CLIPS Training Workshop for RA I
By
Buruhani Nyenzi
Chief, World Climate Applications
and CLIPS Division, WMO
Objectives of Project Management
1. .
To ensure that the project is correctly
designed to meet its objectives
2. .
To ensure that the project is completed on
schedule, within resources and budget
3. . To provide a mechanism for monitoring the
project
To ensure that the project is correctly designed
to meet its objectives
• ensure that the project objectives and outcomes
are fully agreed by all involved
• ensure that the objectives are achievable
• ensure that the objectives satisfy customer needs
To ensure that the project is completed on
schedule, within resources and budget
• ensures that the resources and budget are agreed
and are consistent with the needs of the project
• ensures that the life of the project is clearly defined
To provide a mechanism for monitoring the
project
• ensures project does not depart from agreed path
• provides mechanism for examining project
progress (quarterly progress reports, agreed regular
communication….+ ?????)
• provides mechanism for correcting or stopping
failing projects (project restructuring)
Managing Director
controls resources and programme
Operations Managers
Ship’s Captain
Ship’s Crew
The Sponsor is a (are) Senior Manager(s) who hold(s)
responsibility for resources, and, in particular, funds
It is the Sponsor’s role to ensure that the project is an
appropriate activity that satisfies programmes requirements
and justifies funding
For CLIPS Projects Sponsors might include CLIPS Project
Office (CPO), USAID, DFID, OGP, etc.
Often consists of three members (could be more, perhaps just
one)
Overall responsibility for ensuring monitoring and successful
outcome of project - report to Sponsor
Regular meetings with Project Manager to monitor project
progress
In CLIPS Projects the Project Board may well be a group, say,
from the Nation(s) involved, e.g. CPO
Responsible for day-to-day management of the project and
its resources
Provides regular reports to the Project Board
Normally responsible for
restructuring, if necessary
basic
project
design
and
In CLIPS Projects would normally be someone (perhaps a
CLIPS Focal Point) from the nation(s) involved
This is where the real work is done - but the buck stops at
the Project Manager
Controlled by, and report to, the Project Manager
In a CLIPS Project the team would normally be composed of
individuals from the nation(s) involved, perhaps augmented
by experts from elsewhere
BUT DON’T FORGET:
• computers
• specialised equipment
• vehicles
• etc
Written by the Project Manager, Agreed by the Project
Board, Accepted by the Sponsor
Details all aspects of the project, including outputs,
resources and schedule
Basic document for project initiation, project monitoring,
project adjustment (if needed), and project closure
Essential Contents of a Project Document
Project Scope
(Problem and Background)
Justification
Project Goal
Project Objectives
(object. and plan. activis)
Project Outputs
(results and outputs)b
Situation at end of Project
Activities & Method ?
Resources
(Budget)
Project Schedule
(Workplan)
Statements of problem and what the project covers ...
… and statements of what the project does not cover
These are broad statements of the scope - detailed objectives
statements follow later
This project deals with the application of climate predictions in
managing a hydro-electric power generation facility. It does
not cover use of climate information, the development and
creation of predictions, or the development of reservoir control
curves.
Project objectives are statements of what it is intended to
achieve in the project
The objectives of this project are to:
• examine the links between climate variations and hydropower generation
• examine the performance of models in predicting these
variations
• establish a method for using these predictions to improve
management of power generation
Project outputs are tangible products produced during the
course of the project, rather than results (which were
handled under objectives)
Project outputs include:
• a manual for hydro-power managers covering use of
climate predictions
• an estimate of the value of climate services in hydro-power
generation
A clear statement that defines the conditions to be satisfied
that will determine that the project has been completed
This project will end when either:
The operators’ manual is completed or on August 31 2002
In some respects the most important section - gives details of
the approach to achieving the project objectives
Development of the project method requires that we think
through the project carefully, step by step.
Assessment of the value of the project will be achieved
through using the ROC approach
• What needs to be done
• what are the steps
• what order of the steps
• who does each step
• who is responsible
• where?
• What resources - time, equipment, funding, data, intellectual resources
(training)
• what is already available?
• Risks - what can go wrong?; what prevention
• links to other projects
• consultation
• institutional arrangements
• method of evaluation
Itemises all the resources of the project and how they will
be used:
• man days/months/years
• equipment
• funding
E.g. Writing the manual will take 3 man months
Often used to compare the overall benefits of two or more
projects against each other
Involves a calculation of the rate of interest that would need
to be achieved had the project funds been invested and had
achieved the same outcome as anticipated from the project
Many spreadsheets and project management software
include IRR calculations
List of key dates, including:
• board meetings
• reports due dates
• milestones, including dates for delivery of specific outputs
• project review dates
• project completion date
Often done as a timeline, PERTT chart, etc.
Project monitoring is a critical aspect of project
monitoring.
It permits adjustment of a project if
necessary. Even cessation if required.
Achieved through interim reports which contrast
achievements against the schedule, board meetings, and
regular reviews by the Project Manager of milestones,
resource utilisation, etc.
Essential!!! Includes lessons learnt
Followed by:-
Write a project document for one of the following
projects in your country:
1. Development of an empirical forecast model
2. Creation of a climate atlas
3. Improvement of crop yields (select an appropriate crop)
through application of seasonal forecasts
• Training - FP (ongoing); NMHS; country
• data - collection; management; information
• prediction - national models; access to models;
downscaling; interpretation; forecast creation
• monitoring - data; management; presentation
• services - contact; education; feedback; applications; (pilot)
projects; decision processes; applied research
• resource mobilization - justification; process; equipment
• collaboration