Project Management in Non Governmental Organizations Ngos 3

PROJECT MANAGEMENT IN
NON-GOVERNMENTAL
ORGANIZATIONS (NGOs)
Dr. Mehmet Rıza DERİNDAĞ
PROJECT MANAGEMENT IN NON-
GOVERNMENTAL ORGANIZATIONS (NGOs)
Dr. Mehmet Rıza DERİNDAĞ
DOI: https://dx.doi.org/10.5281/zenodo.10144072
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1 | PROJECT MANAGEMENT IN NON-GOVERNMENTAL ORGANIZATIONS (NGOs)
CONTENTS
PREFACE ................................................................................................................................. 5
CHAPTER 1 : NGOS, THEIR PROJECTS AND NGO PROJECT MANAGEMENT ... 7
1.1 INTRODUCTION ......................................................................................................... 7
1.2 FORMS OF NGO PROJECTS .................................................................................... 7
1.3 CHARACTERISTICS OF AN NGO PROJECT ...................................................... 12
1.4 PROJECT MANAGEMENT FOR NGOS ................................................................ 13
1.5 STAGES OF NGO PROJECTS ................................................................................. 15
1.6 CHALLENGES IN NGO PROJECT MANAGEMENT.......................................... 17
1.7 PROMOTING SUCESSFUL NGO PROJECTS ...................................................... 17
CHAPTER 2: PROJECT MANAGER ................................................................................ 19
2.1 INTRODUCTION ....................................................................................................... 19
2.2 ESSENTIAL PROJECT MANAGEMENT SKILLS ............................................... 19
2.3 RESPONSIBILITIES OF AN NGO PROJECT MANAGER ................................. 21
2.4 NGO PROJECT MANAGER EFFECTIVENESS ................................................... 23
2.5 BASIC WORKS OF AN NGO PROJECT MANAGER .......................................... 26
2.5.1 PLANNING .......................................................................................................... 28
2.5.2 ORGANIZING ...................................................................................................... 30
2.5.3 GUIDING .............................................................................................................. 31
2.5.4 COORDINATION ................................................................................................ 33
2.5.5 CONTROL ............................................................................................................ 34
2.6 NGO PROJECT MANAGER QUALIFICATIONS ................................................ 36
2.7 SELECTION OF A MANAGER, HIS/HER EMPOWERMENT AND
EVALUATION OF HIS/HER SUCCESS ....................................................................... 37
CHAPTER 3: NGO PROJECT TEAM ............................................................................... 41
3.1 INTRODUCTION ....................................................................................................... 41
3.1.1 WHY TEAMS ARE CREATED ........................................................................... 41
3.1.2 STAGES OF TEAM FORMATION .................................................................... 42
3.1.3 TEAM ROLES ...................................................................................................... 43
3.2 NGO PROJECT TEAM AND COMPOSITION ...................................................... 45
CHAPTER 4: PROJECT PLANNING IN NGOS .............................................................. 47
4.1 INTRODUCTION ....................................................................................................... 47
Dr. Mehmet Rıza DERİNDAĞ | 2
4.2 BASIC AIMS OF PROJECT PLANNING IN NGOS .............................................. 47

4.3 STAGES OF PROJECT PLANNING IN NGOS ..................................................... 49
4.4 PROJECT FOLDER ................................................................................................... 52
4.5 FACTORS THAT LEAD THE PROJECT TO SUCCESS AND FAILURES ....... 54
4.6 STRATEGICAL PARAMETERS OF NGO PROJECT PLANNING ................... 55
4.6.1 ANALYSIS OF ENVIRONMENTAL VARIABLES .......................................... 57
CHAPTER 5: PROJECT CONTROL IN NGOS ............................................................... 64
5.1 INTRODUCTION ....................................................................................................... 64
5.2 WORK CONTROL ..................................................................................................... 65
5.3 CONTROLLING CHANGES IN NGO PROJECT ................................................. 66
5.4 CONTROLLING BUDGET ....................................................................................... 67
5.4.1 ACCOUNTING IN NGOS ................................................................................... 69
5.5 CONTROLLING TIME-TABLE IN NGO PROJECTS ......................................... 71
5.6 ASSESSMENT OF PRODUCTIVITY IN NGO PROJECTS AND
IMPROVEMENT OF EFFICIENCY ............................................................................. 72
5.7 PROJECT MANAGEMENT INFORMATION SYSTEMS IN NGOS .................. 74
CHAPTER 6: RISK MANAGEMENT IN NGOS .............................................................. 77
6.1 INTRODUCTION ....................................................................................................... 77
6.2 PRINCIPLES OF RISK MANAGEMENT ............................................................... 78
6.3 STAGES OF RISK MANAGEMENT ....................................................................... 78
6.4 ASSESSMENT OF RISK ............................................................................................ 80
6.5 RESPONSE PLANNING TO THE RISK ................................................................. 81
6.5.1 TRANSFERRING RISK ...................................................................................... 81
6.5.2 PREVENTING RISK ........................................................................................... 81
6.5.3 REDUCING RISK ................................................................................................ 82
6.5.4 CONTROLLING RISK ........................................................................................ 83
CHAPTER 7: ASSESSMENT, IMPLEMENTATION, IMPROVEMENTS AND
ACCOMPLISHMENTS OF NGO PROJECTS ................................................................. 85
7.1 INTRODUCTION ....................................................................................................... 85
7.2 ASSESSMENTS .......................................................................................................... 85
7.3 PROJECT EVALUATION ........................................................................................ 86
7.4 IMPLEMENTATION ................................................................................................. 87
7.5 IMPROVEMENTS ..................................................................................................... 89
CHAPTER 8: REPORTING ................................................................................................ 90
8.1. INTRODUCTION ...................................................................................................... 90

8.2 MONTHLY PROGRESS REPORTS ........................................................................ 91
8.3 CRITICAL PROJECT REVIEW .............................................................................. 92
8.4 PROJECT CLOSURE ................................................................................................ 93
8.5 POST-COMPLETION EVALUATION.................................................................... 95
REFERENCES: ..................................................................................................................... 97
APPENDIX 1: NGO PROPOSALS AND REPORT SAMPLES ..................................... 102
APPENDIX 2. ANNUAL REPORTING SAMPLES ........................................................ 112
PREFACE
A "Project" is defined as, “a temporary and organised endeavor with a specific goal or
objective, typically involving a series of tasks, activities, and resources” (University of
Massachusetts, 2023). Projects are unique since they have a start and end date and are
specifically conducted to meet the main aims and objectives of an organisation.
Non-government organisations carry out a project to prepare a product that is unique

and can potentially improve the lives of community members, and to provide specific services.
A project is considered complete when its objectives are attained, and the resources used to
implement these objectives are now redirected to perform another project.
Basing on the University of Massachusetts (2023) definition, a project has the following
characteristics:
* A unique endeavor (not repeated)
* Temporary, with a distinct beginning and end
* Defined by specific deliverables
* Conducted by a temporary team that exists for the duration of its execution
* Having a project manager who is responsible for its success
* Defined by identifying its starting point, the goals/objectives sought, and the route
between them
In contrast, operations are repetitive and ongoing. This means that operations are
repeated daily, monthly, or annually. Some examples of operations include hiring for a new
position, financial review, and upgrade of organization standards. However, when
organizations require a major change in its purpose or process, they conduct projects to meet
organizational changes.
Although there is no universal definition of non-government organisations (NGO) due

to the diversity of its presentation, this type of organization may include institutions and groups
that are independent of the government and has a cooperative and humanitarian purpose rather
than commercial. These can include organizations or agencies in developed countries that aim
in promoting international development. These may also refer to organized indigenous groups
in regional and national levels and member groups found in villages. In addition, NGOs also
include religious and charitable organizations that distribute services such as family planning
and provision of food.
Funding of NGO projects is done through grants, donations, or partnerships with

agencies and other organizations. These partnerships are intended to address a specific
community need and to create a positive social and cultural impact. The objectives and scope
of these projects can be diverse and wide-ranging, depending on the focus and mission of the
involved NGO.
The success of an NGO project impacts not only local communities but also the global
economy and society. In contrast, when NGO projects are unsuccessful, this can result in loss
of donors, trustworthiness, reputation, and volunteers. Considering the impact of NGO failures,
it is necessary that managers should practice good management of the organization to promote
success and achievement of goals.
This book is written to help managers respond to current management issues of NGOs
and their projects. It is written to address management issues through a managerial perspective
and help volunteers and professional employees grasp a better understanding of the issues
surrounding the management of NGOs.
Numerous resources and the author’s own experience as manager of NGOs contributed
to the development of this book.
I hope that reading this book will help you gain a better appreciation and understanding
of the contributions of NGOs in community and country development and apply your learnings
in actual practice.
Dr. Mehmet Rıza Derindağ
18/09/2023
Darüsselam, Tanzani
CHAPTER 1 : NGOs, THEIR PROJECTS AND NGO PROJECT

MANAGEMENT
1.1 INTRODUCTION
A non-government organization (NGO) is described as a voluntary, non-profit, and

independent organization that is not governed by government agencies or officials (Lewis and
Kanji, 2009). An NGO is established by groups and individuals with common interests and is
focused in addressing various social, humanitarian, environmental, and development issues
(Lewis, 2014). These organizations can be formed locally, nationally, or internationally and
address issues ranging from poverty alleviation, environmental conservation to healthcare.
Non-government organizations help improve the community and society through providing
different services and establishing various goals. Some examples of NGOs include religious
organizations, foundations and youth associations to international organizations that fight
world hunger and promote human rights (Council of Europe, 2023).
The contributions of NGOs are crucial since they often bridge the gap between
communities and businesses and the civil society. For example, they advocate for causes that
are meaningful for the community while providing services, mobilizing resources, and
providing services to address different challenges. Funding of these NGOs is through grants,
fundraising efforts, and donations (Council of Europe, 2023).
To address various issues and challenges, it is critical for NGOs to effectively manage
projects and empower the people or volunteers of NGOs. This chapter examines the
significance of project management within these organizations while highlighting key
challenges, principles, and benefits of project management. This chapter also explores the
different NGO projects and its various forms.
1.2 FORMS OF NGO PROJECTS
Non-government organizations implement projects that are aligned to their mission,

vision, goals, and objectives (Lewis, 2014). Here are some common examples of NGO projects
that are making impacts on the lives of the communities and societies they serve:
Humanitarian Aid Projects
Natural disasters are common in the past few decades due to the impact of climate
change across the world (Osberghous and Fugger, 2022). The crisis brought by these natural
disasters has driven both government and non-government organizations to provide immediate
relief while also developing communities and countries to be more resilient to the effects of
disasters (Bayes and Druckman, 2021). Non-government organizations are present in areas
where natural disasters strike and are amongst the first to respond to a crisis. They provide
immediate relief such as food, shelter, medical supplies, and other important resources.
Some examples of disasters include recent earthquakes. For instance, in the aftermath
of the Sichuan, Kashmir and Japan earthquakes, NGOs cuh as the International Red Cross,
Doctors Without Borders, and the Oxfam International were amongst the first NGOs to provide
relief and assistance to affected communities and families (Grogg, 2016). These NGOs
collaborated with government organizations while demonstrating commitment to rebuilding
communities affected by these earthquakes.
Development Projects
Development projects are defined as long-term initiatives that aim to improve the living
conditions of individuals, families and communities and promote their wellbeing (Lewis,
2014). Some examples of development projects include development of infrastructure,
healthcare, education, and poverty alleviation.
Although development projects aim to alleviate living conditions, many NGOs often
fail when implementing these types of projects. Some factors that can affect the success of
development projects include inability to find reliable and stable funding, failure to include the
community in making crucial decisions about the project, and ill-defined organizational culture
and structure (Tall et al., 2021).
While some development projects fail to accomplish its main goals and objectives, there
are other NGOs that succeed in the implementation of development projects. A study
(Nanthagopan et al., 2018) conducted in Sri Lanka investigated the factors that determine the
success of development projects. The authors concluded that overall success of development
projects is dependent on effective project management, satisfaction of stakeholders, and
sustainability of the NGOs. Project management involves meeting the scope of the project,
wise management of the budget and hitting the timeline of the project. Nanthagopan et al.
(2018) added that for a project to succeed, it is vital that stakeholders such as donors, are
satisfied with the progress of the project. These donors also want to determine if the projects
are meeting their objectives and intended outcomes in the community. Satisfying the donors’
expectations is an important factor in the sustainability of the project as lack of funding could
delay the implementation of the projects’ activities.
Environmental Conservation Projects
Environmental conservation projects are implemented in various settings across the

world. These projects address issues such as climate change and mitigation, wildlife
conservation, and sustainable resource management.
To illustrate, NGOs have been pivotal in conserving biological diversity in various

biological diversity hotspots in the world. However, conservation of biological diversity is
often underfunded and insufficient despite the urgency in maintaining diversity in ecosystems
(Barnosky et al., 2012). Practical conservation requires the involvement of multiple
stakeholders, natural sciences, private, government and non-government organizations
(Balmford, 2012). Amongst these stakeholders, the NGOs are recognized to have increasingly
vital roles since they can perform informal and formal politically lobbying, form partnerships
with other groups to support specific conservation projects and covenanting or buying land for
conservation (Fowler and Malunga, 2020). While NGOs are essential in conservation projects,
their relationships with other stakeholders are often described as complex with partnership
agreements influencing outcomes and management of projects (van Wijk et al., 2015).
Advocacy and Awareness Campaigns
Non-government projects can also focus on raising awareness about specific issues in
the community, including environmental and social issues. These projects also advocate for
policy changes and involve lobbying, mobilization of community members, and public
education (Lewis, 2014). A number of NGO projects have been successful in increasing
awareness and promoting advocacy of important issues such as promotion of worker’s rights.
The International Labour Organization (2023) exemplifies how it has promoted the rights of
migrant workers in the world. It has helped advocate for the need of labour unions to help
promote the rights of the workers and ensure fare wage and working conditions.
As stipulated by Banerjee et al. (2021) from the Economic Policy Institute, “high
unionization levels are associated with positive outcomes across multiple indicators of
economic, personal, and democratic well-being” (p.1). This statement is underpinned by
evidence from published literature. There is an argument that while unionization increase the
wages of unionized workers, this often exposes the wide disparity between the wages of
unionized workers and non-unionized workers (Ahlquist, 2017). This observation emphasizes
the importance of NGOs in advocating for unionization of workers to ensure appropriate wages
and protection of the rights of the workers.
Capacity Building Projects
Non-government organizations are also engaged in projects that improve the capacity,
knowledge, and skills of individuals and local organizations. Some examples of these projects
include workshops, training programs, and skill development initiatives. Non-government
organization-led projects on capacity building are creating positive impacts on communities.
A study by Langmann et al. (2023) on how NGOs building community capacity in Tamil Nadu
showed that the proximity of these NGOs to the affected communities help them acquire local
knowledge and identify challenges and problems of the affected communities. These unique
perspectives on the affected communities can help them address these issues. In Tamil Nadu,
NGOs use emotional empowerment to help build capacity. According to Langmann et al.
(2023), this type of empowerment involves helping communities gain a sense of hopefulness
and care; providing them with spaces that will allow them to voice out their challenges and
feelings; and supporting community members to translate tehir voices into concrete actions.
The study by Langmann et al. (2023) further affirmed the need to boost the morale of
local communities before implementing capacity building projects. The study authors
recognised that disadvantaged communities have negative affect and must struggle with high
affective barriers. This means that these communities demonstrate discouraging personal
outlooks; and accepting the status quo or existing social structures. These negative perceptions
and outlooks often prevent these communities from taking ownership of their situations.
Health and Wellness Initiatives
Non-government organizations are likewise responsible in implementing projects that

are dedicated to disease prevention and health promotion (Lewis, 2014). The World Health
Organization (WHO) (2023) has emphasized the importance of involving people in promoting
their own health. Called as patient-engagement, individuals are encouraged to gain self-
efficacy in promoting their own health and preventing disease formation and complications of
existing long-term diseases. Meanwhile, many NGOs are focused on health promotion and
have successfully improved the health status of women and children (Lewis, 2014). It has been
shown that increasing the level of education of young women result in significant
improvements in their health, reduction of infant and child mortality, and improvement in
wellbeing (WHO, 2023). As an example, the World Health Organization and United Children’s
fund, which are international non-government organizations, have impacted the lives of
countless people in different countries. These organizations have improved the quality of life
of people in poor communities through implementing health and wellness initiatives.
Education and literacy programs
Non-government organizations are likewise involved in implementing projects that

improve children and young people’s access to education, which in turn enhance literacy rate.
For instance, Plan International, Childhood Education International, Save the Children, and
CARE are some examples of international NGOs that increase education access of vulnerable
groups, especially children and young people with little access to education (Childhood
Education International, 2023).
Importance of NGO projects
Experiences of developing countries and high-income countries in the past decades

have shown that NGOs are necessary in the development of the individuals, community, and
nations (Damari et al., 2014). These organizations are recognized as the missing link between
public participation and development of the community and the nation. In Turkey, the number
of NGOs in 2022 alone numbered to approximately 322,000 with 122,000 of these
organizations deemed as active (Durmaz, 2022) (Table 1).
Table 1. NGOs in Turkey

Type of NGO Number (if available)
Professional and solidarity associations 38,000
Environmental 2,663
Natural life
Animal protection
Media-related NGOs (Number not available)
NGOs working for refugees (Examples (Number not available)
include Caritas Turkey, IHH Humanitarian
Relief Foundation)
Source: Durmaz, 2022, p.1 and Puthiyakath, 2017, p.3
Introduction of NGO projects benefit individuals, communities, and nations. Some of these
benefits include economic growth, innovation, positive environmental impact, trade and
commerce, and knowledge transfer.
Economic growth
In a global scale, NGOs linking with governments and the people are important in the
economic growth of the nations and the entire global economy (Lewis, 2014). When projects
are successful, these can stimulate economic growth of the community or the nation through
job creation and increase of productivity. The eight goal of the Sustainable Development Goals
of the United Nations (2023) stresses the importance of providing decent work and economic
growth.
Without a sustainable and inclusive economy, people can suffer lack of education,
poverty, and lack of affordable healthcare (United Nations, 2023). Hence, one of the common
focus of NGOs includes economic development. To exemplify, the Bangladesh Rehabilitation
Assistance Committee (BRAC) is one of the world largest NGO working on relieving poverty
in 11 countries (BRAC, 2023). Some of the activities of BRAC include microfinance, banking,
integrated development, and urban development.
Innovation
Many NGO projects are involved in research, innovation, and development. Majority
of these NGOs rely on a community-based approach where individuals and communities are
strongly encouraged to participate in decision-making. Projects that involved people encourage
innovations, truth, and self-reliance (Wahid et al., 2017; Parnwell, 2011). Through a bottoms-
up approach, NGO projects can assist people and communities improve their society and
current economic status through innovations that are acceptable to the target population.
Environmental Impact
Non-government organization projects have been improving the lives of many

individuals across nations and communities. Projects that are aimed in developing resilience of
communities against climate change do not only reduce the carbon footprint of the people and
their communities, but also lessen the impact of climate change (Lewis and Farrington, 2014).
For instance, NGO projects aimed at creating sustainable cities and green buildings are
successful in reducing the carbon footprints of businesses and strike a balance between people’s
needs, environmental sustainability and profit (Lewis, 2014).
Trade and commerce
Non-government organization projects are shown to facilitate commerce and trade

between countries (Lewis and Farrington, 2014). Although these projects are non-profit, they
can create an environment where businesses can flourish and help improve trade and commerce
between nations. For example, areas of conflicts or prolonged armed conflicts can deter
international businesses to invest in a community or country. However, when NGO projects
build the resilience of communities, this can promote economic activities and peace and order.
Once the latter is established, this can help sustain local and foreign investments in the
community or country (Iewis and Kanji, 2009).
In addition, NGOs play pivotal role in facilitating international and national trade. For
instance, organizations such as Care International (Trade Finance Global, 2023) use trade as a
tool to help women gain financial literacy. Other NGOs are dedicated to protecting consumers
and resting products to ensure that these are safe to use by consumers. Many NGOs have vital
roles in influencing international trade policies (Trade Finance Global, 2023).
Knowledge transfer
Non-government organizations are led by experts or specialists in their field while

collaborating with local communities. These NGOS play critical roles in the transfer of
knowledge between stakeholders and the communities. Transfer of expertise does not only
occur at the community level but can transcend borders (Lewis, 2014). The sharing of
knowledge can help community members to adopt innovation and best practices, which in turn
can benefit the global economy.
In summary, projects that are successfully implemented can have far-reaching effects
not only economically but also on the health of the people and the environment. The effects of
successful projects extend through borders and can influence not only the global economy but
also the dynamics and health of the people. Hence, effective project management is crucial in
harnessing the positive impacts of NGO projects in communities and nations.
1.3 CHARACTERISTICS OF AN NGO PROJECT
A project is described as an endeavor that has a timeline and is often temporary in

nature. It has specific objectives and presents with a unique set of resources, tasks, and
constraints. Since it is time-bounded, projects are distinct from routine and ongoing activities.
They are mainly implemented to create a unique service, product, or result (Fowler and
Malunga, 2010) (Table 2).
Table 2. Characteristics of NGO projects

Characteristics Definition
Temporary in nature Projects are time-bounded and have a beginning and an end. Hence, they are
different from day-to-day activities of the NGO.
Specific objective They have specific objectives that are also time-bounded
Unique Each project is unique. It has individual objectives, timeline of implementation and
different end-products or services.
Cross-functional teams Team members of a project may come from different fields with diverse
backgrounds and different specialities and expertise.
Resource allocation Most NGOs operate with limited resources. Hence, resource allocation would be
dependent on the available resources such as money or funds from donors, time of
the stakeholders and working group, and other resources.
Risk-management Any project faces risk during its initiation and implementation stage or throughout
its life cycle. It is vital to manage risks and ensure that the project will be
successful. Managing risks or uncertainties would ensure the viability and
sustainability of the project.
Constraints Projects often experience constraints or limitations, especially during the

implementation stage. Some of these constraints can include budget or funds,
logistics, and human resources.
Interrelated activities NGO projects are developed by NGO managers with the aim of collaborating with
other agencies. Hence, it is not unusual for NGO projects to conduct interrelated
activities with other organizations. Further, the tasks and activities of a project
should be interrelated and in specific sequence to ensure that success of the project.
Monitoring and control Majority of the NGOs, when implementing a project, use Gantt charts to monitor
their activities and determine if they are accomplishing milestones according to
schedule.
Project life-cycle A project goes through a life cycle or distinct phases which include the following:
• Initiation
• Planning
• Execution
• Monitoring and control
• Closure
Since NGOs are diverse with different aims and objectives, it is expected that projects
can also vary in scope and complexity. Porjects can include small research tasks to large-scale
projects and development efforts (Golini and Landoni, 2013).
1.4 PROJECT MANAGEMENT FOR NGOS
Project management involves the planning of activities, organization, direction,

providing coordination of tasks and activities, and controlling the non-financial and financial
resources of the organization (Golini and Landoni, 2013).
Managers aim to accomplish the tasks and goals of a project within a specified time-
frame and budget. However, in actual practice, each project has its unique set of constraints
and challenges, which in turn can influence its outcomes. This is especially true in large scale
projects, which require advanced skills and expertise from specialist teams (Ahlemann et al.,
2009).
Project Management Success
Managing a project can be challenging. However, all project managers would agree that
each aims to implement a successful project. According to Howsawi et al. (2014), there are two
concepts underpinning the term success when considering about projects. These are project
management success and project success. Project success is described as the overall
achievement of the project goals while project management refers to the traditional
measurements of cost, time, and quality performance (Serrador and Turner, 2015). However,
due to the mutual relationship of both dimensions of success, it is difficult to differentiate
between the two.
The International Project Management Association (IPMA) (2006) states that project
management involves the following:
• Planning
• Organization
• Monitoring
• Control of all aspects of a project
• Achieving goals within agreed schedule, budget
• Achieving performance criteria
In addition, the IPMA (2006) states that a project’s success can be evaluated through
the following criteria:
• Time
• Cost
• Quality
• Scope
• Resource
• Activity
Meanwhile, Raujkovic and Sjekavica (2017) outlined three major criteria that could be
used to evaluate the success of a project:
Project Management Success
Project Organization Project Manager

Management Methodologies,
Competence methods, tools and
techniques
Figure 1. Project Management Success Evaluation

(Source: Raujkovic and Sjekavica, 2017, p. 610)
Based on the study by Raujkovic and Sjekavica (2017), there are various elements on
Project Management competence, Organization and Project Manager Methodologies, methods,
tools, and techniques. Each of these three major criteria also have sub-criteria that should be
used to evaluate if a project is successful (Table 2).
Table 3. Sub-criteria to Evaluate a Project’s Success
Project Management Organization Project Manager

Competencies Methodologies, methods,
tools, and techniques
Sub-criteria Technical competencies Organizational structure Project management

methodologies
Contextual competencies Organizational culture
Project management
Behavioral competencies Organizational software
atmosphere
Project management
Organizational tools
competence
Decision-making
techniques
Risk assessment tools
Information
communication
technology support tools
Source: Raujkovic and Sjekavica, 2017, p. 610

Raujkovic and Sjekavica (2017, p.609) emphasizes that:
“…the importance of these factors may vary depending on project type (public or private)
and project orientation (interim projects or projects for the market) and number of projects
being managed in organization.”
1.5 STAGES OF NGO PROJECTS
Each NGO project goes through stages prior to its completion. Generally, NGO projects
go through the following stages (Lewis, 2014):
1. Initiation: Called as the first stage of a project, project managers and stakrholders
share ideas and determine the feasibility of these ideas. It is at this stage that a final idea is
conceived, and all the stakeholders identify the project’s main aim, scope, and objectives. The
project manager also identifies additional stakeholders needed to complete the project. To
formalize the project, a project charter may be created. Further, results of feasibility studies
would solidify the charter of the project.
2. Planning: During this stage, the stakeholders, or the team along with the project
manager makes a comprehensive plan on how to implement and achieve the team’s goals and
objectives. The plan includes defining the timeline of the project using a Gantt chart,
identifying resources or source of funds, creating a budget, defining tasks, identifying risk
management strategies.
The project plan is essential in any NGO project since this serves as a blueprint of the
entire project. During sourcing of funds and pooling of resources, the project manager and
members can increase awareness of the proposed project and lobby with government agencies
and certain donors.
3. Execution: As soon as the team agrees on the details of the project plan, the project
moves into the third stage, which is the execution stage. During this stage, all team members
commit to carry out the plan until all aspects of the plan are achieved. Allocation of resources
remains a priority as lack of resources or running out of funds would derail the continuation of
the project. During this stage, it is essential that effective communication and coordination are
practiced. Evidence (Mwai and Wendo, 2022) has shown that effective communication within
teams is critical in the success of a project or in the implementation of the tasks and objectives
of the project.
4. Monitoring and Control: It is necessary to continuously monitor the project’s

implementation against its objectives and goals. Kermani and Reandi (2023) emphasized that
unexpected issues or deviations from the project’s plan should be discussed and addressed
promptly. Currently, project managers rely on key performance indicators (KPIs) to ensure that
the project is on track.
5. Closure: Once the objectives of the projects are met, the project is then closed by
the project manager and the entire team. Some of the tasks required during closure include
releasing of resources of the project, stakeholders accepting the deliverables of the project, and
documenting lessons and reflections of the project for other teams to use when creating their
own projects.
The five stages of the lifecycle of a project varies in duration and complexity, depending
on the nature of the project, the coverage, and target population (Lewis, 2014). In some cases,
stages may overlap or there is a need for the team members and project manager to revise the
team goals and tasks to meet unforeseen circumstances during the implementation of the
project.
NGO management likewise involves not only project management but also examining
the availability of human resources, financing, marketing, and auditing (Figure 2).
NGO Management
Project Human Resource Financing Marketing Auditing

Management
Figure 2. NGO Management

1.6 CHALLENGES IN NGO PROJECT MANAGEMENT
Management of NGO projects is often challenging. First, uncertainty of funding

remains an important issue in many NGOs (Kermani and Reandi, 2023). Since NGOs rely
heavily on donations, grants, and fundraising, once donors or businesses stop providing funds,
this will also derail the project’s completion. Further, when funding is inconsistent, this can
affect the sustainability of the project and timelines. Apart from funding issues, staffing and
capacity of the NGOs may also be an issue when implementing projects. It is not unusual for
NGOs to have a high staff turnover especially when volunteers need to find jobs in the market
to support their financial needs (Njoroge, 2017).
Other NGOs’ operating expenses are allocated to salaries of the staff. If the salaries are
too high, this can affect the implementation of a project. In contrast, when the salaries are too
low, this may also affect the retention of staff members. Another challenge associated with
NGO projects include addressing multifaceted and complex issues (Kermani and Reandi,
2023).
Project management may fail due to several reasons such as the following:
• Lack of commercial experience of the manager and team members

• Attempting to implement large projects with very low resources
• Inadequate planning and cost control
• Insufficient project capital as an NGO mostly relies on donations
• Volunteer team members may not be trained to handle administrative, technical, and
financial challenges
• Limited budget or no budget for advertising and promotion
• Lack of experience on taxation and international law
• Incorrect selection of site of implementation
• Issues with control of inventory and materials
Once a project fails, this can result in adverse outcomes, losses, delays in project
completion, the project may produce results that are detrimental to health and the environment.
1.7 PROMOTING SUCESSFUL NGO PROJECTS
Achieving success in project management will require appropriate distribution of

responsibilities, authorities, and management duties within the organization. Further, there
should also be a control system and integrated planning. The following are some ideas on how
to create successful projects:
• Definition of tasks
• Agreement on the targets and objectives of the project
• Scheduling and planning of tasks
• Ensuring that there are sufficient resources and funding to carry out the tasks
• Implementing a regular monitoring system and assessment
CONCLUSION
Non-government organizations rely on project management to ensure that operations

ran smoothly, and resources are efficiently used. Further, appropriate project management
equates to engagement of different stakeholders, which in turn leads to greater acceptance of
the project and its sustainability. Although many NGOs face several challenges, those that
invest in project management are able to achieve their targets and objectives and make positive
impacts to the community or the nation. Hence, effective project management remains to be a
vital role in helping NGOs respond to globalization.
CHAPTER 2: PROJECT MANAGER

2.1 INTRODUCTION
Similar to any other organizations, NGOs also need managers who are qualified to
implement projects. Although management and leadership share similar characteristics, these
two concepts are distinct (Fowler and Malunga, 2020). Leadership involves creating the vision
of the team and the organization and empowering team members to carry out this vision
(McQueen, 2021). In contrast, management is defined as controlling the team members to
ensure that specific goals are accomplished (McQueen, 2021).
To effectively manage a project, a manager must perform the following:
Planning
At this stage, the project manager identifies the goals of the organization and define
strategies on how to achieve these goals. Apart from creating detailed plans, a manager also
forecasts future trends to help him or her make decisions based on these forecasts (Ghere,
2013).
Organizing
Organizing involves efficient use of human and non-human resources and carrying out
the plans effectively. It is likewise crucial during this stage to create communication channels.
Leading
Managers direct the team and motivate them to achieve the goals and tasks of the team.
Managers provide clear instructions and help team members resolve conflicts.
Controlling
Controlling is the step in which a manager monitors the progress of the activities and
evaluate if the actual performance meets the planned performance. Project managers also
ensure that the planned tasks and activities are in track and deviations are identified and
corrected when necessary.
2.2 ESSENTIAL PROJECT MANAGEMENT SKILLS
Project managers need to acquire project management skills to help them become
successful. Here are some important skills that should be developed prior to managing a
project:
Communication
Evidence (Diallo and Denis, 2005) from literature has shown that trust and
communication between the project manager and stakeholders within the NGO, government
organizations, and multilateral organizations contribute to the success of an NGO project.
Communication skills are necessary to help a project manager relay important information,
both written and oral, to NGO team members, stakeholders, and partner organizations. For
instance, written communication skills are vital when writing the many project reports required
during project management (Chen et al., 2009).
Meanwhile, oral communication is foundational, especially, listening, in promoting

local ownership and capacity building. For example, during capacity building, project
managers do not only help team members accomplish tasks, but also, they need to listen to the
verbal and non-verbal messages of the team members (Ghere, 2013). Further, communication
skills are needed when working with a diverse group of people or within an intercultural context
with volunteers or locals. It is not unusual for conflicts to arise when working in a diverse group
(Chen et al., 2009). However, when the project leader can resolve conflicts through active
listening and acknowledging the cultural differences of the individuals they are working with,
this could help resolve conflicts sooner.
Adaptability
Brière et al. (2014) conducted a study that explored the experiences and perceptions of
NGO project managers on the required competencies required to be successful in their
responsibilities. Findings of the study showed that the most often mentioned competency
includes adaptability. Brière et al. (2014) described adaptability as, “the ability to adapt to the
field’s reality…” (p. 120). According to the managers interviewed, one must have the ability
to adapt at several levels. This adaptation is associated with the availability of resources or the
size of the intervention.
Citing as an example, one respondent clarified that adapting means reacting quickly to
situations that are deemed as improbable. For example, once a manager arrives on the field, he
or she must adapt to finding a house, to the city, leasing a vehicle or fitting in harsh conditions.
The latter can include being assigned to a place with no water or electricity, and you must start
a meeting as soon as you arrive in the location. In the same study conducted by Brière et al.
(2014), respondents expressed that adaptation also refers to action. Since each project presents
with a new challenge, a project manager should be able to respond positively to new challenges.
Financial management skills
Project managers need to acquire financial management skills to ensure that the funding
and resources are appropriately managed, tracked, and accurately accounted for (El-Sabaa,
2001).
Resource management skills
Project managers need to manage and allocate resources, including allocation of

materials, technology, finances, and human resources, such as team members’ assignment.
Brière et al. (2014) report that human resources and people management skills are critical in
conflict management, team management, engagement and recruiting of team members. The
ability to manage available resources would help the manager make use of limited resources
while securing the completion of the project.
Since project managers often recruit locals as team members, this means that they must
work with a diverse group of people with different cultural beliefs and perceptions (Lewis,
2014). Further, the project managers do not know the members personally, and hence, need to
live with stress, and tensions. The ability to establish a positive relationship with the locales
and establishing authority would ensure the success of the project.
Personal qualities
As cited in the study by Brière et al. (2014), many of the project managers interviewed
in the study expressed the importance of self-management abilities. This requires NGO project
managers to work under harsh field conditions. In addition, stress management is identified as
another important quality. This means learning the ability to keep calm during stressful and
challenging situations. In addition, humility is identified as another critical personal quality for
NGO project managers.
In actual field practice, locales often have in-depth knowledge and experience of their
current situation, the fields around them, and how to handle the physical elements. Learning
from their experiences and practicing humility would help project managers gain the trust of
the locales and encourage them to participate in capacity building and implementation of NGO
projects.
Risk management
According to Mustaffha et al. (2021), NGOs should undertake risk management to

sustain the goals and objectives of the organization. The main goal of risk management is to
recognize and identify potential threats or risks before these arise. Generally, risk management
is not only focused on risk mitigation. It also involves recognizing that risks are present. When
project managers fail to mitigate the risks, this can contribute to the project’s failure (Roberts
et al., 2016).
2.3 RESPONSIBILITIES OF AN NGO PROJECT MANAGER

Project Management in CSO
A Civil Society Organization (CSO) Project Manager plays a crucial role in managing
and overseeing projects within a non-profit or civil society Organization. Their responsibilities
encompass a wide range of tasks related to project planning, execution, and evaluation. Here
are the typical responsibilities of a Civil Society Project Manager:
1. Project Planning: Develop comprehensive project plans, including defining project

scope, objectives, timelines, and deliverables. Identify key stakeholders and establish clear
project goals.
2. Budget Management: Create and manage project budgets, ensuring that financial
resources are allocated appropriately and that the project stays within budget constraints.
3. Team Leadership: Assemble project teams, assign roles and responsibilities, and
provide leadership and guidance to team members throughout the project lifecycle.
4. Resource Allocation: Allocate necessary resources, such as personnel, equipment,

and materials, to support project activities effectively.
5. Stakeholder Engagement: Build and maintain relationships with stakeholders,

including donors, partners, community members, and beneficiaries. Ensure effective
communication and collaboration with all relevant parties.
6. Risk Management: Identify potential project risks and develop risk mitigation
strategies. Monitor and address risks as they arise to prevent project delays or failures.
7. Project Monitoring and Evaluation: Implement monitoring and evaluation

processes to track project progress and assess its impact. Use data and feedback to make
informed decisions and adjustments as needed.
8. Reporting: Prepare regular progress reports for internal and external stakeholders,
including donors and funders. Provide transparency regarding project status, achievements, and
challenges.
9. Compliance: Ensure that the project adheres to all relevant laws, regulations, and
ethical standards. Comply with reporting requirements set by funders or regulatory bodies.
10. Capacity Building: Identify training and development needs within the project
team and provide opportunities for skill enhancement and capacity building.
11. Quality Control: Maintain project quality standards and ensure that project
activities meet predefined quality criteria.
12. Community Engagement: Engage with the local community and beneficiaries to
understand their needs, gather feedback, and involve them in project decision-making
processes.
13. Sustainability Planning: Develop strategies for the sustainability of project

outcomes beyond the project's duration, which may include community ownership and capacity
building.
14. Advocacy and Awareness: Use project experiences and outcomes to advocate for
relevant social or policy changes. Raise awareness about the project's mission and impact.
15. Conflict Resolution: Address conflicts or disputes within the project team or with
external stakeholders in a constructive and timely manner.
16. Ethical Considerations: Uphold ethical principles and ensure that project activities
respect the rights and dignity of all individuals involved.
17. Document Management: Maintain accurate project documentation, including

project plans, reports, and records of project activities and expenditures.
18. Continuous Improvement: Continuously assess project management processes

and practices, seeking opportunities for improvement and efficiency.
The specific responsibilities of a Civil Society Project Manager may vary depending on
the Organisation's focus areas, the complexity of the projects, and the resources available.
However, their role is central to the successful planning, execution, and impact assessment of
projects aimed at promoting social change and community development.
FUNCTIONS AND RESPONSIBILITIES OF A PROJECT MANAGER
Identify the goals Planning Leadership Control
Time Management Coordination

Programming
Quality control Resource Management Motivation
Time
Finance PPY- WBS Delegation
Quality
Security
Finance
Human Security
Resource
Recruitment
Networking
Figure 3. Functions and Responsibilities of a Project Manager
2.4 NGO PROJECT MANAGER EFFECTIVENESS
An NGO Project Manager can enhance their effectiveness during project

implementations by adopting various strategies and best practices. Here are some key steps to
achieve this:
1. Clear Project Planning:
• Begin with a well-defined project plan that includes specific objectives, timelines,
and deliverables.
• Involve key stakeholders in the planning process to ensure alignment with project
goals and expectations.
2. Strong Leadership:
• Provide clear leadership and direction to the project team, ensuring that roles and
responsibilities are well-defined.
• Foster a collaborative and motivated team environment.
3. Effective Communication:
• Maintain open and transparent communication channels with team members,

stakeholders, and beneficiaries.
• Encourage regular updates and feedback to address issues promptly.
4. Risk Management:
• Identify potential risks and develop a risk mitigation plan.

• Be proactive in monitoring risks and adapting the project plan as needed.
5. Resource Management:
• Efficiently allocate resources, including budget, personnel, and materials.

• Monitor resource usage to stay within budget constraints.
6. Stakeholder Engagement:
• Build and maintain strong relationships with donors, partners, and community
members.
• Involve stakeholders in decision-making processes when appropriate.
7. Monitoring and Evaluation:
• Implement a robust monitoring and evaluation system to track project progress and
outcomes.
• Use data-driven insights to make informed decisions and improve project
performance.
8. Adaptability:
• Be flexible and willing to adjust the project plan when unexpected challenges arise.
• Embrace change and innovation when it benefits the project.
9. Capacity Building:
• Identify training needs within the team and provide opportunities for skill
development.
• Invest in capacity building to enhance team members' competencies.
10. Community Engagement:
• Engage with the local community and beneficiaries to understand their needs and
priorities.
• Involve them in project design and decision-making processes to ensure relevance
and sustainability.
11. Advocacy and Networking:
• Leverage project experiences and outcomes to advocate for policy changes or raise
awareness about social issues.
• Collaborate with other NGOs and Organizations for shared goals and resources.
12. Ethical Considerations:
• Adhere to ethical principles and ensure that project activities uphold human rights
and ethical standards.
13. Documentation and Reporting:
• Maintain comprehensive project documentation, including plans, reports, and

financial records.
• Provide regular, accurate, and transparent reports to stakeholders and donors.
14. Continuous Learning:
• Encourage a culture of continuous improvement within the team.

• Reflect on past projects, learn from successes and challenges, and apply lessons to
future initiatives.
15. Sustainability Planning:
• Develop strategies for the sustainability of project outcomes, such as community

ownership and capacity building.
16. Conflict Resolution:
• Address conflicts or disputes promptly and constructively, aiming for mutually

beneficial solutions.
17. Technology and Tools:
• Utilize project management software and tools to streamline processes, track

progress, and facilitate collaboration.
18. Self-Care:
• Prioritize self-care to prevent burnout and maintain personal well-being, which can
positively impact project management.
By focusing on these strategies and continuously seeking ways to improve project

management practices, an NGO Project Manager can enhance their effectiveness and
contribute to the success of the Organization's mission and projects.
2.5 BASIC WORKS OF AN NGO PROJECT MANAGER
The basic responsibilities of an NGO (Non-Governmental Organization) Project

Manager typically encompass a wide range of tasks related to project planning,
implementation, and oversight. Here are the fundamental duties of an NGO Project Manager:
1. Project Planning:
- Define project goals, objectives, and scope.
- Develop a detailed project plan, including timelines, budgets, and resource allocation.
- Ensure alignment with the Organization's mission and donor requirements.
2. Team Management:
- Recruit, train, and manage project staff and volunteers.
- Assign roles and responsibilities within the team.
- Foster a collaborative and motivated work environment.
- Build and maintain relationships with project stakeholders, including donors, partners,
and beneficiaries.
- Communicate project progress and updates to stakeholders regularly.
4. Budget Management:
- Develop and monitor project budgets.
- Ensure proper allocation and tracking of financial resources.
- Prepare financial reports for donors and Organizational leadership.
5. Monitoring and Evaluation (M&E):
- Implement a robust M&E system to track project progress and outcomes.
- Collect and analyze data to assess the project's impact.
- Use findings to make informed decisions and improve project performance.
6. Resource Mobilization:
- Identify potential funding sources and prepare grant proposals.
- Seek opportunities for fundraising and resource mobilization to support project

activities.
7. Risk Management:
- Identify project risks and develop risk mitigation strategies.
- Monitor and address risks as they arise during project implementation.
8. Project Implementation:
- Oversee day-to-day project activities to ensure they align with the project plan and
objectives.
- Coordinate project logistics, including procurement and distribution of materials.
9. Advocacy and Networking:
- Advocate for the project's goals and objectives with relevant stakeholders.
- Collaborate with other Organizations and agencies working in related areas.
10. Documentation and Reporting:
- Maintain comprehensive project documentation, including progress reports, meeting

minutes, and records.
- Prepare regular reports for donors, Organizational leadership, and regulatory bodies.
- Identify training needs within the project team and provide opportunities for skill
development.
- Build the capacity of local partners and beneficiaries as needed.
12. Community Engagement:
- Engage with the local community and beneficiaries to understand their needs and
preferences.
- Ensure that project activities are responsive to community input.
- Uphold ethical principles and ensure project activities adhere to human rights and
ethical standards.
14. Sustainability Planning:
- Develop strategies for the sustainability of project outcomes, considering community

ownership and long-term impact.
15. Conflict Resolution:
- Address conflicts or disputes within the project team or with stakeholders, seeking
constructive solutions.
16. Technology and Tools:
- Utilize project management software and tools for efficient planning, communication,
and data management.
17. Self-Care:
- Prioritize self-care to prevent burnout and maintain personal well-being.
These responsibilities may vary depending on the nature of the NGO, the specific
project, and the Organization's goals. Effective project management is crucial for achieving the
intended impact of NGO initiatives and ensuring that resources are used efficiently and
transparently.
2.5.1 PLANNING
Project planning is the process of defining the scope, objectives, tasks, and resources
required to complete a specific project successfully. It's a crucial phase in project management
that lays the foundation for the entire project. Here's an overview of what project planning
entails:
1. Project Scope Definition:
- Clearly define the project's boundaries and objectives. What is the project intended to
achieve?
- Identify what is included within the project and what is excluded (scope boundaries).
2. Project Objectives:
- Set specific, measurable, achievable, relevant, and time-bound (SMART) project

objectives.
- Ensure that project objectives align with the Organization's goals and mission.
3. Work Breakdown Structure (WBS):
- Break down the project into smaller, manageable tasks and activities.
- Create a hierarchical structure that shows the relationship between tasks and subtasks.
4. Task Sequencing:
- Determine the logical order in which tasks must be executed (dependencies).
- Establish task sequences and dependencies to create a project schedule.

5. Resource Allocation:
- Identify the personnel, equipment, materials, and finances required for each task.
- Allocate resources based on availability, budget constraints, and project priorities.
6. Time-frame and Scheduling:
- Develop a project schedule that includes start and end dates for each task.
- Use tools like Gantt charts to visualize task timelines and dependencies.
7. Risk Assessment and Mitigation:
- Identify potential risks and challenges that could affect project success.
- Develop strategies to mitigate, manage, or respond to risks as they arise.
8. Budgeting and Cost Estimation:
- Estimate the project's overall cost, including labor, materials, overhead, and
contingencies.
- Create a detailed budget that aligns with available funding.
9. Quality Assurance:
- Define quality standards and criteria for project deliverables.
- Plan quality control processes to ensure that project outputs meet these standards.
10. Communication Plan:
- Establish a plan for internal and external project communication.
- Define communication channels, stakeholders, and reporting frequency.
11. Change Management:
- Prepare for changes that may occur during the project.
- Outline a change management process to evaluate and approve modifications to the

project scope or plan.
12. Documentation:
- Maintain thorough documentation of project planning activities.
- Document assumptions, constraints, decisions, and agreements.
13. Approvals and Sign-offs:
- Obtain necessary approvals from stakeholders and sponsors for the project plan.
- Ensure that all parties involved understand and agree to the project scope and plan.
14. Kick-off Meeting:
- Convene a project kick-off meeting to communicate the plan to the project team.
- Clarify roles and responsibilities and answer any initial questions.
Project planning serves as a roadmap for the entire project, guiding its execution and
monitoring. It helps stakeholders understand what to expect, ensures efficient resource
utilization, and increases the likelihood of project success by minimizing surprises and
uncertainties during implementation.
2.5.2 ORGANIZING
Project organizing, often referred to as project Organization or project structuring, is a

critical phase in project management that focuses on establishing the structure, roles,
responsibilities, and processes necessary for the successful execution of a project. It involves
creating a framework that ensures effective coordination, communication, and control
throughout the project's life-cycle. Here are key aspects of project organizing:
1. Project Structure: Determine the overall structure of the project team and how it
fits within the larger Organizational structure. This may involve the creation of a dedicated
project team, the appointment of key roles, and the establishment of reporting relationships.
2. Project Roles and Responsibilities: Clearly define the roles and responsibilities of
team members and stakeholders involved in the project. This includes the project manager,
team members, sponsors, stakeholders, and any external contributors.
3. Project Governance: Establish the governance structure for the project. This
outlines decision-making processes, authority levels, and escalation procedures. It ensures that
key decisions are made by the appropriate individuals or groups.
4. Communication Plan: Develop a communication plan that outlines how

information will flow within the project team and between the project team and external
stakeholders. Define communication channels, reporting frequency, and the responsible parties
for each communication element.
5. Project Processes: Define the key processes and workflows that will guide the
project's execution. This includes processes for scope management, change control, risk
management, quality assurance, and issue resolution, among others.
6. Resource Allocation: Allocate necessary resources, such as personnel, equipment,

materials, and funding, to support project activities. Ensure that resources are available as
needed throughout the project.
7. Project Schedule: Develop a project schedule that outlines the sequence of

activities, task durations, dependencies, and milestones. This schedule serves as a roadmap for
project execution.
8. Risk Management: Establish a risk management plan to identify, assess, mitigate,

and monitor risks throughout the project. Define risk owners and mitigation strategies.
9. Quality Standards: Specify the quality standards and criteria that project
deliverables must meet. Outline quality control and quality assurance processes to ensure
compliance.
10. Change Management: Prepare for potential changes that may occur during the
project. Define a change management process to assess and approve modifications to the
project scope, schedule, or resources.
11. Documentation: Maintain comprehensive documentation of project Organization

elements, including roles and responsibilities, governance, and communication plans.
Document assumptions, constraints, and agreements.
12. Stakeholder Engagement: Identify and engage key stakeholders, including

sponsors, clients, and end-users. Establish mechanisms for obtaining their input, feedback, and
approvals.
13. Kick-off Meeting: Convene a project kick-off meeting to introduce the project
team, review the project's objectives, deliverables, and expectations, and set the project in
motion.
Project organizing is essential for creating a solid foundation upon which the project
can be executed, monitored, and controlled. It ensures that everyone involved in the project
understands their roles, responsibilities, and the processes to follow. Effective project
Organisation increases the likelihood of project success by promoting clarity, accountability,
and efficient teamwork.
2.5.3 GUIDING
A project manager can be a better guide for an Organization as a whole by focusing on

the following key aspects:
1. Alignment with Organizational Goals:
- Understand the Organization's mission, vision, and strategic objectives.
- Ensure that the project's goals and objectives align with the broader goals of the
Organization.
- Communicate how the project contributes to the Organization's overall success.

- Identify and engage with all relevant stakeholders, including senior management, team
members, clients, and external partners.
- Keep stakeholders informed and involved throughout the project life-cycle.
- Address concerns and seek input from stakeholders to ensure project success.
3. Clear Communication:
- Establish open and transparent communication channels within the project team and
with stakeholders.
- Clearly define roles, responsibilities, and expectations for team members.
- Provide regular project updates, status reports, and progress assessments.
4. Strategic Decision-Making:
- Make informed decisions that align with the Organization's strategic direction.
- Consider the long-term impact of project decisions on the Organization.
- Use data and insights to support decision-making processes.
5. Risk Management:
- Identify potential risks and uncertainties associated with the project.
- Develop risk mitigation and contingency plans to minimize negative impacts.
- Communicate risks and mitigation strategies to stakeholders.
6. Resource Management:
- Efficiently allocate and manage resources, including budget, personnel, and

technology.
- Optimize resource allocation to maximize project outcomes and minimize waste.
- Define and adhere to quality standards and best practices.
- Implement quality control processes to ensure project deliverables meet expectations.
- Continuously monitor and improve project quality.
8. Change Management:
- Anticipate and manage changes that may impact the project or the Organization.
- Ensure that changes are communicated effectively and that stakeholders understand
the rationale behind them.
9. Performance Metrics:
- Establish key performance indicators (KPIs) to measure project success.
- Regularly assess project performance against KPIs and adjust strategies as needed.
- Share performance data with stakeholders to demonstrate progress.
10. Continuous Improvement:
- Foster a culture of learning and improvement within the project team.
- Encourage feedback and lessons learned to apply to future projects.
- Adapt project management processes based on past experiences.
By actively focusing on these aspects, a project manager can guide a project in a way
that not only leads to its success but also contributes positively to the Organization as a whole.
Effective project management can enhance an Organization's competitiveness, reputation, and
ability to achieve its strategic goals.
2.5.4 COORDINATION
Coordination is extremely important in project management, and it plays a pivotal role

in ensuring the success of a project. Here's why coordination is vital:
1. Efficient Resource Utilization: Effective coordination helps in the efficient

allocation and utilization of resources such as budget, time, materials, and personnel. When
resources are coordinated well, wastage is minimized, and productivity is enhanced.
2. Stakeholder Management: Projects involve various stakeholders, including team

members, clients, vendors, and sponsors. Coordinating communication and interactions with
these stakeholders ensures that everyone is on the same page, reducing misunderstandings and
conflicts.
3. Task Sequencing: Many projects involve multiple tasks or activities that need to be
completed in a specific sequence. Coordination ensures that these tasks are executed in the
right order, preventing bottlenecks and delays.
4. Risk Mitigation: Coordinating risk management efforts helps identify potential

issues early and develop mitigation strategies. This proactive approach can prevent small
problems from escalating into project-threatening crises.
5. Quality Assurance: Coordinating quality control processes ensures that project

deliverables meet the required standards. This includes coordinating inspections, testing, and
reviews to catch and rectify quality issues.
6. Timely Decision-Making: Coordination facilitates the flow of information needed

for decision-making. Timely decisions are crucial to keep the project on track and address
emerging issues promptly.
7. Change Management: Projects often encounter changes in scope, requirements, or

external factors. Coordinated change management helps assess the impact of changes,
communicate them effectively, and make necessary adjustments without causing disruption.
8. Conflict Resolution: Coordination is essential for identifying and resolving conflicts

within the project team or between stakeholders. Effective conflict resolution ensures a
harmonious working environment.
9. Monitoring and Control: Regular monitoring of project activities, timelines,

budgets, and performance metrics relies on coordination. It enables project managers to track
progress, identify variances, and take corrective actions as needed.
10. Documentation and Reporting: Coordinating the documentation of project plans,

progress reports, and other project-related information ensures that stakeholders have access to
up-to-date and accurate data.
11. Continuous Improvement: Coordination encourages the sharing of lessons

learned and best practices among team members and stakeholders. This contributes to
continuous improvement in project management processes.
In summary, coordination is the glue that holds various project elements together. It
ensures that the project moves forward smoothly, minimizes disruptions, and enhances the
likelihood of successful project outcomes.
Effective project managers prioritize and excel in coordination to keep projects on track
and deliver results according to plan.
2.5.5 CONTROL
In project management, "control" refers to the process of monitoring, measuring, and

regulating various aspects of a project to ensure that it stays on track, meets its objectives, and
adheres to the established plans and standards. Control is one of the key project management
functions and involves several components:
1. Monitoring Progress: Project managers and teams continuously track the progress
of tasks and activities to see if they are being completed on time and according to the project
schedule.
2. Performance Measurement: Key performance indicators (KPIs) and metrics are

used to assess how well the project is performing in terms of scope, schedule, budget, quality,
and other relevant criteria.
3. Variance Analysis: Any deviations or variances from the original project plan are
identified and analyzed. This includes understanding why variations occur and their potential
impact on the project's success.
4. Quality Control: Control processes ensure that project deliverables meet the defined
quality standards. Quality control measures may include inspections, testing, and reviews.
5. Risk Management: Control involves monitoring identified risks and implementing

risk response plans. This helps in preventing or mitigating risks that could disrupt the project.
6. Scope Management: Changes to the project scope are controlled through a formal
change control process. This ensures that scope changes are assessed, approved, and integrated
into the project as needed.
7. Cost Control: Project managers track project expenditures against the budget,
ensuring that costs are managed within approved limits. If cost overruns occur, corrective
actions are taken.
8. Schedule Control: Control ensures that the project adheres to the established
timeline. Any delays or schedule changes are addressed promptly to keep the project on
schedule.
9. Resource Allocation: The allocation and utilization of project resources, including

personnel, equipment, and materials, are controlled to optimize resource efficiency.
10. Communication Management: Control ensures that communication among

project stakeholders is effective and timely. It involves managing information flow to prevent
misunderstandings and keep stakeholders informed.
11. Change Control: Changes to project scope, schedule, or other elements are
managed through a formal change control process. This process evaluates change requests,
approves or rejects them, and updates project documentation accordingly.
12. Procurement Control: If the project involves external vendors or suppliers, control
involves managing these contracts and relationships to ensure that goods and services are
delivered as agreed.
13. Integration: Control involves coordinating all project management processes and
ensuring that they work together seamlessly.
The ultimate goal of project control is to maintain alignment with the project's
objectives and ensure that it stays within the predefined constraints of scope, time, cost, and
quality. Effective control mechanisms allow project managers to make informed decisions,
take corrective actions when necessary, and increase the likelihood of project success.
2.6 NGO PROJECT MANAGER QUALIFICATIONS
Qualifications and requirements for NGO (Non-Governmental Organization) Project

Managers can vary depending on the specific Organization, project, and location. However,
there are common qualifications and skills that are generally sought after for this role:
1. Education: A bachelor's degree is typically the minimum educational requirement.

Relevant fields of study may include international development, social sciences, business
administration, public administration, project management, or a related area. Some positions
may require a master's degree, especially for more senior roles.
2. Experience: NGO Project Managers often need several years of relevant work
experience. This can include experience in project management, program coordination, or roles
within the NGO sector. Prior work in international development or with specific issues the
NGO addresses can be valuable.
3. Project Management Skills: Strong project management skills are essential. This
includes the ability to plan, execute, and oversee projects effectively, manage resources, and
meet project goals within scope, time, and budget constraints.
4. Leadership and Team Management: NGO Project Managers often lead diverse
teams, so leadership and team management skills are crucial. This includes the ability to
motivate, guide, and coordinate team members, including volunteers.
5. Budget and Financial Management: Many NGO projects are funded by grants and
donations, so the ability to manage budgets and financial resources is vital. This includes
budget planning, monitoring, and reporting.
6. Communication Skills: Effective communication is key, as NGO Project Managers

must interact with various stakeholders, including donors, partners, team members, and
beneficiaries. Strong written and verbal communication skills are essential.
7. Cross-Cultural Competence: Working in international NGOs often involves

dealing with diverse cultures and communities. Cross-cultural competence and sensitivity are
important for effective communication and collaboration.
8. Technical Skills: Depending on the nature of the projects, specific technical skills
may be required. For example, knowledge of health systems, education, agriculture, or other
relevant sectors may be necessary.
9. Language Proficiency: Proficiency in languages relevant to the project's location

can be a significant asset, especially in international NGOs.
10. Problem-Solving and Adaptability: NGO Project Managers must be adept at

identifying and solving problems, adapting to changing circumstances, and making decisions
under pressure.
11. Networking and Relationship Building: Building relationships with donors,

partners, government agencies, and local communities is essential for project success and
sustainability.
12. Knowledge of NGO Regulations: Understanding the legal and regulatory

framework governing NGOs in the project's location is important to ensure compliance.
13. Passion and Commitment: A strong commitment to the NGO's mission and
values, along with passion for the cause, is often a driving factor in this role.
It's important to note that NGO Project Manager positions can be highly competitive.
Aspiring candidates may benefit from volunteering or interning with NGOs, gaining relevant
experience, and continuously building their skills and knowledge in areas related to the
Organisation's work. Additionally, networking within the NGO sector can help individuals
discover job opportunities and make valuable connections.
2.7 SELECTION OF A MANAGER, HIS/HER EMPOWERMENT AND

EVALUATION OF HIS/HER SUCCESS
NGO boards play a crucial role in empowering project managers and ensuring the
success of the Organization's projects. Here are several ways in which NGO boards can
empower project managers in their work:
1. Clear Mission and Vision: The board should establish a clear mission and vision
for the NGO. This provides project managers with a solid foundation and a sense of purpose,
making it easier for them to align their projects with the Organization's overarching goals.
2. Strategic Planning: Boards should engage in strategic planning exercises that

involve project managers. This collaborative process helps set priorities, allocate resources,
and identify key objectives for projects.
3. Resource Allocation: Boards are responsible for approving budgets and allocating
resources. They should work closely with project managers to ensure that projects have the
necessary financial and human resources to succeed.
4. Risk Management: NGO boards should assess and manage risks associated with
projects. They can work with project managers to identify potential risks and develop risk
mitigation strategies.
5. Policy Development: Boards can create policies that guide project implementation.
For example, they can establish procurement policies, financial controls, and ethical guidelines
that project managers must follow.
6. Monitoring and Evaluation: Boards should establish performance indicators and

evaluation mechanisms to assess project outcomes. This helps project managers gauge the
impact of their work and make necessary adjustments.
7. Advocacy and Fundraising: Boards often play a key role in fundraising and
advocacy efforts. They can advocate for projects at the institutional level and leverage their
networks to secure funding and partnerships that benefit projects.
8. Transparency and Accountability: Boards should promote transparency and

accountability within the Organization. This includes monitoring project progress, financial
transparency, and reporting to stakeholders.
9. Capacity Building: Boards can support the professional development of project

managers by providing training opportunities and resources to enhance their skills and
knowledge.
10. Feedback and Support: Regular communication between the board and project
managers is essential. Boards can provide guidance, support, and feedback to project managers,
helping them navigate challenges and seize opportunities.
11. Conflict Resolution: In cases of conflicts or challenges within projects, the board
can act as a mediator or arbitrator to help resolve issues and ensure that projects stay on track.
12. Recognition and Appreciation: Recognizing and appreciating the hard work and
dedication of project managers can boost morale and motivation. Boards can acknowledge their
contributions through awards or public recognition.
13. Long-Term Planning: Boards should engage in long-term planning to ensure the
sustainability of projects. This may involve creating endowment funds or securing
commitments for multi-year funding.
14. Flexibility: Recognizing that project environments can change rapidly, boards
should be flexible and willing to adapt their strategies and support based on evolving project
needs.
15. Stakeholder Engagement: Boards can facilitate stakeholder engagement by

connecting project managers with relevant partners, government agencies, and communities,
fostering collaboration and collective impact.
Empowering project managers requires a collaborative approach between NGO boards

and project teams. When boards actively engage with project managers and provide the
necessary support and resources, it enhances the NGO's ability to achieve its mission and create
a positive impact in the community.
Evaluating the success of a project manager involves assessing various aspects of their
performance and the outcomes of the projects they oversee. Here are some key factors and
methods for evaluating a project manager's success:
1. Project Objectives Achievement: The primary measure of success is whether the

project manager meets or exceeds the project's defined objectives, including scope, schedule,
budget, and quality. This involves evaluating whether the project was completed on time,
within budget, and with the expected deliverables.
2. Stakeholder Satisfaction: Assessing the satisfaction of key stakeholders, including

clients, team members, senior management, and end-users, is crucial. Surveys, feedback
sessions, and regular communication can provide insights into stakeholder satisfaction.
3. Quality of Deliverables: Examine the quality of the project's deliverables or

outcomes. Are they in line with the specified standards and requirements? Do they meet or
exceed client expectations?
4. Budget and Resource Management: Evaluate the project manager's ability to

effectively manage project resources, including budget, personnel, materials, and equipment.
Did they keep the project within budget, and were resources optimally utilized?
5. Risk Management: Review how well the project manager identified, assessed, and
mitigated risks throughout the project's lifecycle. Did they proactively manage issues as they
arose?
6. Communication Skills: Effective communication is vital in project management.

Evaluate the project manager's ability to communicate with team members, stakeholders, and
management. Did they keep all parties informed and engaged?
7. Team Leadership: Assess the project manager's leadership skills, including their
ability to motivate, guide, and manage the project team. Were team members productive, and
was there a positive team dynamic?
8. Adaptability and Problem-Solving: Evaluate how the project manager handled

unexpected challenges and changes in project scope. Did they demonstrate adaptability and
effective problem-solving skills?
9. Client Relationship: Consider the project manager's relationship with the client or
project sponsor. Did they maintain a positive and collaborative working relationship?
10. Project Documentation: Assess the completeness and accuracy of project

documentation, including project plans, reports, and records. Proper documentation is essential
for transparency and future reference.
11. Continuous Improvement: Determine whether the project manager actively seeks
opportunities for process improvement and professional development. Are they committed to
enhancing their project management skills?
12. Lessons Learned: Review whether the project manager conducts thorough post-
project evaluations and captures lessons learned. This helps in applying knowledge to future
projects.
13. Key Performance Indicators (KPIs): Define specific KPIs relevant to the project
and regularly measure progress against them. These KPIs could include schedule adherence,
budget variance, defect rates, or customer satisfaction scores.
14. Peer and Self-Assessment: Encourage peer reviews and self-assessments, where
team members and the project manager themselves provide feedback on their performance.
15. Client and Stakeholder Feedback: Solicit feedback from clients and stakeholders
to gain an external perspective on the project manager's performance.
16. Benchmarking: Compare the project manager's performance against industry

standards or benchmarks for similar projects.
17. Project Closure: Evaluate the efficiency and effectiveness of the project closure
process, including the handover of project deliverables and documentation.
It's important to recognize that evaluating a project manager's success is not limited to
a single metric but involves a holistic assessment of their skills, leadership, and the overall
project outcomes. Regular performance evaluations, feedback mechanisms, and a

commitment to continuous improvement can contribute to the ongoing success of project
managers and the projects they lead.
CHAPTER 3: NGO PROJECT TEAM

3.1 INTRODUCTION
Team working is essential in any organization, whether this is for profit or non-profit,
such as NGOs. A team is described as a group of people working together towards a common
goal and is led by a team or project leader (Fowler and Malunga, 2020). According to Bell et
al. (2018), teams are crucial since they are the means that organizations work. A team can
accomplish more than what individuals can accomplish on their own (Bell et al., 2018). A team
can provide greater access to members who have broad and diverse experiences, skills,
capabilities, perspectives, and efforts. Currently, teams can exist in different compositions and
forms.
3.1.1 WHY TEAMS ARE CREATED
It is crucial for each team to understand their strengths and weaknesses, and basic
characteristics and how each team member can contribute to the efficiency and effectiveness
of the team (Lewis, 2014). Gordon (2002) explains why groups are formed. Gordon states that
groups form due to the following: common needs; common interests; common goals; cultural
similarity; and physical proximity. In addition, more teams form groups to take advantage of
the experiences of the team members and diversity of their skills. The succeeding team types
are proposed by Gordon (2002) and could still be used today to identify NGO teams:
Self-managed versus traditionally managed teams
Gordon (2002) emphasizes that teams can be managed traditionally or self-managed.

In a traditionally managed team, a leader is designated to guide and lead the team. This leader
is tasked to empower team members to complete the goals and objectives of the team.
Meanwhile, a manager is also identified to control the activities of the team. In contrast, a self-
managed team is composed of members who work together and share responsibilities in
managing the work or tasks of the group.
It is common for a self-managed team to complete the goals and objectives without an
official leader. In the absence of a designated leader, Gordon (2002) observes that the members
become more accountable for their individual performances. The latter is achieved since team
members have more control over their own tasks and activities. Although there is no official
leader, a self-managed team still relies on a manager to coach them or to sever as a liaison to
other organizations or to provide resources.
Temporary versus permanent teams
According to Gordon (2002), the duration of a team can be temporary or permanent.

Temporary teams have a designated time frame to complete their projects. Most often,
temporary teams convene to complete NGO projects for a short period of time only or in a
prespecified time period. Temporary teams are formed from members coming from other teams
or from different functional areas. In contrast, a permanent team works for longer periods of
time.
Cross-functional vesrus single-discipline teams
Gordon (2002) defines teams as single-discipline or cross-functional. This distinction

is related to the expertise and professions of the team members. Hence, a single-discipline team
is composed of team members from the same educational background or expertise. Meanwhile,
a cross-functional team is composed of a diverse group of team members with different
expertise and background. Gordon (2002) emphasizes that the diversity of the team members
is a strength to the group since this helps break down organizational barriers, improve
coordination among groups, and improvement of integration.
3.1.2 STAGES OF TEAM FORMATION
Team formation often undergo several stages. One of the widely accepted and applied
theory on team information includes Tuckman’s theory of team formation (Tuckman and
Jensen, 1977). This theory proposes five stages of team formation: forming, storming, norming,
performing; termination/ending.
Forming
The first stage of team formation is marked by team members coming together as a
team. At this stage, conflict is avoided by team members to ensure their acceptance to the
group. Team members may also feel ambiguous. At this stage, a group leader is often identified
where team members can look to for guidance (Tuckman and Jensen, 1977). Individuals are
still unsure of their roles in the team, how they fit in and the team’s purpose. They are still
unsure if they could work in harmony to meet the team’s goals and objectives.
When applied to NGO project teams, it is not unusual for team members to feel
apprehensive especially if a cross-functional team group is formed. Due to the diversity of the
expertise and background of the team members, newly formed teams may be unsure of their
role in the team in the beginning (Abraham, 2011).
Storming
Teams in the storming stage begin to discover teamworking but often find it difficult to
work in harmony as a team. This stage is often marked with conflict as team members begin to
learn their roles and responsibilities to the team (Abraham, 2011). In some cases, conflict may
arise due to unclear roles or lack of role designation, which can lead to overlapping of
responsibilities and duties (Walters, 2004). Since team members are still adjusting to their own
roles, they often must rely on each other to ensure that the goals and objectives of the team are
met. However, in the second stage, difficulties may still arise especially if there is lack of
communication or lack of a clear leader in the group (Lewis, 2014). Hence, during this stage,
it is necessary that team buildings are implemented to help team members learn more about
each other and their characteristics (Walters, 2004).
Norming
The norming stage is marked by movement away from the forming stage to actual team
performance (Tuckman and Jensen, 1997). The team begins to function since they are now
clear about their roles and their functions in the team. Conflicts are also resolved as team
members begin to acknowledge their personal and other team members’ weaknesses and
strengths. They also learn to value the contributions of team members and can work
harmoniously.
In NGOs, temporary teams may reach norming at a faster rate due to the urgency to
resolve conflicts and work together as a team. In contrast, teams that are permanent in nature
may take longer than temporary teams to reach the norming stage since they have more time
to learn about the strengths and weaknesses of each team member (Tuckman and Jensen, 1977).
However, when a clear leader is present in the beginning of the formation of the team, this
would help transition the team faster to the norming stage (Walters, 2004).
Performing
During this stage, the team has resolved conflicts, are able to work harmoniously and
becomes a high-performance team (Tuckman and Jensen, 1977). NGO team that reached the
performing stage can achieve the team’s goals and objectives and have become efficient in
their performance. Efficiency is vital in teamworking since this would help reduce waste of
resources and ensure that funds are funnelled to the projects and human resources are protected
and acknowledged (Lewis, 2014).
Termination/End
The last stage of team formation involves breaking up of the team when the project’s
goals and objectives are achieved. Temporary teams reach termination earlier than long-term
or permanent teams. However, this stage is often marked with feelings of loss among team
members especially if they have grown to work well with each other (Lewis, 2014).
3.1.3 TEAM ROLES
One of the widely accepted and implemented theory on team roles is that of Belbin’s
theory of team roles. Belbin (1996) defines team role as the tendency of a team member to
behave, interrelate with others and contribute to the team. There are three action-oriented roles:
completer finisher; implementer; and shaper. Meanwhile, Belbin (1996) states that there are
three people-oriented roles: co-ordinator, resource investigator; and team worker. He also said
that there are three cerebral roles: specialist, monitor evaluator, and plant. The nine team roles
are summarized below:
Table 4. Belbin’s Nine Team Roles
Team Role Strengths Allowable weaknesses
Shaper • Has drive and courage to • Offens feeings of people

overcome difficulties and • Prone to provocation
obstacles
• Thrives on pressure, dynamic
and challenging
Implementer • Translates ideas into realistic • Slow to respond to new
(company actions possibilities
worker) • Reliable, efficient, • Somewhat inflexible
conservative, and disciplined
Complete • Prompt and delivers on time • Reluctant to delegate
finisher • Anxious, conscientious, • Included to worry unduly
painstaking
• Searches out omissions and
errors
Co-ordinator • Promotes decision-making, • Offloads personal work
clarifies goals, and delegates • Can be seen as manipulative
well
• A good chairperson, confident,
and mature
Teamworker • Averts friction, builds, and • May be indecisive during
listens pivotal moments
• Diplomatic, percetive, mild,
and co-operate
Resource • Develops contacts • Once initial enthusiasm has
Investigator • Explores opportunities passed, may then lose interest
• Communicative, enthusiastic, • Over-optimistic
and extrovert
Plant • Solves difficult problems • Too pre-occupied to
• Creative, unorthodox, and communicate with team
imaginative members effectively
• Ingonres incidentals
Monitor • Judges accurately • Lacks ability and drive to

evaluator • Sees all options inspire others
• Disarming, strategic, and sober
Specialist • Provides skills and knowledge • Focus on technicalities
in rare supply • Contribute less to the team
Source: University of Cambridge, 2023, p.1
Assessing the team members’ roles using appropriate assessment tools would help the
NGO Project manager determine which of team members are specialists, co-ordinator,
teamworker or resource investigator. Examining the team roles of the members would
determine the tasks that would be assigned to them.
3.2 NGO PROJECT TEAM AND COMPOSITION
NGO Project team: A well-structured NGO project team is essential for the successful
planning, execution, and completion of projects. The composition of an NGO project team can
vary depending on the specific project's size, complexity, and objectives. However, here are
the key components that typically make up an NGO project team:
1. Project Manager: The project manager is responsible for overall project leadership,
planning, execution, and monitoring. They coordinate team activities, manage resources, and
ensure the project stays on track.
2. Project Coordinator: In larger projects, a project coordinator may assist the project
manager in various tasks, including administrative duties, scheduling, and communications.
This role can help alleviate some of the project manager's workload.
3. Technical Experts: Depending on the nature of the project, technical experts or

specialists may be required. These experts possess specialized skills or knowledge relevant to
the project, such as engineers, healthcare professionals, educators, or subject matter experts.
4. Program Officers: Program officers focus on the design and implementation of

specific program activities within the project. They work closely with the project manager to
ensure program objectives are met.
5. Field Staff: Field staff are responsible for executing project activities at the
grassroots level, especially in remote or target communities. They may include community
organizers, field workers, educators, or health workers.
6. Finance and Budgeting Team: This team manages project finances, including
budgeting, financial reporting, and expenditure tracking. Roles may include finance managers,
accountants, or financial analysts.
7. Monitoring and Evaluation (M&E) Specialists: M&E specialists are crucial for
assessing project progress and impact. They design data collection methods, conduct
evaluations, and provide feedback for decision-making.
8. Communications and Outreach: This team handles project communication, public

relations, and stakeholder engagement. They may include communications officers, media
specialists, and community liaisons.
9. Administrative Support: Administrative staff assist with project documentation,

record-keeping, procurement, and logistics. They play a crucial role in ensuring the project
runs smoothly.
10. Logistics and Procurement: Responsible for sourcing project materials,

equipment, and supplies, as well as managing logistics for field operations. This may include
procurement officers and logisticians.
11. Community Mobilizers: These individuals engage with the target community or
beneficiaries, facilitating their participation in project activities and ensuring their needs are
considered.
12. Volunteers: NGOs often rely on volunteers who contribute their time and skills to
various aspects of the project. Volunteers can serve in various roles, such as trainers, mentors,
or support staff.
13. Legal and Compliance Experts: Ensures that the project adheres to legal
requirements and regulations. They may handle issues related to contracts, permits, and
compliance with donor agreements.
14. Gender and Social Inclusion Specialists: Promotes gender equality and social
inclusion within the project, ensuring that marginalized groups are not left behind.
15. Environmental Experts: If the project has environmental implications, experts

may be required to address environmental concerns and compliance.
16. Security Personnel: In regions with security risks, security personnel may be
necessary to ensure the safety of the project team and assets.
The specific roles and team structure can be customized to fit the project's unique needs.
NGOs should carefully assess the project's objectives and requirements to determine the most
suitable team composition. Effective communication, collaboration, and a clear understanding
of roles and responsibilities are essential for the success of an NGO project team.
CHAPTER 4: PROJECT PLANNING IN NGOS

4.1 INTRODUCTION
Project planning is defined as the process of determining the appropriate mission,

vision, strategies, and goals for the achievement of the objectives of a project (Zhou et al.,
2007). Project planning is also described as the extent to which equipment, milestones, budget,
workforce are estimated or specified and involves estimating the cost, time, and effort needed
to execute and implement a project (Hekala, 2012). Dugger (2007) has a similar view on project
planning. He emphasized that project planning is the process that consist of establishing the
total scope of the project, refinement of objectives, and development of the course of action
necessary to achieve the established objectives (Dugger, 2007).
A case study conducted by Elly (2023) of selected NGOs in South Sudan revealed the
importance of project planning. Findings showed that there is a positive and significant
correlation between project planning and project success. Project planning and risk
management were likely positively and significantly correlated. Meanwhile, risk management
and project success were positively and significantly correlated. Based on the results of the
study by Elly (2023), it is crucial for NGOs to focus on project planning to ensure that risks
are managed, and projects are successful. Elly (2023) advised that, “… for every project, there
must be sufficient planning immediately at the initiation of the project idea.” (p. 8). However,
there are variations on how project planning is initiated between organizations. Further, there
were also insufficient formal policies and guidelines or frameworks on organizational planning.
This might not be unusual as project planning is dependent on the characteristics of the
organization and the objectives and tasks designed to achieve project success (Lewis, 2014).
Despite the variations on project planning, there are still basic principles that NGOs can
follow to ensure the success of a project. In the succeeding sections of this chapter, there are
recommendations and outlines on how to perform project planning. These recommendations
are designed to provide a general guideline on how to plan for projects and execute this plan.
4.2 BASIC AIMS OF PROJECT PLANNING IN NGOS
The basic aims of project planning in Non-Governmental Organizations (NGOs) are to

ensure that projects are effectively designed, managed, and executed to achieve their intended
goals while adhering to the Organization's mission and values. Here are the primary aims of
project planning in NGOs:
1. Goal Alignment: Ensure that the project aligns with the NGO's mission and long-
term goals. Projects should contribute to the Organization's broader objectives, whether they
are related to humanitarian aid, development, advocacy, or other areas.
2. Needs Assessment: Conduct a thorough needs assessment to identify the specific

issues, challenges, or opportunities that the project aims to address within the target community
or beneficiaries.
3. Objective Definition: Clearly define the project's objectives and outcomes. These
should be specific, measurable, achievable, relevant, and time-bound (SMART) to provide
clear guidance on what the project intends to achieve.
4. Stakeholder Engagement: Identify and engage relevant stakeholders, including

beneficiaries, community leaders, government agencies, donors, and other NGOs. Ensure that
their input is considered in project design and implementation.
5. Resource Allocation: Allocate resources effectively, including budget, staff,

volunteers, and materials. Develop a budget that aligns with project goals and secures necessary
funding.
6. Risk Assessment: Identify potential risks and challenges that could affect project
success. Develop strategies to mitigate these risks and create contingency plans.
7. Project Timeline: Develop a project timeline with clear milestones and deadlines.
Ensure that the project is completed within the specified time-frame.
8. Monitoring and Evaluation: Establish a system for monitoring progress and

evaluating the project's impact. This includes collecting data, conducting assessments, and
measuring outcomes against the project's objectives.
9. Community Participation: Promote community participation and ownership in the

project. Involve beneficiaries in decision-making processes and empower them to take an
active role.
10. Sustainability: Plan for the sustainability of project outcomes beyond the project's
duration. Consider how the project can lead to lasting improvements in the community.
11. Transparency and Accountability: Ensure transparency in project operations and

finances. Establish accountability mechanisms to track the use of resources and report to donors
and stakeholders.
12. Adaptability: Remain flexible and open to adjustments during the project lifecycle.
Adapt the project plan as needed based on changing circumstances or new information.
13. Communication: Develop a communication plan to keep stakeholders informed

about project progress, challenges, and successes. Effective communication fosters trust and
support.
14. Ethical Considerations: Uphold ethical standards throughout the project,

respecting the rights, dignity, and culture of the beneficiaries and communities served.
15. Learning and Improvement: Promote a culture of learning within the

Organisation. Use project planning and evaluation as opportunities to gather insights and
improve future projects.
These aims help NGOs ensure that their projects are well-designed, responsive to
community needs, accountable, and capable of making a positive impact while maintaining the
Organization's integrity and values.
4.3 STAGES OF PROJECT PLANNING IN NGOS
Project planning in NGOs typically involves several stages to ensure that projects are
well-designed, feasible, and aligned with the Organization's mission and goals (Figure 4). Here
are the common stages of project planning in NGOs:
1. Identification of Needs and Opportunities:
- Conduct a thorough needs assessment to identify the specific challenges, issues, or

opportunities that the project aims to address.
- Explore the social, economic, and environmental factors influencing the target
community or beneficiaries.
2. Project Conceptualization:
- Define the overall concept of the project, including its objectives, scope, and intended
impact.
- Consider how the project aligns with the NGO’s mission and long-term goals.
3. Stakeholder Analysis and Engagement:
- Identify and analyze key stakeholders, including beneficiaries, community leaders,

government agencies, donors, and other NGOs.
- Engage stakeholders in project discussions to gather input, build partnerships, and

ensure buy-in.
4. Project Design:
- Develop a detailed project plan that includes specific activities, timelines, and
resources required.
- Set clear, measurable, achievable, relevant, and time-bound (SMART) objectives.
- Define the project’s budget and funding requirements.
- Create a logical framework or results framework to outline the project’s structure and
expected outcomes.
5. Resource Mobilization and Fundraising:
- Identify potential funding sources, including government grants, private donors,

foundations, or fundraising events.
- Develop fundraising strategies and grant proposals to secure the necessary resources
for the project.
Proposal
Project Feasibility
Follow-up
Request Letter
Measurement
and Appraisal
NGO Board
PROJECT LIFE CYCLE Acceptance
and Approval
Letter of Final
Report
Bidding
Impact on community
Financing
Take over
Implementation
Figure 4. Project Life Cycle
6. Risk Assessment and Mitigation:
- Identify potential risks and challenges that could impact the project's success.
- Develop risk mitigation strategies and contingency plans to address unforeseen issues.
7. Project Team Formation:
- Recruit and assemble a project team, including staff, volunteers, and experts with
relevant skills.
- Define roles and responsibilities within the team.
8. Budget Development:
- Create a detailed budget that outlines all project expenses, including personnel costs,
materials, equipment, and overhead.
- Ensure that the budget aligns with the project's objectives and funding sources.
9. Project Timeline and Work Plan:
- Develop a project timeline that includes milestones and deadlines for each project
phase.
- Create a work plan that outlines tasks, responsibilities, and dependencies.
10. Monitoring and Evaluation Framework:
- Establish a monitoring and evaluation framework to track progress and measure

project outcomes.
- Define indicators, data collection methods, and evaluation criteria.
11. Community Engagement and Participation:
- Engage the target community or beneficiaries in project planning and decision-

making processes.
- Ensure that the project reflects their needs and priorities.
12. Legal and Regulatory Compliance:
- Ensure that the project complies with local laws, regulations, and ethical standards.
- Secure any necessary permits or approvals.
13. Communication and Reporting:
- Develop a communication plan to keep stakeholders informed about project progress

and results.
- Establish reporting mechanisms to provide updates to donors and supporters.
- Uphold ethical standards in all project activities, respecting the rights and dignity of
beneficiaries and communities.
15. Final Approval and Launch:
- Present the project plan for approval from the NGO's leadership or board of directors.
- Launch the project once funding is secured and all preparations are in place.
These stages help NGOs systematically plan and execute projects that have a positive
impact on communities while ensuring transparency, accountability, and sustainability.
Each stage involves careful consideration of various factors and continuous adaptation
as needed throughout the project lifecycle.
4.4 PROJECT FOLDER
A well-organized project folder is essential for keeping all project-related documents

and materials in one place, making it easier to manage and share information with your team.
Here's a list of common items that should be included in a project folder:
1. Project Plan and Charter:
- Detailed project plan outlining objectives, scope, schedule, and milestones.
- Project charter with key information, such as project sponsors, stakeholders, and
objectives.
2. Project Timeline:
- Gantt chart or project timeline showing task dependencies, start and end dates, and
responsible team members.
3. Project Budget:
- Detailed budget with cost estimates, funding sources, and expenditure tracking.
4. Resource Documents:
- Resumes or profiles of team members and their roles.
- Contracts or agreements with external vendors or partners.
5. Meeting Minutes:
- Minutes from project meetings, including discussions, decisions, and action items.
6. Reports and Presentations:
- Progress reports summarizing project status.
- Presentation materials for project updates or stakeholder meetings.
7. Risk Register and Mitigation Plans:
- Documentation of identified risks, their potential impact, and mitigation strategies.
8. Project Communication Plan:
- Plan outlining how project communication will be managed, including stakeholders,

frequency, and channels.
9. Quality Assurance Documents:
- Quality standards, testing plans, and documentation of quality control measures.

10. Project Files and Data:
- Any project-specific files, data, or datasets required for analysis or reporting.
11. Legal and Compliance Documents:
- Contracts, permits, or legal agreements related to the project.
- Compliance documentation ensuring adherence to relevant laws and regulations.
12. Change Requests and Documentation:
- Records of any changes made to the project plan, scope, or requirements.
13. Training Materials:
- Training manuals, guides, or materials for team members or end-users.
14. Feedback and Evaluation Forms:
- Forms for collecting feedback from team members, stakeholders, or end-users.
15. Archived Emails and Correspondence:
- Archived email correspondence related to the project for reference.
16. Photos and Visual Materials:
- Visual materials, photographs, or graphics relevant to the project.
17. Project Closure Documentation:
- Documentation of project closure activities, lessons learned, and final reports.
18. Backup and Recovery Plan:
- Plan for data backup and recovery in case of unforeseen issues.
19. Technical Documentation:
- Technical specifications, user manuals, or documentation for project-specific tools or

software.
20. Final Deliverables:
- Any final deliverables produced as a result of the project, such as reports, software, or
products.
21. References and Citations:
- References to external sources or research used in the project.

22. Archiving and Storage Guidelines:
- Guidelines for archiving project data and materials once the project is complete.
Maintaining a well-structured project folder not only ensures that all project-related
information is readily accessible but also facilitates collaboration and knowledge sharing
among team members and stakeholders. Consider using digital project management tools and
cloud storage for efficient Organization and sharing of project files.
4.5 FACTORS THAT LEAD THE PROJECT TO SUCCESS AND FAILURES
Project success or failure can be influenced by various factors, and it's important to
understand these to increase the likelihood of a successful outcome. Here are some key factors
that can lead to project success and failures:
Factors Leading to Project Success:
1. Clear Objectives: Well-defined and clear project objectives that align with
Organisational goals are critical for success.
2. Effective Planning: Thorough project planning, including scope definition, resource

allocation, and scheduling, helps set the project on the right path.
3. Skilled Team: A competent and motivated project team with the necessary skills and
experience can significantly contribute to success.
4. Strong Leadership: Effective project leadership ensures proper direction, decision-

making, and issue resolution throughout the project.
5. Stakeholder Engagement: Engaging stakeholders, including sponsors, clients, and

end-users, throughout the project can lead to better alignment with their expectations.
6. Risk Management: Identifying and mitigating risks early can prevent issues from
becoming major roadblocks.
7. Monitoring and Control: Regular monitoring of project progress and the ability to
make timely adjustments are essential for success.
8. Communication: Clear and consistent communication among team members and

stakeholders fosters collaboration and understanding.
9. Quality Management: A focus on quality assurance and control ensures that the
project delivers the desired outcomes.
10. Change Management: Adapting to changes and having a structured change

management process can help keep the project on track.
Factors Leading to Project Failure:

1. Unclear Objectives: Projects without well-defined objectives or constantly changing

objectives can quickly derail.
2. Poor Planning: Inadequate planning, including insufficient scope definition or

inaccurate resource estimation, can lead to budget and timeline issues.
3. Lack of Resources: Insufficient resources, whether it's personnel, budget, or

technology, can hinder project progress.
4. Inadequate Leadership: Weak or ineffective project leadership can result in

confusion and lack of direction.
5. Stakeholder Neglect: Ignoring the needs and concerns of key stakeholders can lead
to dissatisfaction and project failure.
6. Inadequate Risk Management: Failing to identify and address potential risks can
result in costly disruptions.
7. Scope Creep: Uncontrolled changes or additions to the project scope can lead to
scope creep, causing delays and budget overruns.
8. Poor Communication: Communication breakdowns or lack of transparency can

lead to misunderstandings and conflicts.
9. Quality Issues: Neglecting quality control can result in deliverables that do not meet
requirements or standards.
10. Resistance to Change: When team members or stakeholders resist necessary

changes, it can impede project progress.
11. External Factors: External factors such as economic shifts, political changes, or
natural disasters can disrupt projects beyond control.
12. Inadequate Monitoring: Failing to monitor project progress or ignoring early

warning signs can lead to project failure.
13. Lack of Closure: Incomplete project closure, including lessons learned and
knowledge transfer, can hinder future projects.
It's crucial for project managers and teams to proactively address these factors and adapt
to changing circumstances to increase the chances of project success. Regular evaluation and
adjustment of project strategies can help mitigate risks and improve overall project outcomes.
4.6 STRATEGICAL PARAMETERS OF NGO PROJECT PLANNING

Strategic parameters play a vital role in NGO project planning, helping to align
projects with the Organization's broader mission and goals. Here are some strategic parameters
that NGOs should consider during project planning:
1. Mission Alignment: Ensure that the project's objectives align with the overall
mission and values of the NGO. Projects should contribute to the Organisation's long-term
goals.
2. Stakeholder Analysis: Identify and analyze stakeholders, including beneficiaries,

donors, partners, and local communities. Understand their needs, expectations, and interests to
inform project design.
3. Needs Assessment: Conduct a thorough needs assessment to understand the specific

problems or challenges that the project aims to address. This assessment should involve
beneficiaries and the local community.
4. Goal Clarity: Define clear and achievable project goals and objectives. Ensure that
these goals are specific, measurable, attainable, relevant, and time-bound (SMART).
5. Strategic Planning: Integrate project planning into the NGO's strategic planning
process. Projects should be seen as part of a larger strategy to create lasting impact.
6. Resource Allocation: Allocate resources (financial, human, and technical)

strategically to maximize the project's impact. Ensure that resources are used efficiently and
effectively.
7. Risk Assessment: Identify potential risks and challenges that may affect the project's
success. Develop risk mitigation strategies and contingency plans.
8. Sustainability: Consider the long-term sustainability of project outcomes. How will

the project's benefits continue beyond its completion? Focus on building local capacity and
ownership.
9. Partnerships: Assess opportunities for collaboration with other NGOs, government

agencies, local Organizations, or private sector partners. Partnerships can enhance project
effectiveness.
10. Advocacy and Policy Change: If relevant, consider how the project can influence
policy changes or advocate for broader social, economic, or environmental improvements.
11. Monitoring and Evaluation: Develop a robust monitoring and evaluation

framework to measure project progress and outcomes. Regularly review and adapt project
strategies based on feedback and data.
12. Budget Alignment: Ensure that the project budget aligns with the strategic
priorities of the NGO. Allocate funds to activities that have the greatest impact.
13. Communication and Outreach: Develop a communication plan to engage

stakeholders, raise awareness, and share project successes and challenges. Effective
communication can support fundraising efforts.
14. Ethical Considerations: Adhere to ethical principles and standards in project

planning and implementation. Consider issues like inclusivity, transparency, and
accountability.
15. Knowledge Sharing: Encourage knowledge sharing within the Organisation and
with external partners. Capture lessons learned and best practices for future projects.
16. Flexibility: Build flexibility into the project plan to adapt to changing
circumstances or unforeseen challenges.
17. Community Engagement: Involve the local community in project planning and
decision-making processes. Their input can enhance project relevance and acceptance.
18. Gender and Inclusivity: Consider gender-specific needs and ensure inclusivity in
project activities. Address any potential biases or disparities.
19. Environmental Impact: Assess and minimize the project's environmental impact,
particularly in areas related to natural resource management or conservation.
By carefully considering these strategic parameters, NGOs can develop projects that
are not only impactful in the short term but also contribute to the Organization's broader
mission and vision for positive social change.
4.6.1 ANALYSIS OF ENVIRONMENTAL VARIABLES
Analyzing environmental variables of a project is essential to assess and mitigate

potential environmental impacts. Here are the steps to analyze environmental variables:
1. Identify Environmental Variables:
- Begin by identifying the environmental variables relevant to your project. These

may include factors like air quality, water resources, biodiversity, soil quality, climate,
and land use.
2. Baseline Assessment:
- Conduct a baseline assessment of the current environmental conditions in the project

area. Collect data and information on the existing state of the environment. This step
establishes a reference point for measuring project impacts.
3. Impact Assessment:
- Identify the potential environmental impacts that may result from your project's
activities. Consider both direct and indirect impacts. Common impacts include habitat
disruption, pollution, deforestation, and resource depletion.
4. Risk Assessment:
- Assess the risks associated with these impacts. Determine the likelihood and severity
of each impact occurring. This helps prioritize and plan for mitigation measures.
5. Legal and Regulatory Compliance:
- Review local, national, and international laws and regulations related to environmental
protection. Ensure that your project complies with all applicable environmental laws.
- Engage with stakeholders, including local communities and environmental

Organisations. Seek their input on environmental concerns and potential impacts.
Address their feedback and concerns in project planning.
7. Mitigation Measures:
- Develop a comprehensive plan for mitigating identified environmental impacts. This

plan may include measures to reduce pollution, protect wildlife habitats, conserve water
resources, and minimize carbon emissions.
8. Environmental Management Plan (EMP):
- Create an Environmental Management Plan that outlines how environmental issues

will be managed throughout the project lifecycle. This plan should detail
responsibilities, monitoring, reporting, and response procedures.
9. Monitoring and Reporting:
- Implement a robust monitoring and reporting system to track environmental variables

and project impacts. Regularly collect data and assess the effectiveness of mitigation
measures.
10. Adaptive Management:
- Be prepared to adapt your project based on monitoring results. If unforeseen

environmental issues arise, adjust your strategies and actions accordingly.
11. Environmental Education and Training:
- Educate project staff and local communities about the importance of environmental
conservation and sustainable practices. Training can help prevent inadvertent
environmental harm.
12. Transparency and Communication:
- Maintain open and transparent communication with stakeholders, including reporting

on environmental performance. Share information about the project's environmental
initiatives and successes.
13. Environmental Impact Assessment (EIA):
- Depending on the scale and nature of your project, you may need to conduct a formal
Environmental Impact Assessment, which is a systematic evaluation of the project's
potential environmental effects.
14. External Expertise:
- Consider involving environmental experts or consultants to assist with impact

assessments and mitigation planning, especially for complex or large-scale projects.
15. Continuous Improvement:
- Continuously seek opportunities to improve environmental performance. Implement

best practices and explore innovative technologies or methods to minimize
environmental harm.
16. Post-Project Evaluation:
- After project completion, conduct a post-project evaluation to assess the actual

environmental impacts and the effectiveness of mitigation measures. Use lessons
learned for future projects.
By systematically analyzing and addressing environmental variables, your project can

minimize its negative environmental footprint and contribute to sustainable development and
conservation efforts.
4.6.1.1 Internal Environment
The internal environment for a project refers to the conditions, factors, and elements
that exist within the project itself or within the Organization responsible for executing the
project. This internal environment can significantly impact the success or failure of the project.
Here are some key aspects of the internal environment for a project:
1. Project Team: The individuals who make up the project team, including their skills,
experience, and expertise, are a critical part of the internal environment. The team's ability to
work together, communicate effectively, and perform their assigned roles can influence project
outcomes.
2. Project Goals and Objectives: Clearly defined project goals, objectives, and
deliverables set the direction for the project. The internal environment should support
alignment with these goals and provide the necessary resources to achieve them.
3. Project Scope: The scope defines the boundaries of the project, including what is
included and what is excluded. The internal environment should ensure that the project stays
within scope and that any changes are properly managed.
4. Project Resources: Internal resources such as budget, funding, equipment,

materials, and facilities are essential for project execution. Adequate allocation and
management of these resources are critical for success.
5. Project Timeline: The project schedule, including milestones and deadlines, is part
of the internal environment. Efficient time management and adherence to the schedule are
essential.
6. Project Policies and Procedures: Internal policies and procedures within the
Organization or project management framework provide the structure and guidelines for
project execution. These may include quality control procedures, risk management protocols,
and reporting processes.
7. Communication Channels: Effective communication channels and mechanisms

within the project team and with stakeholders are crucial. Clear and open communication
fosters collaboration and problem-solving.
8. Risk Management: Identifying, assessing, and mitigating project risks is part of the
internal environment. A robust risk management plan helps the project team anticipate and
address potential challenges.
9. Change Management: The internal environment should accommodate changes that

may arise during the project. Change management processes ensure that alterations to project
scope, requirements, or objectives are handled systematically.
10. Organizational Culture: The culture and values of the Organization overseeing
the project play a role in shaping the internal environment. A culture that values innovation,
accountability, and quality can positively impact project outcomes.
11. Leadership and Management: Effective project leadership and management are
vital components of the internal environment. Project managers and leaders should provide
direction, support, and decision-making capabilities.
12. Team Dynamics: The relationships and dynamics among project team members
can influence morale, motivation, and productivity. A positive team environment fosters
collaboration and creativity.
13. Quality Assurance: Processes and standards for ensuring the quality of project
deliverables and outcomes are part of the internal environment. Quality control measures
should be integrated into project activities.
14. Resource Allocation: Decisions regarding how resources are allocated within the
project, including assigning tasks, roles, and responsibilities, are made within the internal
environment.
15. Performance Measurement: The internal environment includes mechanisms for

measuring and monitoring project performance against established criteria and key
performance indicators (KPIs).
Understanding and managing the internal environment is crucial for project success. It
involves aligning resources, people, and processes to achieve project objectives while
considering the unique characteristics and constraints of the Organization or project at hand.
4.6.1.2 External Environment
The external environment for a project refers to the conditions, factors, and influences
that exist outside the project itself and the Organization conducting the project. These external
factors can have a significant impact on the project's success or failure. Here are some key
aspects of the external environment for a project:
1. Stakeholders: Stakeholders are individuals, groups, or Organizations that have an

interest in the project or are affected by its outcomes. They can include clients, customers,
suppliers, regulatory bodies, local communities, and more. Managing stakeholder expectations
and engagement is crucial.
2. Market Conditions: In projects related to product development or market entry,

external market conditions, such as demand, competition, and economic trends, can affect
project viability and success.
3. Economic Factors: Economic conditions, including inflation rates, exchange rates,

interest rates, and overall economic stability, can influence project costs, financing, and
feasibility.
4. Legal and Regulatory Environment: Laws, regulations, permits, and compliance

requirements at the local, national, and international levels can impact project planning,
execution, and risk management.
5. Political Environment: Political stability or instability, government policies, trade

agreements, and geopolitical factors can affect projects, especially those with international
components.
6. Social and Cultural Factors: Social and cultural factors, including public attitudes,
demographics, and societal norms, can influence project design, communication strategies, and
community engagement.
7. Environmental Considerations: Environmental regulations, sustainability goals,

and ecological impacts are relevant for projects that interact with natural resources or
ecosystems.
8. Technology and Innovation: Advancements in technology and industry-specific

innovations can present opportunities or challenges for projects, affecting project scope and
requirements.
9. Suppliers and Partners: External suppliers, subcontractors, and project partners

play a critical role in project execution. Their performance, reliability, and availability can
impact project timelines and quality.
10. Economic Trends: Broader economic trends, such as recessions, economic growth,
or industry-specific cycles, can influence project funding, market demand, and financial
feasibility.
11. Competitive Landscape: The competitive environment within the industry or

market where the project operates can affect project planning, pricing strategies, and market
positioning.
12. Global Factors: For international projects, factors like global economic conditions,
trade agreements, and international relations can introduce additional complexities.
13. Natural Events and Disasters: External natural events, such as hurricanes,
earthquakes, or pandemics, can disrupt project activities and require contingency planning.
14. Public Opinion and Perception: How the project is perceived by the public and
media can impact its social license to operate and the level of support it receives.
15. Technological Dependencies: Projects that rely on specific technologies or

external systems may be vulnerable to changes or disruptions in those technologies or systems.
Understanding and assessing the external environment is a critical part of project

planning and risk management. Project managers and teams need to consider these external
factors, conduct thorough environmental scans, and develop strategies to adapt to changes and
mitigate risks arising from the external environment. The ability to navigate and respond to
external influences is essential for project success and resilience.
4.6.1.3 Competitive Dynamics
Competitive dynamics within project management can refer to the interactions,

conflicts, and competitive forces that exist among various stakeholders, teams, or entities
involved in or affected by a project. These competitive dynamics can influence the project's
success, resource allocation, decision-making, and overall effectiveness. Here are some aspects
of competitive dynamics within project management:
1. Resource Competition: Different projects within an Organization may compete for

limited resources, such as funding, skilled personnel, equipment, or time. Project managers
may need to compete for these resources to ensure their project's success.
2. Scope and Priority: Projects often have competing scopes and priorities. Project
managers may compete for priority within an Organization, with higher-priority projects
receiving more attention and resources.
3. Conflict Resolution: Competing interests among project stakeholders can lead to

conflicts that need resolution. Project managers must navigate these conflicts and find
compromises to keep the project on track.
4. Vendor or Supplier Competition: In cases where external vendors or suppliers are

involved, they may compete for the project's business. This competition can impact pricing,
quality, and delivery.
5. Talent Acquisition: Project managers may compete to attract and retain top talent
for their project teams. Skilled professionals are in high demand and attracting the right team
members can be competitive.
6. Market Competition: In some cases, projects may be directly related to entering or

competing within a specific market. Project managers need to understand market dynamics and
competitive forces in such cases.
7. Risk Management: Competing risks and uncertainties can affect project outcomes.
Project managers must identify, assess, and prioritize risks and develop strategies to mitigate
them effectively.
8. Time and Speed: Speed to market or project completion can be a competitive

advantage. Project managers may need to compete with time constraints and deadlines.
9. Change Management: Resistance to change can be a competitive dynamic. Project

managers must compete for acceptance and alignment with project changes.
To effectively manage competitive dynamics within project management, project

managers should:
- Communicate clearly and transparently with stakeholders.
- Negotiate and collaborate to resolve conflicts.
- Prioritize project objectives based on Organizational goals.
- Develop strong project teams and allocate resources wisely.
- Continuously monitor the project environment for changes and adapt accordingly.
By understanding and addressing competitive dynamics, project managers can increase

the likelihood of project success and minimize potential disruptions.
CHAPTER 5: PROJECT CONTROL IN NGOS

5.1 INTRODUCTION
Control in the context of project management is described as the act of monitoring,

regulating, and measuring performance to ensure that these are aligned to the project plan’s
objectives (Abraham, 2011). Control is an essential component of project management, helping
project managers maintain oversight, make informed decisions, and take corrective actions
when necessary. It involves comparing actual project performance against the planned or
expected performance to identify any variances or deviations and then implementing changes
to bring the project back on track.
From an academic perspective, project control encompasses several key elements:
1. Monitoring Progress: This involves continuously tracking and measuring various

project parameters, such as time, cost, quality, scope, and risk, to assess how the project is
progressing.
2. Performance Measurement: Project managers use performance indicators and

metrics to quantitatively assess how well the project is meeting its objectives. Key Performance
Indicators (KPIs) may be used to evaluate project success.
3. Variance Analysis: Project control involves comparing the actual project

performance against the planned performance. Variance analysis identifies discrepancies and
deviations from the baseline plan.
4. Change Management: When significant variances or changes occur, project

managers must evaluate their impact and decide whether to approve or reject change requests.
Change management processes are vital for maintaining control.
5. Risk Management: Control also involves ongoing risk assessment and mitigation.
Project managers monitor identified risks and implement risk response plans as needed.
6. Quality Control: Ensuring that the project's deliverables meet quality standards is
another facet of control. This includes conducting quality inspections and audits.
7. Scope Control: Scope changes and scope creep can be detrimental to a project.
Control efforts aim to manage and control project scope changes effectively.
8. Resource Allocation: Managing and optimizing the allocation of resources (human,

financial, material) to ensure they align with project requirements and objectives.
9. Communication and Reporting: Regular communication and reporting to

stakeholders are essential for transparency and keeping stakeholders informed of project status.
10. Corrective Actions: Based on the analysis of project variances and performance
data, project managers implement corrective actions, which may involve adjusting the project
plan, reallocating resources, or revising objectives.
11. Documentation: Proper documentation of all project-related activities, changes,

and decisions is critical for control and future reference.
Control is an ongoing process throughout the project's life cycle, from initiation to
closure. It ensures that the project stays on track, stays within scope, remains on schedule, and
stays within budget. Effective project control helps project managers make data-driven
decisions, minimize risks, and increase the chances of project success.
5.2 WORK CONTROL
"Work control" in project management refers to the processes and practices used to
manage and oversee the actual tasks and activities required to complete a project's work
packages or deliverables. It focuses on ensuring that the work is carried out efficiently,
effectively, and in alignment with the project plan, objectives, and quality standards. Work
control involves several key aspects:
1. Task Management: Work control involves the assignment, tracking, and

management of individual tasks and activities within the project. This includes defining the
tasks, setting priorities, and allocating resources (such as team members and equipment) to
accomplish them.
2. Schedule Adherence: Ensuring that tasks are completed on schedule is a

fundamental aspect of work control. Project managers monitor task durations and dependencies
to prevent delays and maintain the project's timeline.
3. Resource Allocation: Effective allocation of resources, both human and material, is

essential for work control. Project managers need to ensure that the right resources are available
when needed and that resource conflicts are resolved promptly.
4. Quality Assurance: Work control includes measures to ensure that the work
performed meets the specified quality standards and requirements. This may involve quality
inspections, testing, and adherence to quality assurance processes.
5. Scope Management: Work control helps prevent scope creep by ensuring that the
work performed aligns with the project's defined scope. Any changes or deviations from the
scope must be documented and managed.
6. Risk Management: Identifying and addressing risks related to specific tasks or

activities is crucial for work control. Project managers monitor and mitigate risks to prevent
disruptions to the work.
7. Communication and Reporting: Regular communication among team members,

stakeholders, and project managers is essential for work control. Team members should report
progress, issues, and challenges to ensure timely intervention.
8. Change Management: Work control processes also handle change requests related to
specific tasks or activities. Changes may involve modifications to the work plan, resources, or
scope.
9. Issue Resolution: Work control includes mechanisms for identifying and resolving issues
or roadblocks that may impede progress. Quick problem-solving is crucial to keep the work on
track.
10. Documentation: Detailed documentation of task descriptions, progress reports, resource

assignments, and any changes made during work control is essential for maintaining clarity
and accountability.
Work control is an integral part of overall project control, which encompasses

monitoring and managing various aspects of a project, including cost control, risk control, and
quality control. By effectively managing the work at the task level, project managers can
maintain project alignment with the defined objectives, minimize disruptions, and increase the
likelihood of successful project completion.
5.3 CONTROLLING CHANGES IN NGO PROJECT
Controlling changes in a project, especially in NGOs (Non-Governmental

Organisations), is crucial to ensure that the project remains on track and aligned with its
objectives. Here are steps that a project manager in an NGO can take to control changes
effectively:
1. Change Request Process: Establish a formal change request process within the
NGO. Any proposed change to the project's scope, schedule, budget, or other aspects should
be documented through a change request form. This form should include details such as the
nature of the change, its impact, and the reasons for the request.
2. Change Review Board: Create a Change Review Board or Committee consisting of

relevant stakeholders, including project sponsors, team members, and subject matter experts.
This board should meet regularly to review change requests and make decisions on their
approval, rejection, or deferral.
3. Impact Analysis: Perform a thorough impact analysis for each change request.
Assess how the proposed change will affect the project's scope, schedule, budget, quality, and
resources. This analysis should include an evaluation of the potential risks and benefits
associated with the change.
4. Prioritization: Prioritize change requests based on their impact and alignment with
the project's goals. Not all changes may be equally important or urgent. Ensure that higher-
priority changes receive more attention and resources.
5. Documentation: Maintain comprehensive records of all change requests, including

their status, decisions, and justifications. This documentation provides transparency and
accountability throughout the change control process.
6. Communication: Communicate changes and their implications to all relevant

stakeholders promptly. Transparency is essential in managing expectations and obtaining buy-
in for approved changes.
7. Change Control Board Meetings: Hold regular Change Control Board meetings to
discuss and decide on change requests. During these meetings, thoroughly evaluate the
proposed changes and make informed decisions.
8. Change Tracking: Implement a change tracking system that allows project

managers to monitor the status and progress of approved changes. Ensure that changes are
implemented as planned and that they do not introduce additional risks or disruptions.
9. Documentation Updates: Update project documentation, including the project plan,

scope statement, and risk register, to reflect approved changes accurately. Keeping project
documentation current is essential for maintaining project alignment.
10. Risk Management: Assess and manage any new risks introduced by approved
changes. Ensure that risk mitigation strategies are in place to address potential issues arising
from changes.
Maintain the project's quality standards even when implementing changes. Verify that
the quality of deliverables remains consistent and conduct any necessary testing or inspections.
12. Cost and Budget Control: Monitor the financial impact of approved changes.
Ensure that changes are managed within the approved budget and that any budget adjustments
are made as necessary.
13. Continuous Monitoring: Continuously monitor the project's progress and

performance, especially after implementing changes. This helps identify any unintended
consequences or deviations from the project's objectives.
Controlling changes in an NGO project requires a structured approach, clear processes,

and collaboration among stakeholders. By following these steps and maintaining effective
change control mechanisms, project managers can adapt to evolving project requirements while
minimizing disruptions and maintaining project success.
5.4 CONTROLLING BUDGET
Controlling the budget in project management refers to the process of monitoring,

reviewing, and managing the financial aspects of a project to ensure that it stays within the
approved budgetary constraints. It involves tracking all project-related expenses, managing
financial resources efficiently, and taking corrective actions when necessary to prevent cost
overruns.
Here are key components of controlling the budget in project management:
1. Budget Monitoring: Continuously monitor project expenses and compare them to

the budgeted amounts. This includes tracking costs related to labor, materials, equipment,
overhead, and any other project-related expenditures.
2. Cost Tracking: Keep a detailed record of all costs incurred during the project's
execution phase. This can be done through accounting systems, expense reports, or dedicated
project management software.
3. Variance Analysis: Conduct variance analysis to compare actual costs against the
budgeted costs. Identify and analyze any discrepancies between planned and actual
expenditures. Variances can be favorable (under budget) or unfavorable (over budget).
4. Change Control: Implement a formal change control process to assess the financial
impact of proposed changes to the project scope, schedule, or requirements. Evaluate whether
these changes are within budget or require budget adjustments.
5. Forecasting: Based on the current spending patterns and project progress, forecast
the expected total cost at project completion. This allows project managers to anticipate
whether the project is likely to remain within budget or if corrective actions are needed.
6. Corrective Actions: If cost overruns are identified, take timely corrective actions to
bring the project back on budget. These actions may include revising the project plan,
reallocating resources, negotiating with vendors, or seeking approval for a budget increase.
7. Cost Control Tools: Utilize cost control tools and techniques to manage project
finances effectively. These tools may include cost tracking software, earned value analysis, and
budget performance reports.
8. Communication: Maintain open and transparent communication with project

stakeholders, including sponsors, team members, and finance departments. Ensure that
everyone is aware of the project's financial status and any necessary adjustments.
9. Budget Reconciliation: Regularly reconcile project expenses with the budget to

identify discrepancies and ensure that all expenses are properly accounted for.
10. Documentation: Keep comprehensive records of all financial transactions, change

requests, budget adjustments, and any cost-related decisions. Proper documentation is crucial
for audit trails and accountability.
11. Risk Management: Assess and manage financial risks that could impact the project
budget. Develop contingency plans for potential cost increases or unforeseen expenses.
12. Continuous Monitoring: Budget control is an on Going process. Continuously

monitor and review the budget throughout the project's life-cycle to proactively address any
financial issues that may arise.
Controlling the budget is a fundamental aspect of effective project management, as it

helps Organizations achieve their project objectives while ensuring responsible financial
management. By closely monitoring project finances, analyzing variances, and taking
corrective actions as needed, project managers can maintain financial discipline and increase
the likelihood of project success.
5.4.1 ACCOUNTING IN NGOS
Accounting in NGOs (Non-Governmental Organizations) is a crucial aspect of financial

management, ensuring transparency, accountability, and compliance with regulations. NGOs
often have unique accounting needs due to their nonprofit nature and reliance on donor funding.
Here's a detailed explanation of accounting in NGOs:
1. Fundamental Principles:
- Accrual Basis: Most NGOs use the accrual basis of accounting, which records
revenues and expenses when they are earned or incurred, not when cash is received or
paid. This provides a more accurate picture of the Organization's financial health.
- Fund Accounting: NGOs often use fund accounting to segregate financial resources
into various funds, each designated for specific purposes. Common funds include the
general fund, program-specific funds, and restricted funds.
2. Chart of Accounts:
- NGOs maintain a chart of accounts, a structured list of financial accounts used to

record transactions. It categorizes accounts into assets, liabilities, equity, revenues, and
expenses.
3. Budgeting:
- NGOs create detailed budgets for each program or project. Budgets serve as financial
road maps, helping to plan and control expenses, monitor performance, and allocate
resources effectively.
4. Income Recognition:
- Donor contributions and grants are recognized when the conditions for revenue
recognition are met. For restricted funds, income is recognized when the conditions
imposed by the donor are satisfied.
5. Expense Allocation:
- Expenses are allocated to specific programs or projects based on a reasonable and

consistent methodology. This ensures that costs are accurately attributed to the activities
they support.
6. Transparency and Accountability:
- NGOs are accountable to donors, beneficiaries, and the public. Transparent financial
reporting, including annual financial statements, helps build trust and confidence in the
Organization.
7. Audit and Compliance: NGOs often undergo external audits by independent

auditors to ensure compliance with accounting standards and legal requirements.
Audited financial statements provide assurance to stakeholders.
8. Cash Flow Management:
- Effective cash flow management is crucial to cover day-to-day operations and honor
financial commitments. NGOs must monitor cash flows and maintain adequate
reserves.
9. Donor Reporting:
- NGOs are required to provide detailed reports to donors, outlining how funds were
used and the impact achieved. Accurate financial records are essential for donor
reporting.
10. Tax Compliance:
- NGOs must comply with tax regulations specific to their jurisdiction. Tax-exempt
status may be available, but it comes with obligations, such as annual filings and
reporting.
11. Grants Management:
- NGOs often receive grants from various sources. Proper accounting is essential to
manage grant funds, track expenditures, and report on grant utilization.
12. Fundraising and Donor Management:
- NGOs use accounting systems to manage donor databases and track fundraising
efforts. This helps in donor relationship management and ensures that funds are used
according to donor intent.
13. Technology and Software:
- Many NGOs use accounting software and financial management systems to streamline
processes, improve accuracy, and generate reports efficiently.
14. Internal Controls:
- Implementing robust internal controls is crucial to prevent fraud and financial

mismanagement. These controls include segregation of duties, approval processes, and
regular reconciliations.
- NGOs often invest in financial training and capacity building for staff and board
members to ensure that everyone involved understands financial management
principles and practices.
16. Sustainability:
- NGOs aim for financial sustainability by diversifying funding sources, reducing

reliance on a single donor, and creating long-term financial plans.
Accounting in NGOs is not just about compliance but also about effective financial
stewardship, ensuring that resources are utilized efficiently to fulfill the Organization's mission
and achieve positive social impact. NGOs that maintain strong financial management practices
are better equipped to serve their beneficiaries and attract support from donors and partners.
5.5 CONTROLLING TIME-TABLE IN NGO PROJECTS
Controlling the timetable in NGO (Non-Governmental Organization) projects is a

critical aspect of project management. Timely execution of activities and milestones is often
essential for meeting project goals and delivering on the Organization's mission. Here's an
explanation of how timetable control works in NGO projects:
1. Project Planning: Controlling the project timetable begins during the project
planning phase. This is where you define project objectives, tasks, milestones, and deadlines.
It's essential to create a detailed project schedule that outlines who is responsible for each task
and when each task should be completed.
2. Timeline Creation: NGO project managers typically use project management

software or tools to create timelines and Gantt charts. These visual representations of the
project schedule help in understanding the project's flow and dependencies between tasks.
3. Task Assignment: Assign specific tasks to project team members or partners. Ensure
that responsibilities are clearly defined, and team members understand their roles in meeting
project deadlines.
4. Monitoring Progress: Regularly monitor the progress of the project against the
established timetable. This involves tracking the completion of tasks, milestones, and the
overall project timeline. Project management software can be especially useful for real-time
tracking and reporting.
5. Identifying Delays: When delays or issues arise, it's crucial to identify them
promptly. Delays can occur due to various reasons, such as resource constraints, unexpected
challenges, or changes in project scope. Project managers should investigate the causes of
delays and assess their impact on the overall schedule.
6. Communication: Effective communication is key in managing the project timetable.

Keep all stakeholders informed about progress, delays, and changes in the schedule. Hold
regular meetings or reporting mechanisms to discuss project status.
7. Problem Solving: When delays or scheduling conflicts occur, project managers must
take proactive steps to address the issues. This may involve reallocating resources, adjusting
task priorities, or revising the project schedule.
8. Resource Management: Ensure that the project has the necessary resources,
including personnel, equipment, and materials, to meet the timetable. Resource shortages can
lead to project delays.
9. Risk Management: Identify potential risks that could impact the project timeline.
Develop contingency plans to mitigate these risks and keep the project on track.
10. Change Management: Any changes to the project scope, objectives, or

deliverables should be carefully evaluated for their impact on the schedule. If changes are
approved, update the project timetable accordingly.
11. Quality Assurance: While controlling the timetable, it's essential not to
compromise on the quality of project deliverables. Rushing tasks to meet deadlines can lead to
subpar results. Balance between meeting deadlines and maintaining quality.
12. Documentation: Keep detailed records of project timelines, milestones, changes,

and any issues that arise. Documentation helps in post-project evaluation and learning for
future projects.
13. Reporting: Regularly report on the project's progress and adherence to the
timetable to stakeholders, including donors, board members, and partners. Transparency in
reporting builds trust and allows for informed decision-making.
14. Post-Project Evaluation: After project completion, conduct a post-project

evaluation to assess how well the project adhered to the timetable. Identify lessons learned and
areas for improvement in future projects.
Controlling the timetable in NGO projects requires a combination of planning,

monitoring, communication, and adaptability. It ensures that projects stay on course, meet their
objectives, and ultimately contribute to the Organization's mission effectively.
5.6 ASSESSMENT OF PRODUCTIVITY IN NGO PROJECTS AND

IMPROVEMENT OF EFFICIENCY
Assessing productivity and improving efficiency are crucial aspects of managing NGO
(Non-Governmental Organization) projects effectively. NGOs often operate with limited
resources and face the pressure to maximize the impact of their projects. Here are some key
considerations for assessing productivity and enhancing efficiency in NGO projects:
Assessment of Productivity:
1. Define Metrics: Begin by defining clear and measurable metrics to assess

productivity. These metrics should align with the project's objectives and mission of the
Organization. Common metrics may include the number of beneficiaries served, funds raised,
or specific project outcomes achieved.
2. Data Collection: Collect accurate and reliable data related to project activities and
outputs. Implement robust data collection systems and tools to track progress effectively.
3. Performance Evaluation: Regularly evaluate the performance of project activities

against established metrics. This includes analyzing data to determine whether the project is
meeting its goals and targets.
4. Stakeholder Feedback: Gather feedback from project beneficiaries, staff,

volunteers, and partners. Their insights can provide valuable information about the project's
effectiveness and areas for improvement.
5. Comparative Analysis: Compare the project's performance to similar projects or

industry benchmarks. This can help identify whether the project is performing above or below
expectations.
6. Cost-Effectiveness: Assess the cost-effectiveness of project activities. Calculate the

cost per unit of output or outcome achieved. This helps determine whether resources are being
used efficiently.
Improvement of Efficiency:
1. Process Evaluation: Examine the processes and workflows within the project.
Identify bottlenecks, inefficiencies, and areas where time and resources are being wasted.
2. Resource Allocation: Ensure that resources, including human resources, finances,

and materials, are allocated optimally. Allocate resources to activities that have the most
significant impact on project objectives.
3. Capacity Building: Invest in training and capacity building for staff and volunteers.
A well-trained team is more likely to work efficiently and effectively.
4. Technology Utilization: Leverage technology and project management tools to

streamline project processes, automate repetitive tasks, and improve communication among
team members and stakeholders.
5. Risk Management: Identify potential risks that could disrupt project activities and
cause delays. Develop risk mitigation strategies to minimize their impact on project efficiency.
6. Collaboration: Foster collaboration and partnerships with other Organizations or

stakeholders. Collaboration can lead to resource sharing and increased efficiency in achieving
common goals.
7. Feedback Loop: Establish a feedback loop within the Organization to continuously

monitor and improve efficiency. Encourage team members to provide suggestions for process
enhancements.
8. Flexibility: Be prepared to adapt to changing circumstances or unforeseen

challenges. Having contingency plans in place can help maintain project efficiency during
disruptions.
9. Monitoring and Evaluation: Implement a robust monitoring and evaluation system

to track progress and make data-driven decisions. Regularly review project performance and
adjust strategies as needed.
10. Learning Culture: Promote a culture of learning within the Organisation.

Encourage staff and volunteers to learn from both successes and failures and apply these
lessons to future projects.
11. Transparency and Accountability: Maintain transparency in financial and

operational matters. Being accountable to donors, beneficiaries, and stakeholders builds trust
and credibility.
Assessing productivity and improving efficiency in NGO projects require a systematic

and ongoing effort. By continuously monitoring performance, analyzing data, and making
informed adjustments, NGOs can enhance their impact, make the most of their resources, and
effectively address the needs of the communities they serve.
5.7 PROJECT MANAGEMENT INFORMATION SYSTEMS IN NGOS
"Project Management Information Systems (PMIS)" in NGOs refer to the tools,

processes, and systems used to collect, manage, and disseminate information related to the
planning, execution, monitoring, and evaluation of projects undertaken by non-governmental
Organizations (NGOs). PMIS plays a crucial role in enhancing the efficiency, transparency,
and accountability of NGO projects. Here's an explanation of PMIS in the context of NGOs:
Components of PMIS in NGOs:
1. Data Collection and Entry: PMIS includes mechanisms for collecting project-
related data. This can involve surveys, field reports, beneficiary feedback, financial records,
and more. Data is entered into the system accurately and promptly.
2. Data Storage: PMIS stores project data securely in a centralized database or a cloud-
based platform. This ensures that information is easily accessible to authorized personnel from
different locations.
3. Data Analysis: PMIS tools allow for data analysis and reporting. NGOs can generate
reports on project progress, financial expenditure, impact assessment, and other key
performance indicators.
4. Resource Management: PMIS helps NGOs manage project resources efficiently. It

includes features for budget tracking, procurement management, and allocation of human
resources.
5. Task Scheduling: Project managers can use PMIS to create project schedules, assign
tasks, and set deadlines. This feature helps in project planning and ensures that activities are
completed on time.
6. Communication and Collaboration: PMIS often includes communication tools like

messaging systems, document sharing, and discussion forums. This fosters collaboration
among project team members and stakeholders.
7. Monitoring and Evaluation: PMIS facilitates real-time monitoring of project

activities. NGOs can track progress, identify bottlenecks, and make timely adjustments to
project strategies. It also supports the evaluation of project outcomes and impact.
8. Document Management: PMIS allows NGOs to organize and store project-related

documents such as project plans, reports, contracts, and legal documents in a structured
manner.
9. Financial Management: NGOs can manage project finances, including budgeting,

expenditure tracking, and financial reporting, through PMIS.
10. Risk Management: PMIS can help identify and assess project risks. NGOs can
develop risk mitigation plans and monitor risk factors over time.
Benefits of PMIS in NGOs:
1. Efficiency: PMIS streamlines project management processes, reducing

administrative overhead and manual data entry.
2. Transparency: It enhances transparency by providing stakeholders with access to

real-time project data and progress reports.
3. Accountability: NGOs can demonstrate accountability to donors, beneficiaries, and

partners through accurate financial and project performance reporting.
4. Decision-Making: PMIS provides data-driven insights, aiding NGOs in making

informed decisions and optimizing project outcomes.
5. Quality Assurance: It supports the delivery of high-quality projects by enabling

NGOs to track and maintain project standards.
6. Communication: PMIS fosters effective communication and collaboration among

team members and external stakeholders.
7. Resource Optimization: NGOs can allocate resources more effectively, reducing

wastage and ensuring that resources are directed toward project priorities.
8. Adaptability: PMIS allows NGOs to adapt to changing project conditions or

unforeseen challenges by providing up-to-date information.
9. Impact Assessment: NGOs can better assess the impact of their projects on
communities and make necessary adjustments for improvement.
Overall, PMIS plays a vital role in helping NGOs manage their projects efficiently,
ensuring that resources are used effectively, and maximizing the positive impact on the
communities they serve. It contributes to greater accountability, transparency, and success in

project implementation.
CHAPTER 6: RISK MANAGEMENT IN NGOs

6.1 INTRODUCTION
Risk management is described as the identification and management of potential

problems that might arise during the implementation of a project (Lewis, 2014). According to
Mustaffha et al. (2021), risk management is a critical function of an organization and should
be undertaken to achieve and sustain the goals and objectives of the organization. The main
goal of risk management focuses on identifying possible risks or threats that could arise.
However, the probability of a risk occurring can be reduced or consequences of risks can be
curtailed through adequate preparation (Mustaffha et al., 2021). It is important to note that
when risks are not mitigated, this can derail the project (Roberts et al., 2016).
It is important for Project managers, team members, and stakeholders to identify as

many risks as possible and create plans to reduce the impacts of these risks (Abraham, 2011).
When risks are identified prior to implementation of a plan, this can lower the impact and cost
of the impact on the project. Hence, the initial stage of a project is an important window of
opportunity to manage risks or prepare for these risks (Lewis, 2014). In contrast, when a team
fails to identify risks and manage these halfway through a project, the potential cost of the risk
dramatically increases (Ahmeti and Vladi, 2017). Hence, most authors (Abraham, 2011: Lewis,
2014; Roberts et al., 2016; Mustaffha et al., 2021) agree that it is wise to explore risk events of
a project before implementing the project, rather than mitigating the risks afterwards.
Effective management of risks allows project managers to have better control of the
project’s timeline, performance, and achievement of the goals and objectives of the project
(Ahmeti and Vladi, 2017). However, not all NGOs would have similar approaches in risk
identification and mitigation. The manner in how NGOs identify, and address risks would be
dependent on their risk culture. A risk culture is described as an accepted way of identifying
and addressing risk within an organization (Mustaffha et al., 2021). In addition, risk culture
denotes understanding beliefs, knowledge, attitudes, and values shared by team members who
have a common purpose (Mustaffha et al., 2021). Notably, organizations with inappropriate
risk cultures often do not have sufficient guidance on how to identify and mitigate risks and
allow themselves to follow practices that are odds with their organization’s policies and
direction (Richardson and Fenech, 2013).
Studies (Karakaya and Karakaya, 2017; Ghani et al., 2019), however have shown that
in NGOs, employees often do not understand risk management or its concept and processes.
This indicates that in some NGOs, there is a low-risk culture or low knowledge on risk. Arshad
et al. (2016) explain that NGOs with low-risk culture often do not have specific risk
management guidelines. Although these studies only included a few NGOs, the results showed
that there is a trend for small to medium NGOs to have little knowledge on risk management
or have low-risk culture. As emphasized in literature, the inability to identify and manage risk
at an early stage could lead to derailment or failure of a project. Hence, it is important that
NGOs recognize the importance of establishing a risk management culture since this is a key
element that contributes to the effectiveness of the organization.
In this chapter, the principles or risk management will be discussed along with
prevention of risk. Each of the recommended actions in this chapter came from the author’s
experiences in managing risk in non-government organizations.
6.2 PRINCIPLES OF RISK MANAGEMENT
Effectively managing project risks significantly increases the chances of better control
over the project’s future and achieving project objectives within schedule, budget, and
technical (functional) performance requirements.
There are some principles that need to be considered in risk management. The
application of these principles will determine the difference between project success and
failure. Some general principles to follow when managing risks include:
1. A risk management plan should be prepared, and all significant project risks should
be identified, followed by the creation of a risk profile for each identified risk. This plan should
not only designate the person responsible for managing risks but also define time and resource
management controls in risky situations.
2. Each risk profile created for individual risks should include probabilities, their cost
and time impacts, as well as situational approaches to be followed. This profile should also
identify the initial signs of risk occurrence (trigger events).
3. A person responsible for risk management should be appointed in the project, distinct
from the project manager. This individual’s role is to identify, assess, and monitor reasons why
something might not happen rather than being involved in doing the work.
4. Budgets and plans should include a calculated risk allowance to deal with risks when
they occur, such as additional funds, time, and other resources. Effective communication
channels should be established so that bad news reaches the project manager quickly.
5. Procedures should be defined to ensure the timely preparation of comprehensive

project documentation. Documentation includes proposals, detailed project plans, change
requests, summary reports, and post-completion evaluations. Generally, the better the
documentation of past projects, the easier it will be to plan future similar projects, estimate the
required time and resources, and identify potential risks and their consequences.
6.3 STAGES OF RISK MANAGEMENT
Risk management is one of the tools of project management, just like needs
identification, task allocation, planning, budgeting, calculation management, change control,
performance monitoring, and evaluation. Managers use these tools to understand and assess
risks. Thus, they can proactively reduce risks or plan based on specific outcomes.
Not all projects require comprehensive risk analysis and risk management. In small
projects, teams consisting of a few skilled and motivated employees can overcome challenges
and mitigate risks. However, in large projects, especially in situations where gains and failure
risks are high, risk management becomes particularly important. In such projects, all significant
risks, including technical, financial, safety, security, legal, social-political, and others, should
be identified and managed.
Risk management has three fundamental dimensions: risk identification, risk

measurement, assessment, and risk response planning.
Risk Identification: Risk management begins with the identification of risks and the
anticipation of their outcomes. If a risk and its consequences are significant, ways to prevent
or reduce this risk to an acceptable level must be found. Acceptable risk depends on the “risk
tolerance” of project owners and managers. Typically, experienced project owners and
managers behave more cautiously because they understand the risks and consequences in some
way. In contrast, inexperienced project owners take more significant risks because they do not
know the risks and are unaware of the consequences; hence, their risk tolerance is higher. Risks
in projects manifest as failure risks and opportunity risks. Failure risk means deviating
significantly from the project’s budget, schedule, or technical objectives. Opportunity risk, on
the other hand, is the risk of not achieving the benefits, savings, or rewards that the project
could provide.
There are various ways to identify project risks. One method is to monitor the project’s
life cycles, which means risks related to events that may occur throughout the project’s life
cycle. Each stage, such as project pre-study, feasibility study, contract negotiation, design,
engineering, system definition, and development, can reveal unique problems that could
jeopardize the project at that stage or later. The risk of failure is higher in the early stages of
the project but tends to decrease as the project progresses.
However, some risks can lead to failure at any stage of the project. Risk is also classified
based on the nature of the work or technical function. Design risk, engineering risk, and
production risk are examples of such classifications.
The identification of project risks should be initiated as early as possible. In this context,
the focus should be on identifying high-risk factors in the project. High risks in a project may
emerge when an unconventional approach is used, advanced technology is tested, tasks
requiring new skills are involved, or when new equipment, systems, and procedures need to be
developed and tested. High-risk areas or resources should be thoroughly examined and
understood before approval is given to a project and budget allocation.
Risk Identification Techniques:
Project risks can be identified by reviewing numerous documents prepared and

reviewed during the project conceptualization and definition stage. Among these documents
are reports related to previous projects, user requests and needs lists, cost estimates, schedules,
business plans, work package definitions, and final product models. Techniques for specifying
risks include comparison tables, checklists, process flowcharts, SWOT analysis, and
brainstorming.
The comparison technique involves looking at records, preliminary reports, project

team members’ notes, and gathering information from previous similar projects to identify risks
in new projects. The better the documentation (complete, accurate, and well-classified) and the
better people’s memories, the easier it will be to identify the future challenges and potential
problems of similar projects.
Documentation related to previous projects can also be used to create risk control
checklists. A list of factors that could affect risk in a project can be prepared for the entire
project or for specific phases, work packages, or tasks within the project. These lists can
identify risk sources along with risk levels. Risk levels will undoubtedly be based on personal
judgments and assessments from previous projects.
6.4 ASSESSMENT OF RISK
Risks are always present everywhere. However, only significant risks require special
attention. Being significant depends on the probability and impact of the risk.
Risk Probability is the likelihood that a hazard or risk factor will actually occur. It can
be expressed with a numerical value between 0 (impossible) and 1 (certain). It is also often
categorized as high, medium, or low. Numeric values and qualitative ratings are sometimes
interchangeable. For example, you can say that the risk probability is low, or you can say that
the likelihood of this event occurring is less than 20%. Risks with a probability between 20%
and 50% are generally classified as medium risks and risks greater than 50% are considered
high risks.
Risk Impact is the consequences of a risk threat becoming a reality. In projects, risk
impact is determined by time, cost, and performance measures. For example, difficulties in
finding experienced/qualified employees for a project can result in an extended project
schedule or unmet user needs, which is a risk impact.
Risk impact can be categorized qualitatively as high, medium, or low (Figure 5). This
categorization is objective and depends on managers’ perceptions of the risk’s importance.
Risk impact can also be expressed with a numerical measure between 0 (not severe) and 1
(catastrophic). This rating is also objective and based on personal opinions. The combined
impact of multiple risks can be calculated with simple weighted averages.
CIF = (W1)TI + (W2)CI + (W3)SI
Where W1, W2, and W3 are risk assessments between 0 and 1. TI represents technical
impact, CI represents cost impact, and SI represents time impact.
Risk Management Cost
Possibility of Risk
High
existance Risk
cost
Low
Figure 5. Risk Management
6.5 RESPONSE PLANNING TO THE RISK
Risk response planning addresses how to deal with risks. In general, it considers ways
to deal with a identified risk, including transferring the risk, reducing the risk, changing plans
and procedures to prevent it, preparing contingency plans, and accepting the risk.
6.5.1 TRANSFERRING RISK
Risks can be partially or fully transferred from the client to the contractor, or vice versa.
Here, premiums, compensation, penalties, or guarantees stipulated in the contract based on
criteria related to project performance, cost, or time are used. The client and contractor can
decide on risk sharing in a way that best suits their ability to manage risks.
Transferring one type of risk can mean assuming another type of risk. For example, a
business that wants to reduce financial risk associated with capital costs for producing large-
scale complex equipment may distribute this work to numerous subcontractors, thereby
reducing the risks related to scheduling and quality control.
6.5.2 PREVENTING RISK
Risks can often be avoided by altering the initial project concept (removing risky
activities, minimizing system complexity, reducing final product quality requirements),
changing contractors, reviewing procedures, and so on. Many risk factors can be avoided, but
for large, complex, high-technology projects, it’s often impossible to eliminate all risks. Efforts
to eliminate risks can sometimes increase complexity and create new risk sources.
Additionally, one consequence of risk prevention is a reduction in profit opportunities.
Research, innovation, and new product development projects inherently involve risks.
However, these projects also have the potential to generate significant profits later on. As long
as the potential benefit of such a project is proportionate to the magnitude of the risk, it’s more
sensible to reduce the risk to an acceptable level rather than attempting to completely avoid it.
6.5.3 REDUCING RISK
Risk Reduction
Actions to reduce risks vary depending on whether the risks are related to technical
performance, scheduling, or cost objectives.
To reduce risks related to technical performance, you can:
1. Form the best technical team.
2. Use advanced software-based system engineering tools.
3. Provide incentives for the technical team to excel.
4. Collaborate with external experts for critical evaluations.
5. Minimize system complexity.
To mitigate scheduling risks, consider:
1. Creating a master project schedule and adhering to it.
2. Scheduling the riskiest tasks as early as possible to allow time for recovery from
potential failures.
3. Closely monitoring critical activities.
4. Assigning top performers to time-critical tasks.
5. Providing incentives for overtime work.
6. Transforming high-risk activities in the project network into parallel activities.
7. Organizing the project team early and staffing it carefully.
To manage cost objectives, you can:
1. Identify and monitor key cost factors.
2. Use low-cost alternative designs and evaluations.
3. Validate system design and performance through modeling.
4. Maximize the use of known technologies and commercially available equipment.
5. Expedite design prototype and testing phases on high-risk components and sections.
Please note that the list of risk reduction actions provided is not exhaustive, and specific
strategies should be tailored to the nature of the project and its unique risks.
6.5.4 CONTROLLING RISK
The purpose of risk identification and measurement/assessment is to find ways to

reduce and control the risk. One of the most important ways is to have an effective standard
project methodology. Such a methodology is designed to include risk elements.
The fragmented structure of the work, dividing the project into standard stages and
standard tasks, reduces the risk of important activities being forgotten.
Phased authorization reduces financial risk by allowing controlled allocation of

resources.
Standards regarding documentation and the results of stages reduce the risk of
incomplete or incomprehensible technical definitions of products before and after design.
Short-term scheduling and interactive forecasts facilitate the establishment of realistic

and achievable time targets.
These are some of the effects of the project methodology on risk. Certainly, project managers
need special measures to reduce and control risk beyond what the standard methodology
includes.
When a significant risk is identified, management should be informed first.

Management can change project priorities, resources, or timelines due to risk. In any case,
management is ensured to pay more attention to the project and decide to monitor it closely.
The identification of a specific risk is a sign to increase project control. Management

will be particularly interested in high-risk factors and will monitor them more frequently and
closely.
The common response when identifying risk is to try to increase time and resources
allocated to the project. While this measure may seem easy at first, it is often challenging in
practice.
Constraints on time and resources are a reality and making significant changes in these
areas is not easy.
One way to mitigate risk is to initially determine timelines and resources by considering
the risk, which may require more than actually needed. However, this is a game that can only
be played once. In the end, management will lose credibility, and time and cost estimates will
lose seriousness, motivating individuals and units to complete their work on time and at
reasonable costs will become a problem.
Instead of focusing on resources and timelines, it would be a more accurate approach

to focus on identified risk factors. Training can be an effective way to solve problems.
Consultant usage can be seen as an extra set of eyes in cases of limited experience and
critical skill deficiencies. Testing hardware, improving methods, and programs can reduce
technical risks. A scope review can be conducted in a highly ambitious project. Regardless of
the risk, there is always something that can be done to reduce it.
The responsibility of finding ways to reduce risks is often given to the project manager.
One of the things they can do for this task is to create a list of critical factors in the project that
involve high risks. Then, for each high-risk factor, a list of actions that can mitigate or control
the risk should be created. These lists should be reviewed by colleagues and peers at the same
level. Then, they should be part of the risk analysis report and serve as the basis for action plans
aimed at risk reduction and control.
CHAPTER 7: ASSESSMENT, IMPLEMENTATION, IMPROVEMENTS

AND ACCOMPLISHMENTS OF NGO PROJECTS
7.1 INTRODUCTION
Project managers and team members play crucial roles in monitoring all aspects of a
project plan’s implementation and completion (Abraham, 2011). An important aspect of
monitoring a project’s implementation includes evaluation of the work done to execute the
project (Lewis, 2014). Project managers likewise have the responsibility to oversee functional
managers and other team members. The success of a project manager is dependent on his or
her ability to establish a harmonious working relationship with stakeholders and multiple
agencies supporting the project.
To fulfill the responsibility of a project manager, it is essential that the manager use an
effective reporting system (Roberts et al., 2016). Documentation of team meetings with donors
to accurate financial reporting would help determine the trajectory of the project and whether
resources have been adequately appropriated and used (Mwai and Wendo, 2022). If the
monitoring of the project, evaluation and completion are not carried out effectively, this would
make it difficult for the team to assess if the project has been successful or identify areas for
improvement.
In this chapter, the author has written steps on assessing, implementing and evaluating
a project from start to completion.
7.2 ASSESSMENTS
Assessment in project management refers to the systematic evaluation and analysis of

various aspects of a project to determine its progress, effectiveness, and outcomes. It plays a
crucial role in the successful execution of NGO (Non-Governmental Organization) projects for
several reasons:
1. Performance Evaluation: Assessment helps NGOs gauge how well a project is

performing in terms of meeting its objectives, adhering to timelines, and staying within budget.
This information allows for adjustments and improvements as needed to ensure project success.
2. Accountability: NGOs often rely on funding from donors and stakeholders.

Effective assessment provides transparency and accountability by demonstrating how funds
are being utilized and what results are being achieved.
3. Impact Measurement: NGOs often have specific goals related to social,

environmental, or humanitarian impacts. Assessment helps measure the actual impact of a
project on the target community or cause, allowing NGOs to showcase their achievements and
make informed decisions for future initiatives.
4. Risk Management: Regular assessments can identify potential risks and challenges
in a project. This proactive approach allows NGOs to develop mitigation strategies and adapt
their project plans to minimize negative impacts.
5. Stakeholder Engagement: NGOs typically involve various stakeholders, including

beneficiaries, volunteers, donors, and partner Organizations. Assessment provides an
opportunity to engage with these stakeholders, gather feedback, and ensure their involvement
aligns with the project’s goals.
6. Strategic Decision-Making: Assessment results inform strategic decisions. NGOs

can use this data to allocate resources effectively, prioritize projects, and determine which
initiatives should be continued, scaled up, or discontinued.
7. Learning and Improvement: Continuous assessment fosters a culture of learning

and improvement within the NGO. By analyzing successes and failures, Organizations can
refine their project management processes, enhance their capabilities, and apply lessons learned
to future endeavors.
8. Adaptation to Changing Circumstances: The operating environment for NGOs

can change rapidly due to external factors like political, economic, or environmental events.
Regular assessments help NGOs adapt to these changes and ensure that their projects remain
relevant and effective.
In summary, assessment in project management is essential for NGOs as it enables them

to track progress, demonstrate accountability, measure impact, manage risks, engage
stakeholders, make informed decisions, foster improvement, and adapt to evolving
circumstances. It contributes to the overall success and effectiveness of NGO projects, helping
them fulfill their missions and create positive change in the communities they serve.
7.3 PROJECT EVALUATION
Project evaluation is a three-stage process regularly repeated at specific intervals:
1. Stage 1: Determining the current status of the overall project.
- Actual work completed
- Technical results achieved to date and anticipated
- Resources expended (time, manpower, money)
2. Stage 2: Comparing the status with the plan.
- Project schedule
- Budgeted and estimated costs
- Technical specification requirements to be met (both at the time of comparison and

when the project is completed)
3. Stage 3: Identifying discrepancies between the current cost, time, and technical
performance status and future plans.
At this point, the evaluation process guides the project’s progress. It facilitates
identifying appropriate actions to eliminate differences between performance and the plan and
empowers decision-making. However, conducting a more detailed evaluation study may be
necessary before implementing proposed alternative actions.
7.4 IMPLEMENTATION
Implementing an NGO project satisfactorily involves several important points and

considerations. Below are key academic points to guide the successful implementation of an
NGO project:
1. Needs Assessment:
Begin by conducting a thorough needs assessment to understand the target

community’s specific needs, challenges, and priorities. This assessment should involve
community participation to ensure their voices are heard and their needs are accurately
identified.
2. Clear Project Objectives:
Define clear and measurable project objectives that align with the identified needs.
These objectives should be specific, measurable, achievable, relevant, and time-bound
(SMART).
3. Detailed Project Plan:
Develop a detailed project plan that outlines the scope, goals, activities, timelines, and
resources required. Consider potential risks and mitigation strategies in the planning phase.
4. Resource Mobilization:
Secure the necessary funding and resources to support the project. This may involve
grant applications, fundraising efforts, or partnerships with other Organizations.
Engage with all relevant stakeholders, including beneficiaries, community leaders, local
authorities, donors, and partner Organizations. Ensure their active involvement, input, and
support throughout the project’s life cycle.
6. Project Team:
Assemble a competent project team with the required skills and expertise. Clearly
define roles and responsibilities to ensure efficient project management.
7. Monitoring and Evaluation:

Establish a robust monitoring and evaluation (M&E) framework to track project

progress and measure outcomes against predefined indicators. Regularly collect and analyze
data to make informed decisions.
8. Adaptability:
Be prepared to adapt the project based on real-time feedback and changing

circumstances. Flexibility is crucial for addressing unforeseen challenges and optimizing
project outcomes.
9. Community Participation:
Empower the local community by involving them in project planning, implementation,

and decision-making processes. Community ownership enhances project sustainability.
10. Transparency and Accountability:
Maintain transparency in project operations, including financial management and

reporting. Be accountable to donors, beneficiaries, and other stakeholders.
Provide training and capacity-building opportunities to beneficiaries and local

Organizations to ensure they can sustain the project’s benefits beyond its conclusion.
12. Communication and Advocacy:
Develop a communication strategy to share project updates, successes, and challenges

with stakeholders. Advocacy efforts may be necessary to address systemic issues related to the
project’s goals.
Adhere to ethical principles in all project activities, respecting cultural sensitivities and
ensuring the dignity and rights of beneficiaries are upheld.
14. Sustainability:
Plan for the long-term sustainability of project outcomes. Consider how the project can
create lasting positive impacts and potentially serve as a model for future initiatives.
15. Closure and Evaluation:
Conduct a comprehensive project evaluation at its conclusion to assess achievements,

challenges, and lessons learned. Use this information to inform future projects.
16. Documentation:
Maintain thorough records of project activities, financial transactions, and outcomes.

Accurate documentation is essential for reporting to donors and for accountability.
In summary, successfully implementing an NGO project requires meticulous planning,

active stakeholder engagement, effective monitoring and evaluation, adaptability, and a
commitment to ethical practices. By following these academic points, NGOs can increase their
chances of delivering projects that make a positive and sustainable impact on the communities
they serve.
7.5 IMPROVEMENTS
The project manager can be likened to the person in the cockpit of an airplane. They
continuously monitor the progress of the project with their own measurement systems and
evaluation indicators, tracking indicators of current and future challenges. When any changes
to plans, schedules, budgets, or performance are needed to achieve the project objectives, they
communicate with the appropriate functional experts. Additionally, they want to ensure that
the signs of these changes are understood and acted upon, and that the desired results are
achieved afterward.
The main tools used in giving instructions in project execution are as follows:
- Action assignments decided during project review meetings.
- Project directives, special correspondences, or email messages as work orders,

subcontracts, project files, or product plan texts and correction texts.
- Oral directives that affect cost, time, technical performance, or scope of work must
always be documented using one of these tools.
Through Action Assignments for Development:
- The most important document revealed during project evaluation-review meetings is

the action assignment list.
- An action assignment is made for every specific issue identified concerning cost, time,
and technical performance.
- The project manager records each assignment by describing what the problem is, how
it should be resolved in general terms, who will take the leadership responsibility for
the action, who will contribute, and when the action is scheduled to be completed.
CHAPTER 8: REPORTING
8.1. INTRODUCTION
In project management, “reporting” refers to the process of collecting, analyzing, and

communicating information about a project’s progress, status, and performance to relevant
stakeholders. This includes creating and sharing reports that provide data on key project
metrics, milestones, risks, and other important aspects of the project.
In the context of NGO (Non-Governmental Organization) projects, reporting is

particularly important for several reasons:
1. Accountability: NGOs often rely on funding from donors, governments, or other

Organisations. Reporting helps demonstrate how funds are being used and the impact they are
having, ensuring transparency and accountability.
2. Decision-Making: Accurate and timely reporting provides project managers and

stakeholders with the information needed to make informed decisions. It allows for adjustments
to project strategies and resource allocation as needed.
3. Communication: NGOs typically work with a variety of stakeholders, including

beneficiaries, partner Organizations, and supporters. Reporting helps maintain effective
communication by keeping all parties informed about project progress and outcomes.
4. Monitoring and Evaluation: Reporting supports the monitoring and evaluation of

project goals and objectives. NGOs can assess whether they are achieving their intended
outcomes and make improvements based on the data collected.
5. Risk Management: Through reporting, NGOs can identify potential risks and issues
early, enabling proactive risk management strategies to mitigate challenges that may arise
during project implementation.
6. Donor Compliance: Many donors require NGOs to submit regular reports to ensure
that project activities align with their funding agreements and objectives.
Overall, reporting plays a critical role in ensuring the success and sustainability of NGO
projects by promoting transparency, accountability, and informed decision-making throughout
the project life cycle.
To ensure the success of a project, it is important to consistently communicate with top

management about the overall status of the project. Issues that could jeopardize the timeline,
profitability, and budget should never be concealed from top management. It is also beneficial
to maintain careful communication with the client regarding these issues. Situation reports
provided to top management allow them to be informed about current and potential challenges
by addressing problems and, if possible, contributing to their resolution. Additionally, these
reports facilitate the decision-making process for actions that will minimize the adverse effects
of problems in a multi-project environment or within different levels of the Organization.
When a project manager reports an issue to top management, they should specify the
nature of the problem, its main causes, and its potential impacts on time, budget, profit, and
other areas. This report should also explain the measures taken or recommended and the
expected outcomes. Finally, it should present views and recommendations on how top
management can assist.
Reporting to the client should be conducted in compliance with contract terms. Close
coordination and collaboration between the project manager, contract administrator, and sales
and marketing manager are necessary to determine the content of reports to be provided to the
client. This ensures that the matter is addressed in a manner that best serves the interests of the
Organization.
For significant commercial and public projects, a three-tiered management reporting

system may be deemed necessary.
8.2 MONTHLY PROGRESS REPORTS
Managers at different levels can determine the reporting times for important projects
requiring monthly progress reports and prepare them regularly in a suitable distribution
(Appendix 1). Below are suggested main headings for such a monthly report:
Summary Status: A brief paragraph explaining the current status of the project.
Critical Issues: Issues that have posed a danger in previous stages and during the
current period, corrective measures taken, estimates related to resolution, and any other
necessary actions.
Project Manpower Plan: Limited human resources crucial to the project.
Major Achievements and Future Timeline: Significant changes in achievements

during the reporting period and in the future timeline.
Current and Future Problem Areas: Significant problems, required actions, and
expected impacts on the project.
Project Cost Performance: Interpretation of the current project cost status based on
the latest cost performance reports.
Tables and Appendices: (a) Summary main schedule (if necessary), (b) Detailed
project schedule (timeline), (c) Project cost performance report.
Monthly Progress Reports (Status Reports) are filled out by project managers in the
days following the end of each month’s financial report. Except for short-term or tracking-type
projects, all project status reports are reviewed during project evaluation-review meetings.
Views and recommendations for the next month’s course of action and measures to be taken
are presented.
Project status reports serve as a simple and easily understandable control tool that
indicates whether the project has problems in terms of time, cost, and technical success. Their
most significant advantage is consolidating all essential project data on a single page. The
progress of the project is monitored in three main sections in these reports:
1. Control Information: Whether there is a technical or financial problem or a delay

in the project is indicated by coloring the column of the month with green, yellow, or red. Green
means no problem; yellow indicates the presence of a problem that can be resolved; red
signifies that the solution is difficult or impossible. Similarly, the delay status is also indicated
with green, yellow, or red, depending on whether there is a delay or not. The previous month’s
status can also be seen with the colors in the previous month’s column.
2. Financial Analysis Chart: This section of the monthly progress report compares the
projected expenses with the actual expenses. There are 12-15 columns for months in this chart.
If the project spans multiple years, a thick gap is left at the end of each calendar year to extend
the chart. In the project status report, the date of the day of the audit, which separates two
months, is indicated by thickening the line. The elapsed time is shown by shading the cells until
the date of the day. The horizontal axis represents the project schedule, and the vertical axis
represents the costs. Depending on the size of the project, the project manager can use the
desired measurements on the vertical axis.
A straight line is drawn from the bottom left corner of the chart to the point where the
projected date and cost intersect. If the project is completed on schedule and budgeted, the
progress line will follow this line. Any deviation will indicate a problem in terms of time and/or
cost, and measures will be taken to address this deviation. Undoubtedly, if the deviation
consistently occurs in a specific direction, it may be more sensible to review the plan rather
than taking corrective measures.
3. Project Stages: In this section, a bar chart is drawn indicating the main activities
during the project’s execution, when they will be carried out according to the project schedule,
and how long they will take. This is the project’s scheduling program. As the project
progresses, the completion of the scheduling program is reflected in the chart. An activity is
traced from its start point on the left side of the bar representing that activity. Based on the
completion rate, the tracing process continues. If the traced part is not in line with the projected
dates, a delay in the project will be evident. Different symbols and formats can be used to
prepare this timeline.
8.3 CRITICAL PROJECT REVIEW
For specific critical projects, the project manager holds review meetings with relevant
managers to assess how the project is progressing, as planned. These meetings can be held
monthly, every two months, or quarterly, and they can take place at the project site, branch
office, or headquarters.
The key topics to be addressed in these reviews include:
• Project definition data

• Summary status, any critical developments, and problematic points if any
• Summary main schedule
• Overall schedule (timeline)
• Total costs, events, and the progress chart
• Cost performance report table
• Action assignment summary
• Project human resource status
In addition to these reports, which typically serve the information needs of top
management, effective project management also requires regular reporting to the client at
specified intervals, often monthly. These reports should be in writing and presented by the
project manager after consulting with legal counsel regarding compliance with contract terms.
These monthly reports provide an opportunity to document changes requested by the

client that may impact the project’s schedule, cost, and scope. Strikes, material delivery delays,
natural disasters, and other factors can also be documented in these monthly reports. This
documentation is crucial for the swift resolution of potential legal disputes that may arise
during or after the project’s completion. The content and format of these reports vary depending
on the specific circumstances of each project and the requirements of each client.
8.4 PROJECT CLOSURE
By definition, every project has a definite endpoint. However, closing or concluding a

project is not as straightforward as it may seem at first glance. The project manager, by doing
this, effectively ends their job and the project itself. This is a task that requires significant effort
and discipline.
Ensuring that a project is completely closed at a specified date requires important

discipline. This discipline becomes even more crucial, especially if the project manager’s next
assignment has not been determined yet. Here, the expectation is for an individual to bring
closure to their own work as swiftly as possible.
Projects tend to persist far beyond their scheduled completion dates for various reasons.
While a project may have a reduced team in place, the extended closure period can lead to
financial failure that would have otherwise been successful in another scenario. This is because
open work orders and ongoing cost items will continue to be charged to this project.
Some businesses feel it is necessary to replace the project manager with another
individual who has more expertise in closing projects as the project nears its end. This ensures
the project is completed on schedule.
In projects executed under a contract, the contract administrator plays a crucial role in
closure.
Important issues related to project closure include:
• Closure plan and schedule

• Closure checklist
• Responsibilities during closure
• Project extension
• Post-completion evaluation
As the final closure phase approaches, the project manager prepares a special plan and
schedule for ending the project (Appendix 2).
This plan should include the following key elements:
Contract: Acceptance of the product and/or service by the customer, delivery, and
fulfillment of all other requirements in the contract.
Work Authorization: Ensuring the completion of closure work orders and all
subcontracts.
Financing: Collecting the final payment from the customer and closing the project’s
account.
Human Resources: Reassigning or terminating team members assigned to the project

office or team.
Facilities: Vacating or closing office and other facilities used by the project office or
team.
Records: Delivering the project file and other records to the appropriate responsible
senior executive.
In addition to aiding in the preparation of these closure plans and schedules, a Project
Completion Checklist is also created. This list is similar in format to the control lists prepared
for project initiation and is customized by each Organization according to the specific
requirements of its projects. During the closure phase, the project manager and the project
contract administrator decide on the basic responsibilities related to closure.
The project manager’s responsibilities for closure can be specified as follows:
• Take all necessary actions to present all deliverables to the customer for acceptance.
• Conclude project activities efficiently and economically.
• Ensure that acceptance plans, and schedules meet the customer’s contract
requirements.
• Assist the legal, contract management, and sales-marketing departments in preparing
closure plans and extracting necessary data.
• Obtain closure plans from every functional department contributing to the project.
• Finish the site/office, dispose of surplus materials, or sell them, and complete other
closure activities.
• Notify finance and other functional departments as soon as possible when activities
and the project are complete.
• Monitor customer payments until final payment is received.
On the other hand, the essential responsibilities of the project contract administrator for
closure can be specified as follows:
• Clearly and promptly inform the customer in writing when all contract obligations
have been fulfilled, except for long-term maintenance and service.
• Ensure that all documentation required by the contract for the acceptance of the
product is accurately completed.
• Ensure that all actions to be taken by the business and the customer for contract
completion and final payment are completed.
• Officially request final payment.
• If possible, obtain documentation from the customer confirming that all contract
obligations have been fulfilled, and, if applicable, that there are no remaining
business obligations other than the warranty or service agreement.
In many projects, the project manager has a significant responsibility for obtaining an
extension, supported by relevant functional departments, for the purpose of extending the
project’s duration. Initially, this will be to develop a new feature or perform another task
outside the original project scope. These extensions and expansions essentially create new
projects that originate from the initial project, often resulting in smaller new projects. However,
they also change the scope of the original project. Therefore, each extension should be planned,
scheduled, controlled, and effectively closed like a new project. Any change request from the
customer will constitute the basis for a new task or an extension of the project. Vigilant
monitoring and control of the contract scope will ensure that the project’s financial goals are
achieved and legal grounds for project extensions are preserved.
8.5 POST-COMPLETION EVALUATION
Often overlooked but crucial for effective project management in any situation, the final
step is post-completion evaluation. People learn through experience. However, the experiences
people most easily forget are the unpleasant ones. While this can be beneficial for an
individual’s psychological well-being, it is not helpful for Organizations that may have to
manage larger and more complex projects in the future. Without a formal evaluation conducted
after every project, there won’t be an opportunity for learning through experience. As a result,
the same mistakes, or similar ones, will be repeated to the detriment of the Organization.
Mistakes can be made in any project, some trivial, and others significant. Therefore,
after completing a project, it is crucial to conduct an evaluation to identify decisions and
behaviors that could be considered mistakes and to assess their impacts. Subsequently,
measures to prevent the recurrence of such mistakes in future projects need to be determined.
Following this, appropriate changes and improvements should be made in project management,
functional policies, and procedures with the aim of eliminating or reducing the effects of
problem sources.
Examinations into the causes of poor performance and the general knowledge acquired
provide a starting point during the post-completion evaluation for identifying problems and
presenting improvement opportunities. Such an evaluation should be conducted after an
appropriate period following the project’s completion to ensure impartial judgment of its
outcome. However, this period should not be so long that events are forgotten, and records are
lost. Generally, a period of one to three months after completion is considered the most suitable
time frame. This evaluation should be conducted by a person outside of the project to ensure
impartiality. However, this person should not be entirely unfamiliar with the project and should
have direct contact with key project personnel.
The general method for post-completion evaluation can be summarized as follows:
• Determining the initial and final objectives in terms of time and cost
• Evaluating whether these objectives were achieved
• Identifying which factors contributed to success when things went well
• Determining the root causes when things went poorly
• Developing policy and procedure changes to address the causes of unmet objectives
or other issues
• Implementing the changes
Project closure can be considered a management project. Therefore, this effort should
also be managed using project management principles.
In conclusion, this book provides a template on how to develop and implement a

successful NGO project. It also outlines the steps on how to effectively perform project
management and identifies the characteristics of a successful project manager. This book has
been written using literature from international and local studies. While it is recognized that
NGOs are diverse and the challenges and risks are different from one NGO to the next, this
book still offers a template in which NGO project managers can rely on when managing
projects and their organizations. The recommendations and strategies presented in this book
are based on the author’s experience of managing NGOs for several years. Tailoring these
strategies according to local needs will help improve the performance of the NGO and promote
its success in the long-term. Finally, this book also offers a template on how to perform
reporting of an NGO project. It is with hope that this book improves the performances of NGOs
and promote their sustainability as these organizations improve the lives of the people that they
serve.
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APPENDIX 1: NGO PROPOSALS AND REPORT SAMPLES
Agriculture Project Proposal Form
Project budget
Project start date
Project end date
Location of the project
Organization that proposes the project
Name of institution
Full Address
Tel. Number
Fax number
Website
Email
President
Organization that receives the project proposal:
Name of institution
Full Address
Tel. Number
Fax number
Website
Email
Institution director
A-The objectives of the Project
B-Brief about the Country (socio-economic environment)
C-Target group and beneficiaries

PROJECT BUDGET
(The content and the costs of a food package to be given to a family)
Total
No. Items Unit Unit cost Unit cost Amount of
item
PROJECT COSTS
Total Amount of
No. Items Unit Unit cost
item
D-Person Responsible:
Position in the institution
Address
Phone (office)
Mobile phone
Fax No.
Email
Language of correspondence
E-Bank details:
Name of bank
Full Bank’s address
Name of branch
Branch No
Account number
Name of account holder
Address of the account holder
Swift-BIC Code
IBAN Code
F-Our Institution’s objectives:

G-Our mission statement:
H-Our Institution’s work field and services (example projects)
I-Any additional comments:

PLACE / DATE:Signature and stamp
Urban Project Proposal Form
Project budget
Project start date
Project end date
Location of the project
Organization that proposes the project:
Name of institution
Full Address
Tel. Number
Fax number
Website
Email
President
Organization that receives the project proposal:
Name of institution
Full Address
Tel. Number
Fax number
Website
Email
A-The objectives of the Project))
B-Brief about the Country (socio-economic environment)
C-Target group and beneficiaries

PROJECT BUDGET
(The content and the costs of a food package to be given to a family)
Total Amount
No. Items Unit Unit cost Unit cost
of item
PROJECT COSTS
Total Amount of
No. Items Unit Unit cost (price per unit)
item
D-Person Responsible:
Position in the institution
Address
Phone (office)
Mobile phone
Fax No.
Email
Language of correspondence
E-Bank details:
Name of bank
Full Bank’s address
Name of branch
Branch No
Account number
Name of account holder
Address of the account holder
Swift-BIC Code
F-Our Institution’s objectives:

G-Our mission statement:
H-Our Institution’s work field and services (example projects)
I - Any additional comments.
PLACE / DATE: SIGNATURE/STAMP:

APPENDIX 2. ANNUAL REPORTING SAMPLE

Dr. Mehmet Rıza Der�ndag
Dr. Der�ndag was born �n 1981 and graduated from Inonu Un�vers�ty,
Faculty of Econom�cs Bachelor of Sc�ence �n Bus�ness Adm�n�strat�on. He
has completed h�s doctoral stud�es at Cap�tol Un�vers�ty �n Southern
Ph�l�pp�nes �n 2015.
He was an entrepreneur and academ�c�an �n Ph�l�pp�nes from 2003 up to

2018 unt�l when he returned back to Turk�ye. He was a consultant at the
Comm�ss�on on H�gher Educat�on at Autonomous Reg�on �n Musl�m
M�ndanao. He has taught at several un�vers�t�es and v�s�ted almost f�fty
countr�es to lecture. He taught Internat�onal Law, Internat�onal
Organ�zat�ons, C�v�l Soc�ety and Project Management at d�fferent
un�vers�t�es. He was also an Instructor at Batman Un�vers�ty Graduate
School.
He co-authored “lnvest�gat�on of lran's Bank�ng System: Challenges and

Remed�es”. He also co-authored a chapter ent�tled, “lnnovat�on,
Macroeconom�c Effects and Env�ronmental Degradat�on: The Case of
Med�terranean Countr�es'' �n the book t�tled, “Management and Conservat�on
of Med�terranean Env�ronment”. He was a guest ed�tor of the “Global lmbalances, Econom�c and Soc�al
Changes, and Health Management �n Pre and Post-pandem�c Per�od''.
He authored a book on NGO Leadersh�p Style, wh�ch was publ�shed �nternat�onally.
He �s marr�ed and have four daughters.

ISBN: 978-625-367-408-3

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PROJECT MANAGEMENT IN

Dr. Mehmet Rıza DERİNDAĞ

It is responsibility of the author to abide by the publishing ethics rules.

4.2 BASIC AIMS OF PROJECT PLANNING IN NGOS .............................................. 47

8.1. INTRODUCTION ...................................................................................................... 90

Non-government organisations carry out a project to prepare a product that is unique

* A unique endeavor (not repeated)

* Temporary, with a distinct beginning and end

* Defined by specific deliverables

* Having a project manager who is responsible for its success

Although there is no universal definition of non-government organisations (NGO) due

Funding of NGO projects is done through grants, donations, or partnerships with

Dr. Mehmet Rıza Derindağ

CHAPTER 1 : NGOs, THEIR PROJECTS AND NGO PROJECT

A non-government organization (NGO) is described as a voluntary, non-profit, and

1.2 FORMS OF NGO PROJECTS

Non-government organizations implement projects that are aligned to their mission,

Humanitarian Aid Projects

Environmental Conservation Projects

Environmental conservation projects are implemented in various settings across the

To illustrate, NGOs have been pivotal in conserving biological diversity in various

Advocacy and Awareness Campaigns

Capacity Building Projects

Health and Wellness Initiatives

Non-government organizations are likewise responsible in implementing projects that

Education and literacy programs

Non-government organizations are likewise involved in implementing projects that

Importance of NGO projects

Experiences of developing countries and high-income countries in the past decades

Table 1. NGOs in Turkey

Non-government organization projects have been improving the lives of many

Trade and commerce

Non-government organization projects are shown to facilitate commerce and trade

Non-government organizations are led by experts or specialists in their field while

1.3 CHARACTERISTICS OF AN NGO PROJECT

A project is described as an endeavor that has a timeline and is often temporary in

Table 2. Characteristics of NGO projects

Constraints Projects often experience constraints or limitations, especially during the

1.4 PROJECT MANAGEMENT FOR NGOS

Project management involves the planning of activities, organization, direction,

Project Management Success

Project Management Success

Project Organization Project Manager

Figure 1. Project Management Success Evaluation

Table 3. Sub-criteria to Evaluate a Project’s Success

Project Management Organization Project Manager

Sub-criteria Technical competencies Organizational structure Project management

Risk assessment tools

Source: Raujkovic and Sjekavica, 2017, p. 610

1.5 STAGES OF NGO PROJECTS

4. Monitoring and Control: It is necessary to continuously monitor the project’s

Project Human Resource Financing Marketing Auditing

Figure 2. NGO Management

1.6 CHALLENGES IN NGO PROJECT MANAGEMENT

Management of NGO projects is often challenging. First, uncertainty of funding

• Lack of commercial experience of the manager and team members

1.7 PROMOTING SUCESSFUL NGO PROJECTS

Achieving success in project management will require appropriate distribution of

Non-government organizations rely on project management to ensure that operations

CHAPTER 2: PROJECT MANAGER