This document describes the process of participatory planning for projects. It involves two main stages: analysis and planning. In the analysis stage, stakeholders are identified and problems, objectives, and strategies are analyzed through tools like stakeholder analysis, problem trees, and objective trees. In the planning stage, activities, outputs, and goals are defined in a project design matrix, which is then appraised. A plan of operations is also created to implement the project based on schedules, resources, and budgets. The overall process aims to have beneficiaries and local stakeholders actively engaged in analyzing needs and planning projects to increase participation and effectiveness.

1. Participatory Planning
Sharkhuu Munkhbat
Project Cycle Management
May 26, 2012
European Commission, Project Cycle
Management Handbook
1

2. Table of Contents
I. Introduction
II. Analysis Stage
- Stakeholder Analysis
- Problem Analysis
- Objective Analysis
- Strategy Analysis /Project Selection/
III. Planning stage
- Formation of Project Design Matrix /PDM/
- PDM Appraisal
- Plan of Operation
IV. Summary 2

3. Introduction
• The word Participatory refers to the way in which
implementing agencies and beneficiaries /Stakeholders/ in
recipient countries are the main actors and should
participate in project analyzing and planning process by
sharing ideas of projects, human resources and materials
with each other.
• Participatory Planning method has two stages, analysis
and planning, which are carried out during the
identification and preparation phases of the project cycle.
• During Analysis stage the existing situation is analyzed
to develop a vision of the future desired situation and to
select the strategies.
• In the Planning stage the results of the analysis are
transcribed into a practical, operational plan ready to be
implemented. 3

4. Analysis Stage
Main steps in Participatory Planning (PP)
4

5. Analysis Stage
Stakeholder Analysis: identify issues, problems and current
conditions of the target area by analyzing local residents, as
well as the people in related groups, organizations and
agencies.
Stakeholder Analysis procedures:
1. Confirm the expected project framework,
2. List on the cards all stakeholders that are to be involved,
3. Sort the cards by category,
4. Select important stakeholders,
5. Analyze the selected stakeholder in detail,
6. Select a target group tentatively.
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6. Source: European Commission, Project Cycle Management Handbook, Page: 37 6

7. Analysis Stage
Problem Analysis: virtually represents the causes and
effects of existing problems in the project area, in the form of
a problem tree and clarifies the relationships among the
identified problems.
It involves three steps:
1. Precise definition of the framework and subject of
analysis;
2. Identification of the major problems faced by target
groups and beneficiaries;
3. Visualization of the problem in the form of a problem
tree to establish cause-effect relationship.
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8. (Core problem)
(Direct Effect)
(Direct Causes)
Source: European Commission, Project Cycle Management Handbook, Page: 38 8

9. Analysis Stage
Objective Analysis: to develop an objective tree by
clarifying the means-ends relationship between the desired
situations for solving problems.
Steps to establish an objective tree:
1. Reformulate all negative situation of the problem analysis
into positive situations that are desirable and realistically
achievable;
2. Check the means-ends relationships thus derived to
ensure validity and completeness of the hierarchy;
3. If necessary revise statements, add new objectives if these
seems to be relevant and delete objectives which do not
seem suitable or necessary.
9

10. (Core Objective)
(Direct Ends)
(Direct Means)
Source: European Commission, Project Cycle Management Handbook, Page: 40 10

11. Analysis Stage
Strategy Analysis: is a process in which specific strategies
are selected from among the objectives and means raised in
objective analysis, based on selection criteria.
Strategy analysis involves deciding:
- what objectives will be included IN the project
- what objectives will remain OUT of the project
Steps to select Project:
1. Identify objectives you do not want to pursue;
2. Group objectives, to obtain possible strategies;
3. Access which strategy represents an optimal strategy
according to the agreed criteria;
4. Determine overall objective and project purpose. 11

12. Source: European Commission, Project Cycle Management Handbook, Page: 41 12

13. Planning Stage
Main steps in Participatory Planning (PP)
13

14. Planning Stage
Formation of Project Design Matrix: The PDM is formed
through elaborating the major project components and plans
based on the approach selected in the previous step.
Project summary
Objectively
Verifiable
Indicators(OVIs)
Means of
Verification
Important
Assumptions
Overall Goal
Project Purpose
Outputs
Activities Inputs Pre-conditions
14

15. Activities
Outputs
Project
Purpose
Overall
Goal
Pre-
conditions
Assumptions
Assumptions
Project
Summary
Indicators Means of Verification
Assumptions
Assumptions
Source: European Commission, Project Cycle Management Handbook, Page: 42
Overall
Goal
Project
Purpose
Outputs
Activities
15

16. Planning Stage-PDM
• The horizontal logic relates to the measurement of the effects
and resources used by the project through the specification of
key indicators, and the sources where they will be verifies.
• Objectively Verifiable Indicators (OVI): Usually expressed
in numbers, these are objective indicators that can assess the
level of achievement of each item in the project summary.
• Means of Verification: This refers to sources of OVI. They can
be either external sources or ones that can be studied internally.
• Important Assumptions: Predictable risks during project
execution.
• Preconditions: Conditions to confirm prior to project
execution and should be fulfilled before the project begins.
• Inputs: This refers to all resources invested in a project,
including human and material resources and funds. 16

17. Planning Stage-PDM
• The vertical logic identifies what the project indents to do,
clarifies the causal relationship and specifies the important
assumptions.
• Four levels of Objectives:
• Overall Goal: Indicates the long-term objective or goal of
development and refers to how the project can contribute
toward achieving it.
• Project Purpose: This is translated as mid-term goal or
direct purpose, and it refers to an effect a project can achieve
by yielding all outputs as planned.
• Outputs: This refers to a short-term objective, the result of
project execution, or all planned products of a project.
• Activities: This refers to all actions that have to be taken to
produce an output. 17

18. Source: European Commission, Project Cycle Management Handbook, Page: 58 18

19. Planning Stage
PDM Appraisal is conducted by an aid agency to
ensure the project plan.
It is composed of the following stage;
1. Examination of details of the PDM elements;
2. Review of the PDM formation process;
3. Examination from the perspective of the five
evaluation criteria.
19

20. Planning Stage
• Plan of Operations (POP): is prepared by the project
implementers, based on the PDM and other
information.
• It is an effective tool for project implementation and
management, and provides important data for
monitoring and evaluation of the project.
• Activity Scheduling: determining the sequence and
dependency of activities; estimating their duration, and
assigning responsibility.
• Resource Scheduling: from the activity schedule,
developing input schedules and a budget.
20

21. Source: European Commission, Project Cycle Management Handbook, Page: 59 21

22. Summary
Source: European Commission, Project Cycle Management Handbook, Page: 34
PARTICIPATORY PLANNING
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23. References
• European Commission, Project Cycle
Management Handbook, pages 33-60,
• KOICA, Development Cooperation Evaluation
Guide, Annexes: PDM and Logical Framework
Approach, Pages 83-89,
• Foundation for Advanced Studies on
International Development (FASID), PCM
Management Tool for Development Assistance,
Participatory Planning, An example: Safer
Driving Project in County A.
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24. THANK YOU
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