The 10+1 Steps from Idea to Project Applied from: “Ideasta projektiksi” (From Idea to Project) -presentation by Paula Rouhiainen, and from “Millainen on hyvä (liikkuvuus)hakemus?” (What is a good mobility project application like?) -presentation by Sari Huttunen; Centre for International Mobility, CIMO, Finland The original presentations have been designed for the Leonardo da Vinci –programme. However, many of the introduced issues apply to other European project contexts, as well. 1. The context of project work When starting to plan a new project you should keep in mind also the “big picture”: your organisation’s goals and visions for internationalisation (international policy and strategy), the national education policy and, ultimately, the European Union’s objectives and recommendations. VET organisations’ strategies, guidelines, resources etc. PROJECT Consolidation of objectives National education policy Funding programme’s objectives (e.g. Leonardo da Vinci) European Union level objectives and recommendations for VET, Lisbon Treaty, etc. 2. Does the idea fit to the funding programme When thinking of applying for project funding, think whether the project idea fits to the objectives of the funding programme. For example, the basic requirements for Leonardo da Vinci development/innovation projects are that the project idea: serves vocational training purposes promotes cooperation between work life and education deals with development of training brings about concrete results and products The project should NOT promote only cooperation between VET institutes concentrate only on arranging training include “Let’s plan during the project what we’ll do” –type of thinking development/innovation project is about TESTING AN IDEA 3. Right from the beginning... …you should keep in mind the essential elements of the project: Idea Background & need Added value Target group Results & impact Internationalisation Partner group Work plan Resources WHAT is the project’s idea? WHY is the project done? What NEW does the project bring? WHOM is the project for? What is PRODUCED, what is the BENEFIT? How are things ELSEWHERE? WHICH PARTNERS are involved? Why? WHAT is done and HOW? How much TIME/FUNDING/PERSONNEL? 4. Background and need Numerous project ideas are presented all the time. That is why it is crucial to justify why this particular project is important! You should be able explain what kind of difference the project makes compared to the current situation . So, be ready to present: Which development needs is the project based on? What is being transferred or developed (innovation, good practise, product…) How have the needs been perceived (prove the need, show evidence)? How does the project relate to own organisation’s activities? How does the project relate to national development needs? How does the project respond to other partner countries’ needs? 5. Added value Any new project should bring something new with it, either an “innovation” or something new built on the existing knowledge/practices. To ensure that your project brings added value, think: What has been done before How to utilise existing know-how Which innovations and good practices are transferable/transferred What new does this project bring What is the situation like in other countries? 6. Target group The project is targeted for a certain group. In addition to the principle target group there may be other groups which benefit from the project. What is/are your project’s target group and potential other beneficiaries? field of activity or professional sector students or people in work life an educational field, a degree students, teachers, trainers other… What about different countries? Different kinds of actors? FOCUS, FOCUS, FOCUS! 7. Results and impact Even though the actual project work has a certain life cycle, the outcomes are supposed to carry continuity and influence beyond the project period. Thus, already when proposing a project you should have a clear idea of: E.g. Development / innovation project: What is the project aiming at, what will be the results? What are the end products like? Will there be different kinds of products for different target groups? How are products going to be utilised o is the target group participating in the project and piloting the product? o how are products going to be disseminated and up-taken? o how are the products integrated into (educational) systems? o how will the impact be improved? Are there differences between the partner countries? E.g. in exchange / mobility projects for personnel: How to secure the quality of exchange => developing professional expertise Testing new methods, developing contents, transferring good practices (forms, portals, reports, seminars, web-tools…) => Are the right/most relevant facets involved? 8. Internationalisation It is good to think about the motives for doing an international project: what added value (see number 5) does internationalisation bring? Would it be possible/meaningful to do the project nationally? After deciding to go for an international project, think of the following: Is the idea “genuinely” European? If not (if it is actually based on mainly national needs), how does the project respond to other countries’ needs? The needs vary in different countries; how do you focus/set limits to the project? What is the “novelty value” in different countries? How are the products “localised” and will there be language versions? The expertise of partners? What kinds of contacts/networks do partners have? What about their possibility to influence in e.g. taking up the product? => DOES THE PARTNERGROUP UNDERSTAND THE PROJECT’S IDEA? 9. Partner group When selecting partners it is important to have: complementing expertise different kinds of actors, diverse group committed partners => partnership can not be based on “trust” only; make contracts! a manageable group size (number of countries and partners) Each partner has to have a clear and suitable role, as well as a feeling that the project benefits the organisation. 10. Work plan & resources A work plan includes a description of what will be done in different project phases, how is the work (division) arranged which partner organisation is the responsible one which partner organisations and persons participate in different activities other resources: ICT, travel, sub-contracting etc. duration and timing of project phases clear and measurable results The work plan is based on the results and products linked with the budget Resources do not only refer to funding; in project work the term very much relates to time, as well. Seek assistance from more experienced colleagues who can give feedback on your plan. 11. Work plan + resources = budget Budget (e.g. in a Leonardo da Vinci -project) budget is built on the basis of work packages and the related tasks => plan the resources needed in each work package budget should take into account the role and resources of different partners expenses are justified with the work plan and with separate budget attachments Common weaknesses in work plans the work plan includes only the essential, but leaves black holes to different phases of the project an individual work package’s objectives are unclear; not divided into more accurate tasks, no milestones the general job division among the partners is primarily technical or completely missing one partner has the main responsibility of almost all tasks partners’ role and duties are not expressed on work package –level the link between activities and budget is weak there is no proper plan of the project’s management CRITERIA FOR PROJECT APPLICATION What do experts who evaluate project applications look for? At least the following things are essential: The proposed project: has clear and realistic objectives has a realistic work plan carries novelty value (is to some extent innovative; does not repeat what’s already done) is realistically transferable is composed of a partner group which carries expertise and has a balanced job division includes a European dimension has a balanced relation between activities and budget looks for clear products and real impact has a justified valorisation plan: dissemination and uptake of products COMMON DEFECTS / PROBLEMS Avoid the following: products and results do not respond to the described needs broader development trends (EU and national) are not taken into consideration the need is not genuine for all partners differences between countries have not been taken into account the project idea is forced to a funding programme into which it does not fit PHASES OF PLANNING 1. 2. 3. 4. Testing the basic idea => colleagues Committing the management Testing the basic idea => representative of funding organisation Setting up a work group and working on the idea (international coordinator, colleagues, financial manager) => tentative description 5. Partner search/identification (national, EU), securing the co-understanding 6. Suggestions for changes / development ideas 7. Participation to preparative trainings (if available) 8. Further working on the project application => meetings with work group, national and international partners 9. Budget and work plan 10. Handing in the project application