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Project plan

ImageIda Åberg

Have we agreed on the goal? Have we finalised a project team? What organisation/structure should we have? Which sub-activities must be done and how do we schedule them? What costs will be incurred?

Timetable 

Remember:

Time is needed to produce a satisfactory preliminary project plan for the application.
Plan sufficient time for the different parts of the project.
Allocate time for monitoring and evaluation of gender equality work.
This may pose different scheduling requirements, depending on whether you are working with your own idea, or an idea coming from someone else. If you initiate and intend to coordinate the application yourself, considerably more of your own time must be spent on, e.g., planning and describing the preliminary project idea and partner search, than if another party does this work.  

Planning of costs 

To consider:

• Do the resources sought cover the costs of the project?
• Are there already staff?
• Do you have premises?
• What trips do you need to make?
• Do you have the necessary equipment? If not, does the call/programme permit investment in equipment?
• What is stated in the overhead-costs model for the programme? Does the current model of the call/programme comply with the rules of your organisation?
• Are audit costs required?
• Have you included gender equality work in the cost calculation?
• What kind of external services may need to be purchased for the project? 

Planning of who does what

To consider:

• Review how equal representation is planned in the project organisation.
• Communicate within the project team if/when you will meet with the representative(s) of the body issuing the call for proposals. Have a plan for who will meet them and what will be said.
• Identity the individuals participating in the project. Clarify the distinction between organisation and person. As collaboration often begins with a personal contact, it is important to ensure that each organisation shares the same enthusiasm. Discuss this early so it doesn't become a problem later.

How to clarify the distinction

Personal contacts are usually incredibly important, but to define the roles in the project, it is best to start with the organisations, what they represent and what they each can contribute. Think about any gaps that the project needs to fill in other ways. Then consider the roles of the individuals, those already considered for participation in the project and any others that might need to be recruited.