local partnership for employment, croatia aspects of project preparation & implementation
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Local partnership for Employment, Croatia
Aspects of Project Preparation &
Implementation
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
Workshop Structure & Method
Welcome Presenter & participant introductions &
expectations Domestic arrangements & logistics Active participation & sharing of
experience Practical exercises, participant &
trainer feedback
Local partnership for Employment, Croatia
Project Preparation
What is a project? Project intention, objective, goal and tasks
SMART Project Structure of Project Appropriate Project Success of Project
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
SMART (targets of a) project
Planned targets should be:
S - specific (concrete)M - measurableA - adequateR - realisticT – timed
Project Preparation
Local partnership for Employment, Croatia
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)
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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;
Local partnership for Employment, Croatia
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.
Local partnership for Employment, Croatia
Project Preparation
Local partnership for Employment, Croatia
Start to write: project title sources of financing required amount project beneficiaries partners project intention project objective project applicant
Project Preparation
Local partnership for Employment, Croatia
Project Activities
Levels of objective What are project activities? Activities features Project Components
Local partnership for Employment, Croatia
Project Activities
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
Project Activities
Activities features: what when how long who dependency/independency sources
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
Project Participants Beneficiaries Partners Stakeholders Target Groups
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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....
Project Participants
Local partnership for Employment, Croatia
Stakeholder
Individuals or institutions that may – directly or indirectly, positively or negatively – affect or be affected by the outcomes of projects or programmes and
Project Participants
Local partnership for Employment, Croatia
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.
Project Participants
Local partnership for Employment, Croatia
Project Participants
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.?
Local partnership for Employment, Croatia
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 Participants
Local partnership for Employment, Croatia
Project Budget
eligible costs ineligible costs items budget preparation contributions co-financing sources
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
Budget items cost per unit (without VAT) number of units costs per year in EUR
Project Budget
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
Level of Co-financing reflects:
a beneficiary priority a project sustainability
Project Budget
Local partnership for Employment, Croatia
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
Local partnership for Employment, Croatia
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.
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