PARTICIPATORY PLANNING AND IMPLEMENTATION OF

INFRASTRUCTURAL PROJECTS

L83/58559/2021

National ID NO:23215851

Brief Independent conceptual study paper(LPD 807) End of third semester

Exams February 2022 PhD in Project Planning & Management

 TABLE OF CONTENTS

ABSTRACT ....................................................................................................................... ii
1.0 BACKGROUND OF THE STUDY ........................................................................... 1
1.1 Theoretical framework .............................................................................................. 2

1.1.1 Stakeholder theory……………………………………………………………..2

1.1.2 Human capital theory…………………………………………………………..3
1.2 Statement of the problem .......................................................................................... 3

1.3 Objectives of the study.............................................................................................. 4

1.4 Research questions ................................................................................................... 4

1.5 Importance of the study ............................................................................................ 5

1.6 Limitations of the study ........................................................................................... 5

2.0 LITERATURE REVIEW .......................................................................................... 6

2.1 Implementation of infrastructural projects................................................................ 6

2.2 Participatory planning ............................................................................................... 7

2.2.1 participatory project scope definition and Implementation of infrastructural projects. 7

2.2.2 Participatory project plan development and Implementation of infrastructural projects
................................................................................................................................................. 9
2.2.3 Participatory resource planning and Implementation of infrastructural projects......... 10
2.2.4 Relationship between the variables and Implementation of infrastructural projects ... 12
CONCEPTUAL FRAMEWORK .................................................................................. 12
CONCLUSIONS ............................................................................................................. 13
REFERENCES ................................................................................................................ 14

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 ABSTRACT

Participatory planning is the process of putting up a planning process that puts stakeholders at
the center of decision-making in the project and it can be done in many ways, but the end result
should be the same: the stakeholder‟s feels ownership over the process and the results. They see
their hard work reflected in projects that get built because of their involvement. However the
concept of stakeholder engagement is not well embraced in infrastructural projects and studies
show that only 12% positive implementation of projects has been achieved in the sector.
Participatory planning addresses some common problems that exist with current engagement in
community planning. Stakeholder involvement in the project planning process should include a
variety of actors with different roles and responsibilities at the planning phase of the project life
cycle. Failure to adequately plan greatly reduces the project‟s chances of success. Participatory
involvement implies not just that you'll ask for someone's opinion before you do what you were
going to do anyway, but rather that each participant becomes an important contributor to the
planning process. A true participatory approach is one in which everyone's perspective is
considered. That doesn't mean that people can't challenge others' assumptions, or argue about
what the best strategy might be. It does mean, however, that everyone's thoughts are respected,
and it isn't necessarily assumed that the professionals or the well -educated automatically know
what's best. Everyone actually gets to participate in the planning process, and has some role in
decision-making. Many low-income or minority individuals and groups feel that they have no
voice in the society, that they are not listened to even when they are asked for their opinions.
True participation means that everyone has a voice which must be acknowledged.
Acknowledgment also implies having enough respect for another's opinion to argue with it. All
too often, low-income or minority members of a planning team or governing board are treated
with reverse condescension, as if anything they say must be true and profound. A truly
participatory process would include not only everyone being heard, but also everyone thrashing
out ideas and goals, and wrestling with new concepts. In order for this to happen, those with less
education and "status" often need extra support, both to learn the process and to believe that their
opinions and ideas are important and worth stating. All of this takes time, but the rewards are
great. The purpose of this paper is to critically examine the influence of participatory project
planning on implementation of infrastructural projects.

Keywords: Project Planning, Stakeholders, construction projects, Project implementation.

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 1.0 BACKGROUND OF THE STUDY

Project planning is the second stage and is considered the engine of the project life cycle. It tells

the concerned where they are going and how they are going to get there. At this phase, project

plans are documented, the project achivables and needs defined, and the project schedule

created. It involves coming up with a set of plans to guide through the implementation and

closure phases of the project. The plans developed during this phase help to manage time, cost,

quality, changes, risk, and other project impediments (Adrienne Watt, 2016) .Many

infrastructural projects have been indicating adherence lack to project planning yielding to

underperformance of the projects and failing to meet the stakeholder‟s objectives(Santos et al.,

2020). Infrastructure construction is often seen as the arteries through which a country‟s

economy survives, since infrastructure is expected to create linkage and facilities to economic

entities such as markets, workplaces, learning institutions, Hospitals, administrative centers and

other socio-economic activities and, yet much of the developing world, Africa included, is

devoid of adequate infrastructure( Rababa et al,2018).In Kenya for the last eight years 12%

infrastructure positive projects Implementation has been reported, but many of the projects have

stalled on the way due to prevailing planning factors including lack of project opportune,

uncoordinated financial resources, political influence, disharmony, in adequate technology, poor

stakeholder participation, poor management support and many more (Hassan & Guyo, 2017).

According to (Khan, and Cable, 2018), globally, project stakeholders are now considered as

one of the pronounced critical success factors on every given complex construction

infrastructural project. The Republic of Kenya has constitutional provisions for public

participation as provided for by the Constitution of Kenya (2010). Similarly, in accordance

with the County Governments Act 2012, and section 126 of the Public Finance Management

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 Act (2012), the County Governments in Kenya are mandated to involve the public and other

stakeholders in development projects through collection of their views and involvement in the

decision making process. Kenya‟s National Assembly passed Public Participation Act, 2018, to

reinforce the need for stakeholder participation, it states that “the objective of this Act is to

enhance, promote and facilitate public participation in governance processes” (Kenya Gazette

supplement No17, senate bill No. 4).

1.1 Theoretical framework

Studies ought to be supported by relevant theories. The theoretical framework discusses theories

incorporated in this study and their significance in the study.

1.1.1 Stakeholder theory

The theory advances that a firm should come up with value for all stakeholders, not just

shareholders. In 1984, R. Edward Freeman for the first time detailed the Stakeholder theory of

organizational management and business ethics that addresses morals and values in managing an

organization. Stakeholder theory suggests that shareholders including financial investors, are

one among many groups a corporation or organization must serve. The observation was hangered

in the belief that if the organizational actors behave in line with moral conduct, they may be

sought as economic partners. In reference to stakeholder theory, anyone that is affected by the

organization or its doings in any form is a stakeholder, including workers, Users, suppliers, local

communities, environmental groups, governmental groups, and many more. Stakeholder theory

holds that organizations and corporations should strive to do right by all these stakeholders and

that in doing so, the organization will achieve true, lasting success.

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1.1.2 Human capital theory

Human Capital Theory was proposed by Schultz in 1961. This theory was later extensively

developed by Becker and Mincer in 1964 and can trace its origins to macroeconomic

development theory. Gary Stanley Becker developed Human Capital Theory based on Schutlz's

research on return-on-investment Human capital in form of effective project team collaborate

their knowledge, skills and abilities in such a way that enhances project performance. It not only

results in successful completion of the project but also increases the value of the stakeholders

involved in the project (Carole Tansley, Sue Newell, 2007). Human capital consists of the

knowledge, skills, and health that people invest in and accumulate throughout their lives,

enabling them to realize their potential as productive members of society. The frontier for skills

is moving rapidly, bringing both opportunities and risks. There is mounting evidence that unless

they strengthen their human capital, countries cannot achieve sustained, inclusive economic

growth, will not have a workforce prepared for the more highly skilled jobs of the future, and

will not compete effectively in the global economy. The cost of inaction on human capital

development is going up.

1.2 Statement of the problem

Stakeholder participation and especially in public project planning have been undertaken

worldwide albeit different types of projects, most projects are in construction and less on road

transport infrastructure; however, this topic seems not to disappear easily since the uptake of

stakeholder participation in construction projects is still minimal and wanting despite its crucial

role in delivery of projects( Ndengwa M.N et al, 2017). In the a global scope and Kenyan

context a number of issues affecting project planning such as budgeting, resource planning

project scheduling, project scoping, have been established, indicating that stakeholder

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participation needs to be scaled up during project planning phase ( Osman, M.A and

Kimutai,2019). A further observation is that, unless all parties to the planning process have a

clear understanding of what it is, the project is expected to deliver, the planning process may not

be successful ( Aje, I., 2012) Different authors have come up with various definitions of which a

stakeholder Is, (Freeman, R.E, 1984), sees stakeholders as “a group or individual that affects or

is affected by an organization reaching its objectives”. This review adopted the definition by

Freeman ,that a stakeholder is described as a group or an individual who affects or is affected by

an organization‟s objectives. This choice is informed by ( Mitchell, Agle and Wood , 1997) who

advanced that if stakeholders perceive they are being treated unfairly (or are not involved), they

may compromise the success of an organization or project and thus the need for managers to give

attention and priority to stakeholder involvement. This Paper therefore, sought to critically

examine the influence of stakeholder participation in project planning phase on infrastructural

project implementation.

1.3 Objectives of the study

This paper was guided by the following three objectives

i. To establish how participatory project scope definition influence infrastructural

projects implementation.

ii. To establish how participatory project plan development influence infrastructural

projects implementation

iii. To establish how participatory resource planning influence infrastructural projects

implementation.

1.4 Research questions

This paper sought to answer the following three Research questions

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 i. To what extent does participatory project scope definition influence infrastructural

projects implementation?

ii. To what extent does participatory project plan development influence infrastructural

projects implementation?

iii. To what extent does participatory resource planning influence infrastructural projects

implementation?

1.5 Importance of the study

The aim of this study paper is to carry out an in-depth literature review on participatory project

planning in order to unpin the relevance of participatory planning in infrastructural projects

implementation to help project managers realize the gaps that already essist..

1.6 Limitations of the study

The study was limited to available literature since it was based on critical review of available

literature and did not go to primary data collection which could help give factual and actual

observations of the subjects under consideration for more appropriate study outcomes.

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 2.0 LITERATURE REVIEW

This study paper carried out a critical and indepth review of available literature on participatory

planning on implementation of infrastructural projects with an emphasis on methodology and

findings of studies.

2.1 Implementation of infrastructural projects

According to (Gitonga & Keiyoro, 2017) infrastructural projects plays a big role in societies in

terms of meeting the development needs of the economy and more so in transforming the quality

of life of citizens. (Mbutu & Karanja, 2017), Established that one of the key challenges for

infrastructural projects implementation for any country is ensuring that the right infrastructure is

in the right place at the right time. Implementation of infrastructural projects being the most

crucial of all the stages of a project life cycle is not devoid of certain project planning factors that

influence it, some of these factors are: wrong priority; shortfalls in resource availability,

inadequate assessment of targets, wrong scheduling of time for project completion, inadequate

project identification, formulation and design, faulty conceptualization of policy among others.

Matu, J., Kyalo, D.,Mbugua, J. and Mulwa, A. (2020) investigated Stakeholder Participation in

Project Planning: Prerequisite to Effective Completion of Urban Road Transport Infrastructure

Projects in Kenya. In the study, descriptive survey and correlational research design was used,

the target population was 1593 respondents and sample size of 309 respondents was drawn

utilizing purposive and simple random sampling procedures. questionnaire and interview

guides were used to collect data while descriptive statistics was used in data analysis . The study

findings concluded that stakeholder participation in project planning had a positive and

significant influence on the completion of urban road transport infrastructure projects

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2.2 Participatory planning

The project planning phase begins after the conception phase and it is at this stage where the

entire project is planned. The planning process which requires full involvement of stakeholders

includes scope definition, the redefinition of project objectives and developing the course of

action required to achieve those objectives. Planning, primarily establishes a set of important

directions to inform the project team exactly the course of action(s), and time for the actions to

be implemented, required resources for achieving the project‟s deliverables successfully, and

finally a schedule for availing the resources. (Cheng, Shimiao, and Danfeng, 2010) affirm this

point in stating that in project planning stage, activities are defined, expected end products are

outlined and particularly the way activities are to be accomplished are known. In addition to

these, each major task is defined, time estimate and resources required are established, and a

framework for management review and control provided for. This demonstrates the relationship

between stakeholder participation and project planning for successful implementation,

acceptability, serviceability and maintainability.

2.2.1 participatory project scope definition and Implementation of infrastructural projects

(Crystal legacy 2017),Observed that the critical literature on participation warns that a focus on

„consensus‟ evades the politics in planning, preventing stakeholders from confronting and

challenging discourse and prevailing orthodoxy about the way the infrastructural projects ought

to be constituted. (Kitchin et al. 2015) induced that there exists a rich history of data being

generated about countries and cities concerning their form, their citizens, the activities that take

place, and their connections with other locales. These data have been generated in a plethora of

different ways, including audits, cartographic surveying, interviews, questionnaires,

observations, photography and remote sensing, and are quantitative and qualitative in nature.

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Participatory project scope definition entails the collection of stakeholder views and, while

incorporating existing preserved past data in a structured manner. Data dissemination strategies

should incorporate input from the end user to improve comprehension and optimization of

infrastructural projects (Carol‑Ann Swain etal 2018).While Participatory Project scope definition

has largely been used in health projects, infrastructural projects can largely benefit in the

widespread use of this approach making their implementation a success. (Yossef Ben-Meir

2017), studied Participatory scope definition of Housing and Community Development in Sri

Lanka by employing systematic literature review to provide historical and Conceptual

Explanation and case studies and advanced that the application of broad-based participatory

community planning is key in developing the specific details of a plan to transfer

responsibilities and capacities that positively influence implementation of housing projects.

(Grace. Y, 2020) i n a s t u d y o n Instilling Participatory Planning in Disaster

Resilience Measures: Recovery of Tsunami-affected Communities in Banda Aceh, Indonesia.

The author used survey and personal interview of forty respondents from four most-

devastated villages through questionnaire, answers for twenty-two questions derived from five

variables as criteria of effective facilitation process were sought. Sampling of the respondents

was through multi-stage cluster sampling and snowball sampling in identification of 52 affected-

villages in Banda Aceh.The study concludes that combining stakeholders in scope definition

process has a positive influence on the implementation of the plan.

Preposition 1: Following the literature reviewed, participatory project scope

definition seems to have effects on infrastructural projects implementation.

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2.2.2 Participatory project plan development and Implementation of infrastructural

projects

Sustainable infrastructural planning at the minimal scale requires participation from the local

stakeholders, driven by the stakeholders (what is known as a bottom-up approach) to increase the

chances of a successful outcome, Hallström et al. (2019). The prevailing collective decision in

the emerging communities in Sub-Sahara Africa illustrates the paradigm shift from top-down

decision making to bottom-up democratic practices in procuring community-based infrastructure

in the era of dwindling financial capacity of government, Job Taiwo et al. (2020).When local

stakeholders are involved in project plan development, not only do they become partners in a

project but also in the front lines helping to design a process, gather information, and

communicate results. Magassouba et al. (2019) in their study on the influence of Stakeholders

Involvement on Development Project Performance in Guinea affirmed that there exists a positive

significance between participatory plan development and infrastructural project implementation.

Systematic literature review was used in the study in which the available literature on the study

was reviewed in Guinea. Aki et al. (2017) in their study on process and nature of the project

planning phase with a focus on early stakeholder involvement derived results from the analysis

of literature and an empirical study (interviews). The stakeholders, their roles in the renovation

project, and at which stage they should each be involved in the project planning process are

determined. The findings show that projects cover different levels of stakeholders, whose

requirements and purposes must be considered and managed. Early involvement allows room for

creative solutions and the intensive exchange of ideas. Thus, it leads to procedures that run in

phases, which in turn change the project‟s value creation to

holistic value creation. Manyara. E,M (2020) studied the influence of project planning,

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stakeholder engagement and project monitoring and control on the delivery of projects in

Kenya. descriptive research design was employed in this study, the target population included

employees of Kenya Airports Authority. This study used stratified random sampling technique.

Data was collected through questionnaires and analyzed through descriptive and inferential

statistics. Descriptive statistics included mean and standard deviation and inferential statistics

involved factor analysis and regression analysis. The results were presented in tables and figures.

Findings on the first research objective showed that project planning through, adequate planning

and scheduling, review and update of the project plan and project manager skills had a positive

influence on project delivery.

Preposition 2: From literature reviewed participatory project plan development

seems to have effects on infrastructural projects implementation.

2.2.3 Participatory resource planning and Implementation of infrastructural projects

Stakeholder participation in resource planning is central to successful locally-led resource

planning. It involves spearheading the resource planning effort with stakeholders at all levels.

This partnership of all interests comes together to develop the resource plan enhancing the sense

of ownership. A sense of ownership in community development is described as a concept

through which to assess whose voice is heard, who has influence over decisions, and who is

affected by the process and outcome. Applying the concept of ownership can determine how the

strategic interests and actions of individuals or organizations contribute to community

development efforts. In addition, the potential for ownership can be understood in part by

examining the capacity for and quality of trust. Implications are discussed regarding how the

concept of ownership advances the current field, specifically regarding community development

research and practice, Paul Lachapelle (2008). If people are integral to the planning of a

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community intervention, then that intervention will be theirs. They have a stake in it not only as

its beneficiaries or staff or sponsors, but as its originators. They'll do what they can to see their

work succeed. It teaches skills which last far beyond the planning process, and can help to

improve the community over the long term. People learn to run meetings, to analyze data, to

construct strategic plans - in short, to become community resources and leaders. It respects

everyone's intelligence, values everyone's ideas and experience, and affords everyone a measure

of control. By empowering the community, and particularly the target population, rather than just

superimposing its own ideas on a social structure that already exists, an organization can give

substance to its ideals. In the final analysis, some level of participatory approach is almost

always the most ethical way to plan a community intervention resource.

Owili and Nyang‟au, (2021) studied the Influence of Project Planning on Implementation of

Infrastructure Projects in Public Hospitals in Kenya and concluded that participatory resource

planning has a positive influences on the implementation of hospital infrastructural projects. The

study adopted a descriptive research design. The target population for the study was 140

stakeholders involved in the implementation of infrastructure projects in the hospitals . The

study conducted a census and questionnaires were used to collect primary data and consisted of

both structured and open-ended questions to give qualitative and quantitative data. Qualitative

data was analyzed by the use of content analysis while quantitative data was analyzed using

descriptive and inferential statistics in which frequencies and percentages were used. The study

adopted a regression analysis.

Preposition 3: Due to literature reviewed, participatory resource planning seems

to have effects on infrastructural projects implementation

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2.2.4 Relationship between the variables and Implementation of infrastructural projects

The variables used in this paper originate from the activities involved in the second phase of a

project life cycle(Planning).From the literature review carried out, findings indicate that all the

variables have direct effect on the implementation of infrastructural projects. The

underperformance of any of the variables would have a negative effect on the performance all

the other variables on infrastructural projects implementation due to the inter relationship in their

overall effect on infrastructure implementation.

CONCEPTUAL FRAMEWORK

Figure 2.below was developed for the study and it depicts the relationship between the dependent

and independent variable together with their indicators. The dependent variable is

Implementation of infrastructural projects, while the independent variables are Participatory

project scope definition, participatory project plan development and Participatory project

resource planning

Independent variables

Participatory project scope definition

 Work break down structure
 Schedule completeness
 Project objectivity
 Risk identification
 Safety considerations
Dependent Variable
Participatory project plan development Implementation of infrastructural projects
 Project opportune  Project usefulness
 Project sustainability  Project cost
 Stakeholder empowerment  Project economic value
 Project Concreteness  Project Implementation period
 Project ownership  Project implementation Opportuneness

participatory resource planning

 Resources availability
 Resources alternatives
 Figure
Cost of
2: resources
Conceptual frame work Figure 2: Conceptual frame work
 Stakeholder Economic conditions
 Resource delivery time

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 CONCLUSIONS

Wholesome stakeholder involvement is crucial in enhancing success on the implementation of

infrastructural projects. Participatory planning on these projects creates relevance and a long

term ownership of the projects by the end user and therefore creating more impact in

realization of the project goals. The opportune of a project can only be achieved through

stakeholder engagement and therefore the planning process of a project life cycle need to have

inclusivity in stakeholder engagement. All the studies reviewed indicated similarity in bringing

out that participatory project planning seems to have effects on infrastructural projects

implementation.

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 REFERENCES

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Infrastructure Projects Based on VFPE. 2010 The 2nd International Conference

on Computer and Automation Engineering (ICCAE), Singapore, 2010, 173-176.

Han Xiao and Shengyue Hao (2021) Public participation in infrastructure projects: an

integrative review and prospects for the future research. Engineering,

Construction and Architectural Management, Vol. ahead-of-print No. ahead-of-

print. https://doi.org/10.1108/ECAM-06-2021-0495

Jost Wilker, Karsten Rusche & Christine Rymsa-Fitschen (2016) Improving Participation

in Green Infrastructure Planning, Planning Practice & Research, 31:3, 229-249,

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Khan, A.Z., Skibniewski, M. and Cable, J.H. (2018) The Project Stakeholder

Management and Engagement Strategy Spectrum: An Empirical Exploration.

Originally Presented at the 2018 University of Maryland Project Management

Symposium, May 2018, Republished as a Second Edition in the PM World

Journal, Vol. VIII, Is Issue III (April).

Kinyata and Abiodun, (2020) The Impact of Community Participation on

Projects’ Success in Africa: A Bottom Up Approach International Journal of

Research in Sociology and Anthropology (IJRSA)Volume 6,Issue 3,2020, PP 01-08

Lindborg, H.J. (2013) Stake Your Ground: Unearthing the Origins of Stakeholder

Management. Quality Progress, 2, 1-3.

Mandala, E. (2018) Influence of Stakeholders’ Involvement in Project Management

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