What I will learn

  • Gathering information in order to make informed contribution to community projects.
  • Plans for monitoring and evaluation to illustrate the overall success of a community project.
  • Importance of developing smart aims and objectives in the planning process for community projects.
  • Measuring the impact of a project on a community.
  • Requirements for informed contribution to a community project.

What I will do

  • Plan and carry out research in order to identify important issues in the community.
  • Investigate activities in a community that are working to promote positive change.
  • Explore the significance of and effect of developing a robust plan and opportunities for monitoring and review.
  • Plan and carry out research in order to identify important issues in a community.

Introduction

Definition of a project

A project is a set of tasks that must be completed within a defined time line to accomplish a specific set of goals

Some of the available community project opportunities include:

  • Environmental conservation such as tree planting, sewage and waste management.
  • Health and public hygiene management such as upgrading hygiene in slums.
  • Volunteer work in local and international organisations around the community.
  • Community awareness on peaceful existence, voting, political rights and other social issues.
  • Offering counselling services to children and people in the rehabilitation centres and prisons.
  • Doing social work such as linking children in children homes and care centres to their families.

School children digging in their garden.

Activity 6.1

Group work

  • Define what you understand by a project.

Q2. Give some examples of projects you may have in your society

Stages of carrying out a community project

It has been said that doing a community project involves two major considerations;

Selecting the right project and

doing the project in the right manner.

The following are phases of doing a community project:

Gathering of information

This is an on-going process that is done during project planning and implementation in order to make informed decisions and contribution. Gathering of information involves:

  • Administering and analysing questionnaires.
  • Reading programmes or project documents and other resources like books.
  • Interviewing the local people and leaders.
  • Doing observation schedules.
  • Doing internet research.
Planning stage

Planning for a project involves an analysis of requirements that will make the implementation process to be a success.

This analysis involves three fundamental dimensions as mentioned below:

  • Cost – How much the project requires.
  • Time – How long it will take.
  • Scope – What is to be done.

Summary of project planning guide line

  • Identification for the needs and opportunities
  • Project design
  • Public – private partnerships
  • Project implementation and monitoring
  • Evaluation and systematization of lessons learned
  • Research and innovation

Project planning should also involve an analysis of ways on how to deal with the following:

  • Dealing with risks and uncertainties.
  • Maintaining control during project execution.
  • Managing the project interphases.
  • Project communication and documentation.
  • Project monitoring and evaluation.
  • Bringing the project to a successful conclusion.

The above mentioned stages need skills for successful implementation of the project. These skills include:

  • Organisational skills like teamwork.
  • Research skills like developing questionnaires.
  • Management and leadership skills.
  • Communication skills.
  • Creative and critical thinking skills.

Activity 6.2

What are the skills needed for the implementation of a project?

State the project planning guide line for the successful implementation of the project?

Assignment work

  • As individuals, write short notes on the project ideas given below;
  • Identification of the project.
  • Gathering of information about the project.
  • The cost of the project.
  • Aims and objectives of the project.
  • Monitoring and evaluation of the project.
Project development

The ideas for developing a project include:

  • Developing community based projects with particular theme.
  • Gathering and recording interviews with community members about an important issue either for a radio show or broadcast.
  • A community clear up a space that could be used by the young people to congregate safely.
Project monitoring and evaluation

Monitoring and evaluation helps to know whether project objectives have been achieved and to what extend there is need for mid-course corrections to address emerging problems.

Monitoring and evaluation both examine the indicators, targets, criteria and standards of a project.

Monitoring is the routine tracking of the key elements of a programme performance, usually inputs and outcomes through record keeping, regular reporting, surveillance and observation studies.

Monitoring helps to identify trends and patterns, adopt strategies and inform decisions for programme management.

During monitoring and evaluation, the following questions should be asked:

  • Are outputs leading to achievement of programmes?
  • How do beneficiaries feel about the work?
  • Are the activities leading to expected programmes?
  • Are activities being implemented on schedule and within the budget?
  • Are personnel, finance and materials available on time and in the right quantities and quality?

Evaluation is the process of gathering and analysing information to assist in comparing and knowing whether the pre-determined objectives were achieved.

The most compelling evidence collected and evaluated to describe the impact of a project includes:

  • Feedback on the financial status of the project.
  • Areas of accountability like coverage accountability, service delivery accountability, fiscal accountability and legal accountability.
  • Problems that require solutions and actions.
  • Sustainability of the project.
  • Human resource capacity.

Factors to be consider when setting a community based project

To be viable and sustainable, a community project, whatever its size and outreach, should consider the following factors:

  • The starting point of a project is the existence of a problem affecting a certain group; especially the community.
  • A sustainable community project is integrated and in line with development or business plans.
  • A project is a participation exercise from the beginning to the end.
  • Sustainable projects are gender sensitive.
  • A well-defined project is result-based. Result-based Management is about setting objectives and targets and what you do to achieve them.
  • Project implementation is organised with a fixed budget, limited resources and specific deadlines.
  • Each project has a specific management structure.
  • Each project includes a monitoring and evaluation (M&E) system.
  • A project has to be sustainable.
  • Activity 6.3
  • Group work
  • Q Describe the factors to be considered when to starting a community based project?

Steps in designing a project

There are four main steps of project design. These include:

  • Project identification.
  • Project formulation.
  • Project implementation planning.

iv. Project monitoring and evaluation.

Project identification

Identification is a participatory consultative process that analyses the situation and the problem.

People’s views on a problem are essential to understanding its nature and possible solutions.

Project formulation

This involves establishing outcomes, objectives and outputs. It should also establish proper indicators for each objective.

The following are critically analysed:

  • Project mission- why do we need the project?
  • Project objectives- what do we want to achieve?
  • Project deliverables- the steps we need to achieve our objectives.
  • Project stakeholders- who has interest in our project or results?
  • Project beneficiaries- who will enjoy the fruits of the projects?

To formulate an effective project strategic objective, a project design team should use the SMART approach. The most common explanation of SMART is Specific, Measurable, Achievable, Relevant and Time-Bound project. To design a SMART objective or outcome, consider the questions listed below:

  • Specific: What exactly is the project going to do, where, with or for whom?
  • Measurable: Are the stated results measurable? Does the organisation have the capacity to measure them?
  • Achievable: Can we get it done in the time frame? In this political climate? With this amount of money and resources?
  • Relevant: Is the objective or outcome important to achieving the desired result? Is it in line with the organisation strategy?
  • Time-bound: When will these objective or outcome be accomplished? It is important to formulate aims and objectives because of the following:
  • Aims help in establishing activities during the implementation.
  • Help to establish the required inputs.
  • It is an important tool of monitoring and evaluation.
  • It helps in mobilisation of resources required for implementation.
  • Helps in meeting targets and set indicators.
  • Activity 6.4
  • Individual work
  • Qn Describe SMART as use in project management?
  • Qn Discuss the project formulation critical analysis for the success of the project?

Implementation planning

An implementation plan is devised based on logical framework in order to have a result-based work plan and a budget.

Examples of core issues during implementation include:

  • Evaluation
  • Conflicts
  • Change management
  • Risk management

Changes to projects are inevitable. It is the one thing we can be sure of in a project: There will be change.

Project implementation requires different skills such as persuasion skills, influencing skills, problem-solving skills, creative and critical thinking skills, leadership skills and management skills.

Monitoring and evaluation

Monitoring is the routine tracking of a project’s activities by measuring on a regular on-going basis whether planned activities are being carried out. A project can be monitored at any level such as inputs, outputs and outcomes. The figure below provides an example of monitoring focus at different levels:

Monitoring and Evaluation plans include the following information:

  • A description of intended results
  • Indicators
  • Targets
  • Data source or means of verification
  • Baseline values
  • Monitoring and Evaluation tools
  • Responsible persons

A summary of the project cycle

Project Identification

Project Formulation

Implementation Planning

Monitoring and Evaluation

Activity 6.5

Group work

Q1 With the help of an illustration, draw the project cycle and

explain the four (4) stages of the project cycle?

Communication during project implementation

Effective communication is critical to the success of the project.

Communication not only provides stakeholders with the key information and milestones,

creates a dialogue among stakeholders, surfacing pockets of resistance and building commitment to the project.

The communication process can face problems such as the

semantic problems, absence of feedback, improper channels, physical distractions, status effects and cultural differences.

A project team communicating to people.

Activity 6.6

Group work

Q. In your small groups, explain why communication is very important during project implementation.

Q. What are the tools/instruments that you can use during project implementation?

Tools and instruments used for monitoring and evaluation
  • Questionnaires
  • Checklists
  • Programme documents
  • Observation schedules
  • Interview guides
  • Diary or journals
  • Focus group documents
  • Analysis of records and data

Activity 6.7

Group work

Q. Project implementation is usually faced with quite a number of challenges. In your groups, identify and write down these challenges.

Q. What solutions would you suggest for such kind of challenges in a project?

General challenges that can affect the implementation of a project

  • Lack of sustainable funding for projects in the community.
  • Fear of no future work can lead to foot-dragging during implementation.
  • Incomplete human resources may pose a big challenge to implementation.
  • Loss of team functionality as some members complete their tasks during project implementation.
  • Change of responsible personnel at critical transition stages.
  • Resistance to the project from local people and other shareholders.
  • Lack of skills and knowledge among the local people may limit their participation in the project.
  • Difficulties in securing data on project implementation, like historic data.
  • Generalsustainabilityofdatamayleadtoincompleteproject implementation.
  • Weak monitoring and evaluation of the project may lead to unintended outcome.
  • Lack of support from local leaders and authorities may lead to implementation delays.

Activity 6.8

Group work

Q. Describe what you should consider to ensure a successful completion and closure of the project

Closing the project

This is the bringing of a project to a successful conclusion.

It requires close attention to several different managerial functions.

Some of the things to be considered for ensuring a successful completion of your project include:

  • Ensure that the project will deliver what was promised.
  • Actively lead the project team through difficult times.
  • Ensure timely completion of client sign-off documentation.
  • Prepare for the transition into the next phase in the overall project life cycle.
  • Secure consensus that the project has met the completion criteria.
  • Obtain customer acceptance and verify customer satisfaction.
  • Ensure that the project records reflect accurate data.
  • Transfer what you have learned to others.
  • Acknowledge the contribution by the contributors.
  • Bring the project to efficient administrative closure.

Activity 6.9

Group work

Q. Write down the reasons why project sustainability is important?

Q. Identify the elements of project sustainability

Sustainability of community projects

Sustainability of a project refers to the ability of the project to maintain its operations and benefits during its projected lifetime. A sustainable project will be able to continue once the initial one has ended.

The following are reasons that can justify project sustainability:

  • To ensure that beneficiaries will continue to be served.
  • To reassure donor agencies that their investment will not be lost.
  • To convince the donor that you have planned wisely for the project.
  • To ensure that the organisation’s investment is not lost.
  • The important elements of sustainability are:
  • Social sustainability - Impact on working conditions, compliance with international labour standards, social protection, among others.
  • Financial sustainability- Financing of follow-up activities, sources of revenue for all future operating and maintaining costs.
  • Institutional sustainability- Structures that allow results of the action to continue.

Environmental sustainability- Impact on the environment. Avoid negative effects on natural resources on the broader environment

A community project team marches in the streets to celebrates the project.

Strategies to make a community project sustainable

A community project should include a plan or strategic approach of making it sustainable. The sustainability should describe what components to offer people beyond the end date of the project.

  • Integrating the project into the organisation’s overall budget and covering the costs through normal fundraising means.
  • Seeking support from local, national or international donors.
  • Signing agreements with other institutions for a long-term project.
  • Involving the community or beneficiaries in planning for the sustainability of the project.
  • Improving efficiency and reducing costs.
  • Offering expertise acquired from the project to other organisations.
  • Integrating advocacy and awareness to already funded life skills for sustainability.

Activity 10

Individual Assignment

In a group, design a small-scale project that would support your community. Agree on what inputs you need and what the advantages would be to the community. Examples could include:

  • tree planting,
  • sewage waste management

Write up a project proposal that you could use to persuade others to support your project. Include what its inputs would be, why it is important and how it would be sustainable.

If feasible, implement the project.

Glossary

Indicators - These are measurable, tangible signs that something has been done.

Inputs - Physical and non-physical resources that are necessary to carry out the planned activities and manage the project.

Gender mainstreaming - The process of assessing the implications for men and women of any planned action, including legislation policies or programme, in all areas and at all levels.

Project cycle - The project cycle refers to the life of a project from initial idea through to its completion.

Efficiency - The fact that the outputs were obtained at reasonable costs.

Effectiveness - Contribution made from outputs to achievement of the project’s immediate objective, and how assumptions have affected project achievements.

Feasibility - Examines whether the project objective can really be achieved.

Activities - Actions and means that have to be taken or provided to produce the output.

Beneficiaries - Those who benefit in whatever way from a project.

  • Objective – A description of an aim.
  • Programme – A series of planned future events with common development objectives.
  • Project– A series of activities aimed at bringing about clearly specified objectives within a set time.
  • Stakeholders – Individuals or institutions with clear concern of doing something, especially a business.
  • Project plan – Implementation plan of the project that sets out work breakdown structure, responsibility, calendar of activities and a resource plan.
  • Implementation – A phase or a process of putting a plan or decision into action to achieve the intended objectives.
  • Evaluation – A periodic assessment of the efficiency, effectiveness, impact and relevance of a given process in line with the stated objectives.
Last modified: Monday, 12 January 2026, 5:12 PM