Local partnership for Employment, Croatia Aspects of Project Preparation & Implementation

Local partnership for Employment, Croatia

Aspects of Project Preparation &

Implementation


Aims of Training Workshop To understand the nature & purpose of

successful project preparation & implementation

To examine key elements in the definition of relevant project activities & budgets

To determine the ‘maturity’ of proposed projects & gauge their sustainable impact

To appreciate the importance of partnership & the project manager


Workshop Structure & Method

Welcome Presenter & participant introductions &

expectations Domestic arrangements & logistics Active participation & sharing of

experience Practical exercises, participant &

trainer feedback


Project Preparation

What is a project? Project intention, objective, goal and tasks

SMART Project Structure of Project Appropriate Project Success of Project


What is the project?

„project“ is often used to describe something outside normal day-to-day work.

„project“ is a proposal for implementation of a certain intention together with the way it is supposed to be implemented

Project Preparation


Project: is a unique undertaking: each one

will differ from every other in some respect;

has specific objectives (or goals) to achieve;

requires resources; has budget; project has schedules; project requires the effort of

people; and measures of quality will apply.

Project Preparation


Project intention: a long-term ambition and

strategy a purpose, idea

Objective: a mid-term plan:

• a step to the fulfilment of intention

Target: short-term plan

• a quantified step towards achieving an objective

Project Preparation


SMART (targets of a) project

Planned targets should be:

S - specific (concrete)M - measurableA - adequateR - realisticT – timed

Project Preparation


Project Preparation

Structure of Project introduction (justification of the

need, SWOT analysis, theoretical framework)

project description (organisation, methods, activities, management)

inputs (material, human resources)

outputs (results)


Structure of a Project... continued schedule of activities budget sustainability of the project and

its impacts risks; follow-up to other

activities and projects; ownership of project outputs

annexes and background documents

Project Preparation


Project Preparation

Appropriate Project is:

when change is necessary/desirable;

when organisational structures are clear;

when introducing new programmes/laws/policies/systems;

when piloting or trialing something new;


Project Preparation

Appropriate Project ...continued our project will solve the issue to be

tackled; project goals are in harmony with

programme objectives; project is very likely to be

successful; project has clear goals, which are

measurable; project provides the best possible

problem solution.


Project Preparation


Start to write: project title sources of financing required amount project beneficiaries partners project intention project objective project applicant

Project Preparation


Project Activities

Levels of objective What are project activities? Activities features Project Components


Project Activities


Activities are: tasks executed as part of a

project to procedure the project results

objectives that – by the “means-to-ends” – produce the Results

formulated with the verb in front“Organise training sessions”,

“Co-ordinate with major stakeholders”, etc.

Project Activities


Project Activities

Activities features: what when how long who dependency/independency sources


Project Activities

ACTIVITY1st

month2nd

month3rd

month4th

month

Addressing potential training programme participants, feed-back

Feed-back processing, training design, organisational preparation

Workshop I.

Workshop II.

Evaluation of the programme, processing proposals for future concept


Project Components ‘deliverables’ - things that must be

delivered if the project is to be successful

each of these will contain many tasks at the beginning of a project everyone

involved needs to work together to identify its components.

once of the first decisions that has to be made concerns the order in which the components will be worked.

Project Activities


Project Participants Beneficiaries Partners Stakeholders Target Groups


Beneficiaries are those who benefit in whatever

way from the implementation of the project.

Final beneficiaries Those who benefit from the project in

the long term at the level of the society or sector at large,

e.g. “children” due to increased spending on health and education, “consumers” due

to improved agricultural production and marketing.

Project Participants


Partner – anybody who will ACTIVELY PARTICIPATE on a project implementation

Regional and Local Authorities, Municipalities, Micro-regions, Local and regional public organisations, Chambers of Commerce, Professional Organisations, Associations of towns & cities, Non Government Organisations, Local Development Organisations....



Stakeholder

Individuals or institutions that may – directly or indirectly, positively or negatively – affect or be affected by the outcomes of projects or programmes and



Stakeholders: might be affected by the project; might affect the project; might become useful project partners

even though the project may also be implemented without their contribution;

might become conflict partners as they may face the project as a threat for their role and interests;

will anyway be involved in the project.




What are Stakeholders roles?

Is the stakeholder group (organisation, group of people, etc.) supposed to work in the project, co-finance it, or benefit from

the project?

Is it a supporting organisation?

Does it have a controlling function, etc.?


Target group – a group / entity who will be directly positively affected by the project at the Project Purpose level;

Identify: size type characteristics (social,

organizational...) possible influence to a project

implementation



Project Budget

eligible costs ineligible costs items budget preparation contributions co-financing sources


Eligible costs must be: based on real costs, not lump

sums necessary for carrying out the

action, provided for in the contract be recorded in the Beneficiary's or

the Beneficiary's partners' accounts or tax documents,

be identifiable and verifiable, and be backed by originals of supporting documents

Project Budget


Direct eligible cost: the cost of staff assigned to the

action; travel and subsistence costs for

staff taking part in the action, the cost of purchasing equipment

(new or used) and services, the cost of consumables and

supplies; subcontracting expenditure; costs arising directly from the

requirements of the contract

Project Budget


Eligible indirect costs (overheads) are:

a lump sum not exceeding 7% of the direct eligible costs

do not include costs assigned to another heading of the contract budget.

the Beneficiary receives does not receive an operating grant from the EU

Project Budget


Ineligible costs: costs incurred prior to the signing of

a contract; debts and provisions for losses or

debts; interest owed; items already financed in another

framework; purchases of land or buildings,

currency exchange losses; taxes, including VAT

Project Budget


Budget preparation copy the list of Activities use each Activity as a checklist to

ensure that all necessary Means under that Activity are provided for

remember that this list may become very detailed

check final figures (horizontally & vertically, subtotals, total)

Project Budget


Budget items cost per unit (without VAT) number of units costs per year in EUR

Project Budget


Budget items: site purchase construction other capital costs equipment and supplies local office/project costs human sources travel costs professional fees other costs (publication, studies,

translation, seminars...)

Project Budget


Co-financing (generally) contributions in kind & cash the costs corresponding to actual

prices, salaries, flat-rate reimbursement...

be identifiable and verifiable, and be backed by originals of supporting documents

Project Budget


Level of Co-financing reflects:

a beneficiary priority a project sustainability

Project Budget


Expected sources of founding (EUR & %) Applicant's financial contribution Commission contribution sought in

this application Contribution(s) from other

European Institutions or EU Member States

Contributions from other organisations (name & condition)

Direct revenue from the project

Project Budget


Summary & Conclusions Successful project preparation &

implementation is not a mystical art.

Focus upon project objectives and targets, activities and components, which are SMART in nature.

Choose your project partners & identify all stakeholders carefully!

Precision is needed in definition of the scope of project activities and budgets.

Documents

Local partnership for Employment, Croatia Aspects of Project Preparation & Implementation