PROJECT DESIGN

PHASE 1

CHAPTER 2: PROJECT IDENTIFICATION

 CHAPTER 2: PROJECT IDENTIFICATION

1- LIFE OF A PROJECT
2- PROJECT DESIGN STEPS
3- PHASE 1-INITIATION/CONCEPTION
4. NEEDS IDENTIFICATION FOR SMALL PROJECT
1- LIFE OF A PROJECT
 1.2 Project
1.2 Project Life
Life Cycle-Timeline
Cycle-Timeline

Phase 3
Phase 2
Implementatio
Level Total Effort

Formulation/
Phase 1 n
Planning Phase 4
Project
Identification Termination
Time

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 1.1 PROJECT CYCLE MANAGEMENT
 Every project has to follow a series of phases, allowing the process to
be guided from the moment the problem is identified until it is solved.
This series of phases is known as the project cycle.
 Project cycle management (PCM) is a results-based decision-making
tool. Each phase is crucial and should be fully completed before going
on to the next.
 The project cycle management approach helps to ensure that:
 projects are relevant to the real problems of the target
groups and make the most of existing opportunities;
 projects are feasible: objectives can be realistically achieved
within the constraints of the external environment and
capacities of the organization;
 the benefits generated by the projects are sustainable;
2- PROJECT DESIGN STEPS
 2.1 HOW IS A PROJECT DESIGNED?

 There are different approaches to project design. Many development

organizations and donor agencies use project cycle management
methodology and the logical framework tool the most. In many
cases, they are even mandatory

 Design is the starting point of the project cycle. Project design

provides the structure of what has to be achieved, how it is to be
implemented and how progress will be verified. Therefore the
design is the most crucial phase. Its quality will influence the
following stages in the project cycle.
 2.2. Project Design
Step 1 -
StepsStep 2 – Formulation: the logical
Identification framework 2.3
Situation 2.4
Indicators Assumptio
Analysis
1.1 of ns
Stakeholder analysis progress
and target group Project Indicators Means Assumption
selection
Step 4 –
Intervention Of s
verification Planning
of
1.2 2.1 Developme
nt M&E
Problem analysis Objective
Objective Impact
s setting
Specific
Objective
2.2
1.3 Outputs Outputs
Objective analysis activities Activities Operationa
l

1.4
Selection of Strategy Work Responsibili Resource
Breakdown ty Schedule plan &
Step 3 – matrix matrix budget
Implementation
3-PROJECT IDENTIFICATION
 1. Needs
1. Needs Identification
Identification
PHASE 1-
INITIATION/ For both revenue and non-revenue
CONCEPTION projects

 RGC
Needs Identification  Contractor/firm
 Customer
 CSOs
 Private sector

Project Concept Note  RGC

 DPs
 Business owner

Project Concept Approval

 RGC
 Contractor/firm
 Customer
Project Proposal  CSOs
 Private sector
To be
discussed in
next chapter
 1.Needs Identification
Step 1 -
Identification
Situation
Analysis 1. The first step in the design phase is the
1.1
Stakeholder analysis
identification of your project.
and target group 2. Identification is a participatory consultative
selection
process that analyses the situation and the
problem.
1.2
Problem analysis 3. The methodology used is called situation
analysis. It consists of a series of tools that
allow you to develop your project idea.
1.3 4. It is crucial to conduct it in the wider
Objective analysis framework of international and national
priorities to which the project aims to
contribute in the long term.
1.4
Selection of Strategy
 1. Needs Identification
1.1 (Cont.)
Conducting a stakeholder analysis and selecting your
target
Whogroup
is a stakeholder or a target
group?
 Any individual, community, group or
organization with an interest in the
outputs/outcomes of a project,
 Either as a result of being affected by it
positively or negatively, or by being able to  Different tools can be
influence project activities, used to conduct a
 Key stakeholders: Those who can stakeholder analysis.
significantly influence or are important to the However, the
success of an activity. stakeholder matrix
should be developed
Types of stakeholders: through a consultative
1. Primary Stakeholders workshop.

2. Secondary Stakeholders
3. Tertiary Stakeholders
 1. Needs Identification
1.1 (Cont.)
Conducting a stakeholder analysis and selecting your
target group
The Importance of Stakeholder
Analysis
 To Know:
1. Those around a project, who may affect or be
affected by a project,
2. Opportunities and relationships to build upon in
implementing a project to help make it a
success,
3. Who should be encouraged to participate in a
project,
4. Potential role in the project and their interests
and expectations in terms of benefits,
5. Potential conflicts and risks that could
jeopardize a project, etc.
 1. Needs Identification
1.2 Analysing (Cont.)
the problem
 Every project aims to help solve a problem that
affects the target group or groups,
 The problem analysis identifies the negative
aspects of an existing situation and establishes the
“cause and effect” relationships among the
problems that exist.
 The core problem of the target group must be
clearly identified.
 It is essential to understand the root causes of the
problem and the effects the problem has on the
beneficiaries.
 This can be represented diagrammatically by
constructing a problem tree.
 1. Needs Identification
1.2 Analysing (Cont.)
the
problem
 A problem analysis aims to understand the causes of the
core problem you want to address with your project.
 Every project aims to help solve a problem that affects the
target group or groups,
 It is a central tool for the project design, showing issues
which need to be dealt with
 The problem analysis identifies the negative aspects of an
existing situation and establishes the “cause and effect”
relationships among the problems that exist.
 The core problem of the target group must be clearly
identified.
 It is essential to understand the root causes of the problem
and the effects the problem has on the beneficiaries.
 This can be represented diagrammatically by constructing a
problem tree.
 1. Needs Identification EFFECTS

1.2 Analysing(Cont.)
the problem
(Cont.)
 The problem tree has three different
components:
• The core problem must be
The core the starting point for every
problem project. Ex: My tooth hurts
CORE PROBLEM

• Each problem has its own history, and

The causes we have to find out what underlying
factors (causes) have led to the
of the core current situation. Ex: I have a cavity
problem and I eat too much chocolate.
CAUSE
• The cause-and-effect
chain can also be
The continued beyond the
effects of core problem. The core
problem generates
the core consequences or other
problem problems. Ex: I can not
sleep and I am
exhausted.
 1.Needs Identification
1.2 Analysing(Cont.)
the problem – Building The
Problem Tree

 Key actions in building a problem

tree:

1. Organise a participatory
workshop, discussions and
meetings with the target group
and all the relevant
stakeholders.
 Diagram: The four basic steps in problem tree
analysis
2nd Effect Effect
 Step
Identify the immediate effects of the
key problem: these become the
branches of the problem tree. If
required, list the secondary effects of
each immediate effect as secondary
branches.

1st Step CORE

 Identify the key problem–the trunk’ of PROBLEM
the tree. If there is a strong need to look
at more than one problem, draw one
tree per problem.

3rd Step
 Identify the immediate causes of the
Cause Cause
key problem. For each cause, ask the
question: ‘How does this lead to
(cause) the key problem?’

4th
 Step the sub-causes that
Identify Sub- Sub- Sub- Sub-
lead to each CAUSES
immediate cause. These sub- cause cause cause cause
causes become the roots of
 For
Hunger, Health Social issue - people
Example: Effect 2nd
Problem and feeling of insecurity
Deaths Step
m Rice production is
t r e bl e
insufficient for the CORE
PROBLEM 1st Step
o
e

population of village x
Pr

Cause Cause
The irrigation system is Agricultural practices are 3rd Step
faulty unsuitable

The system The farmers

receives no have no
maintenan investment
ce capacity
Sub-cause Sub-cause 4th
Some Support Step
irrigation services for
structures farmers are
have been not available
destroyed in the area
 1.Needs Identification
1.3 Analysing(Cont.)
the
objectives
The analysis of objectives is a participatory approach used to
describe the situation in the future once problems have been
resolved, and to illustrate the means-end relationships in the
diagram.
 The negative situations on the problem tree are converted
into solutions, expressed as positive achievements on the
objective tree.
 Like the problem tree exercise, the objective tree should be
developed through a consultative workshop, ideally with the
same stakeholders.
 The stakeholder and internal analyses should also be taken into
account while assessing how realistic the achievement of some
objectives is and also identifying other means necessary to
achieve the desired end.
 1.Needs Identification
1.3 Analysing(Cont.)
the objectives
(Cont.)
 The objective tree has three main components:

• The core problem on the Core problem: Desired situation:

The desired
problem tree Rice production is Rice production is
situation
transformed into a insufficient for the sufficient for the
positive statement. population of village population of village
x x
• The objective tree includes all the
The means to
necessary and sufficient situations
achieve the
(also called means or objectives) that
desired are necessary to obtain the desired
situation situation.

• The desired situation is the

means to achieve positive
The desired situations that contribute to
tackling the problem’s
situation
effects.
impacts • These positive situations
are called “desired situation
impacts”.
 1.Needs Identification
1.3 Analysing(Cont.)
the objectives
(Cont.)
 Key actions in building an objective tree:
1. Reformulate all negative situations from the problems
analysis into positive situations that are desirable and
realistically achievable.
2. Check the means-ends relationships to ensure the
validity and completeness of the hierarchy (cause-
effect relationships are turned into means-ends links).
3. Check assumptions of equity. Will everyone involved
really benefit or will some groups have more access to
benefits than others?
4. The guiding question is “HOW”?
5. If necessary: revise statements, add new objectives
and delete the ones which do not seem suitable or
necessary.
Diagram: Turning problems into solutions

Impact Impact The effects identify

1

Tr ctiv -
2 the impacts

je am
ee e
Ob agr
The core problem transferred
DESIRED
to desired situation
SITUATION
Di

The causes
Objective Objective identified
1 2 objectives

Sub-objective Sub-objective
1.1 2.1
The sub-causes
identified sub-
Sub-objective 1.2 Sub-objective objectives
2.2
 People have had
 For A place of safety and
enough food to eat and Impact
Example: living in healthy life domestic violence has been s
reduced
ive

Rice production is sufficient DESIRED

tr e j e c t

for the population of village SITUATION

x
e
Ob

The irrigation system is Agricultural practices are Objective

working appropriate s
The farmers
The system have
receives received
proper investment
maintenan Capacity
ce support Sub-
Some Support
objectives
irrigation services for
structures farmers are
are available
prepared
 1.Needs Identification
1.4 Selection (Cont.)
of
strategy
 Once your objective tree has been finalised, you have to select
the project strategy, which is the final step in the situation
analysis.

 The selection of the strategy that will be used to achieve

the desired objectives. You need to set clear criteria for
making the choice.

 The criteria have to be chosen and agreed upon by all the

stakeholders. Examples of possible criteria are:
Examples of possible criteria are:

 priority / urgency
Benefits to the target  equity (by sex, age, socio-economic
group situation)
 level of participation

 financial and economically

Feasibility study  technical
 human resources
 duration of implementation
 consistent with cooperative
business/strategic plan
 fit with mandate
 consistent with national strategies
Link with stakeholders
(such as the SDGs, NSDP, RS and
policy gender equality national plans, etc.)
 compatibility with potential donor
priorities
Sustainability  of the benefits
 ability to operate beyond the project
life
 environmental impact
 From objective tree to strategic
intervention
Developmen Developmen
The impacts identify
t Objective t Objective
the development objective
1 2

The desired situation

SPECIFIC
becomes
OBJECTIVE
the specific objective

The objectives identified

outputs Output Output
1 2

The sub-objectives Activity 1.1 Activity 2.1

identified activities

Activity 1.2 Activity 2.2

 People have had
enough food to eat and A place of safety and
living in healthy life domestic violence has been
reduced
For Developme
Rice production is sufficient nt Objective
Example:
for the population of village
x
Specific Objective

The irrigation system is Agricultural practices are

working appropriate

The farmers
The system have
receives Outputs
received
proper investment
maintenan Capacity
ce support
Some Support
irrigation services for
Activities
structures farmers are
are available
prepared
 1. Needs
1. Needs Identification
Identification

A Concept is a category used to group similar idea or things.

What
There is something in common that group ideas or things together.
is a It is a main idea or a theme for development of a project.
conc
ept?

A project concept is a statement that gives a project its direction, depth and
What meaning. It is used to sell a project and guide decision making.
is a  A project concept is typically considered an element of project branding.
proje A project concept is documented as a concept note or as a section in an
ct opportunity study or business plan .
conc
ept? Ex: Market Opportunity, Risk, Cost, Productivity, Efficiency, Sustainability, Innovation,
quality of life etc.
What  A document that captures ideas for a potential project. As such, they may
is a outline a problem and a proposed solution. Typical consents of a concept note
proje including problem statement, solution approach, requirement, assumptions,
ct
and constraints etc.
conc
ept
note
?
 Needs Identification
Needs Identification
How do a revenue or non-revenue project get
started?
Concep
t

No/
Ok?
Propos No/ Negotiati
al Ok? on
To be discussed
in Chapter3: Contrac
Project
Formulation/Plan t
ning
4. Needs Identification for Small
Project

31
 Needs Identification for Small
Project
Needs
1.Recognition of a
Identification Need/ Problem/ 2. Issuance of RFP
-Steps Opportunity

Phase 1
Þ Starts with the recognition of a need.
Þ Ends with issuance of RFP.

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 2.1 RFP-
2.1 RFP- Preparation
Preparation

Purpose ?

 To state in detail what is required from the

customer’s point of view.

Objective ?

 Contractor can provide an intelligent proposal

responsive to customer’s needs.

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 RFP Contents
RFP Contents

Must include:
1. Approach to conduct the project ( task & way
to accomplish).
2. Deliverables to be given.
3. Schedule of detailed tasks.
4. Experience of handling similar projects.
5. Staffing-highlighting experience.
6. Costs to be involved.

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 How to
How to Proceed?
Proceed?
Activity Who Initiate?
Customer Seeks from
Expression of Interest (EoI)
Contractors/ Firms

Availability of Request for Proposal Customer Provides to

(RFP) and Terms of Reference (ToR) Contractors/Firms

Proposal development & Submission Contractors/Firms

(Technical and Financial) Submit to Customer

Evaluation of Proposals and

Customer
Finalization of Selection

Customer and
Signing of Contract
Contractor

Project Implementation Contractor

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 How to
How to Proceed?
Proceed?
Activity Who Initiate?

Project Monitoring Contractor

Completion of Project Contractor

Customer/
Project Evaluation
Contractor

36
 Proposal Evaluation
Proposal Evaluation Criteria
Criteria

May be :
1. Approach & methodology – 30%
2. Experience – 30%
3. Price – 30%
4. Schedule – 10 %

37
 Thanks!
Questions & Answers

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