Unit 1: Introduction to public health project management 4 hours

1.1. Need for studying public health project management by public health practitioners
1. Effective Implementation of Public 4. Risk Management
Health Interventions
5. Monitoring and Evaluation
2. Resource Optimization
6. Adaptability and Flexibility
3. Stakeholder Engagement and
7. Accountability and Transparency
Collaboration
1.2. Concept of public health project: meaning, definition, characteristics, objectives and scope
Meaning and Definition
A public health project refers to a structured endeavor undertaken by public health practitioners,
organizations, or governments to address specific health issues or concerns within a defined population or
community. These projects encompass a wide range of activities, including health education, disease
prevention, healthcare delivery, policy advocacy, environmental interventions, and community
empowerment.
Characteristics

 Population Focus  Evidence-Based Practices

 Preventive Orientation  Equity and Social Justice
 Interdisciplinary Approach  Sustainability
 Community Engagement
1.3. Types of public health projects (combining the thematic domain, core action domain and
intervention domain of public health)
Public health projects encompass a wide range of thematic, core action, and intervention domains, reflecting
the multifaceted nature of public health practice. Here are some types of public health projects categorized
based on these domains:
1. Thematic Domain
2. Core Action Domain:- P3CE
3. Intervention Domain
1.4. Distinction between public health project and medical project
1. Focus
Public Health Project: Public health projects focus on improving the health of populations or communities
as a whole. They address broader health issues such as disease prevention, health promotion, environmental
health, and social determinants of health. Public health projects often target large populations or specific
communities and aim to address underlying factors that influence health at the population level.
Medical Project: Medical projects, on the other hand, typically focus on individual patient care and
treatment within clinical settings. They involve diagnosing and treating individual patients' illnesses or
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health conditions, often through medical interventions such as surgeries, medications, therapies, and
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diagnostic procedures. Medical projects are centered around providing direct healthcare services to patients
to address their specific medical needs.
1.5. Distinction between regular public health program and time bound public health project

Aspect Regular Public Health Program Time-Bound Public Health Project

Duration Ongoing, with no predefined end date Fixed duration with clear start and end dates

Typically focused on addressing specific health

Often broad and comprehensive, covering issues or achieving predefined objectives within a
Scope multiple objectives and activities limited timeframe

Aim to address long-term health needs or

achieve sustained improvements in Aim to achieve specific, measurable objectives
Objective population health within a defined timeframe

Relatively flexible in terms of adapting to Limited flexibility due to fixed timelines and
Flexibility changing needs or priorities over time deliverables

Funding is typically secured for the duration of the

Funding may be allocated on an ongoing project and may be tied to specific deliverables or
Funding basis, with periodic reviews or adjustments milestones

Continuous monitoring and evaluation to Monitoring and evaluation focus on tracking

Monitoring and assess program performance and impact progress towards predefined project goals and
Evaluation over time objectives within the specified timeframe

National immunization program Chronic

disease prevention initiatives Health - Polio eradication campaign Disaster relief efforts
Examples education campaigns Maternal and child health project

1.6. Highlights of public health project life cycle: Conceptualization, analysis, proposal formulation,
agreement, planning, execution or implementation, evaluation, handover, review, feedback
The public health project life cycle involves several stages from conceptualization to completion. Here are
the highlights of each stage:
1. Conceptualization 6. Execution or Implementation
2. Analysis 7. Evaluation
3. Proposal Formulation 8. Handover
4. Agreement 9. Review
5. Planning 10. Feedback
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1.7. The project manager: Role and responsibilities and qualities of a successful project manager
Role and Responsibilities
1. Overall Project Leadership 6. Project Execution
2. Project Planning 7. Risk Management
3. Stakeholder Management 8. Quality Management
4. Resource Management 9. Communication
5. Team Management 10. Project Closure
Qualities of a Successful Project Manager
1. Leadership 6. Decision-Making
2. Communication Skills 7. Team Building
3. Problem-Solving Skills 8. Conflict Resolution
4. Organizational Skills 9. Attention to Detail
5. Adaptability 10. Risk Management
1.8. Concept of Non-Governmental Organization (NGO), International NGO (INGO)
Non-Governmental Organization (NGO)
NGOs are private, non-profit organizations that operate independently of government control.
1. Funding
 NGOs rely on a variety of funding sources, including donations from individuals,
corporations, foundations, and governments, as well as grants, membership fees, and
income-generating activities.
 They may receive funding from both domestic and international sources.
International Non-Governmental Organization (INGO)
INGOs are NGOs that operate internationally, with programs and activities spanning multiple countries or
regions.
Advocacy and Influence
 INGOs play a crucial role in advocating for policy change, raising awareness, and
mobilizing public support on issues of global significance.
 They may engage in lobbying, research, public campaigns, and other forms of advocacy to
advance their goals and objectives.
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 Unit 2: Conceptualization of public health project 2 hours

2.1 Generation of various project idea: Need, intervention and expected result
Generating project ideas involves identifying specific needs or challenges, designing appropriate
interventions, and envisioning the expected results or outcomes. Here's a structured approach to generate
various project ideas:
Step 1: Identify Needs or Challenges
1. Community Assessment:- Conduct surveys, interviews, or focus groups to understand the needs
and priorities of the target community or population.
2. Gap Analysis
3. Stakeholder Consultation
Step 2: Design Interventions
1. Needs-Based Approach
2. Multi-sectoral Approach
3. Innovative Solutions
Step 3: Envision Expected Results
1. Outcome Mapping
2. Logic Model Development
3. Monitoring and Evaluation Plan
Example Project Ideas
1. Need: High prevalence of malnutrition among children in a rural community.
Intervention: Implement a nutrition education program for caregivers, provide micronutrient supplements,
and establish community kitchen gardens.
Expected Result: Decreased rates of malnutrition among children, improved dietary diversity and
knowledge among caregivers.
2. Need: Limited access to clean water and sanitation facilities in an urban slum.
Intervention: Install water purification systems, construct communal toilets, and conduct hygiene
education workshops.
Expected Result: Reduced incidence of waterborne diseases, improved hygiene practices, and enhanced
quality of life for residents.
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2.2 Sources of project idea
a. External Factors
1. Public Health Themes or Issues 5. Disasters and Unrest
2. Policy, Plans, or Technologies 6. Unmet Demands or Needs
3. Governance and Political Changes 7. Supply or Donor-Based Initiatives
4. National and International Treaties
b. Individual Interest and Innovation
1. Area of Interest 2. Innovation and Uniqueness
c. Literature Review
1. Research and Evidence 3. Policy and Program Analysis
2. Best Practices and Lessons Learned
2.3 Some examples of public health project
a. Wellness, Health Promotion, and Disease Prevention Projects
1. Smoking Cessation Program 2. Physical Activity Promotion Campaign
b. Healthy Food Eating Project (Applicable in Various Settings)
3. Nutrition Education Workshops 4. Community Garden Initiative
c. Restaurant Healthy Options Program
5. Menu Labeling Initiative 6. Healthy Kids Meals Campaign
d. Healthy Product Production and Marketing Project
7. Local Healthy Food Distribution 8. Healthy Snack Bar Initiative
Program
e. Health-Promoting School Project
9. School Wellness Policy Implementation 10. School-Based Health Education
Programs
f. Healthy Life Choices for Teens (Preventing Non-Communicable Disease Risk Factors)
11. Teen Wellness Program 12. Social Media Health Campaigns
g. Physical Fitness Projects
13. Community Fitness Events 14. Fitness Equipment Installation
h. Community-Based Health Education Projects
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15. Health Fair 16. Peer Health Education Program

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i. Public Health Research Projects

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 Unit 3: Public health project formulation 10 hours

3.1 Identification of project: identifying what has triggered among the ideas
1. Review Ideas 4. Document Findings
2. Analyze Triggers 5. Communicate Results
3. Identify Key Trigger(s) 6. Monitor Progress
3.2 Analysis or need assessment: Situation analysis about the idea: Concept of need assessment,
importance, process, methods and tools as appropriate
Concept of Need Assessment
Need assessment involves identifying and analyzing the gap between the current situation and the desired
situation. It aims to understand the needs, challenges, and opportunities within a specific context to inform
decision-making and resource allocation.
Importance of Need Assessment
1. Informed Decision-Making 3. Stakeholder Engagement
2. Resource Allocation 4. Impact Evaluation
Process of Need Assessment
1. Planning 4. Prioritization
2. Data Collection 5. Reporting
3. Analysis
Methods and Tools
a. Problem Tree Analysis/Cause-Effect Diagram c. Stakeholder Analysis
b. Beneficiary Consultation through Survey
3.3 Project proposal development and justification
i. Concept of project proposal: meaning, definition, objectives, components and layout (some
examples of proposal format)
Meaning and Definition
A project proposal is a written document that presents a plan or idea for a project to stakeholders or decision-
makers. It serves as a comprehensive overview of the project's goals, approach, and expected outcomes.
The proposal is designed to convince the intended audience of the project's merit and secure approval,
funding, or support.
Objectives
1. Present the Project Idea 3. Secure Support
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2. Demonstrate Feasibility 4. Serve as a Guiding Document

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Components of proposal developments
1. Title Page 5. Methodology 9. Risk Management
Plan
2. Executive Summary 6. Scope of Work
10. Monitoring and
3. Introduction 7. Resource
Evaluation
Requirements
4. Project Objectives
11. Conclusion
8. Budget
Layout of proposal developments
1. Title Page 7. Scope of Work 11. Monitoring and
Evaluation
2. Table of Contents 8. Resource
Requirements 12. Conclusion
3. Executive Summary
9. Budget 13. Appendices (if
4. Introduction
necessary)
10. Risk Management
5. Project Objectives
Plan
6. Methodology
Examples of Proposal Formats
 APA Style Proposal Format  Business Proposal Format
 MLA Style Proposal Format  Grant Proposal Format
ii. Types of project proposal
a. Technical proposal b. Financial proposal
a. Technical Proposal
1. Project Description 4. Resource 6. Risk Management
Requirements Plan
2. Technical Approach
5. Quality Assurance 7. Technical Expertise
3. Work Plan
Plan
b. Financial Proposal
1. Budget 5. Sustainability Plan
2. Funding Sources 6. Financial Risks
3. Cost Estimation 7. Cost-Benefit Analysis
4. Financial Plan
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3.4 Project proposal appraisal: meaning, criteria and processing project appraisal (Project proposal
appraisal criteria: Relevance, feasibility, economic viability, sustainability, stakeholder engagement
and impact)
Project proposal appraisal refers to the evaluation and assessment of a project proposal to determine its
viability, effectiveness, and potential for success. This process involves analyzing various aspects of the
proposal against predefined criteria to make informed decisions about whether to approve, fund, or support
the project. Here's a breakdown of the meaning, criteria, and process of project proposal appraisal, along
with the criteria you mentioned:
Project proposal appraisal involves systematically reviewing and assessing a project proposal to determine
its alignment with organizational goals, feasibility, economic viability, sustainability, stakeholder
engagement, and potential impact. The goal is to identify strengths, weaknesses, opportunities, and threats
associated with the proposed project and make recommendations for decision-making.
Criteria for Project Proposal Appraisal
1. Relevance 4. Sustainability
2. Feasibility 5. Stakeholder Engagement
3. Economic Viability 6. Impact
Processing Project Appraisal
1. Documentation Review 4. Decision-Making
2. Criteria Evaluation 5. Feedback and Communication
3. Scoring and Ranking 6. Monitoring and Evaluation
3.5 Process of getting project proposal approval
1. Project Conceptualization and 6. Evaluation and Review
Development
7. Decision-Making
2. Preparation of Project Proposal
8. Approval and Funding Allocation
3. Internal Review and Endorsement
9. Project Implementation Planning
4. External Stakeholder Consultation (if
10. Project Implementation and Monitoring
applicable)
11. Evaluation and Reporting
5. Submission of Proposal 8
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 Unit 4: Public health project planning and agreement on plan 10 hours

4.1 Concept of public health project planning: meaning of planning, definition, importance,
objectives
Planning in the context of public health projects refers to the process of setting goals, determining actions
to achieve those goals, and allocating resources efficiently to address public health concerns. It involves
assessing the current situation, identifying needs, and developing strategies to improve health outcomes and
well-being within a community or population.
Public health project planning can be defined as the process of developing a structured framework to address
public health issues through the identification of objectives, strategies, activities, and resources needed to
achieve desired health outcomes.
Importance
1. Goal Setting 5. Evaluation
2. Resource Allocation 6. Accountability
3. Coordination 7. Adaptability
4. Risk Management
Objectives
1. Identify Needs 5. Establish Timelines
2. Set Goals and Objectives 6. Engage Stakeholders
3. Develop Strategies 7. Monitor and Evaluate
4. Allocate Resources
4.2 Approaches of project planning
Project planning can be approached in various ways depending on the level of involvement of stakeholders,
the hierarchical structure, and the decision-making process. Three common approaches to project planning
are:
a. Top-Down Planning
Top-down planning, also known as centralized planning, and involves the formulation of project plans and
strategies by senior management or decision-makers at the top of the organizational hierarchy. Key features
of top-down planning include:
 Hierarchy  Efficiency
 Strategic Focus  Risk of Disconnect
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b. Bottom-Up Planning
Bottom-up planning, also known as decentralized planning, and involves the participation of lower-level
stakeholders, such as frontline staff, community members, or project beneficiaries, in the planning process.
Key features of bottom-up planning include:
1. Participation 3. Empowerment
2. Local Context 4. Complexity
c. Participatory Planning
Participatory planning combines elements of both top-down and bottom-up approaches by integrating the
perspectives and contributions of diverse stakeholders throughout the planning process. Key features of
participatory planning include:
 Collaboration  Capacity Building
 Inclusivity  Holistic Approach
4.3 Steps of project planning
a. Understand project goals/objectives d. Determine the logical sequence of activities
b. Identify key project stages e. Estimate time and resource requirements
c. Prepare work breakdown structure f. Allocate responsibilities for each activity
(WBS)/Gantt chart
g. Prepare a logical framework of the project
4.4 Tools and techniques of public health project planning
a. Objective Tree Analysis based on Problem Tree Analysis
1. Problem Tree Analysis
2. Objective Tree Analysis
b. Logical Framework Analysis (LFA)
1. Identification of Key Components
 Defines the project's goals, objectives, strategies, activities, inputs, outputs, outcomes, and
indicators.
2. Matrix Format
3. Four Key Components
1. Objectively Verifiable 3. Assumptions
Indicators (OVIs)
4. Risks and Assumptions
2. Means of Verification (MoVs)
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4. Participatory Approach
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4.5 Development of project implementation plan (PIP)
1. Project Scope and 5. Risk Management Plan 10. Change Management
Objectives
6. Communication Plan 11. Contingency Planning
2. Work Breakdown Structure
7. Quality Management Plan 12. Documentation and
(WBS)
Reporting
8. Monitoring and Evaluation
3. Schedule and Timeline
9. Stakeholder Engagement
4. Resource Planning
4.6 Development of monitoring and evaluation plan (matrix) through the following tools and
techniques
To develop a monitoring and evaluation (M&E) plan matrix using the Strengths, Weaknesses,
Opportunities, and Threats (SWOT) analysis and the Political, Economic, Social, Technological, Legal,
and Environmental (PESTLE) analysis, follow these steps:
1. SWOT Analysis of Project Outputs/Outcomes
1. Strengths (Internal) 3. Opportunities (External)
2. Weaknesses (Internal) 4. Threats (External)
2. PESTLE Analysis of Project Outputs/Outcomes
1. Political Factors 3. Social Factors 5. Legal Factors
2. Economic Factors 4. Technological 6. Environmental
Factors Factors
3. Integration into M&E Plan Matrix
Create a matrix that integrates the findings from the SWOT analysis and PESTLE analysis.
4.7 Communicating project plans to concerned individual and agencies for building agreement
1. Develop a Communication Plan 5. Solicit Feedback and Input
2. Tailor Messages to Audiences 6. Build Consensus and Agreement
3. Provide Context and Rationale 7. Document Agreements
4. Present Project Plans
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 Unit 5: Public health project Implementation/execution 8 hours

5.1 Project implementation phases preparation

Preparing for project implementation involves several phases to ensure that all necessary resources, plans,
and processes are in place to successfully execute the project. Here are the key phases involved in preparing
for project implementation:
1. Project Initiation 5. Stakeholder Engagement
2. Planning 6. Quality Assurance
3. Procurement 7. Finalize Implementation Plan
4. Resource Mobilization
5.1 Before Project Implementation Phases Preparation
a. Initial Planning and Preparation
5. 2 during Project Implementation Phases Preparation
a. Detailed Planning and Coordination
5.3 After Project Implementation Phases Preparation
a. Transition and Handover
5.2 Concept of monitoring: meaning, definition, objectives, characteristics, scope
Monitoring refers to the ongoing process of collecting, analyzing, and interpreting data and information to
assess project performance and progress against predefined goals, objectives, and benchmarks. It involves
regular observation and measurement of project activities, outputs, outcomes, and impacts to ensure that
the project is implemented effectively and efficiently.
Objectives of Monitoring
1. Track Progress 3. Ensure 4. Inform Decision-
Accountability Making
2. Identify Issues
5. Improve Performance
Characteristics of Monitoring
1. Continuous 3. Proactive 5. Feedback Loop
2. Systematic 4. Data-driven
Scope of Monitoring
1. Objective and Results Monitoring
2. Performance/Context Monitoring through Records and Reporting
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3. Performance Monitoring through Field Visits

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4. Differentiating between Monitoring, Evaluation, and Audit.

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Conducting Review Meetings
Review meetings are structured gatherings of project stakeholders to review project progress, discuss key
issues and challenges, and make decisions to address them. These meetings provide an opportunity for
stakeholders to share updates, raise concerns, and collaborate on problem-solving. Key steps in conducting
review meetings include setting agendas, preparing materials, facilitating discussions, documenting
decisions and action items, and following up on agreed-upon actions.
5.3 Project report writing and reporting
a. Data Recording, Management, and Sharing
1. Data Collection 4. Data Sharing
2. Data Recording 5. Collaborative Platforms
3. Data Management
b. Reporting Technical Activity and Financial Reporting and Sharing
1. Technical Activity Reporting 4. Compliance and Transparency
2. Financial Reporting and Sharing 5. Timely Reporting
3. Integration of Technical and Financial 6. Audience-Specific Reporting
Reporting
5.4 Project control
a. Human Resource Control
 Staffing  Conflict Resolution
 Performance Management  Resource Allocation
 Team Development
b. Financial Control
 Budget Management  Procurement Management
 Cost Control  Risk Management
 Financial Reporting
c. Operation Control
1. Schedule Management 4. Resource Management
2. Quality Control 5. Change Management
3. Risk Management
d. Financial Audit
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 Auditing Processes  Verification of  Reporting Findings

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Records
 External Audit

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 Unit 6: Public health project evaluation 5 hours

6.1 Concept of project evaluation: meaning, definition, objectives, scope

Project evaluation refers to the process of critically examining and assessing various aspects of a project or
program to determine its success, strengths, weaknesses, and overall performance. It involves evaluating
the extent to which project outcomes and impacts align with intended goals and objectives, as well as
assessing the effectiveness of project strategies, processes, and interventions.
Objectives of Project Evaluation
1. Assess Effectiveness 4. Promote Sustainability
2. Measure Efficiency 5. Inform Decision-Making
3. Ensure Relevance 6. Facilitate Learning
Scope of Project Evaluation
1. Project Objectives and Goals 4. Stakeholder Engagement
2. Project Strategies and Interventions 5. Relevance and Sustainability
3. Resource Utilization 6. Contextual Factors
6.2 Phases of project evaluation
a. Midterm Evaluation (Formative Evaluation)
1. Assess Progress 4. Provide Feedback
2. Identify Challenges 5. Adjust Strategies
3. Review Implementation 6. Support Learning
b. End-line/ Final Evaluation (Summative Evaluation)
1. Assess Achievement 4. Document Lessons Learned
2. Measure Impact 5. Generate Recommendations
3. Review Sustainability 6. Accountability and Reporting
6.3 Types of project evaluation
a. Internal Evaluation
 Perspective: Focuses on assessing project performance, processes, and outcomes from an internal
organizational perspective.
 Benefits: Offers insights into internal project operations, strengths, weaknesses, and areas for
improvement.
b. External Evaluation
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 Perspective: Provides an impartial and objective assessment of project performance, impacts, and
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  Benefits: Offers an external perspective, unbiased insights, and credible findings that can enhance
accountability and transparency.
c. Expert Evaluation
 Perspective: Focuses on in-depth analysis and evaluation of technical aspects, methodologies, or
specific components of the project.
 Benefits: Offers specialized insights, technical expertise, and recommendations for improving
project effectiveness and performance.
d. Community/Social/Beneficiary Evaluation
 Perspective: Focuses on capturing the experiences, perceptions, and feedback of those directly
affected by the project.
 Benefits: Empowers communities, promotes ownership, and ensures that project evaluations reflect
the perspectives and priorities of those most impacted by the project.
System evaluation: Input - Process - Output -Outcome - Impact (IPO-OI) analysis
1. Input
1. Financial Resources 3. Material Resources 5. Time
2. Human Resources 4. Information

2. Process
1. Planning 3. Monitoring 5. Adaptation
2. Implementation 4. Coordination
3. Output
 Products  Deliverables
 Services  Utilization
4. Outcome
1. Short-term Outcomes 3. Behavioral Changes
2. Intermediate Outcomes 4. Capacity Building
5. Impact
 Societal Impact  Scale
 Sustainability  Equity
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6.4 Key consideration during project evaluation
a. Monitoring and Evaluation Tools and Reports
b. Project Records and Reports
 Documentation  Analysis
 Transparency  Communication
c. Review Meeting Minutes
 Documentation  Follow-Up
 Accountability  Learning
d. Case Study, Focus Group Discussions, Key Informant Interviews
 In-depth Understanding  Stakeholder Perspectives
 Qualitative Data  Contextual Understanding
e. Beneficiary Satisfaction Survey
 Feedback  Empowerment
 Quality Improvement  Accountability

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 Unit 7: Public health project completion and closure, handover, review and feedback 5 hours

7.1 Concept of project closure: meaning, definition, characteristics, and objectives

Project closure refers to the formal process of finalizing all activities, deliverables, and resources associated
with a project and formally ending its existence. Project closure is the culmination of the project lifecycle,
where all project activities, objectives, and deliverables are completed, and the project is formally
concluded. It involves wrapping up loose ends, documenting project outcomes, and ensuring that project
objectives have been achieved.
Characteristics of Project Closure
1. Completion of Deliverables 4. Resource Release
2. Formal Handover 5. Evaluation and Lessons Learned
3. Documentation 6. Closure Ceremony or Celebration
Objectives of Project Closure
1. Ensure Completion 5. Release Resources 8. Provide Closure
2. Confirm Deliverables 6. Evaluate
Performance
3. Formalize Handover
7. Close Contracts
4. Document Outcomes
7.2 Modes and process of project closure
a. Continuation after Previous Phase (Renewal)
 Assessment of Progress  Review and Approval
 Planning for Renewal  Documentation
 Resource Allocation
b. Starting New Phase Maintaining the Original Mission of the Project
 Mission Alignment  Transition Activities  Communication
 Planning and  Stakeholder
Preparation Engagement

c. Project Handover
 Finalization of  Documentation  Formal Handover
Deliverables Transfer
 Follow-Up
d. Termination with Dismantling the Project Team
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 Completion Activities  Team Disbandment

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 Resource Release  Knowledge Transfer

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7.3 Distinction between project closure and project termination
Project Closure
 Project closure refers to the formal process of finalizing all activities, deliverables, and
resources associated with a project and formally ending its existence.
Characteristics
 Completion of project deliverables and objectives.
 Formal handover of project outputs and responsibilities to stakeholders or end-users.
 Documentation of project outcomes, lessons learned, and final reports.
 Release of project resources, including personnel, equipment, and facilities.
 Evaluation of project performance and achievements.
 Transition to the next phase, if applicable, or preparation for project handover or
termination.
Project Termination
Project termination refers to the premature ending of a project before its planned completion, often
due to various factors such as budget constraints, changes in priorities, or inability to achieve project
objectives.
1. Characteristics
 Abrupt cessation of project activities and deliverables.
 Discontinuation of project resources, including personnel, funding, and equipment.
 Assessment of the reasons for project termination and implications for stakeholders.
 Closure of contracts, agreements, or vendor relationships associated with the project.
 Evaluation of the project's performance and lessons learned from the termination process.
Key Difference
 Closure vs. Termination: Project closure represents the planned and orderly conclusion of a
project upon its successful completion, while project termination involves the premature ending of
a project due to various reasons, often unplanned or unforeseen.
 Completion vs. Cessation: Closure involves completing all project activities, deliverables, and
documentation, while termination entails the abrupt cessation of project activities and the
disbandment of project resources.
 Outcome: Closure results in the formal handover of project outputs and responsibilities to
stakeholders or end-users, whereas termination results in the evaluation of reasons for termination
and the implications for stakeholders.
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7.4 Project completion report: definition, purpose, components and sharing
A Project Completion Report (PCR) is a formal document prepared at the end of a project to provide a
detailed summary of its implementation, outcomes, achievements, challenges, and lessons learned.
Purpose
1. Documentation 3. Learning 5. Decision-Making
2. Evaluation 4. Accountability 6. Communication
Components
1. Executive Summary 5. Evaluation and Lessons Learned
2. Project Background 6. Financial Summary
3. Implementation Summary 7. Recommendations
4. Results and Outcomes 8. Annexes/Appendices
Sharing to the
1. Project Sponsors 4. Donors and Funding Agencies
2. Project Team 5. Management.
3. Stakeholders 6. Beneficiaries
7.5 Project result review and feedback
1. Result Review
1. Gather Data 4. Identify Successes and Challenges
2. Assess Performance 5. Analyze Trends
3. Compare Against Plans
2. Feedback
1. Provide Constructive Feedback 4. Encourage Learning
2. Recognition of Achievements 5. Engage Stakeholders
3. Address Areas for Improvement 6. Communicate Findings
3. Action Planning
1. Develop Action Plans 3. Monitor Progress
2. Assign Responsibilities 4. Iterative Process
4. Follow-Up
1. Follow-Up Mechanisms 3. Re-evaluate
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2. Review Progress 4. Celebrate Successes

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 Unit 8: Project management team 4 hours

8.1 Project management team formulation: Key considerations

a. Understanding Project Scope and Need for Team Members
This involves comprehensively defining the project's objectives, deliverables, timeline, and resources
required. Understanding the project scope helps in determining the specific skills, expertise, and roles
needed within the team to successfully execute the project. It's essential to consider factors such as project
complexity, scale, and required competencies when identifying team members.
b. Understanding Project Environment: Internal, External, Task Environment
Internal environment refers to organizational culture, structure, resources, and policies. External factors
encompass stakeholders, regulatory requirements, market conditions, and industry trends. Task
environment includes factors directly influencing the project execution, such as suppliers, technology, and
competitors. Understanding these environments ensures alignment with organizational goals, regulatory
compliance, and effective management of external influences impacting the project's success.
c. Identifying Project Key Personnel and Their Terms of Reference (TOR)
Key personnel are individuals crucial for project success, typically including project manager, stakeholders,
subject matter experts, etc. Defining their roles, responsibilities, authority levels, and communication
channels in the Terms of Reference (TOR) document is essential.
d. Identifying Barriers and Plan to Mitigate/Manage
Barriers can include budget constraints, resource limitations, technical challenges, conflicts, and unforeseen
risks. Identifying potential barriers early allows for proactive planning and risk mitigation strategies. This
involves conducting risk assessments, developing contingency plans, and establishing communication
channels for issue escalation and resolution.
e. Development of Responsibility Matrix
A responsibility matrix, such as a RACI chart, assigns roles and responsibilities for each project task or
deliverable. It clarifies who is Responsible, Accountable, Consulted, and Informed for each activity,
minimizing ambiguity and ensuring accountability.
f. Team Building Process
Team building activities aim to foster trust, collaboration, and cohesion among team members. This
involves establishing shared goals and values, promoting open communication, and recognizing individual
strengths and contributions.
g. Managing Personalities in Team
Managing diverse personalities involves understanding individual strengths, communication styles, and
preferences. This requires effective leadership, conflict resolution skills, and fostering a culture of respect
and inclusivity. Strategies for managing personalities include promoting active listening, providing
constructive feedback, encouraging collaboration, and addressing conflicts promptly and impartially. By
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leveraging diversity and addressing interpersonal dynamics, teams can maximize their potential and achieve
project success.
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