Lecture on Project Management for EGEA Activities & Opportunities for Institutional Financing through European Union's YOUTH Programme. Presented by Vasileios Peppas, EGEA Athens at the "Committees' and Congress Organizers' Training Weekend" at the University of Vienna, Austria on December 2008. More Tags: goals, multidisciplinary, performance, plan, talent, value, idea, effectiveness, shared, achievement, career, aspirations, innovation, strategy, model, vision, collaboration, time, document, life-cycle, competencies, communication, development, education, egea, human, informal, leadership, learning, management, organizational, peer, peppas, performance, personal, project, resources, skills, training, university, HR, geography, geographers, association, tot, greece, athens, non-formal, formal, quality, conflict, financial, sponsorship, funds, fundraising, winning, delegate, work, organization, change, coaching, mentoring, fulfillment, feedback, performance, review, influence, persuasion, motivation, team, coordination, steering, competition, engagement

1. Project Management Vienna Committee Meeting

2. Contents of Presentation Characteristics of Projects Securing Funding Programme Planning YOUTH Programme Action 1.1: YOUTH Exchange

5. Characteristics of Projects Project Management

6. PROJECTS HAVE A PURPOSE Project Management

7. Projects have a purpose Clearly defined aims Set out to produce clearly defined results

8. PROJECTS ARE REALISTIC

9. Projects are realistic Aims must be achievable Take into account (YOUTH) requirements; Financial and Human Resources

10. PROJECTS are Limited in Time and Space

11. Projects are limited in Time and Space Have Beginning and End Specific place and context

12. PROJECTSareComplex

13. Projects are complex Call on planning & implementation skills Involve various partners

14. PROJECTS ARE COLLECTIVE

15. Projects are collective Collective effort Various partners Run by teams

16. PROJECTS ARE UNIQUE

17. Projects are unique All stem from new ideas Specific responses to specific context They are innovative

18. PROJECTS ARE AN ADVENTURE

19. Projects are an adventure Every project is different and groundbreaking They involve uncertainty and risk

20. PROJECTS CAN BE ASSESSED

21. Projects can be assessed Can be planned & broken down at measurable aims Open to evaluation

22. PROJECTS ARE MADE UP OF STAGES

23. Projects are made up of stages Have distinct, identifiable stages

24. PROJECT MANAGEMENT CONCRETE PLANS MANAGE THEM

25. Securing Funding Project Management

26. EUROPEAN UNION http://ec.europa.eu/youth/ http://www.euromedyouth.net/

27. EUROPEAN FUNDERS http://www.eyf.coe.int/fej/ http://www.youth-partnership.net/ http://www.euromedalex.org/

28. CORPORATE FUNDERS Must have compatible principles, vision and mission Avoid religious, racial, ethnic, national, gender affiliations Funder must have a positive image, good reputation; not any controversial policy

29. CORPORATE FUNDERS Avoid political (partisan) affiliation Avoid tobacco, alcohol, military, environmental exploitation – related funders

30. PROSPECTIVE FUNDERS Present them a ‘win-win’ situation Most funders like to see other parties involved in covering the cost of the project Understand the character of the funding organization; value their time, human resources, commitment Learn their values, learn their agenda; Why are they giving?

31. PROSPECTIVE FUNDERS Know your funder’s language and agenda; Attention to detailed information (European Union jargon, European Union Annual priorities, national priorities) When approaching a multinational corporation, translate a summary in English

32. PROSPECTIVE FUNDERS Do not “disappear” as soon as you get the money; recognize their support; Consider visibility Reporting obligations (YOUTH Programme Final Report, Progress reports, financial reports) Try to establish a long-term relationship

37. Programme Planning Project Management

38. 4 Golden Rules in P.M. (Open Space) Whoever comes are the right people Whatever happens is all that could have Whenever it starts is the right time When it is over, it is over

39. Hierarchy of the Objectives

40. SuccessMix

41. K N O W L E D G E i Use different kinds of analysis (SWOT, GANT) Activities that improve your knowledge Inspiring Games, quizzes Training days Research, and activities using research

42. K N O W L E D G E ii Use researches of other Organizations, governmental bodies, etc Organizing social evenings Talk to experienced people Check partners’ situation

43. S K I L L S i Training on communication Language lessons Debates, public lessons Practical trainings on collecting & analyzing information Negotiations Simulations

44. S K I L L S ii Practice on examples Team-building games Leadership in smaller projects Training on management Study visits

45. A T T I T U D E S i Challenge prejudices Games that question views Try out what feels different Games that show one’s limited view Confrontation with unknown things

46. A T T I T U D E S ii Intercultural Exchanges, working Teamwork, cooperation, listening Responsibility-giving Role-playing Negotiating

47. A T T I T U D E S iii Leadership Self-knowledge Focusing, See the big picture Feedback afterwards Innovative improvements

48. PREPARATION PREPARATION

52. PARTNERSHIP

54. Activities are managed jointly

55. Information is shared

56. Discussion before major decisions are taken

57. Partners are free to express needs

59. TEAMWORK Project Management

60. TEAMWORK Individual Function Attend personal problems Task needs Praise individuals Give status Recognize and use individual activities Team Maintenance needs Individual needs Train the individual Project Management

61. TEAMWORK Team Maintenance Function Task needs Set standards Maintain discipline Build team spirit Team Maintenance needs Individual needs Give sense of purpose Project Management

62. TEAMWORK Team Maintenance Function Task needs Appoint sub-leaders Communication within the group Team Maintenance needs Individual needs Project Management

63. TEAMWORK Task Function Define the task Task needs Make a plan Allocate work and resources Team Maintenance needs Individual needs Control quality of work Project Management

64. TEAMWORK Task Function Check performance against the plan Task needs Adjust the plan Team Maintenance needs Individual needs Project Management

65. COMMUNICATION Project Management

66. COMMUNICATION CONTENTS What do you want to communicate? Project Management

67. COMMUNICATION CONTENTS MEDIA What is the best method of communicating? (spoken, written, images, simulations, exercises) Project Management

68. COMMUNICATION CONTENTS MEDIA SIGNIFICANCE What is the meaning for each participant and for the group Project Management

69. COMMUNICATION CONTENTS One-way? Possibility of reply? MEDIA SIGNIFICANCE DIRECTION Project Management

70. COMMUNICATION CONTENTS MEDIA Feedback and adjustments in communication SIGNIFICANCE DIRECTION EFFECT Project Management

71. COMMUNICATION CONTENTS MEDIA SIGNIFICANCE DIRECTION EFFECT Project Management

72. CONFLICTS Project Management

73. CONFLICTS TIMING } Late start Too many late nights Low energy levels Very long sessions Excursions Lack of interest Project Management

74. CONFLICTS TIMING FEEDBACK (when poorly delivered) Project Management

75. CONFLICTS TIMING FEEDBACK INAPPROPRIATE ACTIVITIES (No clear procedures, Lack of significance) Project Management

76. CONFLICTS TIMING FEEDBACK INAPPROPRIATE ACTIVITIES RESPONSIBILITIES Project Management (not equally distributed)

77. CONFLICTS TIMING FEEDBACK INAPPROPRIATE ACTIVITIES RESPONSIBILITIES Project Management /LACK OF CREDIBILITY

79. Undermines morale

80. Polarizes people/reduces co-operation

81. Increases difference

82. Leads to irresponsible behaviorProject Management

84. Problems are solved

85. People are involved in problem-solving Project Management

87. Co-operation is built

88. Understanding/ skills are developed Project Management

89. CONFLICTS CONFLICT Destructive Constructive Project Management

90. CONFLICTS Flexibility Adaptability Project Management

91. CONFLICTS Mood Meter Project Management

92. MONITORING Project Management

93. MONITORING Throughout the project Continuous Adapt to reality Know when action is required Avert failure Project Management

94. MONITORING Project Management

95. EVALUATION

97. Relevance(Met the needs of participants?)

101. Relevance

102. Effectiveness

103. Impact(Impact of the project on Partners/stakeholders)

107. Relevance

108. Effectiveness

109. Impact

111. To impress current funders and encourage them to give money again in the future

113. To inform the public (wider social impact, social multipliers)

115. To measure the success of a project

117. If the objectives were met

118. What else was achieved

120. Sustainability Project endures over long term Quality interactions with local community Capacity- building Training & development of people Positive effects maintained after the project ends Resources to cover programme in the long term Building sustainable partnerships Organizational development

121. YOUTH Programme

122. NEW Youth in Action 2007 - 2013 The "Youth in Action" programme: promotes mobility and active participation in the construction of Europe provides financial support for a variety of youth projects + opportunities for new partnerships across Europe and beyond promotes non – formal education* and offers opportunities to young people, aged between 13 and 30 years * Non-formal Education = out of formal educational curriculum

123. Objectives Promoting young people’s active citizenship in general and European citizenship in particular Developing solidarity and promote tolerance among people, in particular in order to foster social cohesion in the EU Fostering mutual understanding between young people in different countries Contributing to develop the quality of support systems for youth activities and the capabilities of civil society organisations in the youth field Promoting European cooperation in the youth field

124. Priorities Key priorities European citizenship Participation of young people Cultural Diversity (fight against racism with fewer opportunities) Inclusion of young people with fewer opportunities Specific priorities for 2007 2007 - European Year of Equal Opportunities for all Improving young peoples health Social inclusion and diversity

127. Who can participate? Young people aged between 13 and 30 (individuals or groups), independently of their level of education / social / cultural background Youth Οrganisations or Αssociations Youth workers and youth leaders Public authorities NGOs Institutions and Ιndividuals, working in the field of youth and non – formal education

129. Neighbouring Partner Countries

130. Other Partner Countries of the WorldWho can participate?

132. 3 EFTA / EEA countries (Norway, Iceland, Lichtenstein)

133. 1 pre-accession country (Turkey)31 Programme Countries

134. Neighbouring Partner Countries UNDER ACTIONS 2 (EVS), 3.1 (YOUTH IN THE WORLD) AND 5.1 (TRANSNATIONAL YOUTH SEMINARS)   

137. Education, Audiovisual & Culture Executive Agency – Youth Unit

138. National Agencies

139. National AuthoritiesOther structures: SALTO – YOUTH Resource Centres, Eurodesk, Partnership between European Commission and Council of Europe

140. Selection Procedure

141. Selection Procedure

143. To develop young people's citizenship and mutual understandingSub - Actions: 1.1 Youth Exchanges 1.2 Youth Initiatives 1.3 Youth Democracy Pilot Projects on Thematic Networks Multi – measures: 1 project proposal = combination of 2-5 projects in Action 1 over a period of 18 months. Bi-/Trilateral exchanges excluded. NEW NEW

144. Action 1.1: What is a Youth Exchange Groupproject of young people from different countries who meet and participate in an agreed programme of activities of common themes of interest AGE: 13 - 25 PROJECT DURATION: up to 15 months (preparation and follow-up) / Activity Duration: 6 – 21 days SIZE: Bi-, Tri-, Multi- Lateral Exchange PARTICIPATION: At least 2 Programme Countries, including 1 EU member state 16 – 60 participants (at least 8 per partner group of a bilateral project / 6 per partner of a trilateral project / 4 per partner of a multilateral project)

146. Racism

147. Xenophobia

148. Local heritage

149. Environment

150. Drug abuseThe youth exchange must have clearly a European dimension

151. Action 1.2: What is a Youth Initiative Groupprojects designed at local, regional and national level, and networking of similar projects in different countries AGE: 18 - 30 (15 - 30with justification and a coach) PROJECT DURATION: 3 – 18 months SIZE: National / Transnational Youth Initiatives PARTICIPATION: National: group from 1 Programme country / Transnational: 2 or more groups from different Programme Countries (at least 1 EU Member State) At least 4 participants (at least 8 per partner group of a bilateral project / 6 per partner of a trilateral project / 4 per partner of a multilateral project)

153. Social exclusion

154. Environment

155. Heritage protection

156. European awareness

157. Rural / urban development

158. Health

159. Youth policies

160. Measures against delinquency

161. Xenophobia / anti – racism

163. Develop dialogue between public authorities and young people

164. Dialogue with young people who are not members of organisations

165. Overcoming obstacles preventing young people participating in decision – making processesAGE: 13 - 30 PROJECT DURATION: 6 – 18 months SIZE: National & Transnational Networking PARTICIPATION: At least 2 Programme countries + at least 2 partners in each country At least 17 participants NEW

167. The Futureof Europe

169. To pool experience in a specific thematic field

170. To increase the links between Exchanges, Initiatives and Democracy projectsNEW

171. Action 2: European Voluntary Service What is an EVS Individual or Group projects involving young people in a non-profit making, unpaid activity for the public benefit in a country other than the country of residence AGE: 18 - 30 (16 – 30 with justification) PROJECT DURATION: up to 24 months (preparation and follow-up) / Activity Duration: 2 – 12 months SIZE: Individuals or Groups (up to 100 volunteers in one activity in 1 or more host organisations) Hosting / sending or coordinating organisations must be accredited PARTICIPATION: Restrictions: Balance between Partner Countries and Programme Countries Balance between partner organisations in Partner countries and partner organisations in Programme Countries

175. Support of project development within the framework of Youth in Action programmeACTIVITIES Job shadowing (practical learning experience),( 2 partner countries/ up to 2 participants / 10 -20 days) Feasibility visit ( 2 partner countries / up to 2 participants per partner/ up to10 days) Evaluation meeting (4 partner countries/ up to 50 participants / up to10 days) Study visit (4 partner countries/ up to 50 participants / up to10 days) Partnership – building (4 partner countries/ up to 50 participants / up to10 days) Seminar (4 partner countries/ up to 50 participants / up to10 days) Training course (4 partner countries/ up to 50 participants / up to10 days) Networking (6 partner countries / up to 18 months)

177. Supporting training & development of youth organisations

178. Developing partnerships

180. To develop the quality of the programme

181. To support ENGOsSub - Actions: 4.1 Support for bodies active at European level 4.2 Support for the European Youth Forum 4.3 Training and Networking 4.4 Projects encouraging innovation & quality 4.5 Information activities 4.6 Partnerships 4.7 Support for the structures of the programme 4.8 Adding value to the programme

185. Structure dialogue between policy makers and young people

186. Improving knowledge and understanding of youth

188. Youth Contact EUROPEAN COMMISSION Directorate-General for Education and Culture (DG EAC) Unit D2: Youth Programmes Unit D1: Youth policies B – 1049 Brussels Tel: +32 2 299 11 11 Fax: +32 2 299 40 38 Website: http://ec.europa.eu/youth/index_en.html

189. Action 1.1 YOUTH Exchange

190. NON-FORMAL LEARNING

192. IndependenceNon-formal learning is the MOST suitable way of learning

194. Equal teaches equal

196. NOT eligible for YOUTH: • academic study trips • performance tours • exchange activities which can be classed as tourism

197. NOT eligible for YOUTH: • exchange activities which aim to make financial profit • work camps • sports competitions • festivals.

198. Award Criteria: • Quality of the programme and working methods proposed • Relevance of the learning objectives proposed • European dimension of the project

199. Award Criteria: • Expected impact of the project • Measures intended for the visibility of the project • Measures intended for the valorization and follow up of the project.

200. HOW TO MAKE A GOOD PROJECT

205. Programme • Create a balanced program that recognizes the group dynamic • Balance between personal development and collective activities

206. Programme Planning

207. Programme

208. Advance Planning Visit

209. Community Grant

210. Community Grant

211. Community Grant

212. Community Grant

213. Budget

214. Make Impact

215. Examples

216. Examples

217. Examples

218. Examples

219. Examples

220. Examples

221. YOUTH Exchanges

222. Vasilis Peppas vasileiospeppas@hotmail.com THANK YOU FOR ATTENDING!!