Association des Etats Généraux des Etudiants de l‘Europe European Students‘ Forum Project Management REGIONAL MEETING WROCŁAW 14th of December 2002 By: Koen G. Berden (with mental support of Jaap Commijs & David Barco!!)

This lecture 1.Definition 2.Stages of Project Management 3.Working with people and teams 4.Projects in AEGEE 5.Conclusion

Definitions Latin word PROJICERE (= throw forward) is suggesting movement, a trajectory, a certain relation with time and space. Project : “An individual or collaborative enterprise that is carefully planned and designed to achieve a particular aim” Oxford English Dictionary

What is a Project? A Project is a Human Effort that… –Has Composite Goals and Objectives –Is Unique –Creates Change –Is Limited in Time and Scope –Involves a Variety of Resources –Is usually collective –Can be assessed –Is made up of different stages

Defining the project –Background, environment –Aims, Goals –Thematic work on the project Research Brainstorming Subject Matter Experts –Defining the Means –Evaluation Plan Stages of a project (I)

Planning the project –Define SMART objectives Specific Measurable Achievable Realistic Timed –Assess resources needed TIME – include Milestones Human Resources Financial Resources Material Resources Stages of a project (II)

Monitoring –Collecting Information –Verifying that it gives a true Picture –Measuring the Progress –Identifying Deviations from Plan Control –Assessing the Meaning of what has happened –Predicting what will or might happen –Deciding what to do about it –Initiating Corrective Action Stages of a project (III)

Evaluating the project –Results –Objectives –Financial management –Impact on the organization –Evaluating the process Stages of a project (IV)

Follow up –Gathering results –Producing Result Publication and distribute to the relevant actors. –Financial report for the sources of funds (i.e. EC,CoE,Fundations,Private) –Decision on repeating/continuing the project Stages of a project (V)

Implementation Results –Gathering results –Producing Result Publication and distribute to the relevant actors –Involve those that are crucial for implementa- tion: experts/lecturers/politicians in an early stage INCLUDING their visions –Results booklet: not just summary but also what are the aims of it! Stages of a project (VI)

Summary Define the Project –Plan the Project –Monitor & Control the Project –Evaluate the Project –Project Follow-Up –Implementation of Results Stages of a project (VII)

Project Manager Profile Organizer Strategist Motivator & Communicator Fundraiser Activist Visionary Social Worker Teacher and Learner

Project Team A group of individuals working together in a team DIFFERENT individuals: task division Gun-Ho: About the squirrels, the beavers and the geese Take the differences in culture, approach, working method into account to avoid frustrations!!!

Why are projects successful? Organisational structure suited to the project team (PT) PT participates in planning PT is committed to establishing schedules PT is committed to establishing realistic budgets PT does not let the plan become an end at itself PT works with bureaucracy, policies and procedures and not against them PT agree on specific and realistic goals Target public is involved from the start of the project

Why do projects fail? Inadequate authority Lack of PT participation and planning Lack of PT participation in problem solving Inadequate communication skills Inadequate technical skills Inadequate administrative skills Unrealistic project schedules Unclear project goals

Cultural Differences Many Ways to the same Result –The Dutch Approach vs. The Mediterranean Way Cultural Differences are visible and have to be respected in International Activities Best Global Result by Right Use of these different Approaches in Parts of the Project

AEGEE-Europe Projects How many can you mention? Quo Vadis Europe? EURECA Roots of Europe Summer Universities Global Employee Key to Europe Newsbulletin Internal Education Project Twin Antenna Project LAMA / CD-ROM Address Book Socrates on the Move 2 European Day of Languages Europe in the World YP 2003

Advantage of European Projects Larger Impact to the Outside Corporate Appearance Higher Visibility Strengthening Co-operation within the Network More Funding available European-wide Co-operation Transfer of Knowledge and Experience

AEGEE-Europe Projects - Model Core Team Central Contact Competent Co-ordinator Structured Carrying Out Direct Reporting Co-ordination LOC CD

Conclusion (I) The six stages of Project Management: –Define the Project –Plan the Project –Monitor & Control the Project –Evaluate the Project –Project Follow-Up –Implementation of Results Project Manager & Project Teams –Different Individuals: Vision-Passion-Mission & Gun-Ho –Cultural Differences

Conclusion (II) Project success and failures AEGEE and Projects  Just a short theoretical overview on Project Management  It is not about THEORY but about PRACTICE THANK YOU FOR YOUR ATTENTION!!!