Сommunity action Module - How to start and implement an activity or event

Welcome to your fifth session of the Community action module!

It will take you 4 hour to complete it.

Learning outcomes:

At the end of this session, participants will be able to: 

• define the project implementation steps

• develop a project activity plan;

• develop a project timetable.

Facilitators instructions 

Using the available slides, explain to the participants the definition of a project, the main features of a project, the phases of the project life cycle - initiation phase, planning, executing, monitoring and controlling, closure. Together with the participants, develop the project idea, discuss them.

1. What is a project?

A project is a temporary, structured effort undertaken to create a unique product, service, or result. It is designed to achieve specific goals within a defined scope, timeline, and set of resources. Projects are often used to bring about change or address a particular problem, and they are characterized by having clear objectives, deliverables, and stakeholders.

 

Key Characteristics of a Project:

• Temporary: Projects have a clear beginning and end. They are not ongoing like operational tasks.

• Unique Outcome: The result of a project is distinct, whether it’s a new product, service, process, or improvement.

• Defined Scope: The objectives and boundaries of the project are established at the start.

• Specific Resources: Projects require allocated resources, such as time, money, people, and materials.

2. Stages of the Project Life Cycle

 

2.1. Initiation Phase

Purpose: Define the project's purpose, goals, and feasibility.

Key Activities:

• Identify the problem or opportunity.

• Define project objectives and scope.

• Conduct feasibility studies or a business case analysis.

• Identify stakeholders and key requirements.

• Obtain project approval or funding.

Deliverables:

High-level project plan or proposal.

 

2.2. Planning Phase

Purpose: Develop a detailed roadmap for how the project will be executed.

Key Activities:

• Define the project scope in detail (Work Breakdown Structure).

• Develop schedules, timelines, and milestones.

• Estimate resources and budget.

• Assess risks and create a risk management plan.

• Assign tasks and responsibilities.

• Develop a communication plan.

Deliverables:

• Comprehensive project plan.

• Budget and resource allocation plan.

• Risk management and contingency plans.

 

2.3. Executing Phase:

Purpose: Carry out the project plan and deliver the intended outcomes.

Key Activities:

• Assemble and manage the project team.

• Execute tasks according to the project plan.

• Monitor progress and ensure alignment with objectives.

• Communicate regularly with stakeholders.

• Manage resources and address challenges as they arise.

Deliverables:

• Work products or deliverables specified in the project plan.

• Regular progress reports.

 

2.4. Monitoring and Controlling Phase (Often overlaps with Implementation)

Purpose: Track and measure project performance to ensure it stays on track.

Key Activities:

• Monitor project performance using KPIs (Key Performance Indicators).

• Compare progress against the project plan.

• Identify and address deviations from the plan.

• Update stakeholders and adjust the plan as needed.

Deliverables:

• Status reports.

 

2.5. Closure Phase

Purpose: Finalize the project and ensure all objectives are met.

Key Activities:

• Confirm that all deliverables have been completed and meet quality standards.

• Conduct a project review or post-mortem analysis.

• Release resources and disband the project team.

• Document lessons learned for future projects.

• Celebrate project success and share results with stakeholders.

Deliverables:

• Final project report.

• Lessons learned document.

• Client or stakeholder approval of deliverables.

 

3. Practical work

In groups or individually, develop a presentation of community action activities based on what you learned in PART 5.

 

Presentation template