Professional Documents
Culture Documents
ABSTRACT
International cooperation supplies international
aid to developing countries and emerging
economies, typically through projects; to manage these projects, a specific approach based
on the project cycle was introduced in 1970. In
recent decades, many development agencies
have adopted the project cycle, but they have
also changed it over time, and today agencies
work with different standards. In this article, the
history of project management systems in
international cooperation is reported, and the
approaches adopted by five of the main worldwide governmental development agencies are
compared. The analysis shows both the common aspects and differences in order to highlight limits and propose further research.
KEYWORDS: international development
and cooperation; managing international projects; project management procedures; managing the process life cycle; logical framework
INTRODUCTION
very year, international cooperation provides aid to developing countries. During 2008, the Organisation for Economic Co-operation and
Development (OECD) members of the Development Assistant
Committee (DAC) alone contributed around US $510 million (OECD,
2008a).
According to Diallo and Thuillier (2005), most international assistance
provided by governmental or nongovernmental organizations (NGOs) is
provided via projects. These international development (ID) projects aim to
improve living conditions in emerging countries by, for instance, enhancing
agricultural, health, or educational systems. Despite their importance, limited attention has been devoted in the literature to the peculiarities of ID projects and to the best practices, approaches, and techniques of management.
As Youker (2003) suggests, these projects are different from other types
of projects for many reasons and the approach to implementation must also
be different from standard project management approaches that are
embodied in the knowledge and practice guides of professional institutions.
ID projects involve a large number of different stakeholders (e.g., donor
agencies, government organizations, civil society, and local beneficiaries)
(Diallo & Thuillier, 2004), and these participants usually have different perspectives due to national values and culture (e.g., a different concept of time)
(Muriithi & Crawford, 2003). In addition to the complex relationship of the
stakeholders involved, these projects are peculiar due to their social and notfor-profit nature and the intangibility of the developmental results (Khang &
Moe, 2008). Moreover, project environments in developing countries are
often difficult due to poor infrastructure and a lack of resources, which add
to the complexity of these projects.
Given these peculiarities, in 1970, Baum introduced a specific approach
for ID projects based on the project cycle (Baum, 1970). In recent decades,
this approach has been widely adopted by development agencies because it
offers a well-structured pattern of efficient techniques that allow people to
work together while bringing into focus the projects objectives. However, so
far, limited attention has been devoted to the standards used to manage ID
projects and to their differences and evolutions: Do development agencies
work with the same standard or use different ones? How significant are the
differences between them and how can they learn from each other?
In this article, in order to answer these questions, we compare the project management standards adopted by five of the main worldwide governmental agencies. The analysis is based on an original framework consisting
April 2011 Project Management Journal DOI: 10.1002/pmj
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PAPERS
Supervision
and
Evaluation
Identification
Implementation
Preparation
Negotiation
Appraisal
project cycle management as a standardized method for managing ID projects. The following year, JICA defined its
own logical framework called the project design matrix (PDM; Nakabayashi,
2000). The Japanese PCM and the logical framework were both based on the
ZOPP approach.
Today, there are many versions and
variations in the terminology, but the
logical framework is typically thought
of as a matrix that breaks down a project into its component parts in order to
facilitate management (Cracknell, 2000,
p. 107).
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48
Project Cycle
1. Planning
Consists of the development of activity options once an area of work under an AusAID program strategy is identified
2. Identification and assessment
Covers the selection of one or more options for formal assessment by AusAID (and other partners), at the end of which the decision to
proceed or not should be made
3. Preparing activity designs
Outlines the detailed design processes that should be adequately recorded in clear and readable activity documentation
4. Appraisal and approval
Covers the assessment process that is required to be undertaken for AusAID activities prior to approving their implementation
5. Activity implementation
Seeks to deliver the agreed-upon outputs and planned development results of the activity design to meet the objectives of both the
Australian government and relevant development partners
6. Completion and evaluation
Provides a balanced assessment of activity performance against design objectives at the time when Australian-funded inputs
cease; formalizes the transfer of Australian activity assets to the partner government; and provides
a systematic and objective assessment of the relevance, efficiency, effectiveness, impact, and sustainability of development
activities
Logical
Framework
Project Description
Performance Indicators
Means of Verification
Assumptions
Goal/Impact
Long-term development
impact on a national or
sector-based level
Purpose/
Outcome
Sources of information,
how they will be collected
(method), who will be
responsible, and the
frequency with which
the information should
be provided
Assumptions made
about conditions
that could affect the
progress or success
of the activity, but
over which activity
managers may have
no direct control
Objectives or
Intermediate
Results
Outputs
Tangible products or
services that the activity
will deliver
Work Program
Tasks to be undertaken
as part of the planned
delivery of the activity to
achieve the required
outputs
Organization
and
Participation
Aspects
Standard participants in the development and implementation of both AusAID program strategies and development activities
include the internal AusAID team, Australian government agencies (as appropriate), and other development partners, particularly
partner government authorities. Private-sector consultants are often used for expert input.
Stakeholders, both men and women, should actively participate by having the opportunity to influence the direction and details of
design and implementation. Allocating adequate time and resources for participatory analysis and responding to demand-led
approaches are important ways to improve participation.
Tools and
Techniques
of Project
Management
Description of techniques used to draw up the logical framework (e.g., tree analysis, stakeholder analysis matrix, SWOT [strengths,
weaknesses, opportunities, and threats] analysis, Venn diagrams, spider diagrams, and flow charts; quotation of the common
techniques of project and risk management as the Gantt chart, baselines, activity, resource, and cost schedule).
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Expected
Results
Outputs and
outcomes
coming
from the
logic model
reported
into the
appropriate
row
Indicators
What will
be used to
measure
actual
results
Baseline
Data
Set of conditions
existing at the
outset of a
program
Data
Sources
Target
Particular
value for
an indicator
to be
accomplished
by a specific
date in the
future
Individuals,
organizations,
or document
from which
data about
indicators will
be obtained
DataCollection
Method
Frequency
Responsibility
How data is
How often the Who is responsible
collected,
information are for collecting and/or
depending on collected
validating the data
the type of
indicator, the
purpose of
the information
being gathered,
and the
frequency of
collection
guidelines (EC, 2004), there are no specific sections on the project team and
its composition. Suggestions are given
regarding the relationship that the task
manager, who is responsible for the
project, should establish to ensure project success. The guidelines provide, for
each step of the project cycle, advice on
which stakeholders to involve, the main
tools available to manage every stage of
the cycle, and the key documents that
should be produced.
The European Commission emphasizes participation significantly, highlighting the main principles on which
participatory approaches are based and
suggesting behaviors that should be
adopted.
Tools and Techniques of Project
Management
ECs guidelines suggest tools and techniques to manage every phase of the
project cycle, referring to specific sections where their descriptions are provided. These tools are widely known in
project management: the Gantt chart,
work breakdown structure, activity,
cost, and resource schedule.
The European guidelines also have
an exhaustive chapter dedicated to
the logical framework approach, in
which all the techniques needed to
implement it (stakeholder analysis,
problem analysis, etc.) are described
in detail.
Project Cycle
1. Initiation
Consists of project identification, in which potential ideas are gathered or identified, and screening, in which the most promising
interventions are determined. It also includes the establishment of the project team and the development of a preliminary logic
model, environmental analysis, preliminary project cost and schedule development, and the preparation of the concept paper.
2. Planning
Includes three steps: appraisal, which examines why CIDA should invest in a particular initiative and what the initiative should
accomplish; feasibility, which examines whether an initiative can be undertaken and includes an examination of viability and
sustainability; and design, which examines the best way to structure an initiative.
3. Approval
Examines why CIDA should invest in a particular initiative and what the initiative should accomplish. It is composed of a series of
analyses that provide the information required to make an informed decision.
4. Operationalization
Follows final approval and is concerned with setting any necessary arrangements with the recipient country and with contracting
resources for implementation, monitoring, and other performance assessments.
5. Implementation
Is undertaken by an implementing organization under contract with CIDA that supervises it, through the management of contracts
and other project agreements, the use of consultative processes (such as project steering committees), risk assessment and
management, performance and other reporting, monitoring, and audits and evaluations as necessary.
6. Closure
Ensures that CIDAs financial and contractual involvement in the project is concluded and that outstanding issues are addressed.
It also affords CIDA an opportunity to review project performance and results and identify key lessons.
Monitoring and Control
Monitoring and control requirements are defined. CIDA will utilize performance information related to progress toward the achievements of the agreed-upon project objectives to prepare performance reports and improve the implementation of the project. This
step spans all project cycle phases.
Logical
Framework
Logic Model
Ultimate
Outcome
The highest-level change that is the consequence of one or more intermediate outcomes and takes the form of a
sustainable change of state among the beneficiaries.
Intermediate
Outcomes
A change that is expected to logically occur once one or more immediate outcomes have been achieved. These are
medium-term and are usually achieved by the end of the initiative and constitute a change in behavior or practice
among the beneficiaries.
Immediate
Outcomes
A change that is directly attributable to the outputs of an organization, policy, program, or initiative. These are
usually short-term and represent a change in skills, awareness, access, or ability among the beneficiaries.
Outputs
Direct products or services stemming from the activities of an organization, policy, program, or initiative.
Activities
Actions taken or work performed through which inputs are mobilized to produce outputs.
Inputs
The financial, human, material, and information resources used to produce outputs through activities and
to accomplish outcomes.
Organization
and
Participation
Aspects
Although there is no set composition of a project team, it is usually built around a defined group of skills and clearly defined roles
and accountabilities. The CIDA team is led by a project team leader who is accountable for managing CIDAs involvement in an
initiative, from identification through closure. It includes a group of thematic, sectoral, institutional, geographical, financial, and
contracting specialists who provide the team leader with the necessary subject matter expertise. The composition of a team and
the degree of participation of each team member will vary over time, depending on where the initiative is in the life cycle and the
specific issues under consideration.
In project management strategy, all mechanisms and techniques used to ensure participation of all stakeholders should be
accurately reported.
Tools and
Techniques of
Project
Management
All project documents that must be provided are listed in Annex A of the latest updated version of the CIDA Business Process Road
Map (CIDA, 2009b). Among these there are the outputs of standard techniques (e.g., WBS, organization chart, logical framework,
or its successors: the LM, PMF. . .), well-known documents such as Project Budget and Schedule, Roles and Responsibility, Project
Implementation plan, Work Plans, etc., that dont refer to a standard technique of project management and specific documents
implemented by the Canadian agency (e.g., Risk Registry, Project Management Strategy, etc.).
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Project Cycle
1. Programming
Leads to identification of key stakeholders and assessment of their needs, interests, and capacities; identification and analysis of
priority development problems/constraints and opportunities; and definition of development objectives, which address the identified priority problems and describe a strategy for EC development assistance, which takes account of the proceeding analysis,
including capacity constraints, lessons learned from previous experience, and the ongoing or planned activities of other donors.
2. Identification
Aims to identify project ideas that are consistent with partner and EC development priorities, to assess their relevance and feasibility, and to prepare a financing proposal for each.
3. Formulation
Confirms the relevance and feasibility of the project idea (including the management and coordination arrangements, financing
plan, cost-benefit analysis, risk management, monitoring, evaluation, and audit arrangements), prepares a detailed project design,
and formulates a financing proposal (if not previously done) and a financing decision.
4. Implementation
Aims to deliver results, achieve purposes, contribute effectively to the overall objective of the project, manage the available
resources efficiently, and monitor and report on progress.
5. Evaluation and Audit
Systematically and objectively assesses the ongoing (and then completed) project to determine the fulfillment of objectives and
developmental efficiency, effectiveness, impact, and sustainability. During audits, the legality and regularity of project expenditures and income are also assessed. Evaluation criteria used by the European Commission are closely linked to the logframe.
Logical
Framework
Project Description
Overall
Objective
Projects contribution
to policy or program
objectives
Purpose
Results
Tangible products or
services delivered by
the project
Activities
Indicators
Sources of Verifications
Assumptions
External factors,
which could affect the
progress or success of
the project but over
which the project
manager has no direct
control. They are
formulated in a
positive way.
Organization
and
Participation
Aspects
Teamwork, negotiation, and communication skills are central to effective PCM. Although there isnt any specific section about the
project team inside the guidelines, relationships that the task manager should establish are defined: he or she should actually deal
with civil society groups in partner countries, partner government officials, consultants, general public, European Parliament, EC
colleagues, and other donors.
EC promotes the ownership of development processes by the target population to ensure conditions of equity through participation of civil society, harmonization of donor procedures, and capacity building. The guidelines suggest some behavior that should
be adopted: sharing ideas and information; facilitating local people to undertake their own analysis; reversing the traditional roles
of outside experts; and self-critical awareness by facilitators. Advice on workshop preparation is also provided.
Tools and
Techniques
of Project
Management
The guidelines suggest a set of tools and techniques that includes methods that are widely known: economic and financial analysis
in the identification phase and SWOT analysis, risk management analysis, and activity and resource scheduling in the identification
and formulation stages. Activity and resource scheduling is obtained through the combination of three different standard
techniques of project management: work breakdown structure, responsibility assignment matrix, and the Gantt chart. To support
the evaluation and audit stage, only evaluation and audit criteria are provided.
JICA
The Japan International Cooperation
Agency is the implementation agency
for technical cooperation in Japans
official development assistance (Japan
International Cooperation Agency
[JICA], 2007) and it introduced project-
Project Cycle
USAID
The U.S. Agency for International
Development is an independent federal government agency that provides
1. Identification
Includes situation analysis, participant analysis, and problem and potential analysis
2. Design
Includes target group analysis and project design
3. Implementation
Aims to define plans for operations and project progress review
4. Final Evaluation
Assesses, as systematically and objectively as possible, the ongoing or completed project, and its design, implementation, and
results
Logical
Framework
Project Summary
Indices
Overall Goal
Project
Purposes
Target expected to be
achieved by the
completion of a project
Outputs
Quantitative or qualitative
variable that provides a
simple and reliable means
to measure achievement
of or a change made by a
project; the initially targeted
value of each indicator
should be included
Activities
Means of Obtaining
Index Data
Information sources
and survey methods
used to measure the
achievement of a
project
Assumptions
Requirements that
must be satisfied
before implementing
a project
Preconditions
Prerequisite
conditions that must
be met before the
beginning of the
project
Organization
and
Participation
Aspects
Although the management of the JICA development project is team-based, the guidelines dont provide any specific information
about composition, tasks, and the relationship that the team should establish.
As a basic philosophy of aid, JICA has long stressed the importance of developing countries own initiatives and their active participation in planning and implementing projects. Various efforts for incorporation of a participatory approach have been made, including
the adoption of JPCM (originated on the base of ZOPP approach), in order to promote ownership and empowerment and improve
project efficacy.
Tools and
Techniques
of Project
Management
JICA guidelines dont provide or suggest any specific project management tool or technique that should be used to lead
development activities.
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IR 1.1
Licensing and
registration
requirements
for enterprises
streamlined
IR 1.2
Commercial
laws that
support
marketoriented
transactions
promoted
IR 1.3
Regulatory
environment
for micro and
small
enterprises
improved
IR 2.1
Competitiveness
of targeted
enterprises
improveda
IR 2.2
Productivity
of microenterprises
in targeted
geographic
regions
increased
IR 2.3
Information
Exchange
Improved
Critical Assumptions:
Key political leaders, including the President and the Minister of Trade and
Labor, will continue to support policy reforms that advance private enterprise-led growth.
Government will sign the Libonia Free Trade Agreement, which will open up
opportunities for enterprises targeted under IR 2.1.
Comparison Summary
The project management standards
adopted by five governmental international development agencies have been
compared using our framework of four
dimensions in order to investigate the
commonalities and differences and to
highlight the peculiarities. In Table 7,
the main elements of each standard are
summarized. In the following sections,
the most significant differences are discussed.
Project Cycle
The five agencies adopt project cycles
that differ from each other, even though
they all come from Baums seminal
work on the subject. The majority of
agencies (EC, CIDA, and AusAID) use a
cycle with five or six phases, very similar to Baums, but with differences in
content and in the names of the phases.
JICA works with a smaller number of
phases (four), following the original
ZOPP project cycle, and USAIDs
approach differs significantly from the
others by managing its interventions
using a cycle of only three steps.
Moreover, none of these project cycles
has a phase exclusively concerning the
financing of the project, like Baums
negotiation phase; only the EC explicitly highlights the financing decision in
the process and stresses its importance.
In addition, the comparison has
shown that the agencies assign a different importance to the concept of the
project cycle. For instance, AusAID does
not explicitly cite the sequence of its
project cycle, but the EC considers PCM
pivotal.
Drawing a conclusion from the
comparison, a cycle with approximately
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Project Cycle
1. Planning
Process that assists USAID in identifying appropriate results, suitable approaches to achieving objectives, the resources required,
and the means to measure the progress of the intervention. The planning stage consists of two parts: (1) strategic planning, in
which project goals, project objectives, and performance measures are defined and approved; and (2) activity planning, in which
specific outputs and the means for reaching goals are identified. Activity planning also includes the selection of the types of institutions that will produce the outputs. The planning phase is considered complete when: the development objective (assistance
objective, or AO) is precisely defined; a framework (results framework, or RF), including an implicit hypothesis, critical assumptions, descriptions, and cause-and-effect linkages between different levels of an assistance objective, is outlined; a team is
formed; performance indicators and targets are identified; and specific implementation activities are approved.
2. Achieving Results
Includes the following tasks: structuring assistance objective teams for activity implementation; mobilizing inputs; supporting
implementing partners to achieve results; monitoring quality and timeliness of key outputs; managing USAID program resources
and requesting funds; performing funds control, payment, and obligations management; managing vulnerability; and closing out
assistance objectives and obligating instruments.
3. Assessing and Learning
The project is assessed by verifying whether activities are actually achieving the intended results. This step is also important in
learning from the experience, capitalizing on lessons learned, and facilitating knowledge sharing between the agency and the
development community.
Logical
Framework
Narrative Summary
Objectively
Verifiable Indicators
Means of
Verification
Means of verification
used to ensure that each
level of the hierarchy
has been satisfactorily
accomplished
Important
Assumption
Project Goal
Measures of goal
achievement
Affecting goal
Project
Purpose
Affecting purpose to
goal link
Outputs
Affecting output to
purpose link
Inputs
Level of effort/expenditure
for each activity/resource
Affecting input to
output link
Organization
and
Participation
Aspects
Inside USAIDs guidelines, instructions are given on the types of teams that can be established (parallel, aligned, permanent, etc.),
their characteristics (results-orientated, multifunctionality, information sharing, etc.), and size range, which should be between
five and ten members (even if the number of participants is ultimately determined by the needs of the specific project). The roles
of team leaders, managers, and supervisors are defined in detail.
To ensure broad participation, project teams use different methods (e.g., evaluation methods), regularly scheduled consulting
groups, and rapid appraisal techniques, but none of these techniques is described in USAIDs guidelines.
Tools and
Techniques
of Project
Management
In the USAID guidelines, there arent references to the standard techniques of project management; only detailed information is
provided about its specific tools (e.g., RF, PMP . . .).
It should be noted that one chapter (ADS 600) is entirely dedicated to budgeting and financing.
Project Cycle
AusAID
EC
1. Planning
2. Identification and
assessment
3. Preparing activity designs
4. Appraisal and approval
5. Activity implementation
6. Completion and evaluation
1. Programming
2. Identification
3. Formulation
4. Implementation
5. Evaluation and audit
Organization
and
Participation
Aspects
Logical Framework
Project Description
Performance
Indicators
Means of
Verifications
Assumptions
Goal
Purpose
Component
Objectives
Outputs
Work Program
Project Description
Indicators
Sources of
Verifications
Assumptions
Overall Objectives
Purpose
Results
Activities
JICA
1. Identification phase
2. Design phase
3. Implementation phase
4. Final evaluation phase
Project Summary
Indices
Means of
Obtaining
Index Data
1. Initiation
2. Planning
3. Approval
4. Operationalization
5. Implementation
6. Closure
7. Monitoring and Control
Overall Goal
Project Purposes
Outputs
Activities
Performance
Measurement
Framework
(PMF)
Risk
Register
Immediate
Outcomes
Activities
Inputs
1. Planning
2. Achieving results
3. Assessing and learning
IR 1
IR 2
Critical
Assumptions
Exhaustive
details
provided
Participation:
promoted;
lack of tools
and techniques
to implement it
LF approach
explained
Organization:
relationship
between task
manager and
stakeholder
key roles and
responsibilities
Exhaustive
details
provided
Participation:
stressed;
behavior and
suggestions
to implement it
LF approach
explained
Organization:
not included
Details not
provided
Participation:
stressed;
suggestions on
implementing
workshop and
visualization
techniques
LF approach
not explained
Organization:
project team
composition,
accountability,
and operations
are described
Details
provided
LF approach
not included
Participation:
promoted;
lack of tools
and techniques
to implement it
Outputs
USAID
Organization:
roles and
relationships
are explained
Assumptions
Precondition
CIDA
Tools and
Techniques
of Project
Management
IR 3
Optional LF
Organization:
Details
information on
provided
types, characteristics,and size of
teams; roles and
responsibilities
identified
Participation:
promoted;
lack of tools
and techniques
to implement it
LF approach
not explained
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Conclusions
In this article, we traced the history
of project cycle management and its
main tool, the logical framework, and
explored the differences in the project
management approaches of five main
governmental development agencies
from around the world. As the analysis
shows, even if starting from the same
roots (Baums PCM and the original logical framework from USAID), the standards now present differences and
probably will diverge even more.
Furthermore, international organizations (e.g., FAO, UNIDO, etc.) have
developed their own standards, as have
other countries not examined in this
article (including other countries in
the European Union). Even if there
are still many similarities between the
approaches, it could become difficult,
especially in the future, for project personnel, project managers, stakeholders,
and others to orient themselves with the
different standards and terminologies,
especially when strictly required to do
so by funding agencies in multilateral
projects or by different funding organizations. In particular, these difficulties
are relevant for developing countries
organizations and individuals who
have to deal with different partners. On
the other hand, as many authors have
stressed (e.g., Ahlemann, Teuteberg, &
Vogesland, 2009; Mulder, 1997), the usefulness of a common project management standard could be significant. In
particular, this new standard could be
useful if aimed at integration with
todays project management tools and
using terms that are consistent with
project management professional standards (Couillard, Garon, & Riznic, 2009).
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