EXERCISE: Project Management Cycle

Instructions: Arrange the steps/processes in chronological order in terms of project management by

indicating the appropriate number in the corresponding box.

# Step / Process Answer

Define the scope or coverage of the plan. Break down the proposed
1 interventions into work packages and each work package is further
broken down to activities.
After the analysis, formulate an intervention framework by defining
the desired condition/s. Desired conditions are end-of-plan statements
2 that describe the benefits and/or improvements in the situation of
the target beneficiaries, ideally, this is a positive statement of the
problems identified previously.
Review the approved project design. Review targets, outputs, and
strategies. Adjust the plan when necessary. Firm up the activities and
3
finalize the implementation arrangements including schedules, events,
and person responsible. This will be the new baseline plan.
Conduct a mid-term review of the implementation. Document the initial
benefits derived from the project including the application and utilization
4
of outputs (already delivered) by the target groups. Based on initial
results, adjust project implementation plan when necessary.
Visit and scan the environment by gathering first-hand data about the
conditions prevailing in a community. This includes usage of rapid
appraisal techniques, actual observations, and surveys. Data gathering
5
may also involve examination of agency reports, accomplishments reports
and any other documents that will provide the context and/or
background information.
Using the baseline plan, track progress by measuring physical
accomplishment. It is a comparison of actual accomplishments (targets
6
against time and cost) versus targets. Look for implementation issues,
problems and activities conducted that are not part of the approved plan.
Conduct team meetings and workshops to analyze and diagnose the major
concerns in the community. Determine the causal relationships of
7 problems, constraints, threats, and opportunities. Problems and
opportunities are prioritized based on criteria set by the agency or by the
group.
Define the goods and services that must be delivered to effect changes in
the behavior and practices of target groups. Formulate strategies on how
8
to deliver these goods and services. Also, appraise whether these
proposals are necessary and adequate to achieve the desired outcomes.
After the review and/or adjustment, prepare and submit the project
inception report. This report will be the guide for implementation, the
9
basis for progress monitoring and a reference document for evaluation
activities.
Allocate resources. Identify the resource requirements per activity.
10 Resources include individuals who will be assigned to perform the task;
input materials and machinery needed to efficiently perform the work.
# Step / Process Answer
Determine the total financial requirements of the plan. Also, provide
11 information on cost allocation per activity and dates when these financial
supports are needed.
Prepare and submit the project completion report. The PCR is a
12 documentation of the interventions implemented, initial results or
outcomes and recommendations for future and similar project.
Map out the relationships of all activities identified to deliver the work
13 packages (or outputs) by establishing the dependencies between tasks or
activities.
Review the project design. Check the following: relevance of the
proposed project to the needs/opportunities, appropriateness of
14
outputs, and technical correctness of the implementation. Suggest
improvements in the design before accepting the proposal.
Prepare the work schedule. Estimate duration (hours, days, months) or
15 length of time to deliver each activity. Determine the start date and finish
date of each activity.
Implement project activities. Start by establishing mechanisms and
systems necessary to deliver project outputs. These may include the
16 formulation of implementing guidelines, design and conduct of capability
building programs (as input to main outputs), procurement process and
other sub-outputs necessary to complete the outputs.
Consolidate all information into a project design document. The project
design includes the objective es, project targets, detailed implementation
17
plan and the inputs required to implement the project. This is submitted
for appraisal.
Measure outcomes or success. Evaluate the implementation by
measuring the benefits directly received by the target group/s. These
18
benefits are the desired results articulated in the project framework or
objectives.