Project Planning 2:

Pre-Planning and
Stakeholder Analysis
 Overview of this session
 Project Cycle Step 1
 What is Project Pre-Planning?
 Planning Tools
o PROBLEM TREE
o STAKEHOLDER ANALYSIS
o OBJECTIVES ANALYSIS
o ALTERNATIVES ANALYSIS

 Exercise and Comments

 “ZOPP / GOPP / OOPP
Goal Oriented Project Planning

“Planning … aimed at the needs

of target groups, the key parts
of a project agreed with those
concerned”
Generic Project Cycle

Evaluation Identification

Implementation &
Appraisal
Monitoring

Negotiation and Approval

 ZOPP and the Project Cycle
GTZ - 5 ZOPP Stages

1. Pre-project planning
2. Starting Appraisal
3. Partner Negotiation
4. Plan Finalization
Implementation and Monitoring
5. Evaluation
 ZOPP and the Project Cycle
GTZ - 5 ZOPP Stages
1. Pre-project planning
2. Starting Appraisal: (Ex-Ante) in-house, prepare Terms
of Reference
3. Partner Negotiation: coordinate conclusions and
recommendations with staff of project in-country
4. Plan Finalization (Take-off): in-country preparation of
the plan of operations with personnel responsible for
project execution and counterpart authorities.
Implementation and Monitoring
5. Evaluation (Replanning and ex-post): in-country;
adjustments during project implementation, Review
Pre Project Planning:

 Identify Problem
 Problem Analysis
o Stakeholder consultations
 Preliminary feasibility study
o Identification of funding agencies
o Consideration of possible approaches
o Site consultation
Pre Project Planning:

 Possible outputs
o Concept note/paper
o Proposal
o Preliminary feasibility report
 Pre-project planning

 In-house exercise by agency

 Problem Analysis
o Problem Identification: Problem Tree
o Stakeholder Analysis
o Objectives Analysis
o Alternatives Analysis
1. Problem Analysis

1. Identify the major problem faced

by the beneficiaries

2. Develop a problem tree

3. Identify the stakeholders affected

in the proposed project
Problem Analysis

4. Objectives Analysis

5. Alternatives Analysis

6. Strategies Analysis
 Problem Tree

 A process of putting a lot of problems on

cards, and then sorting
o causes
o effects
 By sorting these you will find a natural focal
point (or points) – the core problem
 Note: this is different to Visualisation in
Participatory Processes where the core problem
has already been identified
 How to do problem analysis
 Identify key problems in a given situation (brainstorming)
 Select a starter problem
 Look for related problems to the starter problem
 Establish hierarchy of causes and effects
 problems which are directly causing the starter problem are
placed above (or below)
 problems which are direct effects of the starter problem are
placed below (or above)
 Complete with all other problems
 Review the diagram
 Is the starter problem you chose the core problem
 Is it true and complete
Problem Tree
 2. Stakeholder Analysis

1. Consider appropriate level for analysis

2. Identify key stakeholders
3. Look at their needs, characteristics,
circumstances
4. Identify patterns of interaction between
stakeholders
5. Assess power (influence) and potential
(importance)
 Stakeholder Analysis: List
Stakeholders Key Importance to Influence on Participation
Interests Project project

Primary

Secondary
 Stakeholder Analysis: List
Example: School Attendance
Stake-holders Key Interests Importance to Influence on Participation
Project project
School Age Get work The target groupSmall – they Engaged at
Children do what they various stages
are told

Parents Child’s future Have authority High – Maybe small

over the children control
children
Teachers Their job, High – Medium – May be high
role, status implementers? depends on
approach
 Sort into groups

 Importance is how much a stakeholder

stands to lose or gain from the project.

 Influence is how much a stakeholder can

affect project success.

 Matrix
 Stakeholder Analysis: Matrix
High Potential Significance or Importance
May need special initiatives if Project Managers will need good
needs are to be met. working relationships with these
stakeholders to ensure support

High Influence
The Target Group should be
Low Influence

here for project activities

The interests of these should be Influential stakeholders but with

monitored to ensure that they less importance for outputs.
are not negatively affected They affect outcome of activities
and need careful management

Low Importance
 Stakeholder Analysis: Matrix
Example: School Attendance Project
High Potential Significance or Importance
Children Teachers
Dept of Education

High Influence
Low Influence

Women’s Association Elders

Monks

Low Importance
Take a Break
 Exercise: Problem Tree
& Stakeholder Analysis

• Choose a problem in the community

• Divide in 2 groups

1. Do a problem tree

2. Do a stakeholder analysis matrix

 3. Objectives Analysis

 Change the Problem Tree into an Objectives

Tree

 Change the negative problems into positive

outcomes
o “no staff in clinic’ becomes “fully staffed clinic”
Example: Problem Tree
 Becomes: Objective Tree

Sufficient Funds
Sufficient Funds Best Practice
Best Practice Water
Water
Administration
Administration
MEANS

Good Water All Houses

System Connected

Adequate Clean
WATER DESIRABLE STATE

LowRate
Low Rate of
of
Disease
Disease

Low InfantLow Infant

Mortality High
HighProductivity
Productivity
ENDS
Mortality

High
HighIncomes
Incomes
If necessary, revise statements, delete
objectives that appear unrealistic and add
new objectives.
 Objectives Analysis
Example 2

 This is another sample of doing an analysis

 It works on a problem already known

 It is looking at the causes side only

 a) Problem tree
EFFECTS

Rice production is insufficient for

the population of village x

The irrigation system is faulty Agricultural practices are unsuitable

The system Some irrigation Support services The farmers

receives structures for farmers are not have no
no have been available in the investment
maintenance destroyed area capacity
CAUSES
 b) Identifying stakeholders

LARGE (macro)

FAO

MoA

Fertiliser Irrigation
suppliers
Dept.

NGO

Agric. Ext.
services
Farmers Farmers’ groups

PRIVATE PUBLIC
SMALL (micro)
 c) Transforming Problems into Objectives

Rice production is insufficient for Rice production is sufficient for

the population of village x the population of village x

The irrigation Agricultural practices The irrigation Agricultural practices

system is faulty are unsuitable system is working are appropriate

The system Support services for The system Support services

receives farmers receives for farmers
no maintenance are not available proper maintenance are available

Some irrigation Farmers do not Damaged irrigation Farmers have the

structures have structures resources to
have been destroyed investment capacity are repaired invest
 d) Objectives tree

Rice production is sufficient for

the population of village x ENDS

The irrigation system is working Agricultural practices are appropriate

The system Damaged Support services Farmers have the

receives irrigation for farmers resources to
proper structures are available invest
maintenance are repaired

MEANS
 4. Alternatives Analysis

 List all the different approaches

o Assess
o Compare

 Look at inputs (cost) and outcomes (results)

 Look at Alternatives

Rice production is sufficient for

the population of village x

The irrigation system is working Agricultural practices are appropriate

The system Damaged Support services Farmers have the

receives irrigation for farmers resources to
proper structures are available invest
maintenance are repaired

    
Training of Channel & Strengthen Farmer Start a Savings
District staff Dam Repair Agriculture Co-op Group / Bank
project Dept
4. Alternatives Analysis
Possible criteria to choose the intervention method
of your project among different alternatives:

 Available resources (especially HR)

 Probability of achieving the project purpose and
its results
 Cost
 Timeframe
 Risks
 5. Analysis of strategy

Rice production is sufficient for OVERALL

the population of village x
OBJECTIVE

SPECIFIC
The irrigation system is Agricultural practices are
working appropriate OBJECTIVE
(or project purpose)

The system Damaged Support Farmers EXPECTED

receives irrigation services for have the
proper structures farmers resources RESULTS
maintenance are repaired are available to invest

CHOSEN
STRATEGY
 Next step…

 Having chosen your intervention strategy,

you can write the log frame.

The next session will show how to do that

 Discussion

 Questions and follow ups

 Feedback
Thank you
ហកុ ន
Produced by Tony Hobbs
Health Unlimited,
Ratanakiri, Cambodia
www.healthunlimited.org

With the support of

Australian Volunteers International
www.australianvolunteers.com

© 2009 HU. Use with Acknowledgement