DPE NOTES , PROJECT PLANNING
Hard to define Scope, Time and
PROJECT PLANNING
PROJECT
• A project may be defined as
“A set of activities, having a start
time and a definite end time, utilizing
resources to give the desired results or
objectives.”
• However, the most authentic
definition of the project has been
given by Project Management
Institute (PMI) as
“A temporary endeavor / task or
work undertaken to create a unique product
or to deliver services.”
TRIPLE CONSTRAINTS OF A PROJECT
CHARACTERISTICS OF A PROJECT
Unique Purpose, well defined
objectives
Temporary in nature
Definite beginning and a definite end
Requires Resources from various
areas like Men , Material, Hardware,
Software, etc
Definite Cost
Primary Sponsor and/or Customer
Involve uncertainty, internal &
external
Cost clearly and with precision
PROJECT INCEPTION
 Need Based Projects
The projects which are realized to
meet with the demands of certain
commodity at National level are called Need
Based Projects, e.g. energy projects, water
resources projects etc.
 Social Based Projects
Inception of projects is related to the
requirement of Social Sector e.g. Health,
Education etc.
 Business Promotion Projects
In Corporate Sector, the Enterprise
may conceive projects to promote their
business either by expanding the existing
production facilities or entering into new
areas of business
Some Terminologies
• Program
It refers to an exceptionally large,
long-term, objective oriented activity which
can be broken into a set of projects.
• Task
The portions of a project may be
referred as tasks.
• Work packages
The tasks may further be broken
down into work package that are
themselves composed of work units
PROJECT PHASING & FLOW CHART
Different Phases Of Project
1. Planning & Design Phase
Planning, Investigation & Design
2. Pre Award Phase
Tendering & Award of Contract
3. Construction
Implementation Execution
4. Operational Phase
Operation and Maintenance
PROJECT FLOW CHART
 Inception
 Hiring of Consultant
 Pre Feasibility Study
DPE NOTES , PROJECT PLANNING
 Feasibility Study (PC-II)
 Detail Design & Preparation of 4. Contractual Aspects
Tender Documents (PC-I)  Reporting requirements,
 International Bidding  Liaison arrangements i.e. coordination
 Bid Evaluation mechanism with other agencies
 Award of Contract involved,
 Signing of Contract  Provisions for subcontracting,
 Commencement of Work  Dispute resolution mechanism,
 Project  Utilization of materials,
 Completion  Technical specifications,
 Delivery schedules,
 Operation
 Variation in works,
 Outlived Project  Mode of payment,
 Rehabilitation  Defects liability,
 Insurances and performance guarantee
WHAT IS PROJECT PLANNING? etc
5. Schedules
 Project Planning starts with the Vision -
the ability to see something that is not  Prepare a list of tasks to be carried out.
visible to others  Estimate the time (hours, day or
 Complete Road Map to achieve a target months) to complete each task.
6. Resources
 Rational determination of how to initiate,
sustain and terminate a Project  Budget (along with cost monitoring and
WHY TO PLAN A PROJECT ? control procedures)
 Elimination or reduction of uncertainty  Special resources required in the form
 Improvement of Efficiency of :
 Machinery used in construction as well
 Achievement of better understanding of
as O&M,
the objective, Qualitatively and  Test equipments,
Quantitatively  Logistics,
 Providing the basis to manage and  Field facilities and
monitor the work  Special materials.
8. Potential Problems
BASIC ELEMENTS OF PROJECT  Difficult to anticipate potential difficulties.
 Possible disaster may be:
PLANNING
 Subcontractor failure,
1. Work Breakdown Structure (WBS)  Technical failure,
The WBS consists of a simple list of all  Strikes,
project activities with major activities broken  Bad weather,
down into sub activities. The project linear  Earthquake,
responsibility chart is also a part of WBS.  Limited resources,
 Tight deadlines
2. Objectives
RESOURCES INVENTORY AND
 Identify the stakeholders RANKING
 Comprehensive list of needs
 It is the first step towards planning and
 Priorities the needs
then subsequent development. It is
3. General Approach
often called basic investigation.
 Managerial and the technical  The main purpose of these
approaches to the work. investigations is to identify, register and
 available technologies / materials etc. catalogue the resources
DPE NOTES , PROJECT PLANNING
(water/hydropower) existing in the river The following issues should be recorded
basins areas, districts and provinces. properly:
 The identified project sites are often – Terrain features such as location
ranked according to size, cost, benefits, and placement of structure, geo.-
etc. technical problems related etc.
 Preparation of resources inventories – Infrastructure such as access to
and their updation is a continuous project elements, etc.
process and should not be stopped at – Settlements and resettlement issues
any time. – Availability of construction materials
PROJECT PLANNING IN PRACTICE – Environmental issues
The major planning stages of projects are: – Multipurpose uses
- Desk Studies – Diversion of flow during construction
- Reconnaissance Survey and construction of cofferdams.
- Appraisal Reports – In case of reservoir and tunnel
- Ranking Studies project special attention is to be paid
- Pre-Feasibility Studies to geo-technical and engineering
- Feasibility Report geology
- Detail Engineering Design APPRAISAL REPORT
- Preparation of Tender Documents • The appraisal report is the
DESK STUDIES presentation of desk studies and
• Collection of Data reconnaissance survey which would
 Relevant data and information are describe the merits and demerits of
collected which may include: the project.
 Infrastructure information • The report must conclude with a
 Hydrology statement on the viability and
 Topography suitability of the project under
 Geology and geo-technical consideration.
engineering • The appraisal report will present the
 Environmental issues either go-ahead signal or the
 Socio-economic set-up stoppage for further studies.
• Analysis of Data RANKING STUDIES
 Based on available data and After the appraisal report, if there are
information, the first step of the desk more than one project, the Ranking
study is to establish the main project Studies are carried out in details.
parameters such as: Ranking criteria is laid down usually
 Flow and regulation based on;
 Needs of the area  Need of the area
 Existing and future water uses, such  Potential to be developed
as irrigation, drinking and  Access to the project area
hydropower.  Benefits to be derived
 Environmental constraints.  Irrigation or hydropower
project
RECONNAISSANCE SURVEY  Irrigation cum hydropower
The desk studies should be followed by project
field visits, because plans prepared in  Multipurpose project
office need verification in the field. The  Economic and financial evaluation
project layout and its elements are weightage
visualised in the actual surroundings to PRE-FEASIBILITY STUDIES
check and compare. Alternative • A pre-feasibility study is the second
solutions will then be finalised. organised step in the project
investigation and planning.
DPE NOTES , PROJECT PLANNING
• In pre-feasibility study, one or more
project alternatives are proposed
and studied before selection.
• Pre-feasibility studies may change
considerably the layout proposed at
identification level.
• The main purpose of the pre-
feasibility study is to:
– Establish demand for the project.
– Formulate a plan for developing
this project
– The project is technical,
economical and environmental
acceptable.
– Make recommendation for future
action.
FEASIBILITY REPORT
• Feasibility studies are carried out to
determine the technical, economical
and environmental viability of a
project.
• This phase of investigation consist of
a detailed investigation and study.
• A feasibility study also serves as
basic document for financing.
• Feasibility studies are sufficiently
detailed and ensure that during
detailed engineering, the feasibility
of the project is not impaired due to
major alterations in the plan.
PRELIMINARY INVESTIGATIONS
The investigations normally includes
considerations of the following:
i. Physical factors such as topography,
hydrology, geology.
ii. National or International policies;
even the type of dam may be
influenced by such policies rather
than by minimum cost.
iii. The purpose of the dam and how it
fits into existing or future plans for
water conservation and utilization in
the region.
iv. Availability of resources, both
materials and skills.
v. Ultimate safety of the present or
future inhabitants of the area.
vi. Environmental impact – river
morphology, socio-economic
conditions, wild life etc.
vii. Finance – its availability and
constraints.
SITE SELECTION FOR A RESERVOIR
• The cost of the dam is generally a
controlling factor in the selection of a
reservoir site.
• The geological formations for the
reservoir banks, walls etc. should be
such as to entail minimum leakage.
• The geology of the catchment area
should be such as to entail minimum
water losses through absorption and
percolation.
• The site should be such that a deep
reservoir is formed. A deep reservoir is
preferred to a shallow one because of
lower land cost per unit of capacity,
less evaporation loss and less
possibility of weed growth.
• The reservoir site must have adequate
capacity.
• Too much silt laiden tributaries should
be avoided as far as possible.
• The reservoir basin should have a deep
narrow opening in the valley so that the
length of the dam is minimum.
TOPOGRAPGHY
Survey is generally required in the following
areas:
– The storage basin to determine the
volume available below various levels,
and the existence of any low saddles
around the perimeter.
– The dam-site to determine :
• Quantities of excavation and
material in the dam;
• For setting out the dam structure;
• For layout of plant, access roads
and other pertinent structures;
• Site Maps (dam, intake, sediment
excluder, forebay, powerhouse,
etc.)
• Scale may be 1:1000 or 1:500 or
1:200 with contour intervals of 1
meter.
• Reservoir area
• Scale may be 1:2500 or 1:5,000
with contour intervals of 5 meter.
• Catchment area
DPE NOTES , PROJECT PLANNING
Scale may be 1:50,000 or 1:25,000
with contour intervals of 5 meter.
• General maps
Scale may be 1:5,000 or 1:10,000
with contour intervals of 5 meter.
Hydrological Studies
• Hydrological data are required for the
following:
– To ascertain the flow availability for
the intended purpose.
– Flood estimation to design the
diversion during construction, bottom
outlets and spillways.
– The present and future water uses
for other purposes such as irrigation,
industrial, domestic, navigation, etc.
– Existing water rights should be
recognised and protected.
GEOLOGICAL STUDIES
• Studies are required to determine the
suitability of foundation conditions for
dams and other major structures.
• Investigations
– Core drilling: It is an excellent but
costly method. Information, such as
physical properties of rock, water
tightness, depth of weathering, faults
zones, etc. can be obtained.
– Seismic refraction: It is normally
used to reduce the amount of drilling
works. However, their results need
to be calibrated with core drilling.
– Pilot tunnels, shafts, trench and test
pits are other investigation methods,
which may be done according to site
conditions and information
requirements.
– Simple drilling: It is used in case of
deposited soil to find out the
lithology, permeability, density, etc.
of the subsurface.
– Reservoir area should be
investigated for reservoir tightness,
change in ground water level and
quality, risk of landslides to rapid
drawdown, stream erosion and
formation of deltas, etc.
– Laboratory testing is required to
analyse the samples taken in the
field.
PROJECT CLEARANCE PROCESS
• The important steps involved in the
project cycle are:
– Planning
– Implementation
– Operation and Maintenance
• To keep the control on various steps
involved in project development and
also control on executing agencies,
the Government of Pakistan has
devised a project cycle which
comprises:
– Approval
– Review and Monitoring
– Evaluation
• To remain well informed about a
development project, Government
of Pakistan has designed different
forms for the purpose of planning,
monitoring and reporting during
different stages of project cycle;
– PC-II Proforma
– PC-I Proforma
– PC-III Proforma
– PC-IV Proforma and
– PC-V Proforma
• PC-II PROFORMA
It deals with project proposal and
is required for conducting surveys and
feasibility studies, in respect of large
projects. The objective of this is to get
full justification for undertaking the
project.
• PC-I PROFORMA
It deals with the preparation of
projects for implementation. The PC-I is
prepared after detailed feasibility study
has been completed. However, detailed
design and drawings are not pre-
requisite for the approval and
preparation of PC-I
• PC-III PROFORMA
This proforma is designed to
furnish information on the progress of
on-going projects on quarterly basis.
• PC-IV PROFORMA
DPE NOTES , PROJECT PLANNING
The project completion report on
PC-IV is to be furnished by every
Project Director /executing agency only
once, soon after a project is completed.
• PC-V PROFORMA
This is to be furnished on an
annual basis for a period of five-years
by the agencies responsible for
operation and maintenance of the
projects
PC – I PROFORMA
PC MODEL OF PROJECT CYCLE
• PC-I Proforma for Production
Sectors
• PC-I Proforma for Infrastructure
Sectors
• PC-I Proforma for Social Sectors
• Production Sectors
– Agriculture Production
– Agriculture Extension
– Industries, Commerce and
Minerals
• Infrastructure Sectors
– Transport & Communication
– Telecommunication
– Information Technology
– Energy (Fuel & Power)
– Housing, Government Buildings &
Town Planning
– Irrigation, Drainage & Flood
Control
• Social Sectors
– Education, Training and
Manpower
– Health, Nutrition, Family Planning
& Social Welfare
– Science & Technology
– Water Supply & Sewerage
– Culture, Sports, Tourism & Youth
– Mass Media
– Governance
– Research
PROJECT APPROVING BODIES
• National Economic Council (NEC)
It approves all policies and plans
relating to development. It is headed by
the Country Chief Executive
(President/Prime Minister). Federal
ministers in charge of economic
ministries, Deputy Chairman of the
planning commission and the
Governors/Chief Ministers of the
provinces are its members.
It approves all federal &
provincial schemes above Rs. 100
million.
• Executive Committee of National
Economic Council (ECNEC)
The Federal Minister of Finance
heads it and its members include
Federal Ministers of Economics,
Provincial Governors/Chief Ministers or
their nominees and the provincial
ministers concerned. It has the following
functions:
– To sanction development schemes in
public and private sectors.
– To allow moderate changes in the
plan and in the plan allocations
– To supervise the implementation of
economic policies laid down by the
National Economic Council (NEC).
It approves all schemes above Rs. 100
million.
• Central Development Working
Party (CDWP)
The Deputy Chairman of the Planning
Commission heads the CDWP and is
joined by secretaries of the federal
ministries concerned and the heads of
the planning departments of the
provincial governments as its members.
It scrutinises all the development
projects prepared by the federal
ministries, provincial governments,
autonomous organisation, etc. for the
purpose of approval by ECNEC.
DPE NOTES , PROJECT PLANNING

It is competent to approve development • Economic Co-ordination

project up to certain financial limits. Committee of the Cabinet
Projects exceeding the limits are (ECC)
submitted for approval to ECNEC. It consists of the Federal Minister for
Federal schemes costing between Rs. Finance as head and Federal Ministers
20 million and Rs. 100 million; subject to of economic ministries as its members.
the condition that the Ministry of Finance It gives approval to the projects in
does not disagree. private sector and keeps vigilance on
the monetary and credit situation and
• Provincial Development Working makes proposals for the regulation of
Party (PDWP) credit in order to maximise production
It is headed by the Chairman and exports and to prevent inflation. It
Development Board/Additional Chief also co-ordinates the economic policies
Secretary and includes Secretaries of initiated by the various divisions of the
the provincial departments concerned Government.
with development as its members. It
scrutinises various projects for approval
up to a certain financial limits (Rs.100 PC MODEL OF PROJECT CYCLE
M). Projects exceeding this limit are
submitted to the CDWP for approval.
• Department Development
Working Party (DDWP)
It is a body for approving
development projects for federal
ministries/divisions/departments
according to their approved financial
limits (< Rs. 20 M).
It is headed by the respective
secretary/head of department. Its
members are representatives of Finance
Division and concerned Technical
Section in the Planning and
Development Division.

• Cabinet Committee on Energy

It comprises the Prime Minister as its
Chairman, Finance Minister as Vice
Chairman, and Minister for Planning and
Development, Minister for Petroleum
and Natural Resources and Minister for
Water and Power as its members. It is
responsible to approve plans, policies
and development schemes costing more
than the powers of approval by the
concerned Ministry or Deptt.