2. What is a project?

Project
Management
T-Kit

2.1 Project management is not …

Project management has become the corner- it is supposed to stimulate their creati-
stone of youth organisations development vity, commitment and productivity (it is
but not the only way to run and manage an assumed that the objectives are agreed
organisation or institution! It is one of the together). It refers more to a style or
tools for organising tasks and pursuing con- approach in management.
crete objectives and can be compared with
and distinguished from:
• MBWA: an abbreviation created by Scott
Adams, creator of the Dilbert comic strip
• Strategic planning: longer term orienta- about management and business non-
tion and definition of policies, activities sense. MBWA stands for Management by
and organisational development. Implies Walking Around until something even-
a capacity to foresee and to prepare for tually happens. It stands as the proba-
structural change or adaptations over a ble antithesis of management, because
relatively large period of time. Strategic the latter implies some kind of action or
planning usually affects or takes into at least planning... 2
account structural and infra-structural
changes (or triggers them).
• Crisis management: concerns dealing
with one crisis after another which, as
• Tactical planning: very similar to project MBWA, is not exactly a very efficient way
planning, tactical planning refers to the of management. Management should ulti-
various steps and processes to reach strate- mately allow those in charge to antici-
gic planning goals or, generally, to steer pate and prevent crises. Crises management
the organisation with a shorter period tends to lose a medium or short-term
of time, namely by adapting and reac- perspective and, therefore, influence on
ting to unforeseen changes or progress. the course of events. In a more positive
sense, crises management refers also to
• Cyclical or recurrent planning: manag- a way of dealing with exceptional and
ing and dealing with regular events or unusual crises or catastrophes.
foreseeable in a regular basis (e.g. acti-
vities during the holiday period, General
Assemblies, etc.)

• Daily planning: dealing with actions that 2.2 A youth

need to be done immediately or in a very
short time frame. work project is …

• Contingency planning: measures and The Oxford English Dictionary defines “project”
actions taken or foreseen to respond to as “An individual or collaborative enterprise
unforeseen situations, if and when they that is carefully planned and designed to
occur. achieve a particular aim: [e.g.] a research project
/a nationwide project to encourage business
• MBO – Management By Objectives: an development”.
approach to management of tasks and
teams consisting in focussing on objec- Youth workers who are asked this question at
tives to be reached, often leaving room the beginning of project management training
for the teams to decide on the best way courses come up with a broad range of answers.
to achieve them (but sometimes leaving Here are some of them:
also too little room for flexibility and
adaptation!). It is referred to in contexts • “promoting an idea, structuring a series
of a relatively high degree of autonomy of ideas, reconciling various action pro-
of employees, workers or volunteers and posals”;

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T-Kit

• “envisaging, planning and defining a Florence aspired to be a city open to the

course of action one wishes to pursue world, and so the dome comprised two
to achieve a specific future situation”; shells, one external, one internal.

• “describing, at a specific time and in a • Brunelleschi rationalised architecture and

specific situation, the processes of change gave it a new temporal perspective – an
one needs to initiate to create a new si- approach which made it possible to se-
tuation at a definite time in the future”; parate planning and performance, project
and implementation.
• “a process which involves setting up a
comprehensive scheme, which takes
His example suggests that we should rethink
account of the various aspects of one
the term “project” and see it as a concept which
situation, for the purpose of arriving at
serves to organise action.
another”;
• “a dream, a process, an instrument which
one can use to project oneself into the Projects in education and youth work:
future, to set oneself goals and objectives”;
It was the American thinker, John Dewey
2
• “drawing on the present to envisage the
(1859-1952), author of the famous “learning by
future (tomorrow). A destination worked
doing” theory, who did most to develop the
out together.”
concept of projects in education.

For him, a project has four prerequisites:

Origins and meaning of the word:
• a communal reflection process, which
The word “project” was first used in or around shapes its growth and development;
the sixteenth century and derives from the
• observation of the conditions in the envi-
Latin projicere (= throw forward). The Latin
ronment where it is devised;
root thus suggests movement, a trajectory, a
certain relationship with space and time. The • knowledge of what has happened in si-
implied process involves: milar situations in the past;
• a point of departure … • an approach which synthesises observa-
tion of the present and knowledge of the
• used as a base, from which …
past and so identifies their meaning.
• one throws oneself forward …
• towards a goal. From all of this, we should note that a project:
• is a method which enables us to move
Historically, the word and concept were first from idea to action, structuring the va-
used by architects. In the fifteenth century, rious stages in that process;
Filippo Brunelleschi made two innovations in
• sets out to alter the (social) environment
the architectural practice of his time: in which it is to take place;
• takes shape in a certain social, spatial and
• work on Florence Cathedral had been
temporal context;
interrupted in the fourteenth century,
and Brunelleschi was given the task of • has an educational dimension and enables
completing it by adding a dome. Before people to learn by experiment;
starting, he produced a drawing (progetto
• is the product of collective activity;
or plan) of the dome, using various pers-
pectives to provide a geometrical re- • necessarily involves evaluation, which
presentation of the future structure, as establishes a link between idea and
he envisaged it; through the interplay action.
of these perspectives, the dome itself
was supposed to say something about This means that projects have various typical
the city’s historical and political context. features.

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T-Kit

Characteristics of projects

Projects have a purpose: projects have clearly-defined aims and set out to produce
clearly-defined results. Their purpose is to solve a “problem”, and this involves analysing
needs beforehand. Suggesting one or more solutions, it aims at lasting social change.

Projects are realistic: their aims must be achievable, and this means taking
account both of requirements and of the financial and human resources
available.

Projects are limited in time and space: they have a beginning and an end,
and are implemented in a specific place and context.

Projects are complex: projects call on various planning and implementation skills, and
involve various partners and players.
2
Projects are collective: projects are the product of collective endeavour. They are run by
teams, involve various partners and cater for the needs of others.

Projects are unique: all projects stem from new ideas. They provide a specific response
to a need (problem) in a specific context. They are innovative.

Projects are an adventure: every project is different and ground-breaking; they always
involve some uncertainty and risk.

Projects can be assessed: projects are planned and broken down into measurable aims,
which must be open to evaluation.

Projects are made up of stages: projects have distinct, identifiable stages (see Chapter 3:
The project: step by step).

The following, on the other hand, are not pro- • activities with no clearly defined goals;
jects (in the youth work sense of the term):
• activities which can be repeated or trans-
planted anywhere at any moment;
• past activities which are repeated in exact-
ly the same way on a regular basis; • ongoing activities.

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 Project
Management
T-Kit

2.3 Project models

To embark upon a project is to opt for action, The project method is the frame within which
for controlled change over time. “A project is the dream can take shape and become rea-
not a dream … but a dream that comes true lity.
can be a project”.

Learning from the chameleon (Mali)

The chameleon is a really good teacher.

2 Watch it closely.

Whatever direction it takes, it sticks to it.

Do the same. Have a goal in your life and don’t let anything distract you from it.

The chameleon’s head never moves, but its eyes are moving all the time. They miss
nothing. That means: find out all you can. Never think you’re the only person in the
world.

Wherever it is, the chameleon adopts the colour of its surroundings. This is not hypocrisy.
It means being tolerant and it also means having social skills. Confrontation gets you
nowhere. Nothing constructive ever comes out of a fight. We must always try to under-
stand others. We exist – and we must accept that others do too.

When the chameleon moves, it lifts its feet and hes-

itates.

This means walking carefully.

When it moves, it holds on with its tail – if it loses

its footing, it can still hang on. It protects its rear. So
do the same – don’t act rashly.

When the chameleon spots its prey, it does not leap

on it, but it uses its tongue. If it can catch it with its
tongue, it does. If it can’t, it can always pull in its
tongue, and no harm is done. Whatever you do, go
carefully.

If you want to do something that will last, be patient,

be good, be human.

There you have it. When you’re in the bush, ask the
ones who know what the chameleon can teach you.

AMADOU HAMPATÉ BÂ

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 Project
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T-Kit

There are various project models, reflecting resources, etc. Nevertheless, all projects fol-
different definitions and developments in low a similar pattern. This section proposes
methodology over time and in different fields a number of models; we shall try to identify
of application. Each model is also tailored to recurrent features and use them as a basis for
certain factors – context, target-group, available our own project implementation plan.

Structuring the project along questions to ask

before launching the project

Main issues Questions to ask before launching the project

Defining aims, objectives, In what context will the project take place?
context and target group What changes will it entail?
Why carry out this project?
What is the expected result? 2
Who is the project designed for?
What are the issues at stake?

Content of the project What is the theme and content of the project?
What is the chosen approach (methodology)?
What activities are involved?
What is needed for the project to go ahead?

Where and when Where will the project be implemented?

How long will it last?
When does it start/end?

Practicalities What logistics are required?

What practical matters must be dealt with?

Funding What is the overall cost?

(planning/ implementation and evaluation),
Where will the necessary funding come from?

Partner Who are the partners?

What is their role?
What are the arrangements for co-ordination?

Means of action Does the project qualify for any financial assistance?
Can it use existing facilities?(conditions?)

Communication Internal communication: how does information

circulate within the project team?
External communication: does the project need
media coverage? (Why? How? Which aspects?)

Evaluation and follow-up How and when should it be evaluated?

Which aspects? Why? What follow-up is planned?

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 Project
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T-Kit

Structuring the project along “W-questions”

(inspired from the Laswell method)

Use questions to identify individual elements of the project and how they
interrelate. Your answers will give you an overview of the project and let you
see how its constituent parts are linked.

WHO? – FOR WHOM? – WITH WHOM?

– identification of project partners or target groups
– their roles and relationships in the project
– their views on the project
2
– strengths and weaknesses rooted in these relationships and views

WHAT?
– the main project activities – spontaneous, organised and institutional
– social, economic, cultural, political and educational dimensions
– the project’s impact on these dimensions

WHY?
– needs and wishes satisfied by the project
– motivation and interests of participants
– main objectives of the project
– project funding options
– relationship between participants’ objectives and institutional objectives

WHERE?
– social context of the project and situation of participants

WHEN?
– what period is being focused on (past, present, future)?
– short, medium or long-term?
– background of participants as it affects the project

HOW?
– how was it done? Organisation and participation process
– techniques and instruments used
– input of participants’ experience, theories, other projects, etc

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T-Kit

Structuring the project Spiral model

along the different phases (from Institut National de la Jeunesse et de
l’Education Populaire (INJEP),. – La crise de
l’organisation scolaire / Document 48, Guide
méthodologique pour la direction de projets.
Defining Formation au Diplôme d’Etat de Directeur de
projet d’animation et de développement sous
la responsabilité de Annette Coulon, CREPS,
Chatenay-Malabry 1991)

Planning AIMS

OBJECTIVES
Implementing

Monitoring Fine-tuning
Organisation

Environment Target Groups

Evaluating

Capitalising History

Spiral model
Spiral model (from Institut National de la Jeunesse et de l’Education Populaire (INJEP), Elaboration
d’un projet d’établisssement – démarche générale en spirale /Document 47/MAFPEN, Rennes 1988)

Analysing

Analysing

Developing ideas Perceiving Taking action

Choosing Contractualising

Programing

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 Project
Management
T-Kit

Diagrammatic representation of project planning stages

(from Institut National de la Jeunesse et de l’Education Populaire (INJEP), Méthodologies de projet
/ Document 46 – Direction des Lycées et Collèges, 1990)

Genesis of the project

Assessment of a situation
Which can be improved
Gathering people
Deciding to work together
2 Project is still vague
Analysis of the situation
Formulating
aims and objectives

Putting it into practice

Implementation conditions Defining actions

- resources - tasks
- limits
- methods
- planning, managing time

Defining an evaluation plan

Implementation
Monitoring

Evaluation
Reporting

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T-Kit

Project management - phases

(from Leonid Kelim training instruments/Young women from minorities
and European minorities study session/EYC Budapest December 1999))

Project

Planning Management Monitoring

Project Project Fund Project Project Report

Genesis Drafting Raising implementation Evaluation

Project phases Planning a project on the basis

and evaluation of my role in the process
(from Rui Gomes (from Alain Roy training instruments –
training instruments) Université Marc Bloch/Strasbourg))

Aims of the organisation

Evaluation Implementation

Social and educational aims Fine-tuning

(linked to the social environment) E
v
Understanding Assigning
A My Role Tasks
Concrete and mesurable
Objectives L
U
A Analysing Programming
Activities T
I
O Formulating Formulating
Resources N Hypotheses Objectives

Developing
Result Interpreting
solutions

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T-Kit

Phases in setting up a project

(model produced by the “Initiatives de la région Midi-Pyrénées”
network (France) for a training course for youth project monitors)

Receptiveness
to youth initiatives
(rural environment, Genesis
disadvantaged neighbourhoods) of the idea
Reports from voluntary advisers
(approach, experience, contacts)

Initial contact: – Documentation,

– listening and helping Endorsement – Meeting with
to formulate the project resource persons
of the idea
– referral to voluntary adviser – Market survey
– Initial summary
of the project
2
Transmission of Precise definition of objectives
experience acquired Definition of human resources,
Precise
By a voluntary adviser necessary skills,
definition financial resources
(advice, criticism, contacts)
of objectives and communication strategy
Drafting the schedule
Information on appropriate Drafting of the presentation
financial options dossier
Guidance towards appropriate
advisory institutions and bodies
Assistance with the format
of the presentation dossier
Provision of technical
equipment
(PC, fax, internet) Acquisition of skills
Choice of appropriate legal
and tax status
Acquisition Acquisition of financial
of resources resources
Acquisition of technical
Youth enterprise workshop resources
Round tables on
specific themes
(business start-up,
humanitarian projects, Technical
cultural undertakings,
publishing…)
implementation
+involvement of volun of the project
ary advisers.
Identification of human
and technical obstacles
Assistance with Project Adjustements, re-scheduling
the promotion and revision of objectives
management Internal and external
of young entrepreneurs
communication
Management and accounting
Facilitating contacts
with other project leaders
Evaluation
and Feed-back to partners
development Evaluation dossier
New examples
of co-operation
Voluntary adviser Experienced project
Of the initiative network leaders

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Management
T-Kit

The above models have been used as training • management, monitoring, regulating,
instruments for future project leaders in a vari- fine-tuning,
ety of contexts – amenities projects, youth work • management of resources
projects and school projects. Some are more
detailed and complex than others, and termi- 3) “Evaluation”:
nology may differ, but in general they have the • evaluation,
same structure, and each comprises the follow- • analysis-evaluation
ing stages: • assessing the results
• capitalisation-evaluation,
1) “Genesis of the project” and definition”: • reporting
• definition and background, environment, • development prospects.
• organisation, aims of the organisation,
• target groups
• perception – analysis, assessment of the
situation, social aims The dividing lines between the various stages
• project gestation, genesis and endorse- are not absolute, and may vary in practice,
ment of the idea depending on type of project, context, target
• developing, choosing,defining aims and group, etc.
objectives,
2
• formulating practical and measurable
objectives, formulating activities, evalu- Managing a project means conducting it from
ating the resources, formulating actions, the initial idea to final completion, adapting
planning to reality, managing resources and people
• evaluation plan. throughout the different project phases. This
is not an easy process requiring concentration
2) “Implementation”: and a certain amount of endurance through-
• carrying out, implementation, out the life of the project … see the graphic
• planning, assigning tasks, taking action, below!

Source: from Els van Mourik and Danny Hearty Knowing me knowing you: an intercultural training resource pack, Léargas, 1999

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