PACIFIC INVASIVES INITIATIVE (PII)

PROJECT DESIGN GUIDELINES

If a project is determined to be feasible, the Feasibility Study Team is required to prepare a

Project Design Document (PDD) which will be used to seek financial support for project
implementation.

Please use the following guidelines to prepare the PDD. Much of the information for the
PDD can be transferred from the Feasibility Study Report.

TABLE OF CONTENTS

1. EXECUTIVE SUMMARY ..................................................................................................1

2. JUSTIFICATION ...............................................................................................................1
3. CONTEXT .........................................................................................................................1
4. PROJECT STAKEHOLDERS ...........................................................................................2
5. FEASIBILITY.....................................................................................................................2
6. PROJECT DESIGN...........................................................................................................2
6.1 GOAL...........................................................................................................................2
6.2 OBJECTIVE.................................................................................................................2
6.3 OUTPUTS....................................................................................................................2
6.4 ACTIVITIES .................................................................................................................2
7. RISK AND RISK MANAGEMENT ....................................................................................3
8. PROJECT IMPLEMENTATION ........................................................................................4
9. SUSTAINABILITY .............................................................................................................4
10. COMMUNITY PARTICIPATION .....................................................................................4
11. TRAINING .......................................................................................................................4
12. PROJECT MANAGEMENT.............................................................................................4
13. TIMEFRAME ...................................................................................................................4
14. MONITORING AND EVALUATION ................................................................................5
15. ESTIMATED EXPENDITURE .........................................................................................6
16. REFERENCES ...............................................................................................................6
STATEMENT OF COMMITMENT.........................................................................................7
GLOSSARY ..........................................................................................................................8
APPENDIX 1: PROJECT DESIGN COMPONENTS.............................................................9

1. EXECUTIVE SUMMARY

Give a brief summary of the project including its goal and objectives.

2. JUSTIFICATION

Describe the background to the project (including any previous attempts at managing the
target invasive species at the site) and its environmental and socio-economic importance.

3. CONTEXT

Summarise the context of the project - how it reflects local, national, regional and
international strategies and plans.

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4. PROJECT STAKEHOLDERS

List key stakeholders, the positive or negative ways in which the project affects each one,
and the level of support (i.e. High, Medium or Low) from each stakeholder.

5. FEASIBILITY
Summarise the main findings from the Feasibility Study.

6. PROJECT DESIGN
Provide a description of the project design below (see Glossary for a definition of terms), and
summarise the design in a table (see Appendix 1).

6.1 GOAL
Describe the long-term objective, change of state or improved situation towards which the
project is making a contribution

6.2 OBJECTIVE
Describe the immediate project objective (a project may have more or objectives), the overall
observable changes that should occur as a result of the project.

6.3 OUTPUTS
Describe the identifiable results that need to be achieved to reach project objectives.

6.4 ACTIVITIES
Provide details of activities required to achieve project outputs.

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7. RISK AND RISK MANAGEMENT

Identify major risks that may potentially interfere with the successful implementation of the project and strategies to manage those risks.
Following is a template for capturing this information.

No Cause of Risk Type of Risk Effect on Project Likelihood Severity Risk Management Responsibility
Strategy
1

10

Likelihood - Almost Certain: 5, Likely: 4, Possible: 3, Unlikely: 2, Rare: 1

Severity - Severe: 5, Major: 4, Moderate: 3, Minor: 2, Negligible:

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8. PROJECT IMPLEMENTATION

Identify any organisations or agencies that will help implement this project and describe the
role they will play.

9. SUSTAINABILITY

Outline how the objectives of the project will be sustained in the future.

10. COMMUNITY PARTICIPATION

Describe how local community groups have been or will be involved in the project.

Describe the type and level of involvement of the community groups (including women and
youth) in the project.

11. TRAINING

Describe project training needs and how these will be met.

12. PROJECT MANAGEMENT

Briefly describe the project management structure including roles, responsibilities, reporting
relationships, decision processes, and conflict resolution.

13. TIMEFRAME

Give an indicative timeline for the different project activities.The more detailed this is the
easier it will be for potential funders to make decisions on support.

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14. MONITORING AND EVALUATION

Monitoring is the process of collecting, analysing, reporting and using information about a project's progress and success. It provides those
managing the project and others considering similar projects with information on which to base decisions.

Evaluation is an assessment of an ongoing or completed project, its design, implementation and results. An evaluation should provide
information that is credible and useful, so that lessons learned can be clearly identified for future project planning. An evaluation timetable will
be determined in the operational plan.

Describe what processes you will use to monitor and evaluate the project against the indicators identified in the Project Design Components
table (Appendix 1). Identify who will be responsible for different activities, the methods proposed to collect data and the timing of various M&E
activities. Following is a template for a Monitoring and Evaluation Plan.

Monitoring and Evaluation Plan – measuring change

Demonstration Indicators Baseline Data Needed Method of Timing (when Responsibility Data storage &
Project (measures to Situation (i.e. (to measure Collecting Data & how often (who will collect analysis (how,
considerations assess before project) change) will data be data) where, who)
change) collected)
1 Biological
parameters
2 Socio-economic
benefits1
3 Community
awareness
4 Implementing
Agency awareness
5 Community
capacity
6 Implementing
Agency capacity
7 Achievement of
DP objectives2
Notes: 1 These may be different for different social groups (eg men, women, elderly, youth, etc.)
2 This will be a summation of areas 1 to 6 and addressed through evaluation at the end of the project

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15. ESTIMATED EXPENDITURE
Please provide an estimate of expenses for the project.

16. REFERENCES

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 STATEMENT OF COMMITMENT

The commitment and support of key stakeholders and the implementing agency will
be crucial if the objectives of this project are to be achieved and sustained.
This document sets out the design of the (Project title goes here) and identifies
individuals, agencies and organisations that will participate in the project.
By signing this document it is acknowledged that the information in it and any
attachments have been read, fully understood and that commitment is given to
complete this project successfully and within the agreed timelines.

Participant Representative name, position, date and signature

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GLOSSARY

Activities are the individual actions undertaken during project implementation. There will usually be a
number of different activities that contribute to achievement of outputs. They describe what is done
with the resources available, such as people, money, equipment, technology.

Baseline data are facts and figures collected at the initial stages of a project and providing a basis for
measuring progress in achieving project goal, objectives and outputs.

Communities are the men, women and youth with an interest in the area where a Demonstration
Project are being implemented.

Goal is a single statement of the overall long term aim of the project. Key characteristics of a project
goal are that; it provides a reason for the project, there is only one goal, it is reasonably focussed and
achievable.

Implementing agency is the organisation with the main responsibility in the Demonstration Project.

Indicator is something that can be measured or clearly described that provides a simple and reliable
basis for assessing achievement, change or performance. A unit of information measured over time
that can help show changes in a specific condition. A goal or objective can have multiple indicators.

Objectives are the specific results expected from the project by its completion. There may be a
number but if there are too many the project becomes very complex and difficult to implement. One
way to distinguish an objective from an output or activity is to think of it as usually indicating some
distinct change. Words like improve, reduce, develop are often found in objective statements.

Outputs are the identifiable results of project activities. There may be one or more for each objective,
they denote actions that should have occurred by the end of the project, and often are what you can
see (e.g. wells dug, a schoolroom built, a small business established). But this is not always the case,
for example in a project involving training, outputs may be the number of men and women trained but
could also be the skills learned.

Risks and Constraints are 1) negative external factors, i.e. events, conditions or decisions, which are
expected to seriously delay or prevent the achievement of the project objectives and outputs (and
which are normally largely or completely beyond the control of the project management) and 2)
internal risks and constraints that the project seeks to manage through various activities in the design
(e.g. training, management systems, monitoring, etc.).

Risk Management refers to the measures to be put in place to manage the risks.

Stakeholders are the individuals, groups, agencies or organisations that have a direct or indirect
interest in the project, or that affect or are affected, positively or negatively, by the implementation of it.

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APPENDIX 1: PROJECT DESIGN COMPONENTS

The following table will help identify project design components (i.e. goal, objective(s), outputs and activities) and their relationships. List the
goal, objectives and outputs of the project, and any activities already identified to achieve them.

See glossary for an explanation of the terms used.

Summary Indicators of change How change is measured

Goal:

Objective:

Output 1:

Activity 1.1:

Activity 1.2:

Activity 1.3:

Output 2:

Activity 2.1:

Activity 2.2:

Activity 2.3:

Insert further objectives, outputs and activities as needed.

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