Project Management Project & projectmanagement
What are projects? Projects are realistic and specific tasks to solve a complex problem or
to achieve a particular aim. Projects are a challenge & an adventure.
Characteristics Projects are an adventure
of projects
Projects aim to fulfil a task or solve a problem, which is a challenge
and adventure ( something special ).
Projects are something unique; they are not routine.
Projects have a purpose
" Projects have a specific task and objective.
" Projects have defined responsibilities for a common agreed result.
Projects are realistic
" The aims of the project must be achievable, taking in account the
requirements and the financial and human resources.
" Projects are planned and broken down in achievable aims, which
must be open for evaluation.
Projects are limitedin time and space
" Projects have a beginning and an end; they are implemented in a
specific place and context.
" Highlights ( Milestones ) mark steps towards the direction of the ob-
jective (or the result of the project).
Projects have limitedresources
" Projects have limited financial and human resources.
Projects are complex
" Projects have a flexible, to the requirements of the task/problem
adopted structure; they interact with the context.
What is project Project management makes sure, people make the most effective
management?
and efficient use of resources in order to achieve agreed objectives.
Characteristics of projects Managementtasks
" Projects are an adventure " Planning
" Projects have a purpose " Designing
" Projects are realistic " Organising
" Projects are limited in time " Co-ordinating
and space
" Steering / Monitoring
" Projects have limited re-
" Evaluating
sources
" Projects are complex
Project management
Systematic planning, co-ordinating and steering of a project
Source: Project management(t-kit), http://www.training-youth.net
Project Management Projectlife cycle
Biography The biography of a project mainly consists of four stages: Clarifica-
of projects
tion (Definition), Co-ordination .
, Implementationand Evaluation
The stage  Implementation is actually the Intercultural Youth Project.
Corrections in-between these stages are necessary and useful moving
towards the aim of the project.
Project stages Clarification
- This stage is about the first steps of a project: develop
an idea for a project, find an appropriate partner for it, clarify aims and
a draft plan of action. At the end of this stage is the application.
Co-ordination
- This stage is about all things which have to be organ-
ised before the Intercultural Youth Project starts: searching for fun-
draising, mobilise resources, prepare the programme, the youth lead-
ers and the participants, share tasks and responsibilities among
people involved in the project. Very important is to maintain a commu-
nication among the partners. The result of this stage is a concrete
plan of action (Who is doing what when ...).
Implementation - This stage is actually the International Youth ex-
change itself. It consists of activities and milestones. The project
manager is monitoring the process.
Evaluation
- The last stage is about closing up the project: writing re-
ports (financial report, documentation), celebrating the success, evalu-
ating the process and outcome of the project and doing some follow-
up. The positive result may be a follow-up project.
Project life cycle
final report
follow-up collecting
ideas
finding a partner
transfer of
clarifying aims
experience
clarifying the topic
& designing a
reports
draft programme
evaluation plan of action
Evaluation Clarification
application
results
Co-
Implementation
party
(International Project)
ordination
preparation
monitoring
organisation
team process
budget &
fundraising
group process
communication
highlights
activities preparation meeting
pedagogical
concept
ready programme
Quality standards of Inter-
Managing International
national Youth Projects
Youth Exchanges
" Claim vs. Reality
Comments in advance
" Language of applications vs. Language of everyday life
Quality standards
 Target Group Mobility/Flexibility
Key qualifications
Inclusion
Participation
Pedagogical Concept  The common third
Learning & non-formal education
Intercultural learning
Working in an international team
Co-ordination of the project Qualifications of the youth leaders
Partnership
Preparations and running the event together
Evaluation and follow-up projects
Philosophy Long-lasting partnerships
European dimension
Relevant topics (e.g. tolerance, solidarity, anti-racism, regional devel-
opment, ecology)
and " substainability
Picture Quality standards
mobiliy/flexibility
relevant topics
key qualifications
European dimension inclusion
long-lasting partnerships participation
Philosophy Target Group
Co-ordination Pedagogical
planning,  the common third
Concept
running &
evaluating the
Learning & non-
project together
formal education
partnership intercultural learning
qualification of youth leaders international teamwork
Comments PL-LT-Fund (underlined).
Project management Projectmanagers
Roles of a A project manager must be ...
project manager
" An organiser, with capacity to understand, plan and co-ordinate
efforts and resources to meet the objectives.
" A strategist, able to set clear long and short-term objectives,
keeping these in mind together with the reasons for the projects
existence.
" A motivator,
with skills and attitudes enabling him/her to motivate
and commit people to the project or to participate in it (workers,
volunteers, young people).
" A found raiser, with knowledge and confidence to apply for
funds to administer and account for them with integrity and com-
petence.
" An activist, in the meaning of someone able to spot initiatives
and to organise ideas into meaningful social actions with clear
values evolving over time.
" A visionary, someone able to imagine social innovation and
change.
" A community worker, with particular concern for the affairs of
the community or/and organisation s/he is involved in.
" A social worker, capable of caring for people without replacing
them, i.e. instilling in them the motivation and confidence to take
part in shaping their own future and realising their projects.
" A teacher and a learner,
capable of empowering people while at
the same time being able to learn from the experiences and use
that for the organisations, project or community - monitoring and
evaluating a process in relation to the objectives, changing plans
and ultimately objectives in relation to the circumstances.
Tasks of a What managers do ...
project manager
" Do the work,
" Manage the work,
" Manage the people, who do the work,
" Manage material resources,
" Manage finance,
" Manage information and communication,
" Manage external relations.
Strategic Provide direction and leadership ...
management
" develop and sustain vision,
" develop overall policies and ensure implementation,
" develop new ideas,
" strategic planning and development,
" ensure clear, achievable, shared core objectives,
" ensure adequate resources,
" monitor and evaluate work against objectives,
" ensure appropriate communication and decision-making.
Source: Project management(t-kit), http://www.training-youth.net