STATISTICAL RESEARCH AND TRAINING CENTER

J and S Building, 104 Kalayaan Avenue, Diliman, Quezon City

Training Course on
Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009

Lesson 1: Introduction
Project Performance Management System
(PPMS)
 2
Goal

ƒ Present the concept and components of a

PPMS (also called PPMIS).
ƒ An overview of the general framework
where PPMS/PPMIS is developed and
utilized in decision-making.

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 3
Topic Outline

ƒ Defining PPMS
ƒ Project Cycle
ƒ Policy Analysis

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 4

Defining PMS

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 Project Performance 5

Management System
ƒ A coherent and results-based approach to
monitoring and evaluating
implementation performance and
development impact at various stages of
the project cycle. (ADB Operations
Manual)

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 Project Performance 6

Management System
ƒ System includes:
• Setting project objectives
• Designing projects
• Monitoring and Evaluation
ƒProject performance (effectiveness and
efficiency)
ƒProject impact
ƒ Also called Results Monitoring and
Evaluation
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 Project Performance 7

Management System
ƒ Purpose: improved project performance
ƒ Uses
− Implementation: early warning for
managers and stakeholders of emerging
problems requiring corrective action.
• Likelihood of achieving development
objectives?

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 Project Performance 8

Management System
ƒ Uses
− Project Completion: accomplishment, project
effectiveness, efficiency, and impact.
• What is the impact? How to sustain
impact?
− 3 Years After Completion: sustainability,
lessons learned.
ƒ Is it worthy? Should it be expanded?
ƒ Should it be replicated in other areas?
ƒ What needs to be adjusted?
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 Project Performance 9

Management System
ƒ Components
• Project Framework/Logical Framework
• Project Performance Report
• Project Completion Report
• Project Performance Audit Report
• Monitoring and Evaluation
• Impact Assessment Studies

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 10
Project/Logical Framework

ƒ Design tool ensuring quality upon entry

into the project.
• Relationships between inputs, activities,
outputs, purpose, and goal.
• Usually participatory
ƒ Basis in which PPMS operates.
• Timebound and quantified targets.

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 11
Project Performance Report

ƒ Management tool for monitoring

implementation progress.
ƒ Assessing the likelihood that projects will
achieve their development objectives.
ƒ Tracking of project
• Baseline situation vs. targets.
ƒ Input to process enhancement, strategy and
policy development.
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 12
Project Completion Report

ƒ Assessment of achievements vs. targets.

ƒ Lessons and recommendations for follow
up.
• Performance
• Impact
• Sustainability

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 13
Project Performance Audit Report
ƒ 3-5 years after project completion, when
development impact should be evident.
ƒ Based on Logframe.

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 14
Monitoring and Evaluation

ƒ Based on the Project Framework

(Logframe)
ƒ Tracking components or the totality
of the Logframe

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 15
Impact Assessment

ƒ Following the logframe, linking the project

implemented towards achievement of
outcomes and goals.

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 16

Project Development Cycle

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 17
Project

Any activity that involves the use of scarce

resources during a specific time period for
the purpose of generating socio-economic
return (development) in the form of goods
and services.

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 18
Project Development Cycle

• Transition of projects from inception,

implementation, completion to maturity.
• Others would refer to the primary
stages which are development, initiation,
production, execution, and closing. .

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 19
Project Development Stages

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 20
Phases and Stages of PDC

Pre-investment Phase
• Concept or Identification stage
• Definition and preparation stage
• Feasibility study stage
• Approval and Financing stage

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 21
Phases and Stages of PDC

Investment Phase
• Detailed Engineering/Design stage
• Implementation stage

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 22
Phases and Stages of PDC

Post - Investment Phase

ƒ Operation Stage
ƒ Ex – post evaluation

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 23
Concept/Identification Stage
• Project Desirability
• Needs/deficiencies of existing conditions
• Strategic guidance to overcome
existing/potential deficiencies
• Determine alternatives to accomplish the
desired objectives
• Initial assessment of project costs,
timeframe and scope.
• Select initial project design
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 24
Preparation

ƒ Refinement of the elements in identification

stage
ƒ Description of project objectives
ƒ Identification of principal issues
ƒ Timetable: stages of phases of PDC
ƒ Technical and institutional, financial and
economic issues in achieving project
objectives

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 25
Preparation

ƒ To be done:
• Detailed plans required to support facility
• Technical packages
• Assessment of costs, time schedule
• Identification of high risk areas, human
resources
• Necessary support system
• Procedures, job description, budget of
funding paper
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 26
Feasibility

ƒ Overall potential/viability of project using

data/information from preparation stage
ƒ Culmination of all the preparatory work
ƒ Provides a comprehensive review of all
aspects of the project before the final
decision about its viability is taken

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 27
Detailed Design
ƒ Once the project has been approved for
implementation the design task should be completed
in more detail such as on the following:
• basic programs
• task allocation, resources
• functions to be carried out/prioritized/operation
form
• technical requirements (manpower needs by skill
class)
• blueprints and specifications for construction
facilities and equipment
• operating plans, schedules, contingency plans
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 28
Project Implementation

ƒ Completion of construction activities and

the subsequent operation
ƒ Time periods of implementation:
• investment period (Work and Financial
Plan-global and annual)
• development period
• full operation period

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 29
Project Operation

ƒ Investment have been made/physical

structure have been completed
• Expected project benefits start to be
generated
ƒ Essential skills, plans and controlling
organizations to carry on with the function
of the project in order to avoid excessive
start-up costs, to determine project’s
success/failure
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 30
Ex-post Evaluation
ƒ One/two years after project completion
report (PCR) or ICR is completed, project
audit including:
• Project overall assessment
• Achievement of objectives
• Re-evaluation of IRR/NPV
• Project benefits
• Performance of Borrower Creditor,
Contractor/Suppliers
• Issues and problems along with project
development cycle stages
• Re-evaluation of project feasibility
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 31

Policy Analysis

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 32
Policy Analysis

ƒ Process of scrutinizing the mechanics and

the possible implications of a policy
whether positive or negative to the
prospective beneficiaries.
ƒ The process through which we identify and
evaluate alternative policies or programs
that are intended to lessen or resolve social,
economic, or physical problems.

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 33

Steps in Policy Analysis

ƒ Verify, define, and detail the problem.

ƒ Establish evaluation criteria
ƒ Identify alternative policies
ƒ Evaluate alternative policies
ƒ Display and distinguish among alternative
policies.
ƒ Monitoring the implemented policy.

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 34
Policy Framework
• Tool for planning and managing policy
implementations
• Present information on how the
components of the policy influence the
attainment of goals.
• In policy analysis, a framework makes
clear the purpose, the methods of
monitoring the system, and the links
between the input (policies) and the
outputs (targets).
• Different literatures on the causation
between inputs and the goals will facilitate
the construction of a framework.
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 35
Strategies in Intervention Planning

ƒ Clearly defined problems

ƒ A policy framework
ƒ A policy analysis
ƒ A policy that is about to be
implemented

Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 36
Strategies in Intervention Planning
ƒ Questions that can be asked regarding the
intervention strategies to minimize digression
towards the goals
•Where are the main constraints in the
service delivery chain?
•Possible constraints may include
budgetary, local/national government’s
capacity and among the institutional
stakeholders.
•What is the appropriate mix of social and
economic infrastructures?
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 37
Strategies in Intervention Planning

• Specific infrastructures can be identified and a

social risk management protocol help define the
said mix.
• What should government spending priorities be
in meeting the development targets?
• How can integrated/interdepartmental
development be achieved in practice?
• Is sequencing an important consideration in the
roll out of basic services?
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 Factors in Sustainability 38

of Policies
• Policy Support Measures: priorities and
commitments of program implementers and
beneficiaries.
• Choice of Technology
• Environmental aspects
• Socio-cultural integration
• Organizational capacity to manage program
activities.
• Economic viability and financial
sustainability.
Statistical Research and Training Center Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009
 STATISTICAL RESEARCH AND TRAINING CENTER
J and S Building, 104 Kalayaan Avenue, Diliman, Quezon City

Training Course on
Statistics for Project Monitoring and Evaluation
August 10 - 14, 2009

End of Introduction