DEVELOPMENT OF DEVELOPMENT OF PROJECT IDEASPROJECT IDEASMark Delmartino, MDM Consultancy bvbaMark Delmartino, MDM Consultancy bvba

““Gate to Europe”Gate to Europe”Project Development WorkshopProject Development Workshop

Budapest, 19 – 20 February 2009Budapest, 19 – 20 February 2009

PROGRAMMAPROGRAMMA

ORGANISATIONS & PROJECTS, IDEAS ORGANISATIONS & PROJECTS, IDEAS & OPPORTUNITIES& OPPORTUNITIES

DRAFTING PROPOSALS DRAFTING PROPOSALS

ACTIVITIES & RESULTSACTIVITIES & RESULTS

BUDGET BUDGET

PARTNERS & STAKEHOLDERSPARTNERS & STAKEHOLDERS

IDEAS & OPPORTUNITIESIDEAS & OPPORTUNITIESQuestionsQuestions for the management of the NGO: for the management of the NGO:

• Is the organisation fit for a project?Is the organisation fit for a project? development stage of NGO allows for project involvement development stage of NGO allows for project involvement

• Does this project fit the organisation?Does this project fit the organisation? added value of funding opportunity for development/capacity/priorities of added value of funding opportunity for development/capacity/priorities of

NGONGO

• Who are we as an organisation?Who are we as an organisation? project compatibility with mission and culture of the NGOproject compatibility with mission and culture of the NGO

• What are we doing?What are we doing? project compatibility with activities and priorities of the NGOproject compatibility with activities and priorities of the NGO

• Do we have enough money?Do we have enough money? preparation of proposal, advancing project funds, co-financingpreparation of proposal, advancing project funds, co-financing

• Do we have competent staff?Do we have competent staff? proposal drafting, project and financial management, professional expertiseproposal drafting, project and financial management, professional expertise

IDEAS & OPPORTUNITIESIDEAS & OPPORTUNITIES

QuestionsQuestions for the designer(s) of the project: for the designer(s) of the project:

Do we know what the programme is about?Do we know what the programme is about?– objectives, activities, outputs, beneficiaries, partnership, budget, objectives, activities, outputs, beneficiaries, partnership, budget,

……

Do we understand the documents?Do we understand the documents?– Call for Proposals, Guidelines, Application Form, Eligibility Criteria, Call for Proposals, Guidelines, Application Form, Eligibility Criteria,

……

Are our ideas in line with the programme?Are our ideas in line with the programme?– the idea should fit the programme, not the other way aroundthe idea should fit the programme, not the other way around

Do we have resources for this proposal?Do we have resources for this proposal?– human, financial, technical and time resourceshuman, financial, technical and time resources

Do we have the capacity to implement the project?Do we have the capacity to implement the project?– what will happen with the organisation if it has to run the projectwhat will happen with the organisation if it has to run the project

DRAFTING PROPOSALS DRAFTING PROPOSALS PROJECT SKELETONPROJECT SKELETON

– What, when, why, with whom, for whom What, when, why, with whom, for whom

PARTNER IDENTIFICATIONPARTNER IDENTIFICATION– Task dispatching + share of grant/co-financingTask dispatching + share of grant/co-financing

DESCRIPTION OF ACTIVITIESDESCRIPTION OF ACTIVITIES– Put flesh to the bonesPut flesh to the bones– Make sure you have adequate expertiseMake sure you have adequate expertise

PLAN OF ACTIONPLAN OF ACTION– Make sure the plan is realistic Make sure the plan is realistic

(activities/period/time available)(activities/period/time available)

DRAFTING PROPOSALSDRAFTING PROPOSALS DETAILED BUDGETDETAILED BUDGET

– Budget plan per activity / per type of expense / in totalBudget plan per activity / per type of expense / in total– Keep in mind donor requirements and commitment of Keep in mind donor requirements and commitment of

partnerspartners

FINE-TUNE BUDGET AND ACTIVITIESFINE-TUNE BUDGET AND ACTIVITIES– Make it fit the eligibility criteriaMake it fit the eligibility criteria– Involve all partners and have their final commitmentInvolve all partners and have their final commitment

COMPLETE OTHER PARTSCOMPLETE OTHER PARTS– Ensure consistence in terminologyEnsure consistence in terminology– Make sure you have adequate expertise Make sure you have adequate expertise

GATHER ANNEXES / PARTNER INFOGATHER ANNEXES / PARTNER INFO– Start collecting documents in timeStart collecting documents in time– Prepare standard presentation on own organisationPrepare standard presentation on own organisation

EXERCISE – PROJECT EXERCISE – PROJECT OUTLINEOUTLINE

Short-term objectiveShort-term objective: which goal should have been reached at : which goal should have been reached at the end of the project (i.e. after twelve months) – name only one the end of the project (i.e. after twelve months) – name only one goalgoal

PartnershipPartnership: who is formally involved in the project – name the : who is formally involved in the project – name the lead organisation and the partners and explain for each partner lead organisation and the partners and explain for each partner your choiceyour choice

Core activitiesCore activities: list at least four types of activities that will be : list at least four types of activities that will be implemented during the project (e.g. training of staff or clients, implemented during the project (e.g. training of staff or clients, research, publications, seminars, public affairs/lobbying, public research, publications, seminars, public affairs/lobbying, public information, etc... information, etc...

Target group & beneficiariesTarget group & beneficiaries: list (and quantify) the types of : list (and quantify) the types of people that will be directly involved in the project (e.g. staff of people that will be directly involved in the project (e.g. staff of partners, service users, etc...) and the groups that are targeted partners, service users, etc...) and the groups that are targeted indirectly by the project (e.g. service users, general population, indirectly by the project (e.g. service users, general population, etc...) etc...)

Expected resultsExpected results: mention three concrete achievements (linked : mention three concrete achievements (linked to the project goal) that will be realised during the project durationto the project goal) that will be realised during the project duration

ACTIVITIES & RESULTSACTIVITIES & RESULTS Activities are actions or tasks that have to Activities are actions or tasks that have to

be implemented in order to produce the be implemented in order to produce the expected results expected results

All project actions should be reviewed and All project actions should be reviewed and confirmed during the inception phaseconfirmed during the inception phase

Each activity has its own cost, which Each activity has its own cost, which should be in line with the contract budget should be in line with the contract budget

Organisations should ensure that activities Organisations should ensure that activities are in line with EC visibility regulations, are in line with EC visibility regulations, where applicablewhere applicable

ACTIVITIES & RESULTSACTIVITIES & RESULTS

Implementing activities can contribute to Implementing activities can contribute to building the capacity of your organisationbuilding the capacity of your organisation

Involving beneficiaries and stakeholders in Involving beneficiaries and stakeholders in the actions facilitates sustainabilitythe actions facilitates sustainability

There is always a link between a project There is always a link between a project activity and a project resultactivity and a project result

Realistic planning with some room for Realistic planning with some room for flexibility reduces the risk for delays flexibility reduces the risk for delays

ACTIVITIES & RESULTSACTIVITIES & RESULTS

According to other NGOs in the social field, According to other NGOs in the social field, it is important to ensure that the actions it is important to ensure that the actions are:are:– producing the expected resultproducing the expected result– implemented according to planimplemented according to plan– involving the target group and beneficiariesinvolving the target group and beneficiaries– respecting the technical situation of the arearespecting the technical situation of the area– imbedded in the local contextimbedded in the local context– endorsed by the (local) authoritiesendorsed by the (local) authorities– communicated to the various stakeholderscommunicated to the various stakeholders

EXERCISE – RESULTS & EXERCISE – RESULTS & ACTIVITIESACTIVITIES

On the basis of the project outline:On the basis of the project outline:

list all activities foreseen in the list all activities foreseen in the project;project;

indicate in which month each activity indicate in which month each activity will take place;will take place;

link each activity to one of the link each activity to one of the expected results. expected results.

PROJECT BUDGETSPROJECT BUDGETS

STAFF AND EXPERTSSTAFF AND EXPERTS TRAVEL AND SUBSISTENCETRAVEL AND SUBSISTENCE EQUIPMENT AND SUPPLIESEQUIPMENT AND SUPPLIES OFFICE COSTSOFFICE COSTS OTHER COSTS AND SERVICESOTHER COSTS AND SERVICES ADMINISTRATIVE COSTSADMINISTRATIVE COSTS CONTINGENCYCONTINGENCY

PROJECT BUDGETSPROJECT BUDGETS

THINK OF ALL POSSIBLE COSTSTHINK OF ALL POSSIBLE COSTS– ACTIVITIESACTIVITIES– OUTPUTS / PRODUCTSOUTPUTS / PRODUCTS– STAFFSTAFF– EXTERNAL EXPERTISEEXTERNAL EXPERTISE– OFFICE RENT & MATERIALSOFFICE RENT & MATERIALS– DISSEMINATIONDISSEMINATION– EVALUATION / AUDITEVALUATION / AUDIT– BANK CHARGESBANK CHARGES– ETC…ETC…

Good & Bad Budgeting Good & Bad Budgeting Practice Practice

Staff: include all costs and taxes, not only net Staff: include all costs and taxes, not only net salary, and keep in mind possible salary salary, and keep in mind possible salary increases – calculate average salaryincreases – calculate average salary

All costs: grant + own funding – it is one All costs: grant + own funding – it is one project with one budget; donor will contribute project with one budget; donor will contribute certain % of project costs (with ceiling)certain % of project costs (with ceiling)

Do not consider EC grant as acquired Do not consider EC grant as acquired property that can be spent on anything – it is property that can be spent on anything – it is an advance to support implementing a well an advance to support implementing a well defined projectdefined project

Good & Bad Budgeting Good & Bad Budgeting PracticePractice

Co-financing: make sure you can count on Co-financing: make sure you can count on external support when it has been promised external support when it has been promised

Partner organisation: try to know your partner Partner organisation: try to know your partner organisation well in advance in order to see organisation well in advance in order to see through “keeping up appearances”; try to create through “keeping up appearances”; try to create win-win situation for all parties win-win situation for all parties

Use rounded figures: this allows for some Use rounded figures: this allows for some flexibilityflexibility

Start budgeting widely, then later narrow focus, Start budgeting widely, then later narrow focus, reduce costs, size and number of actionsreduce costs, size and number of actions

Avoid calculation errorsAvoid calculation errors

EXERCISE - BUDGETEXERCISE - BUDGET

Based on the activities and the maximum Based on the activities and the maximum project cost and co-financing share:project cost and co-financing share:

• describe which kind of costs are describe which kind of costs are involved;involved;

• calculate a total per type of costs;calculate a total per type of costs;• indicate which costs will be co-financed;indicate which costs will be co-financed;• divide total budget / co-financing among divide total budget / co-financing among

partners.partners.

PARTNERS & PARTNERS & STAKEHOLDERSSTAKEHOLDERS

Stakeholders are individuals, groups of Stakeholders are individuals, groups of people, institutions or firms that may have people, institutions or firms that may have a relationship with the project. a relationship with the project.

They may – directly or indirectly, positively They may – directly or indirectly, positively or negatively – affect or be affected by the or negatively – affect or be affected by the process and the results of the project.process and the results of the project.

The concrete stakeholders differ per The concrete stakeholders differ per project, but usually can be clustered in a project, but usually can be clustered in a few groups. few groups.

PARTNERS & PARTNERS & STAKEHOLDERSSTAKEHOLDERS

It is important to identify the different stakeholders It is important to identify the different stakeholders and understand how they relate to the project. and understand how they relate to the project.

During project implementation it is very important to During project implementation it is very important to build up local partnerships or a network of build up local partnerships or a network of stakeholders who have similar concerns. stakeholders who have similar concerns.

Other NGOs in the social field have indicated that: Other NGOs in the social field have indicated that: – Cooperation with (local) authorities is necessary Cooperation with (local) authorities is necessary – Involvement of all relevant stakeholders leads to some kind Involvement of all relevant stakeholders leads to some kind

of community commitmentof community commitment– Good communication leads to visibility, awareness raising Good communication leads to visibility, awareness raising

and identification/acceptance by the general populationand identification/acceptance by the general population

EXERCISE – PARTNERS & EXERCISE – PARTNERS & STAKEHOLDERSSTAKEHOLDERS

On the basis of the outline and the On the basis of the outline and the budget:budget:

• list all official partners and indicate their list all official partners and indicate their role in the project;role in the project;

• list the different stakeholders that will be list the different stakeholders that will be addressed throughout the project;addressed throughout the project;

• indicate how the stakeholders will be indicate how the stakeholders will be involved.involved.

CONCLUSIONCONCLUSION

Looking for opportunities, developing Looking for opportunities, developing proposals and implementing projects is proposals and implementing projects is very time-consumingvery time-consuming

The management of the organisation The management of the organisation must allocate sufficient human and must allocate sufficient human and financial resources if it wants to be financial resources if it wants to be successfulsuccessful

Good-quality project preparation pays off Good-quality project preparation pays off

CONCLUSIONCONCLUSION

THINK BEFORE YOU ACTTHINK BEFORE YOU ACT

BE PRECISE AND COMPLETEBE PRECISE AND COMPLETE

MAKE SURE ALL ACTIVITIES ARE FULLY MAKE SURE ALL ACTIVITIES ARE FULLY “TRANSLATED” IN THE BUDGET “TRANSLATED” IN THE BUDGET

BE AWARE THAT THE APPLICATION IS THE BE AWARE THAT THE APPLICATION IS THE ONLY CRITERION FOR APPROVALONLY CRITERION FOR APPROVAL

CONSIDER THE APPLICATION AS YOUR CONSIDER THE APPLICATION AS YOUR BUSINESS CARD BUSINESS CARD