Project Priority Setting

Overview

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 Project Priority Setting

is the process of
identifying research
projects/activities
that are most
important for
the organization

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Key Reasons for Priority Setting

To focus research on high priority areas /

guide program planning and updating

To promote effective use of scarce

resources / guide resource allocation

To avoid dependence on intuitive,

researcher-driven selection of
projects/activities
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Key Reasons for Priority Setting (2)

To build communication about projects /

activities between researchers and
among stakeholders

To link research to policy and socio-

economic goals of government

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Other Important Considerations

Donor / Government loss of confidence

- perceptions of weak public sector performance & impact
- effectiveness, efficiency and return to investments

Competition
- for funding
- for research-service areas

Globalization
- more rapid response to change
- frequent shifts in market opportunities
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Other Important Considerations (2)

Pressure for privatization of research

Pressure for demand-driven, bottom

up research planning

Responsiveness to the needs of

different types of producers / users

New research partners

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 Planning the Process

Priority setting must be adapted to:

- institute characteristics and conditions
- time constraints
- information and data availability

Stakeholder participation is advisable

- producers and industry
- extension
- research partners
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 Project Scoring Approach
Strengths

Simple and transparent

Use of multiple categories of criteria

(productivity, relevance, contribution to government
goals, feasibility)

Ability to assign differential weights to

criteria
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 Project Scoring Approach
Strengths (2)

Establishment of direct links to policy

goals and development objectives of
government

Compatibility with the involvement of

stakeholders

Less data and preparation required

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 Project Scoring Approach
Weaknesses

Possible semantic and definition ambiguity

Possible overlaps in objectives and criteria

Based on a certain level of subjectivity

Counterbalanced by use of multiple criteria and

participation of other scientists & external stakeholders

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Process and Methods

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 Process Steps
Prepare initial project portfolio (project list)
Define priority setting criteria
Assign weights to criteria
Test scoring procedure
Score projects to determine rank (w/ stakeholders)
Examine results and, in exceptional cases, adjust
rank if necessary
Determine cut-off points for high, medium and low
priority projects
Use ranking to allocate resources (management
and scientist follow through on priorities)
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Development of Project Portfolio
List of ongoing and proposed new projects.
Ideally, each project on the list should specify:
- objectives
- outputs
- duration
- budget

Important exercise for any organization

- Overall picture of projects/activities undertaken
- Researcher/stakeholder awareness of projects/activities

Key reference for individuals scoring the

projects 13
 Development of Criteria

Criteria Categories Criteria (examples)

Contribution to 1. Production/income increases
productivity 2. Reduction in cost of production

1. Adoption rate
Relevance to clients 2. Basic knowledge

Contribution to policy 1. Employment generation

& development goals 2. Export earnings
1. Research expertise
Research feasibility 2. Project cost
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 Weighting of Criteria (1)
Relative Weights
Criteria Categories
(examples)
Contribution to
35%
productivity
Relevance to clients 30%

Contribution to policy
15%
& development goals
Research feasibility 20%

Total: 100%
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 Weighting of Criteria (2)
Individual Criteria Weights
Criteria Categories
(examples )
1. Production/income increases 0.15%
Contribution to
2. Reduction in cost of production 0.10%
productivity 35%
3. Value addition 0.10%
Relevance to clients
30%
Contribution to policy &
development goals 15%

Research feasibility 20%

Total: 100%
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 Scoring of projects
Workshop participants are usually divided into
groups of 8-10

Each group assesses and scores individual

projects, based information provided in the project
portfolio table and by group facilitators.

Participants are also provided with a description of

the criteria & a pre-defined scoring scale

High = 5; Moderate = 3; Low or not applicable = 1; Uncertain = no score

Discussion among the participants is encouraged.

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 Priority setting procedure (1)
Participant scores for each project are
entered into a computer spreadsheet and
averaged

The average score for each project is

automatically multiplied by the assigned
weight for the criteria to yield a weighted
average score

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Priority Setting Procedure (2)

Weighted scores provide the ranks (order of

priority from high to low)

The results of each group are consolidated

into a master spreadsheet

The consolidated results are displayed, using

a multimedia projector, and discussed in
plenary

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 Conditions for Success

Ensure follow-through on the priorities

- focus research efforts on high priority projects
- link priorities to program planning & review
procedures
- communicate priorities to stakeholders & donors

Link fund allocations to priorities

Respond to producer needs/demands by

- regular portfolio adjustments
- periodic priority update

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