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PROJECT MONITORING, PROJECT

REVISION, PROJECT COMPLETION
AND
SPECIAL PROJECTS

A. H. Monjur Morshed
Deputy Chief (Economics)
 Project
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 A project is a one time job that has defined

starting and ending dates, a clearly
specified objective, or scope of work to be
performed, a pre-defined budget, and
usually a temporary organization that is
dismantled once the project is complete.
 Every project is unique in that it requires
doing something different than was done
previously.
 Project
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 Project is a group of multiple

interdependent activities that
require people and resources.
 A project is any undertaking with a
defined starting point and defined
objectives by which completion is
identified.
 A project is one time activity, never
to be exactly repeated again.
 Project
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 A project involves a single, definable

purpose, end-item, or result, usually
specified in terms of cost, schedule,
and performance requirement.
 A project in business and science is a
collaborative enterprise, frequently
involving research or design, that is
carefully planned to achieve a
particular aim.
 Project Cycle
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Project Cycle: A project goes

through phases of identification,
formulation, approval,
implementation, monitoring &
evaluation and completion.
 Project Cycle
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Programming

Evaluation Identification

Implementation Formulation

Financing

presentation (color) 04/15/25

 Project Life Cycle
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 Conceptual Stage/Definition
 Development/Planning
 Implementation Stage/Execution
 Termination Stage/Transfer
 Project Management
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Project management processes fall into five

groups:

Initiating

Planning

Executing

Monitoring and Controlling
 Closing
 Project Monitoring
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 Monitoring means keeping a track of

implementation process.
 Monitoring means periodic checking of
progress of works against the targets laid
down in order to ensure timely
completion of the project.
 The goal of project monitoring is ensuring
that the project is on time and on budget
and/or highlight any deviation from the
plan.
 Areas
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 Project constraints:
- Scope,
- Quality,
- Schedule,
- Budget,
- Resources, and
- Risks.
 Project Monitoring
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 Why do we monitor?
To detect and react appropriately to
deviations and changes to plans
 What do we monitor?
Inputs
Time Money Resources Material
Usage Tasks quality/Technical Performance
Outputs
Progress CostsJob starts job completion
Design changes
 Project Monitoring
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 When to we monitor? End of the project?

 Continuously
 Regularly
 Logically
 While there is still time to react
 As soon as possible
 At task completion
 At pre-planned decision points
(milestones)
 Project Monitoring
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 How do we monitor?
 Calculate Critical Ratios
(actual progress / scheduled progress) X
(budgeted cost / actual cost)
 Milestones
 Reports
 Tests and inspections
 Project Control
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 What is Project Controling

is the process of making things happen in an
ordered manner or according to plan.

 Control the triple constraints

time (schedule)
cost (budget, expenses, etc)
performance (specifications, testing results,
etc.)
 Project Control
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 Schedule: Was the project completed on

time? (How long did we take?)
 Cost: Did the project come in at cost?
(How much did we spend?)
 Functionality: Do project deliverables
have the expected capability? (What can
they do?)
 Quality: Do the deliverables perform as
well as promised? (How well can they do
it?)
 PSC Committee
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 PSC Committee
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 PIC Committee
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 PIC Committee
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 Monitoring Reports
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 IMED Reports
 PSC Meeting Minutes
 PIC Meeting Minutes
 BWDB Monitoring Reports
 BWDB Taskforce Reports
 Project Evaluation?
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A time-bound assessment that

systematically and objectively assesses
the relevance, performance, success and
effectiveness of ongoing and completed
programmes and projects.
 Monitoring and Evaluation
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Monitoring Evaluation

Who? Internal management Usually incorporates external inputs

responsibility – all levels (objectivity)

When? Ongoing Periodic – mid-term, completion, ex-

post

Why? Check progress, take remedial Learn broad lessons applicable to

action, update plans other programs/projects, policy
review, etc.
Focus on Inputs, activities, results Results, purpose, objective
 Project Revision
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 Revision
 Inter-item Cost Adjustment
 Time Extension
 Revision of Investment
24 Project
Why Revision
 If planned objectives are not achievable

and changed;
 If cost is increased due to currency;

fluctuation and/or CDVAT cost changed;

 If national pay scale and other allowances

are enhanced;
 If physical items’ cost is increased or

decreased;
 Why Revision
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 If design needs changes;

 If procurement/ contract price is higher
than approved DPP cost;
 If approved cost of other items are
increased/ decreased
 Project Steering Committee recommends
for revised DPP if necessary.
 Revision of Investment
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Project
 Two times revision allowed
 No post factor approval

 If need 3rd revision- Prior permission from Planning

Minister for processing

1st Revisions
 Prepare in RDPP format;

 Ministry approves Revised Project cost up to 15% or

40 crore increase/ decrease with the recommendation

of DPEC except change in purpose, mode of funding,
source of funding, vehicle, manpower
 With the above conditions if cost up to 15%

increase /decrease Planning Minister approves the

project
 Department Project
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Evaluation Committee (DPEC)
 Terms of Reference:
 Appraisal of the acceptability of Study
proposal in the context of Development Plan
 Examination of Financial, Economic and
Technical viability of Study proposal
 Examine the acceptability of first revised DPP
 Suggest necessary amendment/ modification
alterations if necessary
 Formulate recommendations for approval by
the competent authority.
 Revision of Investment
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Project
On October, 2016 a circular was issued for
approval procedure of revised project
Major modifications as follows:
If new items are included in the revised project,

no need to place it to ECNEC meeting.

If project cost is increased due to increase of land

price and increase of CD-VAT, the Administrative

Ministry is empowered to amend the project.
If there is any mistake of economy code

description for approved items of the project,

Administrative Ministry is empowered to amend it.
 Revision of Investment
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Project
 Respective Ministry issue approval letter of
the project approved by Concern Minister
 Concern sector of Planning Commission
issue approval letter of the project
approved by Planning Minister
 ECNEC wing of Planning Division issue
approval letter of the project approved by
ECNEC
 Respective Ministry can not issue the
administrative order of the project without
approval letter of Planning Commission
 Inter-item Cost Adjustment
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 Quantity of items not changed

 Cost of revenue item adjusted with other
revenue item
 Item under capital cost adjusted with other
item under capital cost
 CD/VAT can’t be adjusted with any other
item
 Cost of land can’t be allocated to other
item but cost of other item can be
allocated to land acquisition
 Time Extension of Project
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without cost change
 Respective Minister extends project
duration up to 1 year with the
recommendation of IMED before 2nd
revision
 For more than one year or 2nd time
extension Member of Planning Commission
approves
 For 3rd time Planning Minister approves
project duration
 Project Identification
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Development Project

Investment Project Technical Assistance Self Financed Project

Project
 Technical Assistance Project
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 Technical assistance is non-financial

assistance provided by local or
international specialists. It can take the
form of sharing information and
expertise, instruction, skills training,
transmission of working knowledge, and
consulting services and may also involve
the transfer of technical data.
 Technical Assistance Project
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 projects and programme design

 project management
 capacity building
 strategy development
 design and implementation of
monitoring and evaluation systems
 feasibility studies and needs analyses
 human resources development
 Project Approval
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Technical Assistance
Project Proposal (TAPP)

Minister of Minister of
Sponsoring Ministry is Planning is the
the Approval Authority of Approval Authority of
Project Costing Project Costing
up to Tk. 10 crore over to Tk. 10 crore
 Study Project
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 For Feasibility Study

 A feasibility study is simply an assessment
of the practicality of a proposed plan or
project.
 A feasibility analysis is used to determine
the viability of an idea, such as ensuring a
project is legally and technically feasible as
well as economically justifiable. It tells us
whether a project is worth the investment—
in some cases, a project may not be doable.
 Study Project
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The goals of feasibility studies are as

follows:
To understand thoroughly all aspects of a

project, concept, or plan

To become aware of any potential

problems that could occur while

implementing the project
To determine if, after considering all

significant factors, the project is viable—

that is, worth undertaking
 Study Project
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Proposal for Feasibility Study (PFS)

Minister of Minister of
Sponsoring Ministry is Planning is the
the Approval Authority of Approval Authority of
Project Costing Project Costing
up to Tk. 5.00 crore over to Tk. 5 crore
 Project Completion Report
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(PCR)
A. Project description
B. Implementation position
C. Financial and physical programme
D. Achievement of objectives of the
project
E. Benefit analysis
F. Monitoring and auditing
G. Descriptive report
40

Thank You