Commonwealth Youth Programme Diploma in Youth Development Work Module 8 Project Planning, Monitoring and Evaluation Commonwealth Youth Programme Diploma in Youth Development Work Commonwealth Secretariat Marlborough House London SW1Y 5HX UNITED KINGDOM © Commonwealth Secretariat, 2007 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording or otherwise without the permission of the publisher. The views expressed in this document do not necessarily reflect the opinion or the policy of the Commonwealth Secretariat. Wherever possible, the Commonwealth Secretariat uses paper sourced from sustainable forests, or from sources that minimise the destructive impact on the environment.
Copies of this publication may be obtained from: Commonwealth Youth Programme Commonwealth Secretariat Marlborough House Pall Mall London SW1Y 5HX UNITED KINGDOM Tel: +44 20 7747 6462/6456 Fax: +44 20 7747 6549 E-mail: cyp@commonwealth.int Web site: http//www.org/cyp CYP Africa Regional Centre CYP Asia Regional Centre University of Zambia Sector 12 (PEC Campus) Great East Road Chandigarh - 160012 P O Box 30190 INDIA Lusaka Tel: +91 172 2744482/2744463/274182 ZAMBIA Fax: +91 172 2745426/2744902 Tel: +260-1-252733/252153/294102 E-mail: admin@cypasia.org Fax: +260-1-253698 E-mail: admin@cypafrica.zm CYP Caribbean Regional Centre CYP Pacific Centre Homestretch Avenue Lower Panatina Campus D’Urban Park P O Box 1681 P O Box 101063 Honiara Georgetown SOLOMON ISLANDS GUYANA Tel: +677-38374/5/6 Tel: +592-2-268565 Fax: +677-38377 Fax: +592-2-268371 E-mail: regionaldirector@cypsp.sb E-mail: cypcc@cypcaribbean.org 2 Commonwealth Youth Programme Diploma in Youth Development Work Module 8: Project Planning, Monitoring and Evaluation The Commonwealth Youth Programme’s Mission CYP works to engage and empower young people (aged 15–29) to enhance their contribution to development. We do this in partnership with young people, governments and other key stakeholders. Our mission is grounded within a rights-based approach, guided by the realities facing young people in the Commonwealth, and anchored in the belief that young people are: • a force for peace, democracy, equality and good governance, • a catalyst for global consensus building, and • an essential resource for poverty eradication and sustainable development. Acknowledgments The Module Writers Module 1 Dr G Gunawardena – Sri Lanka Module 8 R K Mani – India Module 2 Lincoln Williams – Jamaica Module 9 Teorongonui Keelan – Aotearoa/New Zealand Module 3 Louise King – Australia Module 10 Dr P Kumar – India Module 4 Peta-Anne Baker – Jamaica Module 11 Steven Cordeiro – Australia Module 5 Dr Mable Milimo – Zambia Module 12 Dr M Macwan’gi – Zambia Module 6 Morag Humble – Canada Module 13 Paulette Bynoe – Guyana Module 7 Anso Kellerman – South Africa The CYP Instructional Design Team Original version 2007 revision Project manager Sid Verber – UK Senior ID Melanie Guile and Candi Westney – Catherine Atthill – UK Australia Module 1 Hilmah Mollomb – Solomon Is Catherine Atthill – UK Module 2 Ermina Osoba/RMIT – Antigua Catherine Atthill – UK Module 3 Candi Westney – Australia Rosario Passos – Canada Module 4 Rosaline Corbin – Barbados Julie Hamilton – Canada Module 5 Judith Kamau – Botswana Catherine Atthill – UK Module 6 Dr Turiman Suandi – Malaysia Chris Joynes – UK Module 7 Evelyn Nonyongo – South Africa Evelyn Nonyongo – South Africa Module 8 Melanie Guile – Australia Chris Joynes – UK Module 9 Irene Paulsen – Solomon Is Rosario Passos – Canada Module 10 Prof Prabha Chawla – India, Rosario Passos – Canada and Suzi Hewlett – Australia Module 11 Melanie Guile – Australia Rosario Passos – Canada Module 12 Dr R Siaciwena – Zambia Dr R Siaciwena – Zambia Module 13 Lynette Anderson – Guyana Chris Joynes – UK Tutor manual Martin Notley / Lew Owen / Catherine Atthill – UK Thomas Abraham / David Maunders Typesetters Klara Coco – Australia Decent Typesetting – UK Editors Lew Owen / Paulette Bynoe Lyn Ward – UK Tina Johnson - USA Proofreader RMIT Andrew Robertson The University of Huddersfield for the Curriculum Framework Document and the Editorial work on the module content – Martin Notley and Lew Owen.
Pan-Commonwealth consultant in development of the CYP Diploma – Martin Notley. The Commonwealth of Learning for the provision of technical advice and expertise throughout the process. Module overview 3 Commonwealth Youth Programme Diploma in Youth Development Work The CYP Regional Centres and the following institutions for conducting the Regional Reviews: • CYP Africa Centre; Adult Learning Distance Education Centre, Seychelles; Makerere University, Uganda; Management Development Institute, The Gambia; Open University of Tanzania; The Namibian College of Open Learning; National University of Lesotho; University of Abuja, Nigeria; University of Botswana; University of Ghana; University of Malawi; University of Nairobi, Kenya; University of Sierra Leone, Fourah Bay College; University of South Africa; Zambia Insurance Business College Trust. • CYP Asia Centre; Allama Iqbal Open University, Pakistan; Annamalai University, India; Bangladesh Open University; Indira Gandhi National Open University, India; Open University of Sri Lanka; SNDT Women’s University, India; Universiti Putra Malaysia.
• CYP Caribbean Centre; University of Guyana; University of the West Indies. • CPY Pacific Centre; Papua New Guinea Institute of Public Administration; Royal Melbourne Institute of Technology, Australia; Solomon Islands College of Higher Education; University of the South Pacific, Fiji Islands. Graphic Art – Decent Typesetting. Final Module review – Magna Aidoo, Lew Owen, Paulette Bynoe.
Guy Forster for the module cover designs. The CYP Youth Work Education and Training (YWET) Team PCO Adviser: Youth Development YWET PACIFIC Cristal de Saldanha Stainbank Jeff Bost Tony Coghlan YWET Pan-Commonwealth Office Sharlene Gardiner Jane Foster Suzi Hewlett Tina Ho Irene Paulsen Omowumi Ovie-Afabor Fatiha Serour Pan-Commonwealth Quality Assurance Team Andrew Simmons (PCQAT) Nancy Spence Africa Eleni Stamiris Joseph Ayee Ignatius Takawira Linda Cornwell Clara Fayorsey YWET AFRICA Ann Harris Yinka Aganga-Williams Helen Jones Gilbert Kamanga Fred Mutesa Richard Mkandawire Asia Valencia Mogegeh Thomas Chirayil Abraham James Odit Shamsuddin Ahmed Vinayak Dalvie YWET ASIA Bhuddi Weerasinghe Seela Ebert Caribbean Raj Mishra Mark Kirton Bagbhan Prakash Stella Odie-Ali Saraswathy Rajagopal Carolyn Rolle Raka Rashid Pacific Rajan Welukar Robyn Broadbent Ron Crocombe YWET CARIBBEAN David Maunders Armstrong Alexis Sina Va’ai Heather Anderson Henry Charles YWET Evaluators and Consultants Kala Dowlath Chandu Christian Ivan Henry Dennis Irvine Glenyss James Oscar Musandu-Nyamayaro Richard Wah YWET PACIFIC Afu Billy Sushil Ram 4 Commonwealth Youth Programme Diploma in Youth Development Work Module contents Module overview. 7 Unit 1: Introduction to project planning. 21 Unit 2: Situational and stakeholder analysis.
37 Unit 3: The logframe. 79 Unit 4: Preparing project proposals .107 Unit 5: Organising for implementation.141 Unit 6: Monitoring and evaluation.211 Module overview Introduction. 9 Module learning outcomes. 10 About this module.
16 Studying at a distance. 18 If you need help. 19 Module 8: Project Planning, Monitoring and Evaluation Introduction Welcome to Module 8 Project Planning, Monitoring and Evaluation. Much of the work of youth development professionals is organised around specific projects.
They may be small projects designed by yourself and relevant stakeholders to solve very specific problems that you and they face. Alternatively, they may be part of much larger projects run by major funding bodies. Either way, project design and development is often expected to use certain techniques to ensure project quality. The aim of this module is to introduce you to the practices that have built up around the design and management of projects in the last few decades.
What is presented here will give you a general overview of project work. It has been written to help you develop the knowledge and skills necessary to plan, design, implement, monitor and evaluate projects in your youth in development programme. The processes described include: 1. deciding whether a project could address a particular issue or set of circumstances (Unit 1) 2.
the identification and analysis the project’s context, including the needs of a target group of people – the stakeholders who will benefit from the project and who will be affected by the project (Unit 2) 3. the drafting of a project design based upon situational analysis, problem identification and diagnosis. It includes the setting of objectives; a timetable for achieving those objectives; and the development of a logical framework for managing the project (Unit 3) 4. the writing of project documents, including proposals for accessing funding (Unit 4) 5.
the organisation and implementation of project staff activities based on your documented project plans (Unit 5) 6. the monitoring and evaluating of projects in relation to your plans for project implementation; and following up the project using feedback and evaluation findings to ensure the sustainability of the project (Unit 6). The module has been designed to include practical examples. You are expected to use the examples given in this module and apply them to your own context.
There are activities throughout the module that are designed to help you with this. Because students doing this course will be from many parts of the Commonwealth and from a wide variety of societies and situations, Module overview 9 Commonwealth Youth Programme Diploma in Youth Development Work the examples chosen may not be familiar to you. But bear in mind that the examples are only used to show underlying principles. You will need to make adjustments to be able to transfer these principles to your own situation.
Module learning outcomes Learning outcomes are statements that tell you what knowledge and skills you will have when you have worked successfully through a module. Knowledge When you have worked through this module you should be able to: z identify activities involved in project planning, monitoring and evaluation z describe procedures of situational and stakeholder analysis z outline the process of preparing a monitoring and evaluation procedure z write a proposal for funding, including logframes. Skills When you have worked through this module you should be able to: z identify activities involved in project planning, monitoring and evaluation z conduct situational analysis z conduct stakeholder analysis z plan projects on the basis of a logical framework z prepare a detailed project proposal with clear aims and objectives and realistic methods of achieving them z write and present proposals for funding from different sources z create systems for monitoring and evaluating projects. 10 Module overview Module 8: Project Planning, Monitoring and Evaluation About this module Module 8 Project Planning, Monitoring and Evaluation is divided into six units: Unit 1: Introduction to project planning This unit gives an overview of the different tasks that are involved in the design, development and implementation of a project.
It starts by defining what a project is and goes on to identify some of the stages and processes and also the kinds of people who might be involved. Unit 2: Situational and stakeholder analysis Unit 2 examines the tasks that surround the first steps in designing and developing a project plan. It looks at the methods known as situational and stakeholder analysis, and the various tools and techniques involved, including Participatory Rural Appraisal (PRA). Unit 3: The logframe While various methods of structuring project plans and documentation have been developed over the last decade or so, it has become increasingly clear that a method such as logframe analysis is crucial to ensuring that projects can be properly designed and implemented.
Unit 4: Preparing project proposals This unit looks at the issues to consider in developing project documentation and how to develop a project proposal step-by-step. It stresses the importance of documentation, not only for planning but also to ensure successful implementation. Unit 5: Organising for implementation Here we examine the important area of how to organise a project for implementation. We discuss different project infrastructures and effective group structures.
Unit 5 ends by discussing the important issue of personal accountability. Unit 6: Monitoring and evaluation Unit 6 explains the M&E process. It suggests guidelines and systems for effective problem-solving and ways to devise corrective measures when monitoring reveals discrepancies. This unit also explores the important area of evaluating projects and includes a step-by-step guide to the evaluation process.