Introduction to

project planning and

development
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Learning objectives:

After completing this discussion, the students will:

✖ Have an overview of the project planning and
development process.
✖ Complete activities that incorporate the 12 steps of
project development.
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The project
cycle
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The process of planning and managing projects

follows a logical, continuous cycle. Each phase of the
project leads to the next.
✖ The identify stage includes a needs assessment
process to determine the needs and problems in a
community.
✖ The design phase includes the actual planning and
design of a project.
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✖ The implement stage refers to the implementation of

the project, whether it is a single-year or multi-year
implementation period.
✖ The evaluation of project results occurs at the end of a
project and involves determining whether the project’s
goal ad objectives were achieved. The evaluation stage
then leads to the identification of additional or
persisting problems, allowing the cycle to begin again.
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✖ Project monitoring occurs throughout all stages

allowing for small adjustments in the project’s
planning, design, and implementation in order to
ensure the project’s success.
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An overview of
project
planning
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Project planning involves a series of steps that

determine how to achieve a particular community
or organizational goal or set of related goals.
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Project Planning:
✖ Identifies specific community problems that stand in
the way of meeting community goals.
✖ Creates a work plan for addressing problems and
attaining the goals.
✖ Describes measureable beneficial impacts to the
community that results from the project’s
implementation.
✖ Determines the level of resources or funding necessary
to implement the project.
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Why is project planning important?

Project Planning helps us to: Project Planning helps to eliminate:
✖ Think ahead and prepare for the future ✖ Poor planning
✖ Clarify goals and develop a vision ✖ Overambitious projects
✖ Identify issues that will need to be addresses ✖ Unsustainable projects
✖ Choose between options ✖ Undefined problems
✖ Consider whether a project is possible ✖ Unstructured project work plans
✖ Make the best use of resources
✖ Motivate staff and the community
✖ Assign resources and responsibilities
✖ Achieve the best results
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There are different

methods for involving
your community or
organization in the
project planning process.
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Comprehensive Planning
• This process involves completing a
community-wide needs assessment to engage
the community or organization in identifying
and prioritizing all long-range goals and the
community/organization problems preventing
the achievement of those goals.
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Strategic Planning
• This is a process used when a community or
organization already has a comprehensive plan
and wants to move forward to achieve its long-
range goals.
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What if your organization does not have a

comprehensive or strategic plan?
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Alternative Methods of Documentation

• Minutes of past council meetings or
community meeting that document the
community’s perception of long-range goals
and problems can be used to show that your
project has a history of community planning
activities.
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Project
development
steps
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When planning for and designing a new project, it is

suggested using the following twelve steps of project
development:
1. Identify the Long Range Goals
2A. Conduct a Community Assessment to Identify the
Problem
2B. Assess Available Resources
3. Refine Assessment of Assets
4. Determine the Project Goal
5. Select a Project Approach/Strategy
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6. Develop Project Objectives and Activities

7. Identify Potential Challenges and Develop a
Contingency Plan
8. Develop a Project Evaluation Plan
9. Develop an Object Work Plan
10. Develop a Sustainability Strategy
11. Develop a Project Cost Estimate
12. Write the Project Summary
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1. Identify the long range goals

Begin by describing the conditions that would exist in

a “perfect community,” that set of statements is the
community’s long range goals in such areas as
“employment”, “education”, “cultural preservation”,
“housing” and “family income”.
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2a. Conduct a community assessment to

identify the problem

A community assessment can be conducted to

identify the problem(s) and determine which adverse
current community condition a project will address. It
can also be used to gather information once a specific
problem has been identified, in order to design a
project that will effectively address the problem.
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List as many ideas as you can think of-these could

become the basis for your project. The ideas will
directly address the list of problems to be overcome
and will become the basis for your problem
statement.
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✖ A problem statement describes a current critical

condition or set of conditions affecting a defined
group of people in a specific place at a specific
time.
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Sample Problem Statement:

✖ The number of Pacific Island youth not completing
high school has risen 1% each year for the past ten
years. The community assessment also found that the
Pacific Island youth are not identifying with their
native culture and language and the numbers of Native
language speakers are declining by 6% each year.
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2b. Assess available resources

Assessing your available resources will help

determine the best strategy for implementing your
project and should be part of your community
assessment process.
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Partnerships can be defined as: “agreements

between two or more parties that will support the
development and implementation of the proposed
project.
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3. Refine assessment of assets

Use the list of assets/resources that your identified in

the community assessment to build an inventory of
internal (from within the community) and external
(from outside the community) resources that could be
available for a project that would address the
problem(s) identified in the assessment.
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4. Determine the project goal

The project goal is a basic description of the purpose

of the project, in other words, a reduction or
resolution of the problem or problems you identified
earlier. It should clearly describe how the project
relates to one or more of the community’s long-range
goals.
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5. Select a project approach/strategy

Once you have determined your project goal, you are

ready to develop your project approach/strategy. This
strategy will be basis for developing your objectives
and activities.
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6. Develop project objectives and activities

Objectives are specific, measureable

accomplishments designed to address the stated
problems and attain your project goal. An objective is
an endpoint, not a process, to be achieved within the
proposed project period.
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S.m.a.r.t. objectives
have the following
characteristics:
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Specific – start with an action verb (strengthen, train,

develop, teach, implement) and specify the outcome; state
what you will do to achieve your goal and meet your
identified need.

Measurable – the objective must include measurable

outcomes and describe measurable changes in community
conditions (including social, cultural, environmental,
economic, and governance conditions).
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Achievable – The objectives must be realistic and attainable,

something you can expect to achieve given your available
resources and project strategy.

Relevant and Results-oriented – your objective should address

your project goal and therefore the long-term goals of your
organization.

Time-bound – the objective should reflect a time period in

which it will be accomplished.
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Many government agencies use a standard form for listing

the project goal, objectives, and activities called the
Objective Work Plan (OWP). This will be the blueprint
for the entire project. Although this is mainly used in the
government grant process, it is a very good document for
any project and should be replicated as much as possible.
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7. Identify potential challenges and develop a

contingency plan

Every project has the potential to run into challenges

that can impede progress and prevent or delay
successful completion. Development of a
contingency plan requires that you identify and
prepare for potential challenges that may cause your
project to be late in starting up or to fall behind
schedule and/or over budget.
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8. Develop a project evaluation plan

A project evaluation measures the effectiveness and
efficiency of a project, and determines the level of
achievement of the project objectives. Findings from an
evaluation will also help a tribe or organization plan for
the future, as it can identify additional or persistent
problems that need to be solved. This is why the project
cycle is a continuous process.
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An evaluation plan is the next key element for the

successful implementation and management of a project.
An evaluation plan describes the process and provides the
tools to measures progress in implementing the project; it
also assesses how effectively the project addressed
problems and achieved its objectives.
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In designing the evaluation plan, include the following

three components:
1. Impact Indicators
2. Methods/Procedures
3. Reporting
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9. Develop an objective work plan

An Objective Work Plan (OWP) is to describing how
(through what activities), when (within what time frames)
and by whom (assignment of responsibility) the project
will be implemented – as well as the expected outcomes or
benefits. Items included in an OWP are
• Project Title and Goal
• The problem addressed
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• The Results expected and criteria for evaluating

success in achieving them
• The Benefits expected and criteria for evaluating
success in achieving them
• The Project objectives (an OWP form is needed for
each objective)
o Activities
o Begin and End Dates
o Positions Responsible for the Activity
Accomplishment
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10. Develop a sustainability strategy

A sustainable project is one that can and will continue
without additional Federal funds, and will therefore
contribute to long-term success and impacts within your
tribe or organization. A sustainability plan is a narrative
description of who you plan to continue your project after
Federal funding is complete.
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Some examples of areas for future funding:

• Organizational funds
• Continuation grants from private foundations
• Other Federal funds
• State funds
• Unrestricted revenue
• College/Universities
• Partnerships
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11. Develop a project cost estimate

The project budget is a program and fiscal document. The
budget reflects the costs necessary to perform the activities
of the project. The budget is the dollar expression of the
project being proposed and must be reasonable and tied
to the project objectives and work plan.
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Budgeting is the method by which an organization translates the

project goals and objectives into the resources necessary to
accomplish the goals and objectives. Budgeting is not a hit-or-
miss approach. Rather, it involves serious consideration of many
factors. These factors include:
• Available Resources.
• Regulations.
• Scope, Quality and Method of Service.
• Volume of Activity.
• Cost Elements
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12. Write the project summary

The project summary is the last component written but will
be the first read by an application reviewer. The project
summary should not exceed one single-spaced page, and
should reflect the essence of the entire project.

The summary section should include the following:

• Clear statement of the priority area the application is
submitted under.
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• Two or three pertinent facts about the community and the

population to be served
• A brief discussion of the problem that exists in the
community, relating it to the facts you presented in the first
paragraph about your community (one paragraph
maximum). This can include your problem statement.
• The project goal
• The project objectives
• The impact indicators
• The number of people to be served or impacted by the
project
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Activity No. 3
1. Make a brief summary of the twelve project development
phases.
2. On your own idea, craft at least two examples of long-range
goal statements.
Example:
GOAL: Healthcare
To continue the development of a Health Care
Program, while considering all factors involved, that will
ensure each community member receives proper and high
quality healthcare.