DOCUMENT 4: GUIDELINES FOR INCLUDING HIV/AIDS IN PROJECT CYCLE MANAGEMENT

Introduction

Project Cycle Management (PCM) is the method used by the EC's Directorate-General for Development for the management of its projects and programmes. It is based on the Logical Framework approach.

Key aspects of the basic method make it potentially responsive to the incorporation of HIV/AIDS issues into projects and programmes (e.g., stakeholder-beneficiary orientation in the problem analysis and definition of project objectives, assessment of assumptions, sustainability checks). Unless the entity specifically concerns HIV/AIDS, the issue is not being identified as a problem at identification, and is not being integrated into the design of interventions. Experiences of planning workshops in Africa indicate that the issue is most often raised when the sustainability of a proposed project is assessed, and in particular, when there is an assessment of the institutional and human resource capacity for project implementation; at this point, the compensatory measures may be mentioned (for example, doubling up on the appointment of personnel). Generally, however, unless HIV/AIDS is already an immediate and significant human resources problem, the issue is not addressed in any comprehensive way.

How could HIV/AIDS issues be more effectively taken into account in Project Cycle Management? In particular, where in the cycle should the issues be considered in order to minimise their negative impact on results and objectives and to maximise the impact of interventions on the incidence of HIV/AIDS? And who should be responsible for their inclusion?

Entry Points for HIV/AIDS in the Project Cycle

The earlier in the cycle HIV/AIDS issue are considered, the better. The identification in Programming Documents of HIV/AIDS as an existing or future problem for the development of the country or region should ensure that it is then subsequently considered when identifying the projects or programmes to be supported. The following chart suggests key entry points for HIV/AIDS issues in the various phases.

PHASES	CHARACTERISTICS	INVOLVED PARTIES	RELEVANT DOCUMENTS	ENTRY POINTS FOR HIV/AIDS ISSUES
PROGRAMMING	Macro-level socio-economic context, inter-sectoral focus, policy context	Delegation, NAO, EC-Bxl	Sectoral policy guidelines NIP/RIP documents	- Sectoral guidelines - National/Regional Indicative Programming documents
IDENTIFICATION	Establish focus and conditionalities of intervention	Delegation, NAO, beneficiary representatives, implementing agencies, line ministries, Desks-Bxl	Identification fiche Sector guides ToR pre-feasibility study	- Preparatory studies - Participative planning workshops - ToR pre-feasibility study - Drafting of proposal
FORMULATION	Establish technical design and indicators	Delegation, NAO, line ministries, consultants and Desk Bxl	ToR feasibility study	- ToR feasibility study - Assessment of draft Financing Proposal
FINANCING	Financing Proposal	EDF Committee, Desk Bxl	Financing Proposal format	- Assessment by Reading Committee
IMPLEMENTATION	Detailed activities and responsibilities	Implementing agencies/consultant, Delegation, Desk-Bxl	Monitoring fiches/reports	- Operational plan - Monitoring, including assumptions
EVALUATION	Assess relevance, efficiency, effectiveness, impact, sustainability and draw lessons	Evaluation Unit, geographical and technical desks, consultants, NAO and line ministries	ToR evaluations Sector guides	- ToR evaluations

How HIV/AIDS Issues can be Considered in Identification and Formulation

Programming, identification and formulation are, therefore, critical steps for the integration of HIV/AIDS issues into projects and programmes. While it is difficult to influence the content of the new NIPs and RIPs, there are opportunities to integrate HIV/AIDS issues into forthcoming sectoral guidelines, and into the identification and formulation of new projects and programmes. The table focuses here on project and programme identification and formulation, and suggests some ways in which HIV/AIDS issues could be taken into account.

PHASE	ENTRY POINT	HOW HIV/AIDS COULD BE TAKEN INTO ACCOUNT
IDENTIFICATION	Preparatory studies	Include in ToR for consultants undertaking preparatory and pre-feasibility studies. Questions to be investigated include: - is HIV/AIDS relevant to the proposed project? If yes: - what risks do HIV/AIDS problems pose for the project? - what potential impact might the project have on HIV/AIDS? Ensure consultation with relevant bodies.
	Participative planning workshops	Ensure that relevant studies/data are available. Ensure that participation includes knowledge of HIV/AIDS issues relating to the entity. Check that problem analysis includes attention to HIV/AIDS issues and how they pose problems. Check that intervention addresses the specific HIV/AIDS problems (in activities and assumptions). Check HIV/AIDS issues in sustainability criteria (policy, socio-cultural, institutional and management capacity, economic and financial viability).
	Drafting of proposal	Ensure that HIV/AIDS issues are mentioned where relevant in the draft Financing Proposal. Important sections could be: 2.4 problems to be addressed 2.6 documentation available 3.4 activities 4.1 assumptions 4.2 risks 6. sustainability factors
FORMULATION	ToR feasibility study	Include in ToR of consultants undertaking feasibility studies. See Document 5. Ensure reference to relevant reports/data and consultation with relevant bodies.
	Assessment of Financing Proposal	Consider HIV/AIDS issues in assessments of Financing Proposals. Check in particular if: - all relevant problems connected with HIV/AIDS are considered - the intervention takes these problems into account, either in activities or as assumptions - there are no "killer assumptions" connected with HIV/AIDS - HIV/AIDS issues have been thoroughly taken into account in the sustainability of the intervention.

The World Bank Development Economics Development Research Group