6 Project Planning Matrix (PPM) - Overview (in brief)

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Shawn Farmer
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1 COMIT: ZOPP - PPM (Overview) 76 6 Project Planning Matrix (PPM) - Overview (in brief) 6.1 What is a PPM? The PPM provides a one-page summary: Why What How Which How Where a project is carried out (= who/what will benefit?) the project is expected to achieve (= utilization of services) the project is going to achieve its outputs/results (= measures executed) external factors are crucial for the success of the project (= risks and frame conditions) we can assess the success (= indicators) we will find the data required to assess the success (= means of verification).

) the project is expected to achieve (= utilization of services) the project is going to achieve its outputs/results (= measures executed)

2 COMIT: ZOPP - PPM (Overview) The systems -model as underlying paradigm actual situation satisfaction of needs goods / services activities deficiencies constraints objectives achievement of potentials resources markets constraints potentials frame conditions Development Goal = Benefits expected Project Purpose = Utilisation of project services by target groups Outputs / Results = Deliverable services and goods of the project Assumptions and Risks (as effects of frame conditions) involved in implementing the activities, achieving the outputs, contributing to the purpose and the goal Activities carried out in order to produce Outputs/Results Inputs / cost / resources / personnel / equipment needed

resources markets constraints potentials frame conditions Development Goal = Benefits expected Project Purpose = Utilisation of project services by target groups Outputs /

3 COMIT: ZOPP - PPM (Overview) 78 insert copy of System's model here

4 COMIT: ZOPP - PPM (Overview) What does a PPM look like? PROJECT PLANNING MATRIX Intervention Strategy Objectively Verifiable Indicators Means of Verification Important Assumptions/ Risks Development Hypothesis DEVELOPMENT GOAL PROJECT PURPOSE Manageable Interests OUTPUTS/ RESULTS ACTIVITIES Specification of inputs / costs

Means of Verification Important Assumptions/ Risks Development Hypothesis

5 COMIT: ZOPP - PPM (Overview) How are the fields of the matrix interlinked? a. Vertical logic Strategic objectives in the intervention strategy and important assumptions Intervention Strategy GOAL PROJECT PURPOSE Important Assumptions Assumptions for sustaining the goal in the long term achieved plus assumptions for achieving the goal RESULTS achieved plus assumptions for achieving the project purpose ACTIVITIES carried out plus assumptions for achieving the results The vertical logic may best be understood in two steps: I. The logic between the levels/ hierachies of strategic objectives in the intervention strategy; and II. the logic of interrelation between various levels of the strategic objectives and the corresponding levels in the Assumptions column. Within the intervention strategy, the logic may be explained on the premise that every development initiative (or project) has a purpose; which is the change in the behaviour/ practice when the intented target groups would have utilized the services and facilities the project intends to offer. In other words, the services/ facilities a project creates (when they are utilised) constitutes the means to realizing the project purpose. These services and facilities (termed results ) can be generated when certain activities or tasks are carried out successfully.

Vertical logic Strategic objectives in the intervention strategy and important assumptions Intervention Strategy GOAL PROJECT PURPOSE Important Assumptions Assumptions for sustaining the goal in the

6 COMIT: ZOPP - PPM (Overview) 81 The logic, therefore, is: Activities lead to results, results (when utilised) lead to the project purpose; and the purpose leads to the goal: This is a means --> ends logic. Note, however, that a project purpose (the changed behaviour/practice) can only make a contribution to the goal. The means-ends logic of the intervention strategy assumes that nothing can obstruct the achievement of results, once the activities have been executed. Reality shows that this is unlikely. This is the basis of the second step in the vertical logic. The idea here is that when all the activities for realising a result have been executed and all other external factors relevant for the attainment of that result remain favourable, then that result will be achieved. Those relevant external factors (minimum external conditions) outside the control of the project management have to be guaranteed/secured in addition to the direct tasks of the project in order to ensure that project results will be achieved. The minimum condition which has to be secured (with respect to the external factors) is termed Assumptions. This then is the logic which runs through the different levels of the strategic objectives and the Assumptions Column : (a) When all the activities necessary for the attainment of a result have been carried out, Plus the minimum external factors (Assumptions) being favourable/secured then the result will be achieved; (b) When all the results have been accomplished Plus the Assumptions being secured then the project purpose will be attained; (c) When the purpose is achieved Plus the Assumption being secured then the goal will be attained.

The means-ends logic of the intervention strategy assumes that nothing can obstruct the achievement of results, once the activities have been executed. Reality shows that this is unlikely.

7 COMIT: ZOPP - PPM (Overview) 82 b. Horizontal logic: Strategic objectives and indicators / means of verification Intervention Strategy Indicators Means of verification GOAL specifying goal for respective indicators PURPOSE specifying purpose for respective indicators RESULTS specifying results for respective indicators ACTIVITIES no indicators but inputs / costs The horizontal logic simply ensures that each result, the project purpose and the goal are specified in measurable (possibly quantifiable) terms so that their attainment can be verified. That is to say objectively verifiable indicators need to be formulated as the performance yardstick by which the success or failure to attain the project results, purpose and goal can be judged. In order to ensure this, a transparent and reliable source of information (the Means of Verification ) from which the evidence of success or failure can be collected in an objective manner has to be specified for each indicator. This is the horizontal logic of the PPM.

purpose for respective indicators RESULTS specifying results for respective indicators ACTIVITIES no indicators but inputs / costs The horizontal logic simply ensures that each result, the project

8 COMIT: ZOPP - PPM (Overview) PPM - General Format PROJECT: Intervention Strategy Development Goal to which the Project Contributes PROJECT PLANNING MATRIX (PPM) Objectively Verifiable Indicators Country: Project No: Time Frame of PPM: Means/Sources of Verification for the achievement of the developmentfor respective indicator goal Project Purpose for the achievement of the project purpose for respective indicator Outputs/Results for achievements of the outputs/results for respective indicator Activities Specification of inputs / costs of each activity

Objectively Verifiable Indicators Country: Project No: Time Frame of PPM: Means/Sources of Verification for the achievement of the

To introduce Logical Framework Analysis (LFA) and its uses. To become familiar with the main steps involved in conducting an LFA

Adapted in part from Designing Projects and Project Evaluations Using The Logical Framework Approach by Bill Jackson Objectives To introduce Logical Framework Analysis (LFA) and its uses To become familiar