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Key elements of a good project

ECVET contact seminar 25-27 October 2010

Brussels

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Project characteristics- A project has a purpose (expected results)

- It represents an expectation (the wish to fill a gap)

- It is a proactive operation (involving all stakeholders)

- It is conducted within a specified timeframe

- It is a complex operation (coming up with a problem-based methodology)

- It involves planning, implementation and evaluation phases

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The APPRET method

To manage a project, it is necessary to:

- Analyse- Prepare- Planify- Realise , Achieve- Evaluate- Transform

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1. Analyse a situation

a) Identify the project context b) Identify the stakeholders c) Analyse the problems

d) Analyse the objectives

e) Analyse the strategy

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2. Prepare the project- Choose the priorities – organise them into hierarchy

- Define the objectives that should be achieved: to identify project objectives, start from the general to 1 or 2 specific objectives.

Objectives have to be : S specificM measurableA acceptableR realistic and relevantT timebound/ time framed

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3. Plan the project

• Estimate the feasibility (Be realistic !)• Define the strategy to achieve planned objectives• Define available means and resources.• Organise the planning of activities

– Use the competences of different participants– Retroplanning, GANTT and PERT graph – What, who, when, how, how much ?

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4. Realise the projectDefinition of tasks and roles

• Plan project management–Follow the planning.

• Plan coordination of the project –Responsability as to decision making

• Plan monitoring of the project–Administrative and financial management

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5. Evaluate the project

Evaluate = Compare information with all criterias in order to take a decision.

• Define the datas• Plan the use of results• Gather the information• Choose the way of comparing data

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6. Transform the project

Plan the dissemination of reports

• Prepare the communication on the project–Traces to keep and transfer

• Plan what will exist after the project.

« Everything begins with the end of the project »

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From theory to practice

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The application form

It contains:

a) A description of your project b) A description of the partnershipc) A work programmed) A description of the results and the project

impacte) An exploitation (valorisation) and quality

management planf) Financial tables

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a. Project description: the abstract

Why is the abstract of crucial importance?

The abstract is what the evaluator will base his first impression of the project.

The abstract must be clearly worded, explicit and well-structured. It must give the evaluator reasons for recommending your project to be funded.

‼ You are strongly advised not to compile it until the very end.

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The project description must allow people to quickly grasp the ins and outs of the project:

The context, the current status, an analysis of the sector involved

The identified needs, the proposed issue The objectives and target audiences The expected result The expected impact, especially on the

ultimate beneficiaries

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b. Description of the partnership

Partnerships are there to bring together the necessary skills to successfully complete all aspects of the project

Search for complementary skills Use of experts and specialists Recruitment of a at least one person having

already taken part in a European project Involvement of the beneficiaries Clear definition of everyone’s expectations

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c. The work programme

Objective of the work programme: • to plan and organise the work and the allocation of

tasks within the partnership

• To cut up the project into work packages

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The work programme must contain at least the following elements:

► a presentation of the methodology used

► a realistic timetable listing project phases, meeting dates, events and project status reports

► reporting obligations

► a description of the responsibilities, work packages and tasks of each partner

► the duration of each work package

► the “must haves” and intermediate results for each work package and the project’s final results

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d. Results and impact

The project must end up with:

► Concrete, exploitable and useable results

► Relevant results in terms of the partnership

► Results consistent with objectives, activities and resources deployed

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The impactWhat is the project’s expected impact?

in the short term, in the long term?

On the project’s target audiences, its target sectors?

On the ultimate beneficiaries?

On professional teaching and training systems and practices

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e. The valorisation strategyThis is a crucial element in assessing the project

(ensures its impact)

You need to describe it in clear and concise terms: the strategy as such, its objectives, its targets, resources, related activities, events, intermediaries and networks involved, etc.

You should also think about the long-term exploitation of your results once the project is completed (intellectual property).

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f. The budget

●The budget must:

► be realistic and consistent with the work programme ► comply with the rules on expenditure eligibility ► be explained

!!! Don’t forget to check that budget tables are consistent.

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Be clear and concise

Only use the official application form

Avoid abbreviations and acronyms (or provide explanatory text)

Make things that are implicit explicit

Work on the consistency between objectives, work programme and budget

Involve your partners in drafting your application file (regularly sending them draft versions)

General advice:

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Quality criteria =

A strong European dimension

A complementary and well-structured partnership

Clear demonstration of project objectives

Plan for disseminating and exploiting results

Clear, realistic and complete work programme

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Conclusion

WHO ?WHAT ?WHY ?

WHERE ?WHEN ?HOW ?

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