How to do Problem Analysis and Mapping in Project Identification and Planning

1. 01 Welcome to Smart PPD Course: Hello and welcome. Welcome to the course that is called Smart Course for program and project planning and development. 2. 02 About this Specific Session: we're going to start second Session of Discourse and Dish session is called problem analysis in project planning and Development. 3. 03 Segmenttation of this course: in this session, I have divided into three categories. Number one very shot about decision. What decision will cover second is a what is a problem, how we can define a problem, how we can understand the problem, how we can differentiate between the regular problems and the core problems. And then in the last categories it is problem analysis and mapping how we can map the different problems to each other so that we can find out the cause effect relationship and then how we can map it properly so that we can find the core developmental or core problem . Oh, for project. This problem will actually tell us why this project is necessary. 4. 04 About the Session: the first category. Let's go toe about the session and about decision. There are three sub categories. Number one is session overview. In a session over, we will quickly go toe those parts which will be covered within this session. Second is holistic snapshot In this subcategory, I tried out to make a holistic snapshot of this whole course. Please keep in mind that this is the only one session off the whole course. This is the second session. So this holistic snapshot will show you the whole course, how it can be cover and what specific and important step this course will cover. Turn is stakeholder analysis. Before we go toward problem analysis, we need to cover very quickly about stakeholder and shareholder analysis. I will tell you later why So let's go towards session Overview in session overview. The first thing that we will cover is over the off project identification stage. How weaken Actually identify a project so in let in the next In the next slight, there is actually a snapshot where you can find out. What are those specific steps which are involved in the product identification stage? The second we will talk about problem definitions to understand the problem. That third, we will talk about problem analysis, how we can analyze the problem so that we can find out cause to effect relationship institutions. There is called the Problem Tree Analysis here. In this problem tree analysis, we will create cause to effect relationship off the problem. And we will construct a problem tree so that we can map all of the problem and find out the core problem. This is the whole snapshot off the whole course. So this smart course for program and project planning and development this whole course is actually talking about these seven very important steps, and this is divided into two major parts. Number one is called analysis. Stage number two is called Planning Stage Analysis. State is talking about stakeholder or she'll horror analysis number one number two. It is talking about problem tree where we will do problem analysis number three. It is talking about objective or solution tree which is objective or solution analysis. We will find out the best solution Number four. When we have already a solution, we can find out the different kind off balanced. We could college strategic pillars and we can find what is the most feasible for our project to be developed for, or another word we can say for our organization. What is the most feasible and entrusted pillar which week we can adopt and develop into a project number five when we have already the strategic pillar. Then we will try to develop a project that will be in the form off logical framework. Large. Please keep in mind that logical framework is the one page summary off the whole project implementation. So in this logical framework, we will. We will make all our theory of change process. Or we can also call it logical, our intervention that how our short term goals will be linked to longer terms and medium terms, goals and how it can create a goal, a bigger impact. So in the sex, in the sixth step, discolor activities schedule because it will be linked to the fifth. So all the activities that is mentioned into the last row, the fiscal activities we will try to devise daughter people into a small tasks, and these task will be given a specific time, lines and resources and how and when it can be done the seven step that is resource schedule All of those activities which are mentioned in number six in number 70. We'll talk how these activities will be resourced financial resources, physical resources and human resources. So we will make about all these resources toe all of the activities and task so that after that the implementation will be easy for us. So these are very interesting steps and stages that you all need to cover. So that's why I request all off you that after the session please also try to cover the remaining session off the scores which is actually available on this website. The next thing we are going towards specifically toe this profession. As I told you earlier that before we are going to work, analyze the problem we need to understand our state quarter or in the corporate world, they call it shareholder. So stakeholder is actually those people who are negatively or positively effected by by the results off our project so incorporate work. Because most of the project actually profit oriented in the development were most of the products are non profit oriented, so the different stakeholder interest are different within this to public and private institutions. So to make it very simple for you, I tried to develop one simple table where which will actually help you out to analyse us stakeholder interest in their perception. Let's go to work in detail. This is a table they just called stakeholder or shareholder analysis. The first column is talking about stakeholder or shareholder group. Please keep in mind that for a different project or a different institution, the stakeholder might be different. And you can write down all of your specific stakeholder or shareholders within your within the first column and try to keep each off the stakeholder in the different rose. The second column is talking about stakeholder share, stakeholder or shareholder interest. So it's White said. Why did they are entrusted in this project? So any shareholders who is actually be involved in our project implementation why they are interested in it? The Third column is talking about perception of problem. Please keep in mind that for your company, for your institution, for your organization, you have a different perception toward your project. But that might be a different kind of perception because the benefits start different for the different stakeholders. So their perception might be also different. So you should write down all their perception against each stakeholder. For example, if it is common, you can write down how different pursuer project when we are going to implement it. The last column is mandate and roll. What have their role is there? What is their mandate specifically in this project? So we should also write it down there. So this analysis is very interesting one before we are going to identify or and the lies or problem and formulate our project. This is very important that we need to understand not only about us, but also about stakeholder, because stakeholders are the key people and the key group off people who are very important for the project implementation. I hope you can understand you understood this slight easily. I will also try to upload this template within within discourse so that if you want to make an exercise, you can download and you can start exercise and doing it if you wanted if want. If you want to use it for your company or your job or whatever, please flee. Feel free to use it 5. 05 What is a Problem?: the first category we already covered about the session. And before we dig down into the problem, we already just to tell, just remind you that we are just a while ago. We talk about stakeholder analysis, so stakeholder analysis is the most important before we actually going to do a problem analysis the reason. Actually, I'm repeating this again and again because sometimes some off the project pricked in product development practitioner, they try to ignore it because it's being covered the small part. But I understand it is the most important part for you. First of all, to analyze the problem, you need to know you're stakeholder, their interest and perception. Let's go toward what is a problem. Okay, so problem definition, let's define a problem. A problem is a deviation from an extent standard the existence off significance difference between what the reality is and what is desired. So just to make it simple, desired situation minus actual situation, it will give us a problem. So what was desired? What is it? What is a specific situation that we desire for and what is the actual situation now? So how we are actually want to bring this actual situation to a desire situation. If we subtracted from each other, it will give us the problem. I know it's not a mathematical steps obstruction, but I try to use this an example that you should understand what specifically the problem is now how we can actually describe a problem. I just try to give where his few example and special, simple exercise for you to understand how we can actually describe a problem. Number is, there is a widespread corruption in the government. This is a problem because the desire situation will be no corruption in the government who left corruption in the government. But the actual situation is actually corruption in the government. So if we surprise, then we can see like there is widespread corruption within the government. Now that number three is conflict in the area. Number four is security issues that there is security issues or militancy or something or some of our going on war zone going on area. That can be also one of the problem. Five is water water like water quality water management Watch re sources are not properly money, so you can actually describe it further. Five will be human rights violation for example, child protection violation, gender violation, etcetera. So I gave a specific example for development but form from the corporate. They can also use related, kind off. Example. Describe a problem? No. What is a developmental problem for development sector people? This is very important to understand, to define the developmental problem. So if we see here, some particular economical economic and social issues which have sold would result into social benefits such as increase in social well being or improvement in productivity, if left unresolved, could lead to a lake off progress or social degradation. So here the development problem is more concern about, um, the issues off economy. This is off society. So that's why the project, when we are actually going to solve a problem, a specific problem in a project developmental project. We always Our goal is toward social benefit so that we can increase the social well being at sexual or improve the productivity or specific things. Sort of the economy can be boosted up, but if it is unresolved, there will definitely affected the economy, and that will affect the society problem. Identification is the first step in problem solving very good. Example. Why? Because if you cannot know what is your problem, you can't solve it. So here it is mentioned that problem should be described in terms off an observation off, an existing deviation or symptom. For example, a sign or indication off the existence off something undesirable example of developmental problems. Hydrate off maternal and infant mortality. Low access to child education, corralled services, lo agriculture productivity, high incidence of crime against women Vivir water pollution, salt siltation, food, insecurity, phone. So this slide is actually telling you how we can dig deeper. We didn't understanding a problem. Care should be also taken in identifying the correct developmental problem. Why? Because this could lead to inappropriate solution which could even a great. The problem take is to be resolved. Problem off unintended consequence consequences a solution lead to a new problem. So that's why it is very important that every don't know our problem. First of all, we do not properly define our problem and we are going toward a solution. This solution may cause another problem, So that is why it is very important. First of all, to properly define our problem, totally understand our problem before going to formulate a solution for it. Okay, here are well defined. Problem is characterized as follow. This is I put the reference there from which it has been taken. It Zimmerman 1997. So number one it is talking about focus focuses on the gaps. So any problem that focuses on the gap example are the difference between what is the actual situation and what should be the requirement, norms or standards. If you remember in the previous slide, we all wear the already covered this example, that desire situation minus actual situation is equal to problem. Second state the effect. What is wrong? Not why it is wrong. Because we first off all need to find out the effect. What is it all? Not why it is wrong. Third invite broad and a big was statement such as poverty or unemployment. Because these are so broad. These are so big issues that you cannot design a specific project which can solve the whole problem at once. So that's why big was or bombastic type off. A statement will not properly define a problem floor. Avoid leg off and no statement whenever you are defining a problem Please keep in mind that don't use the words lack off or no, which implies solution. Because lake, if you say lack to mean you are giving only solution that increase. So Lego funding or no funding implies that having fun is the only solution. So you see, if you use this kind of forward, we are just giving a very simple solution to a problem. Number five is highlights significance off effect. So the affected people. So we are anywhere we are defining a problem. We always try to link it with the people or the beneficiaries that we are actually going to design the project for so these. Whenever you are defining a problem, please use this this light as an example and try to define your problem very properly before analyzing it. I hope now you will be able to define your problem easily. Please keep this lights. I will try to upload these lights to the course, and so that you can easily, um, no down your things and very what you are doing it in the exercises or in your real life. You're designing a problem. You are designing a project and you're analyzing a problem. You really need to first off, while define your problem properly, 6. 06 Problem Tree Analysis Step by step: the technical. But the most interesting segment, which I love most, is actually going to start problem analysis and and mapping before digging into this into this category. I let you know that if you see that some of the slight becoming so much technical, please don't referred because this I try to develop in such a way which can become more interesting and more easy for you. And I also try to example, give example off one specific project and problems there so that it will be easy for you to relate. You're learning out to a specific examples problem analysis before I go to each individual slide. I just want to go through one by one for you to understand that this problem analysis category what we will be specifically talking about Number one is sexually called problem analysis. We need to first off all know what its problem and Alice is mean and how we are going to do it. Then, second, there will be steps in problem analysis. So before we go towards step one, Step two, Step three, let's go through all of the step together so that you can have a mind map that how each off the step will be covered, then the third is a problem tree. A mapping tool I given specific are Demian kind off problem treat there so that you can see that how is actually the structure for a problem treat? Then I also try to show a cost to effect relationship that how the this problem tree will be actually linking cause to effect relationship and how we can map cost to effect relationship through using a problem tree is ah is a tool. Then step one, Step two until the five. There are different step. The reason I tried to divide it into the steps so that it can be easily understandable. And Venable you are doing a problem tree and problem analysis. You can just follow these easy steps. In the last slide, I try to use the references from which, specifically, these learning has been drawn from specific books. Let's go toward problem analysis, identifies the negative prospects off an existing situation and establish cause and effect relationship between a problem that exists. What does this mean? Please keep in my in the problem analysis. When we are analyzing, it will be telling about negative aspects. Why? This problem is what is the cause? What is the effect? So this relationship will not tell us something about positive? It should be telling about the negative aspects off. Second analysis is aimed at identifying the real border legs to which the stakeholder attach a prodigy and seek overcome. So analysis is actually find the man. The man court area is actually to find out the men core bottlenecks. Where is actually the problem existed? What are the border next there and why the stakeholder will be actually giving us a priority. If you remember in the previous slide, when we covered about stakeholder analysis, there's what were we were talking about, that what is their perception to stakeholder or shareholder perception to a problem? Why they should be interested in it. So this analysis will actually also not Onley Venable. We are analyzing the problem. We should not only put our future our shoes only but visuals. We can also think about our stakeholder what they will be thinking, why they should be entrusted in, um and in just a project that we are going to design and the problem that we are going to solve. So problem analysis keep. It's include three steps number one, the definition off a precise framework and subject off analysis. So, first of all, we should have a precise framework and specific subject off the analysis before we are going to do a problem analysis. So we need to have a specific framework. There is very necessary I will in the next. In the coming slides, we will understand what kind of framework like talking about and what specific subject off the analysis. The second his identification off the magic problem faced by Target Group and beneficiaries . He's trying not to go to so much deeper that you are unable to link it properly. So try toe First off, all start from the fire identifying the major problem, and then you can actually try to go below as much as possible to try to find out what are the major small cars, which are actually going to call this problem? Number 30 is visualization off a problem in the form of diagram. Why we are actually doing it, because when the visualize the thing, it is very easy for us to understand and map the problem, not only on the sheets not only on the chart, not only in your computer but also in our mind that how these problems are linked to each other and how the cost of effect relationship has been built up. So here is an example off a problem tree. If you see here on the top, I have, ah, try to put a small diagram off a problem tree here. Later, in the other slights, it will become more larger. But let's try to know what specifically promised. It's give us a more better definition off a problem. Number two usually vied in private and public sector, so it is not only related to Asian Development Bank, World Bank, United Nation or NGOs, but also the public sector and the private sector and the carpet sector are widely using about it to map out their problems. Turn also, this is called by white techniques. Why, Why? Why techniques or cost to affect tree? Why, I mean, because the lower problem will tell you why this happened. Another Tell me why this happened. So this is kind off y y x societal. You can say it cause to effect relationship. So let us illustrate of Y y technique. This is scars to effect relationship off a problem. If you see here, this is the cause. This is the reason this is that. Then this become a called and this become a reason. So this become a core problem and this become an effect. So we link the cost to effect relationship, and this yellow color is actually a core developmental problems which our project is going to solve. Each of the project has a specific gold and dead goal. Is actually going to ah, Seoul. A specific problem, which, and dead specific problem is called core developmental or you can cooperate. Welcome call Core corporate problems. No. Before going to this one, please keep in mind that problem tree is one of the two. It is not just only one tool available in the market or for the Project development practitioner, but there are also some other tools. Some other organization are doing, like cap analyses, the Swart analysis that federal anyone can do it because sort analysis and gap analysis and more off the institutional analysis. But this for the project. Most of the organization are using a problem tree. That's why I try to use this problem is a man to in the problem. Analysis because it's will give you are more easy and convenient understanding about analysis off a problem. So now we are going to work. Step by step. Approach is if you have a notebook, you can write down the but you can. Also you can also from you can also find out it in the slide. I will try to upload it to the course of there is the option available. There will try to upload the slide so that you can have the slides available, and you can easily try to know down this thing if you are doing and exercises or if you are doing it in the real world or if you are doing it in your organization, you can have this as a reference. If there is no PowerPoint presentation available, please write down to me. I will try to send it to you. Step number one. Identify the core problem. Number one first off all the most important thing is what our project is going to solve, why we are developing a project for what? So we need to know our core developmental problem and try to put it into the middle. Step Number two Brand storm on the direct reason off a corporal. So when we write down the first core problem here, we first of all need the most immediate reasons why the score problem existed. What are the immediate reasons? Try to write down them here. Step number three. Establish, ah, hierarchy off cause and effect relationship. So if you see here the core developmental problem when we put out the first reasons, we also try to divide them into the small sub reasons. And then we try to re divided into the more small causes. So if this becomes a cause, this become an effect. No, in business, when you are doing this kind of exercise, you can do it on your computer. But the best way is actually, if you can have a board or if you can have a chart with having small, sticky paper and try to write it down there, it will be easily try for you toe um, toe to make this problem tree, and you can easily big one specific one specific problem and link it to another rather than actually copying and besting and deleting it shall become more technical for you. Step number four. Identify Effect off the core problem. So when we are done below the core problem, then we have to go a ball to find out what are the effects. So identify effect off the court Developmental problems. So if you see here river water quality the try rating. So the effects are quality off river fish to try writing volume off Catch Fisher folks declining etcetera. You can use this an example, but if you have ah, more good example, you can actually replace it here. And so if you go below here, the most pressing reason we're uncontrolled. Dumping off west water into river. The 2nd 1 was most household in factories. Discharged wastewater directly into river, and then the 3rd 1 was a substandard off west water plant treatment, which raise the main core problem that is called river quality water. The try aerating and when the river water quality Detroit aerated, it's give a three major effects, which is the first quality off. The first thing is quality off river fish to try aerating number two is volume off catch official folk declining number three is attractiveness off, the tourism decreased and then it's further. Give more EF effective. It's when you can link up. You can also link up some off the maggot effect into the mail to the other effects. For example, the volume off catch off Fisher for declining and attractiveness off the tourism decrees. HIPC iwas a magnet effect that is income off the community reduce. So in this step, number four, we need to identify the effect off the core developmental problems. Step number five Review of the Problem Tree For a logic off and completely nous When you were done it, it doesn't mean it is finished. You need to be do and try to find out it is logically linked. The causes and effect relationship are logically linked to each other, and each of the problem and the reasons and the causes are being linked properly to each other there. So I I recommend on when you are developing a program and you are sitting as a team, you try to use a white board and have ah sticky, sticky papers there, which will be easily removed from one place to another place and try to use a marker to link up them through the lines. So these are the major books fear had actually we get this learning from. 7. 07 Thanks, Question & Attend the Other remaining Sessions:Courses: I hope everyone enjoyed decision. We try to make it more easier and convenient for you. And I'm requesting at the same time that this is not the only session there will cover for the whole course. Please, For the other stations. Please look into my profile. I have the other glasses that will be that you uploaded it will told. Whole session will cover about smart calls for program and product planning and development . So when you have all the session completed, I hope you will actually get enough learning from it. It is not think that you can become an expert within our day, but off course gradually. If you try to use these kind of learning that you were day to day activities the project designing and 40 formulation, hopefully this practice will make it more will actually were carrier. When that you further your business keep Enjoy learning. Bye. Thank you