Presentation on theme: "Workshop on project Management"— Presentation transcript:
1 Workshop on project Management Beograd – Belgrade; September 26 & 27, 2013Charlotte Roffiaen
2 IntroductionEU projects do not bring money to non-profit organisations, they usually are a cost.It is becoming more and more difficult to access funds.
3 Introduction WHY IS IT A COST? Drafting a good quality EU project requires important human resources.Co-financing principle: from 20% to 50% of most EU funded projects.No co-financing through contributions in kind or volunteers’ work, but only staff and cash.There are sometimes restrictions on co-funding from private companies.
4 Introduction WHY IS IT BECOMING MORE DIFFICULT / COMPETITIVE? Increased number of EU countries vs. Stable funds.Contraction of available funds in all MS: public and private funding, donations from individuals, etc.Actual trend: financing less projects with a larger impact and budget.
5 IntroductionWe will study strategies to make EU projects financially balanced and globally very valuable for your organisations.
6 IntroductionHOW?Learning how to select EU calls for proposals and partnership proposals.Learning how to prepare a good proposal and a good budget.Discussing how to adapt your networking and fundraising strategies to EU projects.Studying the many possible benefits of EU projects for your organisations.
7 Basic EU funding principles 1. What are we talking about?Calls for proposals = grants vs. Calls for tenders = contracts.Centralised managed programmes (either directly by the EC or indirectly by European Agencies).No EuropeAid programme (development and cooperation).
8 Basic EU funding principles It is essential to have an excellent knowledge of these objectives, reading carefully all documents mentioned in the call (programmes, policy documents, etc.).Even in the case of “Structural grants”, the activity plan must reflect the priorities of the EU in the specific field.The EU aims at implementing its OWN objectives!
9 Basic EU funding principles Information is a keyThe multiannual programmes such as “Europe for Citizens”, “Erasmus for all”, etc. detail the general objectives.The annual working programs, specify the objectives of the different calls year by year.The calls for proposals and the guidelines contain all the info you need to present an application.
10 Basic EU funding principles Register to general newsletters & programme newsletters updating recipients on the open calls.Check regularly the websites of the programmes + RSS & social networks when available.Participate in the Infodays.Ask for information directly to the civil servants in charge of the programme.Information is a key
11 Basic EU funding principles The time between the publication of the call and the deadline for submission varies Between 2 and 4 months approximately.Essential to start brain storming and contacts with partners before the publication of the call.Time is another issue
12 Basic EU funding principles Most EU projects require a transnational partnership.The minimum number of participating countries varies from 2 to half of the EU MS.The partnership includes one coordinator and a variable number of co-promoters.The project results depend on every partner’s contribution.Partnership makes the difference
13 Basic EU funding principles Funding options: Budget vs. Flaterate.Objectives: to demonstrate the engagement of the promoters + to promote the long-term sustainability of the project.Co-financing sources: promoters themselves or 3rd parties.No “double financing” from other EU funding sources.Co-financing is the real challenge
14 Basic EU funding principles Projects are assessed by 2 independent experts, based on criteria listed in the call.All experts have personal views / sensibilities.The final mark is the result of an average / consensus.The success depends on the competition Check the success rates beforehand.A good project is not always equivalent to a successful project
15 EU funding opportunities Support to consumer organisationsContributions to the functioning of EU-level consumer organisations (Structural grants)No more projectsCapacity building for regional, national and European consumer organisationsFunding of the European Consumer Centres NetworkCooperation between national enforcement authoritiesConsumer programmeSerbia in not eligible under this programme yetThe next Consumer programme will not substantially change
16 EU funding opportunities Action 1.1: Town TwinningIt relies upon the voluntary commitment of citizens, in collaboration with the local authorities and local associations.Encourages exchanges of experiences on a variety of issues of common interestSmall grants (≤ euro)Open to all stakeholders promoting active citizenshipEurope for citizens programmeThe programme aims at bringing Europe closer to its citizens, enabling them to participate fully in the EU construction.The programme guide works as a permanent call for proposals.
17 EU funding opportunities Action 1.2: Citizens’ projectsStimulate citizens’ debate and inputs in EU policiesBased on the concept of direct participation of individual citizensCo-financing: 40 %≥ Grant ≤Competitive (6,7% success)Duration: 12 monthsEurope for citizens programmeThe new programme will not substantially change and shall be adopted by the EP on 19/11/2013ALDA could be an excellent contact for this programme
18 EU funding opportunities Action 2.3: Civil Soc. ProjectsSupports actions (conferences, seminars, TV/radio broadcasts, etc.) of CSOs from different countries on issues related to the programme objectives and priorities.Co-financing: 30 %≥ Grant ≤Competitive (5,4 % success)Duration: 12 to 18 monthsEurope for citizens programme
19 EU funding opportunities All actions are open to consumer organisations active in their respective training/educational fieldsExamples:Consumer Citizenship Network (Erasmus)Training teachers in developing consumer awareness among children (Comenius)Lifelong Learning Programme (LLP)It is an umbrella programme integrating various educational and training initiatives:Comenius (schools)Erasmus (higher education)Leonardo Da Vinci (educational training)Grundtvig (adult education)
20 EU funding opportunities Grundtvig Multilateral projects:Improving the content and delivery of adult educationOpen to any organisation in the field of adult learningAt least 3 partners from 3 different LLP countriesDuration: 1 to 3 yearsMaximum grant: € / year ( for 3 years)Co-financing: 75 %Lifelong Learning Programme (LLP)LLP includes:small actions managed by national LLP agencieslarger ones directly managed in BrusselsSerbia is only eligible for the second ones.The LLP will become part of Erasmus for all
21 EU funding opportunities 2 - European Voluntary ServiceEnables young people to carry out voluntary service for up to 12 months in a foreign country.3.1 - CooperationSupports Youth Exchanges and Training & Networking Projects with Neighbouring partner Countries of the EU.Promoters from Programme & Neighbouring Countries.Youth in ActionThe programme aims at promoting young people’s active and European citizenship + developing the capabilities of CSOs in the youth fieldOpen to youth organisations and NPOs working for / with young people
22 EU funding opportunities Youth ExchangesMeetings of groups of young people from different countries to learn about each other’s cultures and discuss a theme of mutual interest.Training & Networking prog.Promote exchanges of experience, good practices, cooperation and training in the field of youth work.Youth in ActionThe programme guide is an excellent didactic instrument to start drafting EU projects.The programme will become part of Erasmus for all and the available funding for the period is not known yet.
23 EU funding opportunities The Seventh Framework Programme (FP7)EU Research programmeWill become part of the new Horizon 2020 programmeSeveral research thematic areas shall be of interest of consumer organisations: Health, Food, Energy, Transport, etc.Main role: disseminationOther programmes open to Serbian non-profit organisations
24 EU funding opportunities Progress programmeSupports projects in the following 5 areas:EmploymentSocial inclusion and social protectionWorking conditionsAnti-discriminationGender equalityWill become part of the EU programme for Employment and Social InnovationOther programmes open to Serbian non-profit organisations
25 Partnership rules Coordinator or partner? The coordinator usually is the promoter of the project idea.It is in charge of 1/ the coordination of the activities 2/ the administrative and financial issues & is responsible vis-à-vis the Commission.Better to gain experience as partner before submitting a project as coordinator.
26 Partnerships in EU projects Experience of participantsWebsite + dissemination of your projects’ results in ENTake all occasions to network (Infodays, Euro conferences, expert groups, etc.)Apply to EU nets/plateformsProgrammes’ online partner search tools + social networksHow to be identified as a potential partner?
27 Partnerships in EU projects When you have a good experience in EU projects & in the specific call you target.When you have a winning project idea, perfectly relevant to the objectives of the call and to your own.+: Greater share of the budget.+: Contributes to the capacity-building of your staff.Why & when shall you submit a project as coordinator?
30 BAD vs. GOOD PRACTICESWhat should you do when receiving a partnership proposal?Who should develop the project (within and/or outside the organisation)?When to involve the partners, the target groups and the potential co-financers in the project?
31 BAD vs. GOOD PRACTICESHow to match your own objectives with the priorities of horizontal calls?How to secure “easy points” in the project evaluation?How to create trust and make a positive impression on the evaluators?What is a good project’s communication plan?How to guarantee the “project sustainability”?
32 Practical exercise: Building a strong partnership Right number of partners?The minimum number of partners / countries is usually not sufficient to prepare a successful project.Many partners make the project costly and more difficult to manage.Necessary to find a balance between these two aspects.
33 Practical exercise: Building a strong partnership Which kind of partners?When allowed, cross-sectoral partnership is always betterShould be based on the complementarity of competences, contacts, level of action (EU/national/local), etc.It facilitates cross-fertilisation.Including partners with stable staff and financial resources (e.g. Public institutions, universities, companies, etc.) shall be part of your project’s co-financing strategy.
34 Practical exercise: Building a strong partnership Main challengesPartners come from different countries:They have different cultures;They shall have communication problems (their English levels can be very uneven);They rarely meet because of the travelling costs and time.
35 Practical exercise: Building a strong partnership Main challengesTheir interest in the project results is often unevenSome shall leave the project or not deliver the results.The relationship among partners is often unbalancedThe coordinator decides and the others execute;Some partners have a greater share of decision power, money, etc. than others.
36 Practical exercise: Building a strong partnership Know your partnersPrevious cooperationPhysical meetingInvolve them in the project development from the very beginning:Check their actual interest;Take advantage of their experience / competence;Increase their ownership & commitment in the project.Share responsibilitiesHow to make partnerships work?
37 Practical exercise: Building a strong partnership How to make partnerships work?Clarify the collaboration rulesWritten agreementDo not promise anything you might be unable to respect.Clearly describe in the application how the partners will concretely work togetherKeep a permanent communication with all partners and solve problems as soon as possible
38 Practical exercise: Communication and dissemination Objective of EU projects is to achieve the biggest possible impactVisibility, dissemination and exploitation of the projects’ outcomes are thus core activitiesThe project must include an actual communication plan
39 Practical exercise: Communication and dissemination What does it imply?Show off the work you are doing throughout your project durationIdentify the various potential direct and indirect beneficiaries (categories + numbers)Produce information adapted to the target groups
40 Practical exercise: Communication and dissemination Use different kinds of communication / dissemination channelsYour website and newsletter aren’t enoughEvents, products, press…Make sure the outcomes of the projects are effectively used (follow-up activities)Feed your results into public policies
41 Practical exercise: Project team The team must include all competences needed to carry out the project:The project managerCoordinates the teamWorks together with the partners’ coordinatorsFinancial officerCommunication officerWebmasterResearchers or trainers…
42 Practical exercise: Project team Several functions can be exerted:by the same person;by the partners or by external experts, except for project management related activities.BudgetHuman resourcesExcept for external experts = subcontracting