1 Key elements of a good project ECVET contact seminar October 2010 Brussels LEONARDO DA VINCI

2 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 LEONARDO DA VINCI

3 The APPRET method To manage a project, it is necessary to: - Analyse - Prepare - Planify - Realise, Achieve - Evaluate - Transform LEONARDO DA VINCI

4 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 LEONARDO DA VINCI

8 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 specific M measurable A acceptable R realistic and relevant T timebound/ time framed LEONARDO DA VINCI

9 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 ? LEONARDO DA VINCI

10 4. Realise the project Definition 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 LEONARDO DA VINCI

11 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 LEONARDO DA VINCI

12 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 » LEONARDO DA VINCI

13 From theory to practice

14 The application form It contains: a) A description of your project b)A description of the partnership c) A work programme d) A description of the results and the project impact e) An exploitation (valorisation) and quality management plan f) Financial tables LEONARDO DA VINCI

15 a. Project description: the abstract Why is the abstract of crucial importance? TThe a bstract is what the evaluator will base his first impression of the project. T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. LEONARDO DA VINCI

16 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 LEONARDO DA VINCI

17 b. Description of the partnership P artnerships 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 LEONARDO DA VINCI

18 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 LEONARDO DA VINCI

20 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 LEONARDO DA VINCI

21 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 LEONARDO DA VINCI

22 The impact What 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 LEONARDO DA VINCI

23 e. The valorisation strategy  This 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). LEONARDO DA VINCI

24 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. LEONARDO DA VINCI

25  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 : LEONARDO DA VINCI

26 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 LEONARDO DA VINCI

27 Conclusion WHO ? WHAT ? WHY ? WHERE ? WHEN ? HOW ? LEONARDO DA VINCI