIVESTOCK
PRODUCTION
Insufficient supply of
meat & milk
Poor national health
Poor national growth

19. Identification of Objectives (Objective Tree)
Poor livestock
production
Insufficient supply of
meat & milk
Low smallholder
income
Poor national health
Poor national growth
Poverty level increased
Inadequate quality
extension services
Insufficient
feed & fodder
production
Insufficient
loans
Few trained
extension personnel
Lack of training
institutions
Poor financial
management
Inadequate
govt. policyInadequate
govt. policy
Increased
quality
extension
services
Increased trained
extension personnel
No of
Training
institution
increased
Govt. policy
improved
Govt. policy
improved
Increased
loans
Financial
management
improved
Feed & fodder
production
increased
Increased meat &
milk supply
Improved
national health
Smallholder income
increased
Poverty level
decreased
Improved national growth
Livestock production
improved

20. Problem Statement
A good problem statement should:
 Concisely describe the situation that needs to be changed
 State who and/or what is affected
 Explain why the problem exists
 State if there more than one cause
 Assess whether multiple causes are interdependent
 Describe the consequences of the problem
 Estimate how many people are affected and/or will be
affected
 Describe any political, cultural, economic or environmental
effects

21. Project Formulation
Project formulation may proceed through a number of
formal stages depending on the scale and complexity of
the intervention proposed. These stages may include:
 Defining objectives
 Formulating strategies
 Resource assessment
 Market assessment
 Social assessment
 Consideration of technical options
 Study of alternative organizational structures
 Scheduling activities
 Anticipating financial, economic and other impacts.

22. What we’ve discussed
 Project definition
 Project Development Cycle
 Logical steps of project control
 Project Identification
 Participatory Problem Identification
 Problem Analysis
 Project Diagramming
 Formulation of Objectives (Objective Tree)
 Problem Statement
 Project Formulation