Examining Project Portfolio Management of NGOs in Sri Lanka

Abstract

This study explores the Project Portfolio Management (PPM) practices and challenges faced by non governmental organizations (NGOs) in Sri Lanka, using qualitative data from 10 semi-structured interviews with key personnel. The thematic analysis identified two main themes: PPM practices and challenges. The study found that NGOs in Sri Lanka engage in several PPM practices, including planning and strategy alignment, resource allocation, monitoring and evaluation, stakeholder engagement, risk management, and project documentation and reporting. However, several challenges impede the ffectiveness of their project portfolios. These challenges include limited resources, a lack of skilled staff, ineffective communication, political and bureaucratic hurdles, stakeholder conflicts, and gaps in monitoring and evaluation. Specific issues identified include constant shortages of funds and resources, which affect project scale; communication breakdowns between teams and stakeholders; delays in project approvals due to government bureaucracy; conflicts arising from differing priorities among donors and local stakeholders; and the absence of robust follow-up mechanisms for tracking project impacts. The study recommends that NGOs in Sri Lanka invest in capacity building initiatives to enhance the skills of their staff in PPM, and establish formalized project management frameworks to better align projects with organizational goals. Furthermore, fostering greater collaboration between NGOs, the private sector, and international donors can help alleviate financial constraints. NGOs should also implement more robust monitoring and evaluation systems to track project performance and outcomes. Finally, strengthening internal and external communication channels will help reduce conflicts and improve coordination, ultimately enhancing project success and long-term sustainability. These findings highlight the critical need for better strategic alignment, resource management, and continuous monitoring to improve project outcomes in Sri Lankan NGOs.