Tool

Establish implementation plan and progress monitoring

Develop a comprehensive plan to coordinate project tasks and establish a monitoring framework for the project implementation

An implementation plan is a detailed list of activities, including budget and resource requirements and a time frame, that are required to achieve the objectives of a project. It serves as an orientation for the project implementation and as a reference to track progress towards achieving the objectives.

Purpose and link to IQC

The implementation plan enables project managers to monitor whether the project is on track during its implementation and allows identifying corrective measures if needed. It is also used to justify an operating budget request. To some extend the implementation plan earmarks project resources for specific activities. This contributes to preventing manipulation or misuse, because the reallocation of funds and other resources should ideally be documented and justified.

How to

1.   List activities

List all project activities in the first column of the table below (Table1) and define when each activity should be completed in the timeframe on the right hand side of the table. Specify who is responsible for each of the activities (second column from the left).

2.   Calculate the budget for each activity

Include the budget for each activity in the third column (resources) of the implementation plan (Table 1). To determine the budget for an activity you can use the “Budget calculation” excel file.

Table 1 – Implementation plan: Example

Activities Timeframe (weeks or month)
Activity to be performed Person responsible Resources Output (deliverable) 1 2 3 4 5 6 7 8
Tendering of the construction works Project manager 4.000 Ksh Short list of contractors X

3.   Define outputs and monitor responsibilities

Determine how an activity is completed and specify the expected outputs/deliverables in the implementation plan (fourth column from the left). Establish who is responsible to monitor the timely implementation and whether an activity stays within the defined budget and complies with the agreed quality standards. Define periodic visits to the implementation sites and document them, including photos on progress of work.

Table 2 – Monitoring: Example

Name of the responsible for monitoring: Peter Malik
Date of visit to the implementation sites Comments from the responsible
25 May 2015 Delay of two weeks in building the sanitation block, because materials were stolen and had to be ordered again

Construction of the septic tank has been completed according to standard

4.   Progress reports

Inform all project stakeholders (including communities, local government and donors) about the progress (and delays) in project implementation in regular intervals (for example every two weeks). For reporting purpose it is useful to document who was informed when.

Table 3 – Reporting: Example

Who was inform of progress and when?
Update on project implementation to Eng. Stower from the Ministry of Health on 26 May 2015

Template

References & Further Readings

  • MINISTRY OF WATER AND IRRIGATION. KENYA. 2007. The Pro-Poor Implementation Plan for Water Supply and Sanitation. (from page 18 onwards).
  • SEGURA & IP3 PARTNERS LLC. 2004. AWGA Transaction Implementation Plan.
Last updated 12 April 2018

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