1. Project Planning and Management Gail Campbell and Tom Broadhurst

2. Agenda Project Management Developing a project plan Scheduling activity Financial planning Risk Management

3. Project life cycle Planning Implementation Review

4. Project Life Cycle PLANNING Defining aims & objectives Activity Outputs Defining management roles and communication processes IMPLEMENTING Delivering the work plan REVIEWING Evaluation Reporting – interim and final Lessons learned feed into following year’s work plan

5. Project planning – planning what? What do you think you need to know about your partner and your project by the end of this week?

6. Planning – first steps Understand the country context: Refer to British Council country research Research VET-reform priorities Visit UK and Central and Southern Asia Understand your partner: Review CSA college profile Review UK college application Get to know each other

7. Planning – first steps Understand the college partnerships scheme: Read and understand the guidelines Ask questions! Begin to develop your partnership project: Identify common areas of interest with your partner Identify priorities for action Identify strengths and weaknesses Start working on your partnership project plan!

8. Partnership project plan - elements Project overview Aims and objectives Outcomes and outputs Roles and responsibilities Project management Monitoring and evaluation Sustainability Communication Work plan Risk strategy Budget Complete and submit to British Council by 29 February 2008!

9. PLANNING: AIMS & OBJECTIVES Bearing in mind the BC project, define the following for your partnership project:  Project Aims  Objectives  Outcomes Ensure all parties are familiar with and understand these

10. PLANNING – activities Create a summary plan for the whole project and a detailed plan for the first year :  SMART targets  Define what will be achieved?  By when?  Who is responsible for that item of project delivery team?  Quality standards  Monitoring process – what’s measured (inc KPIs) and how

11. PLANNING - stages Refine the project into clear stages: Define the activities in each stage Define the resources required for stage delivery Define who’s responsible for delivery of each activity Define when each activity should take place

12. PLANNING – PROJECT MANAGEMENT Steering Group – Agree composition from partnership stakeholders Appoint Project Manager(s) Agree Project Management Group Agree Project Delivery Staff

13. PLANNING – PROJECT MANAGEMENT Agree roles and responsibilities in project team:  For financial management  For releasing resources  For project delivery  For monitoring progress  For reporting  For decision making within partnership

14. PLANNING: COMMUNICATIONS Good communication is the key to international project success

15. PLANNING: COMMUNICATIONS Agree: Who, what, where, when & how to communicate Schedule of meetings for steering group / project managers Identify substitute / back-up contacts Communications to link with reporting deadlines & key milestones Methods of communication Use eLanguages!

16. PLANNING – finances and resources Financial plan:  Define financial resources needed for each activity Contributions:  British Council grant funding (see eligibility)  Identify cash contributions from partners  Identify in-kind resources (e.g. staff contribution) Management:  How will the grant be split between partners?  Ensure suitable financial management procedures are in place  Allocate financial management and reporting responsibility (in both UK and CSA)  Understanding British Council reporting requirements  Maintain evidence of expenditure for audit purposes

17. Risk strategy Within the Year One plan:  Identify & Grade Risks (financial, strategic, operational etc)  Identify mitigation for high risks  Develop contingency plans and arrangements  Identify lead and controls and document the risk arrangements RiskImpact (HML) Likelihood (HML) MitigationContingency

18. What next? Meet with your partners Start to develop project ideas Begin to complete the partnership project plan Plan a reciprocal or follow-up visit to your partner Use eLanguages

19. Questions?

20. Homework 1. Define the outline of the project - prepare to share your initial ideas for collaboration with the whole group for 5 mins on Friday! Including: - What you think your project will look like - Main activities - Lessons learned this week - Top tip for everyone else 2. Agree a plan of action for the preparatory visit - When? Where? Who? 3.Create your eLanguages hello page