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.