Project Management Planning

Ensuring food security status of the communities in Enebsie Sar Midir

woreda
By: Adamu Fekadu

Submitted to: UNISEF

September 02/2016

ABC
AMHARA REGION EAST GOJAM ZONE
MERRTULEMAYAM , ETHIOPIA 032

JANUARY, 2017
Table of Contents
INTRODUCTION -------------------------------------------------------------------------------------------2
PROJECT MANAGEMENT APPROACH --------------------------------------------------------------2
PROJECT SCOPE -------------------------------------------------------------------------------------------2
SCHEDULE BASE LINE AND WORK BREAK DOWN --------------------------------------------3
CHANGE MANAGEMENT PLAN -----------------------------------------------------------------------4
COMMUNICATION MANAGEMENT PLAN --------------------------------------------------------------4
COST MANAGEMENT PLAN ----------------------------------------------------------------------------5
PROCUREMENT MANAGEMENT PLAN -------------------------------------------------------------5
PEOJECT SCOPE MANAGEMENT PLAN -------------------------------------------------------------6
QUALITY MANAGEMENT PLAN ----------------------------------------------------------------------6
RISK MANAGEMENT PLAN ----------------------------------------------------------------------------6
STAFFING MANAGEMENT PLAN ---------------------------------------------------------------------6
SPONSSOR ACCEPTANCE -------------------------------------------------------------------------------7

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 INTRODUCTION
A project entitled with ensuring the food security status of the poor and marginalized community
members in Enebsie Sar Midir distict is aimed at solving the chronic food insecurity status of the
target district through employing multiple and integrated tasks that have a great contribution to
tackle the stated problem. To achieve the desired objective, the project will perform series of
activities such as Conserving the natural resource bases through natural resource management
activities, developing or expanding irrigation schemes ,introducing new technologies to increase
productivity engaging farmers on different income Generating Activities (IGAs), provision of
agricultural inputs, creating job opportunity for landless youths and capacity building training
programs for targeted communities and stakeholders..The proposed project will directly benefit
13,000(5,453 F) community members at 12 rural kebeles of the district. In addition, 21,000
(8,610 F) community members are indirect beneficiaries of the project..This project primarily
seeks to target poor and marginalized community groups like women headed households,
landless youth and elder peoples, The project will have a three years life span and will take an
estimated budget of 8,789,880 birr (eight million seven hundred eighty nine thousand eight
hundred eighty) which will be secured from USAID. .
PROJECT MANAGEMENT APPROACH
ABC has very critical and fundamental project management approach in which the project
manager should play an important role in creating conducive environment .for the
implementation of the intended project. The project managers encourages to avail a sense of
team sprit among the employees in the organization which is very vital for the effective
implementation of the project. The project manager establishes strong partnership among many
stakeholders to run the project in health manner.
PROJECT SCOPE
The project main objective is ensuring food security and sustainable livelihood of the target
communities by implementing the following activities
These activities are
1. Conserving the natural resource bases through natural resource management activities
2. Developing or expanding irrigation schemes
3. Introducing new technologies to increase productivity
4. Engaging farmers on different income Generating Activities (IGAs)
5. Provision of agricultural inputs, like improved seed, fruit and vegetable seed and improved
variety of animal breeding.
6. Creating job opportunity for landless youths
7. Capacity building training programs for targeted communities and stakeholders

SCHEDULE BASELINE AND WORK BREAKDOWN STRUCTURE

No. Activity 2017 2018 2019
Q1 Q Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
2
1 Natural Resource Management
Activities

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1.1 Establishment of nursery site
1.2 Purchase of forest seed
1.3 Purchase of gabion boxes for gully
treatment
1.4 Working tools for nursery sites
1.5 Forest seedling plantation
2 Developing and expanding irrigation
schemes
2.1 Construct small scale irrigation canal
2.2 Purchase and provide fruit and
vegetable seed and seedling for
irrigation user
3 Introducing new technologies for
farmers related with natural resource
management activities
3.1 Provision of wood saving stoves for
farmers
Provision of agricultural inputs, like
improved seed, fruit and vegetable
seed and improved variety of animal
breeding
4.1 Provision of improved variety of wheat ,
bean and teff seed
4.2 Provision of artificial fertilizer
4.3 Purchase and distribute hybrid bull
4..4 Purchase and distribute productive
shoats
5 Creating job opportunity for landless
youths
5.1 Organize training on bee keeping for 60
youths for 5 days
5.2 Organize training on tailoring for 40
youths for three 3 months
5.3 Organize training on weaving for 35
youths for three months
5.3 Purchase of sewing machine
5.4 Purchase of working tools for weaving
6 Capacity building training programs
for targeted communities and
stakeholders
6.1 Organize training on food security,
natural resource management and other
related topic for community members
and stakeholders for 10 days
7 Staff Recruitment

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CHANGE MANAGEMENT PLAN
Changes are actions based on a carefully thought process for change that anticipate future
difficulties. Change is a label under which we put things that we have to do differently in the
future. Therefore, change is inevitable that we may face a change while we ae implementing the
project. so under a change management plan, ABC primarily takes the following tings in to
consideration .
 ABC establish a change management committee which has 5 members
 The members of the committee are composed from different departments of the
organization.
 Any change perceived may be from the grass root level will be compiled and submitted
by the field staffs of the organization.
 The field staffs submit the change what they recognize to their line managers.
 The line managers /senior staffs submit the perceived change to the change management
committee
 The established change management committee see the change critically and finally
submit the issue to the project manager for further review and approval.
 Then, the project manager gives any response for the change after he/she is dealing with
different stakeholders and donors. .
COMMUNICATIONS MANAGEMENT PLAN
When the project to be successful, the project manager should be prepare effective
communication management plan, unless, the project cannot be achieve its objective. From this
point of view to assure the proposed project the manager design the project management
communication plan intermesh of version and tables .
1. Use reporting channel from the grass root level to the apex periodically,( monthely,
quarterly and annually)
2. Create conducive environment to conduct quarterly project review meeting with
concerned bodies
3. To advertize the project plan and achievement, for any concerning bodies, preparing
brochures, leaflet, pamphlets and posters is very vital.
4. There are monthly project review meetings with the organization’s project staffs and the
project manager facilitates the meeting, which is very crucial to take corrective actions
for deviation.
5. The project managers designs periodical supervision programs
6. The project team uses electronic conversation (email, phone and Skype) to deal in
various issues.

COST MANAGEMENT PLAN

We can manage the project costs as follows.
Name of implementing Agency --------------
Fiscal Year 2017
Project Title Ensuring food security ----------------
Project Location Enbsie Sar Midir District
Project Code 032 Total
Project Budget -8,789,880
Project Period 3 years Total
Project Beneficiaries 13,000

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Donor ---USIAID Reporting
Period quarter

No. Activity Unit Project Quarter Achievement Recommendation

Annual Plan
Plan Amount %

Prepared by ----------- Checked by ----------------- Approved by

Position --------------- Position --------------- Position ------------
Signature --------------- signature ---------- Signature ----------
Date ----------------- Date -------------------- Date -------------

PROCUREMENT MANAGEMENT PLAN

Procurement management plan is very critical for the successful implementation of ABC project.
Any equipments or tools should be purchased timely before undertaking a certain task to be
achieved. Therefore,
 The project manager work closely with project team members
 Any senior project staffs involved in the project implementation submit a purchasing
request to the procurement department of the organization
 The procurement department collect quotation of any equipment or tools from supplier
 Then, the procurement department critically review the result of the quotation and submit
the result for the project manager for approval
 After the project manager approve the result of the quotation, he ordered the procurement
department to make agreement with suppliers to go ahead and purchase the goods or
services. ,
PROJECT SCOPE MANAGEMENT PLAN
The project scope management of the intended project I depicted as follows
No. Activity Unit Annual Quarter Plan Responsible Remark
Plan Body
1 Capacity building training Day 200 86 Food security
officer
2 Distribution of improved Quintal 200 130 Food security
seed Officer and field
officers
3
4
5
6
7 Submit physical and Round 4 1 Project
financial report to donors Coordinator
and other stake holders

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QUALITY MANAGEMENT PLAN
A certain project will satisfy the needs of the community and the stakeholders unless its quality
fails in to questions. So while ABC is implementing the intended project the quality of the
services taken as a primary and critical issues
As such before the ABCD is going to implement the intended project,
 The project manager establishes quality control teams
 GO/NGO forums established and the forum monitors the project progress periodically
 Periodical supervision should be arranged at the grass root level.
RISK MANAGEMENT PLAN
While we are implementing a project activities we may face market price escalation of goods
and services, and so ABC will intensively conduct market assessment studies that will pave the
way to purchase goods and services at earlier stage of price or at cheap cost. On the hand, ABC
will reward staffs who registered high performance that ultimately reduce the risk of staff
turnover. ABC will also minimize the risk of drought by promoting and providing early warning
system and motivate farmers to grow early matured and drought resist crops like sorghum and
other. .
STAFFING MANAGEMENT PLAN
For a successful completion of a certain project, staffing is very necessary. so, before going to
implementing the project activities, ABC will recruit 18 staff members as depicted in the
following

Project Coordinator (1)

Finance head
Food security Officer (1)
(2)
Accountant Cashier (1)
Project field worker (1)
(12)

SPONSOR ACCEPTANCE

Approved by the Project Sponsor:

___________________________________________ Date:____________________
<Project USAID
<Project Sponsor D. Luarence, Country Director.

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