Project Management Training – MoT and MoRB

Project Planning
2 PLANNING PROCESS

Consists of those processes performed to establish the total scope of

the effort, define and refine the objectives, and develop the course of
action required to achieve those objectives

FINAL
SUBSEQUENT DELIVERY
PRE-PROJECT INITIATION STAGE DELIVERY
STAGES
STAGE

SCOPE
SCHEDULE
COST
MONITORING AND CONTROL
RISK
PROJECT APPROACH/IMPLEMENTATION STRATEGY
 Plan Scope Management
Plan Time Management
PRE-PROJECT INITIATION STAGE
Plan Cost Management

1 COLLECTING THE REQUIREMENTS

Project
What is within the boundaries of the
2 DEFINING THE SCOPE Scope
project and what isn’t
Planning
CREATING A
3 CREATING A HIGH LEVEL WBS 3’ DETAILED WBS

4 DEFINING THE ACTIVITIES

SEQUENCING THE HIGH LEVEL SEQUENCING THE

5 ACTIVITIES 5’ ACTIVITIES
Project Time How long it will take for the project to
6 ESTIMATING THE ACTIVITIES' RESOURCES AND DURATIONS
Planning be finished

DEVELOPING HIGH LEVEL DEVELOPING

7 SCHEDULE 7’ DETAILED SCHEDULE

8 ESTIMATING THE COSTS

Project Cost
How much the project will cost
9 DETERMINING THE BUDGET Planning
4 PROJECT PLANNING & UNCERTAINTIES

75%

-25%

Scope Definition Progress Project Execution

Project Management Training – MoT and MoRB

Project Scope Planning

6 PROJECT’S SCOPE PLANNING

PRE-PROJECT INITIATION STAGE

1 COLLECTING THE
REQUIREMENTS

2 DEFINING THE SCOPE

CREATING A
3 CREATING A HIGH LEVEL WBS
DETAILED WBS
3’
7 PROJECT’S SCOPE PLANNING

Input Process Output Outcome Impact

Consultants Children Achieve universal

and Construction School Built successfully Primary Education
materials attending school
8 PROJECT’S SCOPE PLANNING

PRE-ENGAGEMENT INITIATION STAGE

COLLECTING THE
1
REQUIREMENTS Problem Tree Analysis
2 DEFINING THE SCOPE

CREATING A
3 CREATING A HIGH LEVEL WBS
DETAILED WBS
3’
Solution Tree

Problem
Tree
9 COLLECTING THE REQUIREMENTS

Problem and Solution Tree

 This is a logical use of problem solving to help scope out the requirements of
a task/project/programme prior to conducting the planning.

 Sometimes called “Root Cause Analysis” and “Results Mapping”

 The first step is to consider the following statement

“What problem is my “project” trying to solve?”

10 COLLECTING THE REQUIREMENTS: SCENARIO

Please read the first page of the case study and discuss the following in small
groups:

 What is the Problem we are trying to solve?

 What are the Causes/Effects?
 What will the future look like with the problem solved?
 What approaches did we take to minimise the causes?
 So – what are the results we will achieve?
 Remember – the aim is develop skills to do complex work – not “paint by
numbers”...

You have 5 minutes to complete this.

11 SCENARIO
The countries in the Eastern Africa sub-region, including Kenya, Uganda, Tanzania, Burundi, Rwanda, Ethiopia, eastern
Democratic Republic of Congo (DRC), and South Sudan recorded an average annual economic growth rate of about 5
percent over the last decade. The sub-region is potentially a large regional market of over 200 million people.
Relatively poor transport links between these countries, the less than satisfactory performance of the ports of
Mombasa and Dar- es -Salaam, the high cost of internet accessing South Sudan and a range of technical, political and
policy-related factors create obstacles and increase costs to the movement of goods, people and services, and act as a
major impediments on intra- and inter-regional trade, contributing to the under development of the sub-region. These
barriers present huge challenges to prevailing economic activities but also provide great opportunities for
transformation of economies and growth prospects, in particular for the region’s landlocked countries, if they can be
successfully overcome and effectively managed.
The World Bank proposed program contributes to the facilitation of trade amongst the four countries in the sub-region,
namely: South Sudan, Uganda, Ethiopia and Kenya, through the improvement of the Juba - Nadapal road, which serves
as a primary corridor connecting South Sudan and Kenya and with a spur road links Uganda and Ethiopia, together
with other focused interventions, including a significant trade facilitation component. Further, the direct road link
through Juba-Nadapal - Eldoret corridor will enhance trade between South Sudan and Kenya, one of the high potential
trade corridors of the Eastern Africa sub-region.
South Sudan faces more bottlenecks than other East African countries because of missing transport links, rundown
and disconnected infrastructure. Only 4,000km of the 17,000km classified roads are all-weather gravel roads, while
the remaining are earth roads many of which are impassable after heavy rain.
The project will help to build the core infrastructure and institutions of the country, and will contribute to improved
livelihoods of the people in the project influence area.
12 SCENARIO
The Program Development Objective (PDO)
The program will be implemented in a series of three projects (SOP). The Development Objective for Phase 1, First
project, focuses on enhancing connectivity to Mombasa Port, improving customs, and promoting trade and
development facilitation along the Juba – Nadapal - Eldoret corridor.
Component 1: Upgrading of priority road infrastructure - $222 m
Component 2: Facilitation of Regional Transport, Trade and Development - $12m
Component 3: Institutional Development and Program Management - $6m
Component 4: Connecting Juba with Fiber Optics - $15m
Component 1: Upgrading of priority road infrastructure (US$222 million) consists of:
Sub-component 1 (a): Upgrading of approximately 125 km of the Juba-Torit section of the Juba-Nadapal-Eldoret
corridor.
Sub-component 1 (b): including: 1 (b) i -Construction and rehabilitation of bridges between Kapoeta and Nadapal, and
upgrading of approximately 40km of the Kapoeta - Narus section of the Juba-Nadapal-Eldoret corridor
Sub-component 1 (c): Road repair of approximately 190 km sections between Torit and Kapoeta
 Program Beneficiaries
The beneficiaries of the project will include: road users, passengers and freight, residents along the road corridor,
tradable sectors of the economy, agriculture, mining and ultimately, consumers and producers both inside and outside
the sub-region. With export processing facilities, the program will offer new job and income earning opportunities to the
people in Eastern Equatoria, Southern part of Jonglei, and eastern part of central Equatoria states in South Sudan.
 As a team read your scenario and then…
Group Create a “Problem Statement” (what is the
Exercise problem my project/programme is trying to
solve?)

 Do not use “sound bites” or try and make it

sound like management speak
 Do not make any assumptions that everyone
knows the jargon. Do not worry about
grammar, sentence structure, neatness
 Use plain language

Problem Tree You have 15 minutes to complete this. The

Problem Statement facilitator will review your output prior to moving
on to the next step.
 Now you have an agreed problem statement

Group complete the following:

Exercise
 Write the problem in the middle of a flip chart
and draw a box around it.
 Using Post-it-Notes, write:

 “what are the causes of this problem”

below the Box, and list them
 “what are the effects that this problem is
having” above the Box, and list them

Note: some causes may be linked directly to some

effects. Also remember to think “root causes of
Problem Tree the problem”
Cause and Effect
You have 20 minutes to complete this.
15 Poor Increased
livelihood disaster
vulnerability
Higher vulnerability
Low income Lack of
to floods and land
public
slides
services
Unemployment investment Inappropriat
e occupation
of land
Lack of Low resilient Poor community
Lack of constructions
economic activity qualification resilience

Africa’s urban population is predicted to triple to 1.23 billion by XXX.

Effect Without adequate planning, this pace of growth can lock a city into
undesirable physical forms, extreme urban poverty, poor living conditions of
Precarious
Problem slum dwellers, lack of basic infrastructure services, and vulnerability to housing
natural disasters and climate change conditions
Cause Climate Poor decision- Informal inappropriate design and
Change Low levels of
making and settlements implementation of physical
revenue collection
Lack of governance and social services
Lack of information on
evidence- indicators Large
based data Political failure informal
Weak urban Rent-seeking sector High rates of
planning and corruption Population growth
Poor census
Lack of
capacity
access to
Market failures
Gender finance
Lack of Staff public goods Weak urban
# and Skill blind and collective construction
Indicators
Planning action regulations
not defined
problems Poor or non-
Lack of knowledge on
existent
Lack of research specific challenges in
credit ratings
on relevant target cities
issues
16 PROBLEM TREE – SAMPLE ANSWER

HIGH RATES OF HIGH RATES OF HEALTH HIGH RATES OF INFANT

POORLY USED FACILITIES
MORTALITY COMPLICATIONS MORTALITY

THE POPULATION OF LOCATION A DOESN’T HAVE

ACCESS TO MATERNAL HEALTH SERVICES

LACK OF TRAINED
LACK OF HEALTH CARE HIGH RATE OF
INFRASTRUCTURE PER LACK OF BUDGETARY
PROFESSIONALS ILLITERACY RESOURCES FOR
CAPITA
PROJECTS

INADEQUATE OR
LACK OF MATERNITY DIFFICULT/ABSENT ABSENT EQUIPMENT
CLINICS ACCESS TO EXISTING OF THE EXISTING The Maternal mortality rate (MMR) is the
FACILITIES FACILITIES annual number of female deaths per
100,000 live births from any cause related
to or aggravated by pregnancy or its
management (excluding accidental or
incidental causes)
 Now that you have completed your Problem and Root
Cause Analysis we will begin the next step.

Group Create a “Vision Statement”. Consider the future, when

the problem has been solved and describe what it

Exercise looks like?

 Do not worry about how you did it.
 Do not use “sound bites” or try and make it sound
like management speak.
 Do not make any assumptions
 Do not worry about grammar, sentence structure,
neatness.
 Use plain language.
 Remember to put a date when your problem will be
solved!
Solution Tree You have 15 minutes to complete this. The facilitator
The Vision will review your output prior to moving on to the next
step.
 Now you have an agreed vision statement complete the

Group
following:

 Write the vision in the middle of a flip chart and draw a

Exercise box around it.

 Look at the “Causes” identified earlier and for each
cause, write down “what is the Approach” you will take to
get rid of the cause? By when will this need to be done
(high level target). Use post-it-notes to write down your
approach.
 For each “Effect” identified earlier what is now the Result
(or outcome or impact) that will be achieved. Think of
useful indicators to measure success. Use post-it-notes
to write this down.

Note: It is easy to “cheat” i.e. by reversing the sentence to

Solution Tree be a positive, but resist it, as this is the critical part of the
Approach and process!
Result
You have 20 minutes to complete this.
19 The cities have clearly identified The cities are using new knowledge
planning and economic challenges and decision-making tools as well as
and opportunities related to accessing technical assistance (TA) to
urbanisation achieve improvements

The cities are ready

to deliver
improvements to The cities have identified Eight cities in four countries in Africa Cities will have identified
their respective key evidence gaps and have the tools and information they key partners to work
populations (now are working to improve need to develop and implement collaboratively on meeting
and in the future) the evidence base future-proofing and growth action the urbanisation challenge
plans and future-proofing
growth action plans

Result
Cities in Africa have taken actions to become future proofed to climate, A knowledge sharing
Vision environment and natural resource challenges, and they are inclusive platform Gaiasoft
and resilient, and have growing economies with better services, The platform will be
Approach opportunities and quality of life. designed to share results,
data, and make peer-to-peer
contact between cities
Feasibility Research Reports Research Studies
Study: The Research Reports will be The studies will be focused on
The purpose of the demand driven and focused on Open source decision-making model
a particular thematic issue, or
Feasibility Study is to improving the evidence base to a specific city / country TEST
determine in which enable African cities to fulfil their challenge that explore new A model will be developed and piloted for use in
four countries and in potential as centres of growth ideas and innovative thinking possible future urban programming in Africa. The
what eight cities the and job creation in the face of model will be designed to enable decision-makers
FCA project should climate, environment and and key stakeholders to make better city-wide
focus resource challenges policies, plans and interventions, available and ready
for deployment in African cities
Study will be on specific issues Study on a topic to
related to cities’ capacity to be established
support sustainable growth and during the Study on climate, environment
job creation Inception Phase and resource risks
20 SOLUTION TREE – SAMPLE ANSWER

DECREASING RATES DECREASING RATES 40% OF THE TARGET TRAINED HEALTH CARE
DECREASING RATES
OF HEALTH OF INFANT MORTALITY POPULATION IS USING PROFESSIONALS AVAILABLE AND
OF MORTALITY
COMPLICATIONS RATES THE FACILITY DELIVERING THE SERVICES

BY 2020 THE POPULATION OF LOCATION A WILL HAVE AN IMPROVED

ACCESS TO MATERNAL AND INFANT HEALTH SERVICES

CONSTRUCTION
OF MATERNITY
CLINIC ATTRACT DONORS / AND
IMPROVEMENT IMPROVE ABSORPTION
OF ACCESS TO CAPACITY OF THE LOCAL
THE MATERNITY AUTHORITY
CLINIC

TRAINING OF INCREASING
CAPACITY BUILDING EQUIPMENT OF
HEALTH CARE AWARENESS OF
IN OPERATING AND THE CLINIC
PROFESSIONALS MATERNAL
MAINTAINING OF
THE CLINIC HEALTH ASPECTS
21 NOW CONSIDER

 Do I understand the approach's I need to have in order to solve the

projects problem?

 If I solve the projects problems and get rid of the root causes do I have a
clear picture of the Results that can be achieved?

 Do I have enough information to complete the Pre-project stage (Project

Brief)?