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by
MASTER OF SCIENCE
AUGUST 2017
DECLARATION
I hereby declare that this submission is my own work towards the MSc. Project
previously published by another person, nor material which has been accepted for
the award of any other degree of the University, except where due acknowledgment
…………………………………..
Signature
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Date
Certified by:
DR GODWIN ACQUAH
Supervisor Name
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Signature
………………………...
Date
Certified by:
DR. THEOPHILUS ADJEI-KUMI
Head of Department Name
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Signature
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Date
i
ABSTRACT
Project monitoring and evaluation are essential elements in managing a project. They
help to ensure that projects are implemented according to scope, cost, time and also
to meet the desired quality. It is a guide to ensure that project activities are
completed within the project specifications. This study sought to assess the
public infrastructure projects. A qualitative research design was adopted for the
14. Interview guide or unstructured interview was used as instrument for gathering
data from the respondents. Narrative analysis was used to analyse the data. The study
the stakeholders in achieving their set project’s schedule, cost of the project in a
relatively stable denomination ensured a good balance of the project budget and that
has contributed to the maintenance of the project cost within the initial contract sum.
had to monitor so many contractors or different issues at the same time. The study
recommended that the project management team should espouse transparency in all
achievement of the project objectives. The study further suggests that the project
management team members should engage the beneficiary communities to win their
ii
DEDICATION
iii
ACKNOWLEDGEMENTS
God has been faithful to me and I am indeed grateful for how far He has brought me.
I am thankful to my Supervisor Dr. Godwin Acquah for his endless assistance
throughout the entire work. I am especially thankful to my wife, Lawyer (Mrs.)
Ohenewaa Boateng Newman for her unflinching support. We made it because you
made it happen. My mother Mrs. Rose Ernestina Newman has been the pillar of my
existence and I am thankful. To my siblings, Samuel Akuffo Newman Jnr., Ernest
Kwabi Newman and Florence Newman, I am grateful for your love and support.
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TABLE OF CONTENTS
DECLARATION......................................................................................................... i
ABSTRACT .................................................................. Error! Bookmark not defined.
DEDICATION............................................................ Error! Bookmark not defined.ii
ACKNOWLEDGEMENTS ....................................... iError! Bookmark not defined.
TABLE OF CONTENTS .......................................................................................... v
CHAPTER ONE .......................................................... Error! Bookmark not defined.
INTRODUCTION....................................................... Error! Bookmark not defined.
1.1 Background of the Study ................................. Error! Bookmark not defined.
1.2 Problem Statement ........................................... Error! Bookmark not defined.
1.3 Research Aim and Objectives .......................... Error! Bookmark not defined.
1.4 Scope of the Study ............................................................................................. 5
1.5 Brief Research Methodology ............................................................................. 5
1.6 Significance and Value of the Research ............................................................ 6
1.7 Structure of the Thesis ....................................................................................... 6
v
2.7.4 Site Visits...................................................................................................... 16
2.8 Types of Project Monitoring ............................ Error! Bookmark not defined.
2.8.1 Physical Project Progress Monitoring .......... Error! Bookmark not defined.
2.8.1.1 Quantifying output of activities in Absolute TermsError! Bookmark not
defined.
2.8.1.2 Valuating the Output of the Activity ......... Error! Bookmark not defined.
2.8.1.3 Using Time Spent on the Project / ActivityError! Bookmark not
defined.
2.8.2 Finance Progress Monitoring ....................... Error! Bookmark not defined.
2.8.3 Project Quality Monitoting ........................................................................... 18
2.8.4 Assumption Monitoring................................................................................ 18
2.9 Definition of Evaluation .............................. Error! Bookmark not defined.19
2.10 Purpose of Evaluation .................................. Error! Bookmark not defined.0
2.11 Monitoring and Evaluation Approaches ........ Error! Bookmark not defined.
2.12 Planning for Monitoring and Evaluation ....................................................... 21
2.13 Strategic Questions in Conduction Monitoring and Evaluation Efforts .Error!
Bookmark not defined.
2.14 Barriers to Effective Implementation of Project Monitoring and Evaluation
in the Ghanaian Infrastructure Development IndustryError! Bookmark not
defined.3
2.15 Driving factors to the Implementation of Project Monitoring and Practices in
the Ghanaian Infrastructure Development IndustryError! Bookmark not
defined.5
2.16 External Influences on Monitoring and Evaluation – Political Influence and
management support ............................................ Error! Bookmark not defined.7
2.16.1 Political Influence ....................................................................................... 27
2.16.2 Management Support.................................................................................. 28
2.17 Relationship of Monitoring and Evaluation on Project Success ............Error!
Bookmark not defined.9
2.18 Summary ........................................................................................................ 30
vi
3.1 Introduction .................................................... Error! Bookmark not defined.1
3.2 Profile od the Prestea-Kumasi Power Enhancement ProjectError! Bookmark
not defined.1
3.3 Research Design ............................................. Error! Bookmark not defined.2
3.4 Study Population ............................................ Error! Bookmark not defined.3
3.5 Data Sources and Instruments of Data \collectionError! Bookmark not
defined.4
3.6 Sampling and Sampling Procedure ............... Error! Bookmark not defined.6
3.7 Procedures for Data Collection ....................................................................... 34
3.7 Methods of Data Analysis ............................................................................... 35
3.8 Ethical Concerns .............................................................................................. 35
REFERENCES ......................................................................................................... 53
Appendix One: Introductory Letter to Respondants Error! Bookmark not defined.
Appendix Two: Interview Guide .............................. Error! Bookmark not defined.1
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CHAPTER ONE
INTRODUCTION
contributing to economic development and also satisfying basic physical and social
needs (Moavenzadeh and Rossow, 1975). The construction industry thus contributes
to major national goals. However, the construction industry is fraught with problems
and challenges worldwide and these challenges coupled with chronic financial
become greater and severe in current years (Ofori, 2000). The construction industry
world over, and more especially in developing nations, relies greatly on manual
labour and as such requires more human resource to undertake the many activities
aimed at attaining set goals (Callistus and Clinton, 2016). One may therefore argue
quite limited and that may account for increased human resource in undertaking
Developing countries are also characterized by abundance of labour and thus account
for greater human resource in the construction industry (Moavenzadeh and Rossow,
1975). These activities however, need close supervision to ensure that they are
executed right at first hand to eliminate re-work, increased project cost and prolong
project duration and hence the need to monitor and evaluate projects to attain the
desired product (Callistus and Clinton, 2016). Many third world countries are
improve the standard of living of its citizens. Huge sums of money are put into these
1
activities and as such, are important to get value for money. Two aspects that would
contribute towards ensuring these are monitoring and evaluation. Project monitoring
and evaluation are management functions geared towards achieving effective and
and evaluation are therefore critical to the execution of the public infrastructure
originate from the low amount of attention given to project management practices
enhancing the performances of projects (Anie and Tettey 2004). The organization or
individuals tasked in executing the projects has a major say in the overall success of
the project. Despite the fact that literature supports the assertion that, project
monitoring and evaluation can enhance the chances of achieving project success, the
projects to achieve various national goals. A study into the monitoring and
2
1.2 PROBLEM STATEMENT
The successes of public infrastructure Project are a key role in realizing economic
approach by developing structures and indicators for measuring impact. This will
that major objectives and goals are achieved (Callistus and Clinton, 2016).
infrastructure development industry has seen several setbacks due to among others
the poor performance in the industry and capacity inadequacies. As stated by Otieno,
project goals, challenges with cost of project, schedule and other set objectives
remains unsolved. The Aboadze T-3 power project is an evidence failed project due
though service is faced with frequent challenges due to lack of monitoring and
result of technical a problem which goes to the core of monitoring and controlling
3
In Africa, project management is also complicated by some factors such as lack of
paradox is, despite a consensus among scholars that proper monitoring and
evaluation leads to project success, there are still cases of project failure in Ghana
and in Kumasi. Further projects fail despite heavy presence of monitoring and
The monitoring team perhaps may be lacking the necessary capacity or strength to
carry out their work effectively, or they may be approaching their work using
incorrect methodologies. The project monitoring team may also be lacking the
deliver projects but indicated the remedy to this challenge is the implementation of
and evaluation have been faced with numerous setbacks to their implementation in
the sub-region due to reasons such as the complex nature of construction and
The study therefore identifies the present challenges obstructing the implementation
4
1.3 RESEARCH AIM AND OBJECTIVES
The aim of this study was to identify the challenges faced by government
quality.
This research was confined to the monitoring and evaluation challenges faced in
Enhancement Project. The study was limited to the causes of the monitoring and
The study employed a qualitative data collection and analysis. Interview guide or
unstructured interview was used as instrument for gathering data from the
respondents. Narrative and trend analysis were used to analyse the data.
The study began with an in-depth review of literature focusing on the project
5
infrastructure projects challenges among others. Commencing with basic
As stated by Cleland and Gareis (2006), the evolution of monitoring and controlling
progemme and portfolio as a science of its own, emerged from the combination of
unique factors of engineering, and the military and defense activities. Jones (2010)
suggests that, monitoring and evaluation is critical, this is because projects activities
are mostly iterative. Effective M&E will ensure that repeating the iteration of same
and also improve the overall value and efficiency of the management system
Moreover, the findings can also be used as a basis for fostering further studies on
monitoring and evaluation in Ghana. Apart from the direct yield of the issues
performance through the identification of the critical success factors for effective
aim and objectives, scope, methodology and significance of the thesis. Chapter 2
recommendations.
6
CHAPTER TWO
LITERATURE REVIEW
2.1 INTRODUCTION
commencement and completion. It also states that ‘…The end is reached when
the project’s objectives have been achieved. Again when the project is objectives
cannot be attained, they may be terminated, just as when the need of it no longer
scope, budget, and objectives that is time bound. Wysocki, (2003) defines a
features in respect of three traditional constraints time, cost and scope. They
(1996), there are also targets to be achieved in executing project and they
include;
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There must be institutional or organizational capacity built in the
It may be noted that by gleaning from the definition and description of projects
various stages with different disciplines. Lewis (2005) therefore postulates that
planners, designers, skilled, and unskilled labour force and in addition, there are
It may also be noted that projects differ from each other and normally have
different characteristics. In the view of Nicholas & Herman (2008), projects are
requirements;
It may therefore be argued that what a project is, - comprises the following:
8
A project has a defined start and completion date;
specifications;
PMI (2013) defines project life cycle as the series of phases a project passes through
from its initiation to its closure. Undeniably, almost every project, including those in
(2003), life cycle in the construction industry comprises six phases. They are;
with an idea. For instance, where the Government of Ghana may decide to ease the
expanding the block. It is at this point that the Government of Ghana decides on the
type of project. The owner also selects a design professionals and consultant. It is at
the planning and design stage that the idea may be converted into a completed
project.
Ghana may select the contractor suitable for the implementation of the project and
deployment during this phase. The project’s objectives are set at this stage. There
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is also consideration of alternative ways to achieve those set objectives. Another
others the preparation of a project brief, various sites will be investigated, the
financial implication will be estimated and the decision to continue with project at
this level will be considered. Having considered all these factors, the result of the
In this phase, the owner of the project must decide on how he will select a contractor
for the execution of the project. It is either the owner makes an offer or the
contractors are made to submit offers. When offers are submitted by the contractors,
the consultants appointed by the owner would evaluate the offers/tenders that are
Installation work commences at this stage; after the contractor for the project has
been selected and other various activities have been completed. The activities to be
complete include the preparation of a detailed program for the project, organisation
equipment must be mobilised, arrangement for skilled and unskilled labour. When
this project mobilisation phase has been completed, the actual field construction
may commence. The contractor begins with the actual field construction and may be
10
in charge of entire assignments: monitoring and controlling, resource, and
This phase denotes last stage in every project. It suggests that the project is about to
being completed. There is a need for testing and start-up tasks, clean-up, inspections
and some subsidiary works that may arise from the inspections. Mostly the
construction office will be closed down at this point and workers’ employment
terminated.
Scope - Scope defines the boundaries of the project. The scope gives the
limits of the projects. The scope defines what will be done and what will
not be done;
quality;
stakeholders;
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There can be reduction in time for the project to be completed but cost
will inversely increase as there may be the need to engage more workers,
other logistics and assets with limits to its availability. Some are
fixed whilst others are variable only in the long term. Resources play a
the project.
such as budget, time, equipment, personnel and the likes that part of inputs
to total input. This among others may minimise the waste of resources. It involves
an assessment of whether project inputs are being delivered, whether the desired
objectives have been achieved, and are having the initial effects as planned. It
involves regular examination of the resources. Outputs and results of a project are
also examined.
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Monitoring being a good management tool may be used by contractors and owners
of the project to ascertain the strength and weakness encountered in the project.
According to Otieno (2000) efficient project monitoring offers regular reports on the
execution and also aid in the recognizing potential challenges and setbacks while
improving on the positive side all aimed at facilitating timely and effective
persons responsible for the project. By retrieving information, this may arm persons
connected with the project take right decisions and thus ensure the project’s quality.
elements which are; cost, quality, and time and they must be closely assessed and
monitored throughout the entire project. This therefore brings to the fore that
SYSTEM
According to Otieno (2000), the purpose is that the framework may be used in
planning the project monitoring system. One needs to identify the purposes the
system to be used and its intended purposed. The system involves a process of
comparing actual use of inputs, and completed outputs. It may be argued that
without this comparison, it may be difficult to ascertain the efficiency of the project
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2.7 TOOLS FOR PROJECT MONITORING
gathered. For instance, if a person charged with monitoring uses so much time in
gathering information about the ongoing project and yet fails to interpret same, this
will affect the project output. Whatever tool for monitoring is employed must be
used effectively and timely otherwise the specific monitoring tool may become
play a pivotal role. There are widely used tools for project monitoring
This tool can be considered as the most effective mode of communication. The
positive strings to this tool are that it is quick, and the listener is generally afforded
the opportunity to adapt to concerns and also to raise questions. The limitation to
2.7.2 Meetings
Various meetings during projects are inevitable. Meetings serve as platforms for the
are disseminated. The feedback from inspections onsite can also be given and it is all
aimed at bettering the output in the long run. It must be emphasised that meeting
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though are important tools for M&E, they need to be used purposefully. There may
be the tendency for individual interests spurring its head at these meetings or the
2.7.3 Reports
Reports play an essential role in projects monitoring and must not be overlooked.
Records of activities in and on site must be kept as this also allows for
e.tc, it may be difficult to plan ahead for the completion of the project and
particularly the project’s efficiency. Having prepared these reports, they must be
submitted to the designated individuals for effective action. If the reports are not
submitted to the right people on the project, it becomes a useless tool for monitoring.
Again, when wrong information is gathered, there will be no useful decision making
project. When there is also lack of logistics like paper, printers etc, then it will be
monitoring report provides helps managers and others interest parties to evaluate
planned against executed. He postulates that these reports are used to document
project activities, determine aberration, note nonconformity and then through the
of the current monitoring systems, will become a blue print for other development
programmes and project, as they will be reference material to access for the
planning of successive process assets. To Otieno (2000), there are limitations which
15
include the fact that managers tend to concentrate on a pre-determined set of data for
information while real problems on site may not be reported due to lack of interest of
the persons tasked to the reporting or the information may perhaps be too subjective.
Visiting the site where the project is ongoing is key. Persons in charge of monitoring
will be able to gather in-depth data for monitoring purposes (Metalign 2015). It
enables the project manager for instance know the progress of the project in terms of
costs, time and inputs. The tools for monitoring as stated above can play a role in
According to Jody and Ray (2004) project monitoring includes the following major
items;
This type of monitoring when adopted enables managers and owners of the project
to keep track of all activities and it also serves as a check on whether activities in
delay and whether any action can be taken to remedy the situation. There is a need
monitoring. When the set objective is attained at the set time, it may be considered as
a project milestone and this defines the phases of the project and the decisive steps
taken in these phases. These milestones are used in monitoring physical progress.
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Wysocki (2003) describes ‘mile stones as a means to test if the goals are achieved,
and it helps in discovering the status of the project. Effective monitoring of a project
physical progress requires systematic performance analysis’. This calls for answer to
Is the whole project including its phases as a whole (and its individual
What is the trend of the physical performance? What would be the likely
final cost and completion date of the project and its individual
components?
Jackson (2010) on the other hand adopts approaches in measuring physical progress.
This approach is used in determining the work completed on the project. It can be
calculated by measuring the quantity of work executed to date relative to the total
For example, if it has been set for the construction a total of 5000 square meter
underground carpark and only 2,500 square meters has been constructed so far, it
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Total value of Work planned
The remaining time left will enable project managers know whether to speed up their
work to achieve the set time or otherwise. This invariably may keep project
project progresses the costs which include budgeted cost, actual cost etc. must be
measured periodically for purposes of cost monitoring and control. It allows for
2.8.3 Project Quality Monitoring- All materials, systems and labour must
conform to the terms, requirements and specifications stated in the contract. What
this invariably means is that issues of quality must be specified by the owner in
the contract. Monitoring of these items will enable project manager ascertain
ensure quality can take the form of periodic inspections, and periodic testing.
Risks when not monitored and controlled can affect the project. This process of
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what may happen and to assess them and put in place various measures or to
The said assessment is aimed at ascertaining the degree to which the objectives of
the project has been achieved and this informs decision making for the future.
project output. Evaluation also focuses on the analysis of the progress made in
obtaining the set objectives of the project (UNDP, 2009). Alotaibi (2011) found in
performance evaluation framework and this significantly had a negative effect on the
project success generally. During evaluation, the data and information gathered at
the monitoring stage can be analysed and the impacts of the project during
provide managers and staff with an objective assessment of whether or not they are
on track. However, both aims at providing information that can help inform
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• It aids to ascertain the extent of obtaining the stated objectives;
• Problems connected with project planning and execution are also identified;
• Cumulative learning for future projects are also generated as a result of data
collected; and
monitoring and evaluation (M&E). The plethora of literature have brought out
Stem et al (2005) postulates that basic research, accounting and certification, status
other hand has also established a two layers approach for the evaluation of projects.
profitability, effectiveness and value for money etc. The second approach is the
balanced scorecard and is based on four perspectives which are the financial
Growth.
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information about external elements that may influence the project and assumptions
are also catered for in the statement. The logical framework as a tool aids in
strengthening project design, implementation and evaluation. The log frame is in the
allocate responsibilities etc. One benefit of this approach is that it encompasses all
Middleton, 2005; Martinez, 2011). Log frame matrix as a tool has been viewed as
being applicable for all development projects and it is simple and efficient in data
Myrick (2013) on the other hand also postulates that a pragmatic approach to M&E
must be desired. He further explains that certain basic principles including measure
Largely in designing a monitoring and evaluation system, one must consider what is
going to be monitored and evaluated. There are some basic steps that generally one
The persons who will be play a role in the design, implementation, and
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Clarify the key aspects of the project including scope, purpose, intended
your work;
questionnaires, surveys.
EVALUATION EFFORTS
According to Yume Sera and Susan Beaudry (2007), in conducting monitoring and
evaluation efforts, the specific areas to consider will depend on the actual
intervention, and its stated outcomes. Strategic questions to be asked include the
following:
• Relevance: Are the objectives of the project measurable to the problems identified
and whether the goals of the project can address these setbacks?
• Efficiency: Cost and time are important in measuring efficiency and for that matter
there is a need to ask if the project can be completed in a timely and cost-effective
manner?
• Effectiveness: To what degree does the action obtain its objectives? Are there any
• Impact: Are there any results/effects of the project? The project can either have
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2.14 BARRIERS TO EFFECTIVE IMPLEMENTATION OF PROJECT
It has been viewed globally that generally projects face numerous obstacles in their
project performance. It has been argued that for a monitoring plan to be effective and
successful, it may largely depend on the capacity of the organisation and the
individual charged to undertake the monitoring. From a study, it has been found that
implementing monitoring and evaluation has been faced with weak institutional
capacity (Bhagavan and Virgin 2004). For correction of poor performance and to
achieve the objectives and aim on the project, it requires capacity building of
human resource development, equip individuals with skill sets etc. and this would
feeble relationship between monitoring and evaluation processes and other activities
in the phases of the project. There is a need for a strong interrelationship between the
monitoring and evaluation processes one side and other activities (including
planning and budgeting) in the project cycle on the other hand. Data collection and
the monitoring itself. At the analysis of data for instance, threats, limitations etc. are
23
identified and that cements the need for a synergy between monitoring and
evaluation and other activities carried out in the project cycle (Chaplowe, (2008).
Quite important also, is a plan to manage the data of the monitoring and evaluation
system which helps reduce wastage of time and resources. There must be a budget
for every expense including staff, training facility costs, office supplies, equipment,
travel etc. Budgeting helps in the determination of whether all activities are included
in the project budget and this enhances project performance. Project monitoring and
evaluation face a challenge when there is a weak link between these crucial activities
(2009) postulates that most measures are only have the ability of reporting on
performance after they have occurred. According to Beatham et al (2004), also noted
that major problems with the key performance indicators (KPIs) of the Construction
Best Practice Program (CBPP) for instance were fixed and hardly susceptible to
change and that they are designed as post-results KPIs (Beatham et al (2004).
When project managers fail to comply with monitoring and evaluation guidelines
and when there are data gaps and poor data quality, they pose a challenge to
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monitoring and evaluation in the construction industry. Lack of a comprehensive
must be consistent with the objectives of the project. This therefore means that if
there is a disconnect, the desired outcomes of the project may not be achieved
projects may not be achieved in Ghana and most developing countries because
stakeholders rarely consider how project objectives are consistent with the needs and
practices.
and evaluation. Practitioners have therefore revealed that when they are able to
The major works are critical part of the project and that involves a lot of time and
2009). The success of the project is considered when the major works which been
considered as critical are completed at the scheduled time. Generally, major works
same as payment certificates can be raised at this point. In Ghana, the duration of the
project is generally influenced by the time that the practitioner will be paid for the
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work done and even in extreme situations, the contractor may halt work until he has
One other key driver of project monitoring and evaluation is the desired goal/change
/effect of the project. For instance if the desired goal is to enter into public
infrastructures that will help reduce sexually transmitted diseases, there will be a
need for monitoring and evaluation. Primary areas for monitoring and evaluating
progress may include if the persons infected with HIV/AIDs are now using improved
medicines and for that matter there is a reduction in death which often happened
previously.
In Ghana, the main beneficiaries of a project are also a driver of project monitoring
and evaluation. For instance Ghana government may cause a public infrastructure to
be erected to house the institution known as Microfinance and Small Loans Centre
individuals who are in dire need of the assistance in order to boost their small scale
When such a project is completed, the standard of living of persons living in the
Another key driver of project monitoring and evaluation in Ghana is the project
scope and size. In the construction industry generally, they are used in assessing
project monitoring and evaluation. There will be the need for effective
these are considered as indicators of good monitoring and evaluation system. The
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quality of monitoring and evaluation may be affected by the success or otherwise of
Duration of the project is also another driving factor of monitoring and evaluation
(Chaplowe 2008). Chaplowe, (2008) postulates that duration of the project affects
evaluation.
managerial cost, environmental and social cost, incidental cost and legal cost and
Political influence and management support have been considered as key external
Kenya’s political culture like most developing countries is ethnic based. Politicians
which is aimed at achieving votes from electorates. Ethnic groups associated with
Strong political support, together with a commitment to the smallholder sector for
example, the dairy industry, has a huge political support because of the dominant
ethnic affiliation in Kenya (Atieno, 2014). Muriithi & Crawford (2003) have
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revealed the various issues associated with the approaches to project management in
developing countries and it includes coping with political and community demands
on project resources. Pinto (2000) has advised that project managers must not lose
sight of organizational politics and as effective managers, they should be willing and
able to use the relevant political tactics to advance project aims. In developing
countries, it has been argued that political impacts on projects must be reviewed during
the monitoring and evaluation phase in order to ascertain whether or not to go on with the
project (Cusworth and Franks, 2013). Political influence undoubtedly can have a positive or
that organize, manage, and lead the project team. There are assigned roles and duties
for persons in the project team and this is aimed at project completion. The number
of persons in the project team may differ during the project lifecycle. It has been
argued that institutions that have mature human resource management practices
produce more successful projects and vice versa (Pretorius et al, 2012). There seems
major role in achievement of project success (Andersen, 2006). There are several
managing societal demands and Motivation (Muriithi & Crawford, 2003; Marangu,
2012; Jetu & Riedl, 2013; Atencio, 2012; Yong & Mustaffa, 2012; Attarzadeh &
Ow, 2008; Georgieva & Allan, 2008; Yang et’ al, 2011). The correlation between
28
monitoring and evaluation and project success is argued, to a large extent, depends
PROJECT SUCCESS
Most studies as indicated above illuminate some critical factors that contribute to
project success and one of such contributing factor is monitoring and evaluation
(Prabhakar, 2008). But despite the fact that effective monitoring and evaluation is
key in project success, project failures still arise because of lack of effective
Papke-Shields et’ al (2010) and Hwang and Lim (2013) also argue similar thoughts
and note that the probability of achieving project success is high among other
factors when there is constant and persistent monitoring and evaluation of ongoing
and completed projects. These factors are considered key and relevant in
and risks. To a large extent, there seems to be an agreement that monitoring and
Bamberger and Hewitt, (1986), have similar expositions. They argue that monitoring
and evaluation helps stakeholders to; ascertain the extent to which the project is on
29
make informed decisions concerning the project, effectively and efficiently use
resources needed in project life cycle and review the degree of impact of the project.
2.18 SUMMARY
Conclusively, it may be stated that monitoring and evaluation play a major role in
there is the need for stakeholders to be keen on these factors. Eventually project
quality is achieved within time and costs. Weak institutional capacity, limited
resources and budgetary allocations for monitoring and evaluation, poor data quality,
data gaps etc. are barriers to project delivery in Ghana and this includes the
milestones for stakeholders and therefore the need for capacity building, improved
30
CHAPTER THREE
RESEARCH METHODOLOGY
3.1 INTRODUCTION
includes, research design, population, data sources and instruments, sample and
dollars is being financed with a concessional loan sourced from Korea Export
and Import Bank. This turnkey project is being executed by a consortium made
up of GS E&D and Samsung C&E of Korea. The scope of this turnkey project is
the new power generation project undertaken in Aboadze power enclave to other
parts of the country. It is also to increase the transfer capacity to middle belt,
northern and the nearby countries. GRIDCo also aims at reducing transmission
line losses considerably while improving the system voltage stability. Lastly this
31
will support the ongoing rural electrification project expand from the current
descriptive and narrative style with non-numerical data and it is generally used in
1998). In the view of Denzin and Lincoln, (1994), qualitative research involves
interpretive and naturalistic approach in the sense. Thus it involves the study of
harmonize the meanings people attach to them. On his part, McLeod, (2017)
(Braun and Clarke, 2006) opines that qualitative research is exploratory in nature not
outcomes and how they act in those areas. These techniques according to Denzin and
comprehension of a circumstance.
32
According to Glaser and Strauss, (1967), making sense of data may include utilizing
and thematic analysis or discourse analysis. They added that opportunities can only
researcher can understand the situations better when he involves himself deeply in
the environment/subject.
McLeod, (2017) again elaborated that qualitative researchers need people who are
studied to speak for themselves and not be coerced into saying anything as the
researcher educate the researcher about their lives thus making this type of research
subjective. The concept involves gathering information from individuals who can be
studied. This research has both time and cost implications and as such qualitative
designs do not collect information on a large scale basis. There is the need to get
view of social reality. The time required for data sets, evaluation and interpretation
may be long. There is a need to allocate time for the analysis of qualitative
recordings which may be difficult at times. The researcher must have thorough
information/data in the form of numbers analysed through the use of statistics and
33
tables etc. A theory is supported or rejected when this research is carried out and this
concluded on based on the data, statistics and the relationships between the numbers
McLeod, (2017). The interpretation of quantitative data can be carried out with
statistical data as they are considered as objective and rational (Carr, 1994;
Denscombe, 2010).
the extent of his reaction to the realities and as a result, the information given by the
participant may reflect the researchers' assumptions. Participants are not allowed to
explain their options as the experiments do not take place in natural environments
(Carr, 1994). A researcher undertaking this kind of research must have strong
Researchers are allowed to convert quantitative data into useful information to help
descriptive statistics help the researcher to sum up data, inferential statistics are
utilized to discover the differences between data groups using the statistics.
In Denscombe,( 2010) explains that quantitative research involves large sample sizes
unreliable due to the limited amount of data and thus making it difficult to generalize
34
quantitative data thus making them less open to uncertainty in its interpretation and
this is as a result of the use of statistical analysis (Antonius, 2003). Assumptions can
The Researcher employed qualitative method for this study. This was because the
study sought to examine the monitoring and evaluation challenges. The data
obtained was in the form of narration through interviews. Lastly, the researcher
asked open ended question to have in-depth explanation to the situation while the
respondents provides opinions on the issues to better describe the situation in its
natural form.
The study population constituted the project implementation and management team.
They comprised project consultant’s team, the contractors and a representative of the
client (Ghana Grid Company (GRIDCo). The project management team comprised
planning officer, quantity surveyor, site engineer, and project finance officer. The
A total of Five (5) core project management personnel were sampled for the study.
They include the Project Representative – GRIDC, and the Lead Consultant, as the
clients representatives, and for the contractor’s representatives were the Project
35
3.4.1 SAMPLE SIZE SAMPLING PROCEDURE
The researcher used purposive sampling techniques for selecting these Five (5)
project management personnel. These people were purposively sampled for the study
because they constituted the project management team and were responsible for the
The research will make use of relevant information from primary and secondary
data sources. The secondary data will mainly reflect on the review of related
literature from books, articles, journals and many other relevant written
publications. The study was also collected data primary sources through
interviews.
The researcher sort permission from the project management team for the data
collection exercise through a formal letter. After the permission was granted, the
management team. The interview them. The interview will be conducted by the
researcher by asking the questions and recording their answers at the same time.
The methods of analysis used in this research were selected due to the type of data
to be assessed and evaluated for the analysis and the objectives of the research.
Data gathered from the field exercise were edited to correct all grammatical errors.
Narrative analysis was used to analyse the data gathered from the interviews.
36
This method is considered useful for understanding major events in the narrative and
the effect those events have on the individual constructing the narrative. The
approach utilised an ‘evaluation model’ that organised the data into an abstract
finally happened?), and a coda (the finished narrative). Said narrative elements may
not occur in a constant order; multiple or reoccurring elements may exist within a
single narrative.
questions about how we formulate and clarify our research topic, design our research
and gain access, collect data, process and store our data, analyze data and write
The researcher was guided by best practices and as such assured respondents that
all information sourced will be for the purpose of this research work. The managers
of the project who were interviewed were all given prior notice of authorisation in
line with the data collection, analysis, processing and storage accordingly.
37
CHAPTER FOUR
4.1 INTRODUCTION
This chapter presents the results and discussion of the data gathered from the field.
under sub-headings with respect to time, cost and the quality of the project.
and Evaluation
The following section discusses the step and the approach as adopted by the Prestea
The researcher posed the question; “what is has been the monitoring and evaluation
practice for this project? The Project Manager indicated that the contractor has GS-
E&C has its own standard reports and formats. However, prior to the start of this
project, they furnished the client’s team (consultant and client’s representative) with
all their management framework for reporting and communicating at all levels. He
said “The construction team discussed with the client our system for monitoring our
projects. The client and their consultants reviewed them with inputs of the GRIDCo
are using now is a blend of our typical format and that of our clients.” When asked
about the main components and how the plan being implemented, the Project
Manager responded that; “The framework we are using is basically stats the plan for
achieving the projects goals, how the schedule will be monitored and all other
38
activities managed and controlled. A the main contractor for this project, we have
our document controller taking care of our records i.e, inspection requests, material
test sheets and all other records. Our planner uses aids like Microsoft project, where
all relevant information helps the team assess our performance and keep track of all
projects activities. We generate most of our reports through and our data source at
our project desk at our head office in Korea. These reports are our presented at our
weekly project meetings and daily briefs. (morning meetings) we have other
systems.” He then conclude by saying; “As standard procedure for our quality
control, various engineers are sent to manufacturers for factory acceptance test
before for all electrical and mechanical equipment to ensure conformance before
shipping is done.
The Lead Consultant in his narration to the same questions stated that; “The
contractor and his sub-contractors by the contract arrangement with the client
updates us with reports, check-list and approvals for all activities. They are to
request for inspections where there is the need to for approval.” The lead consultant
added that; “These are all to ensure they keep to the standards, check what should be
done against what has been done and to ensure conformity to the approved designs.”
By their account, both lead managers indicated that there is a plan that guides the
project.
39
This section examined the challenges faced by project management team with the
schedule (time) of the project. This included the challenges associated with the
starting time, meeting the project scheduled and milestones, to be able to complete
the project within schedule. This was critical in project management as described by
Stem et al. (2005) that adhering to the timelines in project implementation helps to
restrict cost within the budgeted amount as well as meet project goals and objectives.
The project management team was asked to share their views on the duration of the
project as described in the project brief. In the project brief, the project duration was
18 months. This was supposed to start from September 2016 to February 2018.
From the study, all the members in the project management team were satisfied with
the project duration. The lead consultant indicated that the “duration of the project
was based on past experiences in similar projects with regard to the form and
scope.” The project planner also indicated that “the project duration was agreed
upon among all the stakeholders before the commencement of the project”. Thus, the
transparency within which the project duration was determined resulted in the
situation where all the stakeholders were satisfied with it. As a result, the project
team members were committed to delivering the project within the project schedule”.
within it.
The respondents were asked about the challenges they encountered with the
timelines in starting the project. The study found that the project did not start on
40
schedule as stipulated in the project brief. The project was delayed for two months
before starting. The project started on November 2016 instead of the scheduled
period of September 2016. From the study, some of the challenges encountered by
the project management team at the starting point were delays in land acquisition and
compensation problems. The Project Manager reiterated that “people are not willing
explained that “This was attributed to their perception that one cannot use the land
for anything productive once transmission lines pass through it because of high
The project manager added that “upon further deliberations and engagements with
the community members, lands are being released for the project”. The result shows
that the lack of engagement of the beneficiary communities from the onset of a
the assertion of Mladenovic et al. (2013) that project beneficiaries are critical
stakeholders and as such should be engaged from the onset to guarantee smooth
project implementation and sustainability. Alhvari et al. (2013) posited that project
as non-technical people who could not contribute significantly to the planning and
The project planner also indicated that “part of the cause for the delay in the starting
41
surrounding the payment of compensations to the affected people. The project had to
on behalf of their families”. He again stated that; “The delays in the starting of the
project automatically fed into the project duration by delaying the completion date.
The implication is that the problem of frequent power outages and distribution losses
continuously persist for the additional months the project will have to extend to.”
The study further sought the views of the project management about the challenges
project. This was important because any form of delays caused by such challenges
would feed into the project implementation system by delaying subsequent activities
and tasks to affect the overall schedule of the project. From the study, the project
engineer stated that “the project delayed further during the implementation because
compensation payments did not allow the project management team to order the
transmission lines on time, which affected the time of their delivery. The implication
is that the initial delays have had rippling effects on the other project activities by
This is in line with the assertion of Middleton (2005) that delays in the initial stages
of projects could have rippling effects on the other activities and project duration
when certain compatible activities are not concurrently done. This shows that the
42
project management team was not able to execute some of the project activities
simultaneously to address the delays at the initial stages. As a result, the project
implementation process has been delayed for four months i.e. two months at the start
and two months in acquiring the transmission lines. The project is, therefore,
expected to be completed in June 2018. This could aggravate the problem the project
The respondents were further requested to indicate whether the execution of the
other project activities were in agreement with the timeline benchmarks in the
project brief. From the study, all the respondents admitted that the schedule for the
execution of all the other activities in the project has delayed. This explains the
extension in the duration of the project by four months. However, the Project
according to the extend duration. The respondents attributed the delays in the
execution of the project to the initial delays caused by land acquisition and
materials.
The study inquired from the respondents about the challenges they encounter with
the timeliness in monitoring and evaluating the project activities. This was necessary
specifications. The study found that the project management team has set up a
monitoring and evaluation unit after they the extension was granted them to
43
However, this unit was not manned by the leading project management team
consultant indicated that he has three assistants and three technicians or engineers
who daily monitor activities on the project site and furnish him with the information.
The lead consultant comes in as and when the entire project management team
wanted to apprise themselves with information about the progress of the work or
when there were some challenges facing the contractor. The project management
representative of the Ghana Grid Company, the main challenge in the timelines and
He narrated that “some of the project management team are sometimes not available
for the monitoring due to other engagements which affects the quality and
membership of the project management team is diverse with each person coming on
board with special expertise. As a result, their frequent absence could affect the
work done”.
The study also sort to assess the challenges encountered by the project management
team with respect to the cost monitoring and control of the project. This was
imperative because project cost management has a significant impact on the ability
to deliver on time and within budget most especially for a fixed cost Engineer,
Procure and Construct (EPC) - turnkey project. According to the project planner, the
total cost and cost of the various activities were arrived at through a bottom-up price
44
build up using a detailed bill of quantities. The financial cash flow for the project
was drawn by setting budget for resources and activity and contingency plans were
set to ensure the timely release of funds/revenue to ensure timely execution of the
project as cost baseline. In his explanation, he stated that “a schedule for invoicing
was planned along the delivery timelines with payment to be made within thirty (30)
working days”. The respondent alluded that “the total cost of the Prestea-Kumasi
power enhancement project was US$67 million”. This amount according to them
was fixed and would not change irrespective of happenings in the cause of the
project. The project planner added that they undertake monthly review using
The project planner indicated that “the delays in the execution of the project and the
compensation challenges though it affected the project time, it did not cause the
contract sum of the project to change”. The project consultant also stated that “the
project cost did not change as per the delays in implementation because the factors
causing the delays were not as a result of the project owners.” This implies that
liabilities on the project clients could cause variations in the contract sum of the
project. In addition, the project manager reported that “in all the delays, the project
budget of the contract as we made available management fund from our reserve to
take care of some they delays”. The results show that the level of commitment of the
project management team to execute projects within the initial contract sum is
critical to avoid cost variations. From the study, the project consultant indicated that
45
“careful thoughts and analyses went into the costing of the various
activities of the project… further, part of the criteria for the selection of the
project contractor was to select one whose price lists were far within the
The above statement shows that cost elements in the criteria for the selection and
Maintaining the project cost within the initial contract sum also implies that timely
release of funds for the smooth and effective implementation of the project is crutial
to the success of the project. This is likely to enhance the project execution.
project clients have to organize themselves for more funds to finance the additional
costs. Alotaibi (2011) suggested that due diligence and critical thinking are crucially
abandoning.
The project planner also stressed that “the costing of the project in a more stable
currency (dollars) has also contributed to the ensuring the project cost within the
initial contract sum”. He added that “most of the materials were procured within
budget and that was to avoid delays as they were imported from various countries”.
This is because internal inflation and depreciation of the local currency did not have
significant impact on the project cost. The study found that the project was funded
by the Exim Bank of South Korea. As a result, the budgeting and cost estimates for
46
the various activities and items were done in dollars. In addition, all the major items
were imported from outside Ghana in forex. These helped to maintain the project
cost within the initial contract sum. The above shows that costing project sums in a
The project management team was unanimous on one critical set back that caused
the project another major challenge with respect to managing their cost. This was a
change in government and the initial effects of change in government policy on tax
and import duty exemptions. In the 2017 budget statement presented to Parliament.
Government directed in their new policy that all companies and entities who have
been granted exemption from payment of import duty charges including taxes were
required to pay and then file for claims through a new process with documentary
evidence. In their responses, they indicated that materials that were due for clearing
attracted unexpected high charges since they team could to meet the timelines to
Another issue considered under the second objective was the how effectively the
management team has been able to monitor and evaluate cost components of the
project. From the study, all the respondents admitted that they are still closely
monitoring and effectively managing the cost of the project. According to the project
contract document with respect to the scope and technical specifications of the
47
corridor. However, the project planner stated that “We are able to control cost from
the sub-contractors as their works are based on priced bill of quantities. Evatuations
are done by checking and measuring what has been done, compared with what is left
to be done”.
The Project manager indicated that even though they carried out a detailed risk
assessment for the transmission line corridor, there are still some area that require re-
engineering to divert the line from the planned route. This he said is likely to
increase the overall cost of the project even though they it will not affect he project
duration. The project manager explained further that the proposed route will be
shorter and less costly but then they will need to exhaust the change process to be
The study sought to analyze the challenges the project management team
encountered with the quality of the project. This was important because the quality
of the project determines the extent to which the project could address the intended
objectives. The respondents were requested to share their views on how the size of
the project posed a challenge to the quality control in their quest to monitor and
evaluate the project. From the study, the project manager indicated that
“the size of the project is a challenge, this is our first ever project in
skills but the small sizes of the local engineering firms have necessitated
48
aspects… it has made it difficult to monitor all of the sub-contractors since
The result shows that contractual arrangements with respect to project size could
cause delays in the execution of projects. The narration also shows that project
monitor so many contractors or issues at the same time. The challenge comes in
when the project implementation team strive to ensure the expected quality standards
The project quantity surveyor also narrated that the large size of the project makes
logistics and resources. The project engineer on his part stated that large size of the
project makes it difficult to monitor the effectiveness of the labour force in the
execution of the project. He indicated they could not be at every point at the same
time and so they mostly relied on test results, sample testing, and checklists
The project consultant reported that the monitoring problems arose by the need to
execute some multiple project activities and tasks at the same time to reduce project
implementation time. The representative from the Ghana Grid Company stated that
activities at the sub-station and transmission section are being executed concurrently
to avoid implementation delays during the raining season, thus with the limited
resources there is the need to increase the site visits to ascertain the level of quality
employed. He added that “some of the line are in difficult terrains so their inability
49
to monitor such places could result in poor quality of work by the contractor”. The
results above show that challenges in project monitoring and evaluation with respect
Another issue considered under the study was challenges with the project designs.
This was important because the form of these designs were done by the contractor
and approved by the client. This means that any change will have to go through a
change request through the consultants to the client. From the study, all the
encountered some challenges with the project designs. Both the project consultant
and site engineer reported that some aspects of the project designs did not fit the
The project manager also stated that “some litigation surrounding the lands and
mining activities along the corridor of the project compelled the project team to
divert the transmission lines to other areas where the designs had to be changed”.
The implication is that such unanticipated challenge could affect project delivery.
The project contractor added that on-site changes had to be made to maintain the
quality of the project as parts of the designs were not technically feasible with
changes in site or land allocations. The project manager further stated that such
The respondents were also asked to indicate the challenges they encountered with
50
project. This was deemed necessary because the quality of labour engaged has
influence on the quality of the overall project. The study found that the project team
had challenges with the quality of some of the local technicians. He narrated that
“sometimes we have to correct them over and over… in other times too we
have to reject the quality of their work outputs, destroy them and give them
technical specifications”.
The result shows that effective and frequent monitoring and evaluation are
essential to ensure the successful execution of high quality project when the
quality of labour is low. It helps to avert the situation where projects are not
indicated that monitoring of labour was deduced from the quality of work output
delivered by the contractor as the actual workers were under the direct
The study further examined the challenges the project management team
encountered with the quality of materials and equipment used in the construction
of the project. This was imperative because the quality of materials and
executing the project on time. From the study, the project contractor stated that
51
implementation activities slowed down anytime the machines broke down. The
poor maintenance system and ageing of the equipment. The project consultant
also stated that the availability of few opportunities for the hiring of some of the
heavy machinery and equipment made it difficult to find easy replacement for
faulty ones to execute the project as expected. The results show that the
52
CHAPTER FIVE
5.1 INTRODUCTION
This chapter presents the summary of major findings and the overall conclusion of
the study. The chapter again makes recommendations on how to reduce challenges in
This section presents the summary of major findings of the study. The section is
organized under the challenges monitoring and evaluation that project managers
encounter with the of the project time, project cost and challenges encountered with
1. The study found out that, the project had a project monitoring and evalua-
p0tion plan in the form of a logical framework that is followed for the project
implementation.
2. From the study, data collection in the form of reports and request are the
responsibility of the contractors while the consultants verify and approve all
3. The study also found that the plan was arrived at based on previous documents
53
5.4. Project Monitoring and Evaluating Challenges in Terms of Cost, Time and
Quality
2. From the study, the lack of engagement of the beneficiary communities from
1. The study found that liabilities on the project clients could cause variations in
2. The costing of the project in a more stable currency (dollars) has contributed to
the maintenance of the project cost within the initial contract sum.
1. The study found that project monitoring becomes difficult when the
2. From the study, monitoring problems arose by the need to execute some
multiple project activities and tasks at the same time to reduce project
implementation time.
54
3. Environmental factors have influence on the quality of projects as they
projects.
5.5 Conclusion
Project monitoring and evaluation are essential elements in the project management
system. They help to ensure that projects are implemented according to planned
technical specifications, control cost, ensure that project activities are completed
within the specified timelines, and also ensure that the intended purposes for
implementing projects are met. The aim is to ensure value for money. However,
the smooth and effective implementation of projects. This study sought to assess the
challenges associated with the monitoring of timing, cost and quality of the Prestea-
Kumasi Power Enhancement project. The study found that participation and
a more stable currency (dollars) has contributed to the maintenance of the project
cost within the initial contract sum, and project monitoring becomes difficult when
different issues at the same time. The study concludes that placing much importance
5.6 Recommendations
1. The study recommends that the project management team should espouse
55
members towards the achievement of the project objectives. As a result, the
2. The study suggests that the Prestea-Kumasi power enhancement project team
members should engage the beneficiary communities to win their support. This
should critically consider and factor into the process environmental factors
4. The study suggests that the project implementation plan should be organized
into phases to enable the project management team monitor effectively the
The study suggests that further studies should be conducted into the opportunity cost
for implementing this project as well as compatible project activities that could be
56
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APPENDIX ONE
Dear Sir/Madam,
to assess:
treated with the highest confidentiality. I would like to convey my appreciation for
64
Mobile No: 0200844222
Email: kojonewman@gmail.com
APPENDIX TWO
INTERVIEW GUIDE
2. What challenges did you encounter with the start of the project?
3. What challenges did you encounter in meeting the various time benchmarks in
3. What cost challenges do you encounter with the monitoring and evaluation of the
project?
65
3. What challenges do you encounter with the quality of labour employed for the
project?
4. What challenges do you encounter with the quality of materials used for the
project?
Thank you
66