workshop on project management
DESCRIPTION
Workshop on project Management. Beograd – Belgrade; September 26 & 27, 2013 Charlotte Roffiaen. Introduction. EU projects do not bring money to non-profit organisations, they usually are a cost. It is becoming more and more difficult to access funds. Introduction. WHY IS IT A COST?. - PowerPoint PPT PresentationTRANSCRIPT
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Workshop on project Management
Beograd – Belgrade; September 26 & 27, 2013
Charlotte Roffiaen
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Introduction
1. EU projects do not bring money to non-profit organisations, they usually are a cost.
2. It is becoming more and more difficult to access funds.
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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.
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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.
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Introduction
2. We will study strategies to make EU projects financially balanced and globally very valuable for your organisations.
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Introduction
• HOW?
• 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.
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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).
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Basic EU funding principles
2.The EU aims at implementing its OWN objectives!
• 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.
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Basic EU funding principles
3. Information is a key
• The 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.
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Basic EU funding principles
3. Information is a key
• 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.
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Basic EU funding principles
4. Time is another issue
• 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.
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Basic EU funding principles
5. Partnership makes the difference
• 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.
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Basic EU funding principles
6. Co-financing is the real challenge
• 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.
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Basic EU funding principles
7.A good project is not always equivalent to a successful project
• 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.
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EU funding opportunities
• Consumer programme– Serbia in not eligible
under this programme yet
– The next Consumer programme will not substantially change
• Support to consumer organisations– Contributions to the functioning
of EU-level consumer organisations (Structural grants)
– No more projects– Capacity building for regional,
national and European consumer organisations
• Funding of the European Consumer Centres Network
• Cooperation between national enforcement authorities
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EU funding opportunities
• Europe for citizens programme– The 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.
• Action 1.1: Town Twinning– It 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 interest
– Small grants (≤25.000 euro)– Open to all stakeholders
promoting active citizenship
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EU funding opportunities
• Europe for citizens programme– The new programme will
not substantially change and shall be adopted by the EP on 19/11/2013
– ALDA could be an excellent contact for this programme
• Action 1.2: Citizens’ projects– Stimulate citizens’ debate and
inputs in EU policies– Based on the concept of direct
participation of individual citizens
– Co-financing: 40 %– 100.000 ≥ Grant ≤ 250.000– Competitive (6,7% success)– Duration: 12 months
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EU funding opportunities
• Europe for citizens programme
• Action 2.3: Civil Soc. Projects– Supports actions
(conferences, seminars, TV/radio broadcasts, etc.) of CSOs from different countries on issues related to the programme objectives and priorities.
– Co-financing: 30 %– 55.000 ≥ Grant ≤ 150.000– Competitive (5,4 % success)– Duration: 12 to 18 months
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EU funding opportunities
• 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)
• All actions are open to consumer organisations active in their respective training/educational fields
• Examples: – Consumer Citizenship Network
(Erasmus)– Training teachers in developing
consumer awareness among children (Comenius)
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EU funding opportunities
• Lifelong Learning Programme (LLP)– LLP includes:
• small actions managed by national LLP agencies
• larger ones directly managed in Brussels
– Serbia is only eligible for the second ones.
– The LLP will become part of Erasmus for all
• Grundtvig Multilateral projects:
– Improving the content and delivery of adult education
– Open to any organisation in the field of adult learning
– At least 3 partners from 3 different LLP countries
– Duration: 1 to 3 years– Maximum grant: 150.000 € /
year (300.000 for 3 years)– Co-financing: 75 %
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EU funding opportunities
• Youth in Action– The programme aims at
promoting young people’s active and European citizenship + developing the capabilities of CSOs in the youth field
– Open to youth organisations and NPOs working for / with young people
• 2 - European Voluntary Service
– Enables young people to carry out voluntary service for up to 12 months in a foreign country.
• 3.1 - Cooperation– Supports Youth Exchanges and
Training & Networking Projects with Neighbouring partner Countries of the EU.
– Promoters from Programme & Neighbouring Countries.
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EU funding opportunities
• Youth in Action– The 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 2014-20 period is not known yet.
a) Youth Exchanges– Meetings of groups of young
people from different countries to learn about each other’s cultures and discuss a theme of mutual interest.
b) Training & Networking prog.– Promote exchanges of
experience, good practices, cooperation and training in the field of youth work.
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EU funding opportunities
• Other programmes open to Serbian non-profit organisations
1. The Seventh Framework Programme (FP7)
– EU Research programme– Will become part of the new
Horizon 2020 programme– Several research thematic
areas shall be of interest of consumer organisations: Health, Food, Energy, Transport, etc.
– Main role: dissemination
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EU funding opportunities
• Other programmes open to Serbian non-profit organisations
2. Progress programme– Supports projects in the
following 5 areas:• Employment • Social inclusion and social
protection• Working conditions • Anti-discrimination• Gender equality
– Will become part of the EU programme for Employment and Social Innovation
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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.
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Partnerships in EU projects
How to be identified as a potential partner?
• Experience of participants• Website + dissemination of your
projects’ results in EN• Take all occasions to network
(Infodays, Euro conferences, expert groups, etc.)
• Apply to EU nets/plateforms• Programmes’ online partner
search tools + social networks
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Partnerships in EU projects
Why & when shall you submit a project as coordinator?
• 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.
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Development of good projects Project cycle
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Development of good projects Logical framework
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BAD vs. GOOD PRACTICES
• What 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?
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BAD vs. GOOD PRACTICES
• How 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”?
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Practical exercise:Building a strong partnership
1. 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.
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Practical exercise:Building a strong partnership
2. Which kind of partners? • When allowed, cross-sectoral partnership is always better– Should 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.
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Practical exercise:Building a strong partnership
3. Main challenges• Partners 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.
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Practical exercise:Building a strong partnership
3. Main challenges• Their interest in the project
results is often uneven– Some shall leave the project or not
deliver the results.
• The relationship among partners is often unbalanced
– The coordinator decides and the others execute;
– Some partners have a greater share of decision power, money, etc. than others.
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Practical exercise:Building a strong partnership
4. How to make partnerships work?• Know your partners
– Previous cooperation– Physical meeting
• Involve 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 responsibilities
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Practical exercise:Building a strong partnership
4. How to make partnerships work? • Clarify the collaboration rules– Written agreement– Do not promise anything you
might be unable to respect.
• Clearly describe in the application how the partners will concretely work together
• Keep a permanent communication with all partners and solve problems as soon as possible
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Practical exercise:Communication and dissemination
• Objective of EU projects is to achieve the biggest possible impact
• Visibility, dissemination and exploitation of the projects’ outcomes are thus core activities
• The project must include an actual communication plan
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Practical exercise:Communication and dissemination
• What does it imply?– Show off the work you
are doing throughout your project duration
– Identify the various potential direct and indirect beneficiaries (categories + numbers)
– Produce information adapted to the target groups
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Practical exercise:Communication and dissemination
– Use different kinds of communication / dissemination channels• Your website and
newsletter aren’t enough• Events, products, press…
– Make sure the outcomes of the projects are effectively used (follow-up activities)
– Feed your results into public policies
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Practical exercise:Project team
• The team must include all competences needed to carry out the project:– The project manager
• Coordinates the team• Works together with the
partners’ coordinators
– Financial officer– Communication officer– Webmaster– Researchers or trainers…
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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.
• Budget– Human resources– Except for external
experts = subcontracting