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Project Planning Matrix


Overall Goal
Project Purpose
Results/Outputs
Activities
Important Assumptions
Objectively Verifiable Indicators (OVIs)
Means of Verification

The analysis steps make it possible to draw a Project Planning Matrix (PPM). The PPM is a matrix of four columns and four rows providing sixteen squares for a comprehensive description of a project. PPM shows both the project's logical structure (the links between the inputs/activities and the objectives to be achieved under certain Assumptions), and its major quantitative data. The PPM is useful in two ways:

- in the planning process: PPM forces the planner to constantly check whether the project design is plausible and consistent.

- in deciding on the project and in executing it: PPM facilitates the communication among all parties on the "why" and the "how" of the project, thus allows for a project monitoring based on common understanding.

Overall Goal

The overall goal tells us the higher level objective(s) to which the project is expected to contribute to.

The overall goal of the African Pest Management Network was identified as:

DAMAGE TO TREES AND FOREST PRODUCTS BY PESTS CONTAINED WITHIN ECONOMICALLY, SOCIALLY AND ENVIRONMENTALLY ACCEPTABLE LEVELS

Project Purpose

The project purpose describes the intended impact or the anticipated benefits as a precisely stated future condition the project is expected to achieve and only contributes to the overall goal.

The longer term purpose of the project was defined as:

REGIONAL NETWORK FOR EFFECTIVE AND SUSTAINABLE PEST MANAGEMENT ESTABLISHED

The shorter purpose was defined as:

REGIONAL COORDINATION MECHANISM FOR PEST MANAGEMENT ESTABLISHED

Results/Outputs

The results/outputs are expressed as objectives which the project management must achieve and sustain. The combined impact of the following results were considered as appropriate and sufficient to achieve the project purpose:

1.

Network coordination and management system established

2.

Information flow in the region improved

3.

Availability of key resources improved

4.

Improved pest management systems successfully introduced where needed

5.

Regional mechanism for assisting the minimization and spread of pests established

6.

Appropriate policies recommended

Activities

Activities necessary to achieve the results/outputs were listed. Activities are expressed as actions.

For each output, the necessary activities that needed to be carried out were developed and put in the PPM.

Output 1

For a network coordination and management system to be established, the following activities were recommended:

- Draft Charter, proposal, appoint interim coordinator, define membership criteria and establish Secretariat

- Organize information flow plans Organize Steering Committee meetings

- Organize trainings

- Prepare proposals

- Pursue funding (internal and external)

- Establish links with international organizations

- Coordinate National Coordinators

- Disburse funds

Output 2

For information flow in the region to be improved the following activities were recommended:

- Encourage quick response to correspondence and improve electronic links between scientists
- Prepare lists of recommended text books for key libraries
- Make available appropriate technology with training for searching large literature bases
- Prepare regular updates of key research activities and organize meetings and/or workshops
- Organize surveys and consolidate knowledge on pests and trees grown in their native range
- Consolidate knowledge on existing surveys of pests, of trees, grown on their nature range
- Organize quick rapid awareness campaigns for existing and potential pest outbreaks
- Survey the needs and requirements of tree growers

Output 3

For access to key resources to be improved the following activities were recommended:

- Prepare and submit well documented proposals to attract support from donors, government and private industry (and partnership)

- Organize regional and national training courses

- Mobilize resources for surveys of unknown pests in their native range

- Identify scholarships and selection of suitable candidates

- Improve diagnostic services through training and awareness of extension, taxonomic expertise

Output 4

For improved pest management systems to be successfully introduced where needed the following activities were recommended:

- Establish good communication links between pest management practitioners
- Compile and provide on pest management measures to policy makers and planners
- Assist in training of field personnel
- Assist in establishment of pest and tree health monitoring systems
- Support implementation of FAO code of conduct on introduction of biological control agents
- Monitoring the effects of pest control measures

Output 5

For regional mechanism for assisting with minimization and spread of pests to be established the following activities were recommended:

- Develop linkages in regard to plant quarantine networks

- Provide expert input on forest pest in development of equal standards for trans-boundary

- Prepare and distribute new pest alerts/warning systems

- Prepare and distribute, provide lists of pests with a high potential for introductions

- Organize workshops to design and coordinate monitoring systems for new pests

- Promote diversification of tree species which meet specific end uses so as to minimize over reliance of a few plantations species

- Design and conduct training for plant inspection services to detect and interrupt forest pests

- Conduct awareness campaigns on the risks of pests

Output 6

For appropriate policies to be recommended the following activities were recommended:

- Compile and report existing data on socio-economic impacts of forest pests in the region

- Draft a model policy statement to reflect need for healthy forests and integration of protection from pests into management plans

- Design and conduct publicity campaigns to call attention to forest pests and their impacts (magazines, press releases, posters, videos etc)

- Encourage governments to cooperate in regional endeavours to help arrest T-boundary spread of forest pests

Important Assumptions

The project management must continuously monitor and influence, as far as possible, any external factors which may adversely affect the attainment of the stated objectives.

External factors which could affect the success of the project were described:

In order to sustain the overall goal, the following assumptions were made:

- Pest control remains economically feasible
- Recommendations are accepted by policy makers

For the attainment of the project purpose the following assumptions were made:

- Recommendations are accepted by policy makers
- Networking proves to be an effective tool

For the results/outputs the following assumptions were made:

- Participants are willing and able to share information
- Enabling regional communication infrastructure
- Trained personnel can be retained
- Capability and basic infrastructure to implement control measure available
- Policy makers and planners willing to cooperate

During the discussions, the participants noted the heavy negative influence assumptions could have on a project success. It became clear to all the importance of identifying assumptions during the planning stage so as to safeguard the project. This can best be achieved through the involvement of key players in the planning process.

Objectively Verifiable Indicators (OVIs)

The Objectively Verifiable Indicators show the important characteristics of the objectives and the performance standard expected to be reached in terms of quantity, quality, time frame and location.

In this case since the project has not taken off and we do not have enough data, what was formulated were statements of indicators and not their quantitative data.

For example, the indicators for the project purpose were described as:

- Quicker and co-ordinated response to pest outbreaks
- Increased level of satisfaction of the stakeholders

Indicators for the results/outputs and the overall goal were discussed and placed in the PPM.

Means of Verification

The means of verification tell us where we should obtain the data necessary to prove the objectives defined by the indicator has been reached. Most of the information would be available from network reports, progress reports, survey reports and monitoring and evaluation reports.

(See Project Planning Matrix)

Project Title:

African Forest Pest Management Network

Region: Eastern, Central and Southern Africa

Duration:

1996 - 2000


Date of Issue:

April, 1995

Location: Kenya (Secretariat)

OBJECTIVES/ACTIVITIES

OBJECTIVELY VERIFIABLE INDICATORS

MEANS OF VERIFICATION

IMPORTANT ASSUMPTIONS

Overall Goal
Damage to trees, forests and forest products by pests contained within economically, socially and evironmentaly acceptable levels

· Reduced rates of damage
· The ability to control
· Pests occuring above economic injury level reduced
· Confidence and maintenance of important tree species

· Monitoring and Evaluation reports
· Reports from networking institutions

Assumption for sustainability:
- Pest control remains economically feasible

Project Purpose
Longer-Term
Regional network for effective and sustainable pest management operational

Shorter-Term
Regional coordination mechanism for pest management established

· Quicker and co-ordinated response to pest outbreaks
· Increased level of satisfaction of the stakeholder

· Interview or surveys

· Members own contribution

Assumption for Overall Goal:
- Recommendations are accepted by policy makers
- No outbreak of an overwhelming pest

RESULTS/OUTPUTS

1. Network cordination and management system established

2. Information flow in the region improved

3. Access to key resources improved

4. Improved pest management systems successfully introduced where needed

5. Regional mechanism for assisting with the minimization and spread of pests established

6. Appropriate policies recommended

1.1 Modus Operandi
1.2 Countries sign/agree MOU and Charter
1.3 Members agree on work programme

2.1 Network publication produced and distributed
2.2 Electronic data bases operational and personnel trained in information management
2.3 Linkages between stakeholders operational

3.1 More projects on pest control funded
3.2 More qualified personnel available
3.3 Pooling of resources between members in terms of personnel and equipment achieved

4.1 Competence in pest management in the region increased
4.2 Pest managers involved in tree plantations and development programmes

5.1 Pest monitoring systems in place
5.2 Number of different tree species used in countries increased
5.3 Diagnostic services available
5.4 Level of public awareness on pests increased
6.1 Policies formulated and promotional campaigns carried out

1.1 Progress reports

2.1 Network reports

3.1 Network reports, infrastructure in place

4.1 Monitoring and evaluation reports and national reports

5.1 Survey and progress reports

6.1 Policy documents

Assumptions for Project Purpose

1. Participants willing and able to share information
2. Enabling regional communication infrastructure

Assumptions for Results/Outputs

3. Trained personnel can be retained
4. Capability and basic infrastructure to implement
control measures available
5. Policy Makers and Planners willing to cooperate

Activities

1.0 Network coordination and management system established
1.1 Draft charter, proposal, appoint interim coordinator, define membership criteria and establish secretariat
1.2 Organize information flow plans
1.3 Organize Steering Committee meetings
1.4 Organize trainings
1.5 Prepare proposals
1.6 Pursue funding (internal and external)
1.7 Establish links with international organizations
1.8 Coordinate National Coordinators
1.9 Disburse funds

2.0 Information flow in the region improved
2.1 Encourage quick response to correspondance and improve electronic links between scientists
2.2 Prepare lists of recommended text books for key libraries
2.3 Make available appropriate technology and provide training for searching large literature bases
2.4 Prepare regular updates of key research activities and organize meetings and workshops
2.5 Organize surveys and consolidate knowledge on pests and trees grown in their native range
2.6 Organize quick and rapid awareness campaigns for existing and potential pests outbreaks
2.7 Survey the needs and requirements of tree growers

3.0 Access to key resources improved
3.1 Prepare and submit well documented proposals to attract support from donors, government and private industry (and partnership)
3.2 Organize regional and national training courses
3.3 Mobilize resources for surveys of unknown pests in their native range
3.4 Identify scholarships and selection of suitable candidates
3.5 Improve diagnostic services through training and awareness of extension, taxonomic expertise

4.0 Improved pest management systems successfully introduced where needed
4.1 Establish good communication links with pest management practioners
4.2 Compile and provide information on pest management measures to policy makers and planners
4.3 Assist in training of field personnel
4.4 Assist in establishment of pest and tree health monitoring system
4.5 Support implementation of FAO code of conduct on introduction of biological control agents
4.6 Monitor me effects of pest control measures

5.0 Regional mechanism for assisting with minimization and spread of pests established
5.1 Develop linkages to regional plant quarantine network
5.2 Provide expert input on forest pest in development of equal standards for transboundary pest movement
5.3 Prepare and distribute new pest alerts/warnings systems
5.4 Prepare and distribute lists of pests with a high potential 1 for introduction
5.5 Organize workshops to design and coordinate monitoring systems for new pests
5.6 Promote diversification of tree species in plantations
5.7 Conduct awareness campaings on the risks of pests

6.0 Appropriate policies recommended
6.1 Compile and report existing data on social economic impact of forest pests in the region
6.2 Draft a model policy statement to reflect need for healthy forests and integration of protection of pests in management plans
6.3 Design and conduct publicity campaigns to call attention to forests pests and their impacts
6.4 Encourage government to cooperate in regional endeavours to help arrest transboundary spread of forest pest


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