Writing a Project Management Plan

Transcription

1 Writing a Prject Management Plan Wh is this Guidance Fr? This guidance is fr anyne cmpleting a Prject Management Plan in supprt f a Full Applicatin fr prject funding frm Advantage West Midlands. What is the purpse f the prject management plan? This dcument frms Sectin 3 f the Full Applicatin Frm. If yur applicatin fr ur funding is apprved, it will frm Annex 1 f the resulting grant funding agreement. This will make it part f the legal agreement between the applicant and AWM and as such it will be cntrlled and updated by mutual agreement as required. Updates will ccur at least annually as frecasts f mnthly spend and utputs are made fr the fllwing financial year. This dcument tells us what yu prpse t d; where the prject will get its funding frm; what yu will spend the mney n; what the prject will deliver and the utcmes it aspires t achieve. It als tells us hw yu will manage and cntrl the prject and its finances. Hw detailed shuld my prject management plan have t be? Yur prject management plan shuld reflect the value, cmplexity and risk f the prject. If yu have a small simple prject we nly require a small, simple plan. Fundamentally, the plan needs t define the prject in enugh detail fr us t enter int a legal agreement. That means it has t clearly describe a prject that lks feasible whilst cnvincing us that yu have adequate cntrls in place t deliver the prject successfully and legally. If yu have a larger, mre cmplex and/r risky prject we will expect a larger and mre detailed plan and assciated cntrls. Yur rganisatin may have standard prcedures r prtcls fr handling items like prcurement and finance and yu can refer t these prcedures, rather than duplicating them in the Prject Management Plan. If we haven t wrked with yu befre, we may ask fr sight f these prcedures during the appraisal f yur applicatin and prject management plan. Writing a Prject Management Plan

2 If yu are nt clear what level f Prject Management Plan is required, yu shuld cnsult yur Delivery Vehicle supprt r AWM Prject Spnsr fr advice. 1. Prject Narrative Describe yur prject in detail and hw it will perate, basing yur descriptin n the infrmatin yu prvided in Sectin f the Full Applicatin Frm. We need a clear picture and understanding f the pints belw: The ratinale fr yur prject, its bjectives and planned utcmes The planned Outputs the prject will deliver A detailed Definitin f the Prject What are yu ging t d? Where are yu ging t d it? Shw where the prject is t be delivered gegraphically and the ratinale fr the scpe and/r limitatins t the area f delivery. When are yu ging t d it? Explain why it is apprpriate t prgress this prject at this time. Detail any cmplimentary links t existing, past r planned prjects Wh will d it? Hw are yu ging t d it? Explain the methds yu prpse t use t deliver the prpsed prject Identify what yu will spend the verall prject funding n and in particular hw ur funding will be spent. Wh will benefit? Specify which grups the prject will target and utline the specific benefits t them Yur answers in this sectin must be supprted by the fllwing cmpleted Appendices: Appendix A, Prject Gantt Chart - Wrk Breakdwn Structure Appendix B, Schedule f Key Milestnes See Guidelines n Cmpleting Appendices n Page 6 f this dcument. 2. Prject Management Plan Objectives & Scpe This part f the plan cntains tw pr frma statements abut the purpse f the prject management plan and prject delivery. Page 2 f 14

3 There is ne t use with Sectin 3 f the Full Applicatin and a separate statement that shuld be used in a Funding Agreement nce the Applicatin is apprved by us. Yu shuld chse the apprpriate statement and custmise it t identify the scpe f the prject management plan dcument, ie what des it cver what des it nt cver. 3. Prject Structure, Gvernance Include here a prject rganisatin chart(s) including names and prject rles. The chart shuld include any partner rganisatins invlved. If yu are cmpleting this prject management plan as part f yur applicatin and yu have nt appinted all the staff, identify the necessary rles. Yu can make a request t add names t this dcument nce we have entered int a legal agreement fr the prject and the staff have been assigned r recruited Clearly state the agreed accuntability, authrity and delegatin respnsibilities f all parties. Tell us which senir manager in yur rganisatin is respnsible fr the successful delivery f the prject. 4. Prject Mnitring, Reprting & Cntrl Mnitring and Reprting List the prcedures yu will use t track prgress n the prject tgether with a schedule f any mnitring visits yu are planning t make. Tell us hw yu will knw the prject is prgressing t the agreed plan. Tell us hw yu will knw that the prject has addressed the needs f the target beneficiaries Tell us hw yu will mnitr cmpliance with regulatry r funding agreement requirements such as publicity, prcurement and State aid. Prject Review and Oversight Explain the arrangements yu have in place fr an independent review f the status and prgress f this prject. Explain the escalatin arrangements the prject team will use t reslve issues. Tell us hw yur rganisatin s senir management will knw that the prject is n target t achieve the agreed utputs, deliverables and verall bjectives. Tell us hw yur prject team will raise difficult prject issues fr yur senir managers t reslve. Page 3 f 14

4 5. Assuring Prject Quality Explain the prcedures yu have in place t ensure the utputs and deliverables are f sufficient quality t meet the requirements f yur legal agreement with us. Tell us hw yu will check that the utputs claimed within the prject meet the requirements f the Output definitins included within the legal agreement Tell us hw yu will ensure that yur utputs and deliverables are meeting the needs f the beneficiaries. Tell us hw yu will assure us that additinal utputs yu deliver are develped t meet ur acceptance criteria. If yu are unsure f the type f infrmatin we need under this sectin, please cnsult yur Prject Spnsr. 6. Recruiting and Training Explain the prcedures yu have in place t recruit and/r train the staff yu and yur partners need t deliver this prject. 7. Dcumentatin Management Tell us abut the prcedures yu will use t manage the recrds fr this prject. Tell us abut yur recrds management arrangements. Are yur files paper r electrnic? What sftware packages d yu use t create electrnic files? i.e. Wrd, Ltus etc. Where are the recrds held? Are cpies f recrds held ff site? Are prject recrds stred n a file server that is backed up regularly? If s hw ften? Are sensitive recrds f persnal data that yu may hld n this prject prtected frm unauthrised access? 8. Financial Management Use Appendix C t illustrate the Funding Prfile f the prject. Use Appendix D t illustrate the Cst Prfile f the prject. Tell us hw yu established these csts. Page 4 f 14

5 Tell us abut the prcedures yu will use t manage the finances fr this prject (including grants, incme and expenditure) and explain hw yu will manage csts and keep t budget, hw cash flw is managed and hw financial returns and claims are submitted and apprved. 9. Prcurement Management Prjects that receive public sectr funding need t cmply with a number f UK and Eurpean public prcurement rules. In this sectin, we ask yu t: Shw hw the prcurement prcedures yu will use t purchase gds, wrks r services fr this prject will cmply with UK and Eurpean Public Prcurement Requirements. If the delivery f yur prject is t be sub-cntracted, tell us abut hw yu are ging t ensure that the prcurement prcess will; Stimulate effective cmpetitin t ensure effective chice, diverse slutins and best value; Assure delivery risks are transferred effectively t the chsen supplier. 10. Cmmunicatins & Marketing Cmmunicatins Marketing Tell us hw yu will make yur rganisatin and its partners aware f this prject and its gals and t issue cmmunicatins acrss the wider prject team. Explain hw yu will ensure that all stakehlders are kept up t date with prject prgress. Tell us hw yu will market yur prject t ensure that the prject reaches the target beneficiaries effectively. If the evidence that demand frm target beneficiaries is weak, tell us hw yu prpse t vercme this prblem. If yur prject needs a Business Plan yu must tell us hw yu intend t market the prject s services t the target users. Page 5 f 14

6 11. Change Management Tell us abut the Change Management prcedures yu will use n this prject. Tell us which changes will be referred t us as frmal requests fr a change t the Prject and wh will be respnsible fr referring thse requests t us. Tell us hw yu will manage requests fr change frm us r ther partners. Include details f the prcess t be fllwed fr variatins t the legal agreement & prject change cntrl. Tell us hw yu will manage changes t key prject staff. If yu are unsure f the type f infrmatin we need under this sectin, please cnsult yur Prject Spnsr. 12. Risk & Issue Management Risks are uncertain factrs that may impact the utcme f yur prject. Managing risk effectively makes the best use f resurces and maximises the likelihd f success. Risks can be measured by tw factrs:- impact - the severity f effect n the prject if the risk ccurs High, Medium r Lw prbability f ccurrence hw likely the risk is t ccur. Risks shuld be priritised by cmbining the impact and prbability and fcusing n the risks that have the highest impact and are mst likely t ccur. Yu must identify the risks t the prject and fr each risk determine the impact it might have i.e. High, Medium r Lw, and the prbability f ccurrence. Yu must then list the key risks t the prject n the Applicatin Frm and summarise the plan fr handling each risk; either preventing it happening r yur cntingency actins shuld it ccur. Risk identificatin is best started with a prject wrkshp. Gather tgether representatives f the team wh will deliver yur prject and ask their views. They are best placed t knw what might g wrng with the prject and its develpment and what its impact wuld be and hw likely it is t ccur. It is best t start with risks t yur prject achieving its critical success factrs and then mving t the risks t achieving budget schedule and quality. Risk check lists can be useful t validate the wrkshp utput and/r stimulate wrkshp discussin. Yu then rank the risks by impact and prbability and wrk ut risk management plans and wners fr the mst imprtant risks. Page 6 f 14

7 Examples f risk 1. Risk - Bad Weather during a winter cnstructin prject Cnsequence prject is delayed/csts increase mitigatin r management strategy; ensure cntingency in budget. 2. A ptential prject funder desn t cmmit t the prject when the Full Applicatin is made - cnsequence; ptential funding shrtfall mitigatin r management strategies; seek cmmitment nw and/r seek ther funder(s). Issues are existing factrs which will impact the scpe, schedule r resurces required fr the prject unless reslved. Issues are priritised by the severity f impact. Yu must identify key issues facing yur prject and utline yur plan fr handling each issue. Example f Issue: 1. A ptential prject funder has withdrawn just prir t yur submitting a Full Applicatin mitigatin r management strategy; reduce scpe f prject t reduce csts and eliminate shrtfall. Under this sectin, we ask yu t: Explain the prcedures yu have in place fr managing risks and issues, including a list f current risks and issues in Appendices F and G. Tell us hw yu identified and priritised the risks and issues in yur lists Tell us hw yu will keep this lg f risks and issues up t date and hw yu will track assigned actins thrugh t clsure. Guide t Cmpleting Prject Management Plan Appendices Appendix A Prject GANTT CHART & Wrk Breakdwn Structure Include a Prject Gantt chart r bar chart with identified milestnes and cntrl pints and the wrk breakdwn structure (WBS) frm which the chart was derived. A wrk breakdwn structure (WBS) is an exhaustive, hierarchical tree structure (frm general t specific) f deliverables and tasks that need t be perfrmed t cmplete a prject. Appendixes B-G are Cmpleted n the spreadsheet attached in the Applicatin Pack. If yu are able t paste these tables legibly int the main bdy f this frm please d s therwise print frm the spreadsheet. Page 7 f 14

8 Appendix B - Prject Milestnes List here the key milestnes t be achieved during the prject delivery frm yur Gannt r Bar Chart abve. Yu will be required t reprt against this when claiming funding payments frm us (we will measure prgress against these milestnes as part f the legal agreement that yu enter int). Appendix C - Funding Prfile Prject Funding Please describe the funding that cvers all f the csts f delivering yur prject and its utputs, explaining where they are cming frm. Fr example, if yur prject is seeking a capital grant frm us twards building a training centre that will deliver skills utputs, yu shuld cver the capital csts f the cnstructin and fit ut f the centre and the revenue csts f delivering the utputs. Please identify the actual financial years in which yu applying fr funding. Financial Year 0 is the current Financial Year 1 st April t 31 st March. AWM Grant Please prfile the AWM prject funding that is being requested, shwing the split between Capital and Revenue funding. AWM Eurpean Funding Sught This sectin will be available fr requesting ERDF r RDPE Funding when the prgrammes have been apprved by the Cmmissin. Include any Eurpean prject funding yu are requesting, shwing the split between Capital and Revenue funding and identifying whether it is ERDF r RDPE. Yu cannt apply fr bth types f funding. Funding frm Actin Plans Please prfile the prject funding. that is being requested frm current ERDF Actin Plans fr which we are accuntable, shwing the split between Capital and Revenue funding. Yu shuld discuss this with yur Prject Spnsr and ur Actin Plan managers befre using this funding stream. Public Sectr Funding List any ther public sectr funding yu have btained fr this prject. Identify the surce(s) f public sectr funding and split the funding between the varius funders and int Capital and Revenue funding. Add extra rws if yu have mre than three ther public sectr funders. Page 8 f 14

9 Private Sectr Funding List any private sectr funding yu have btained fr this prject. Identify the surce(s) f public sectr funding and split the funding between the varius funders and split int Capital and Revenue. Add extra rws if yu have mre than three ther private sectr funders. See nte n private match funding belw. Applicant s wn Funds Tell us abut yur wn funding fr this prject. Split int Capital and Revenue and identify anticipated capital and revenue gift-in-kind. If yu are private sectr, see nte n private match funding abve. Ttal Prject Funding Include the ttals f Capital and Revenue prject funding here. Receipts If yur prject is ging t generate Capital and r Revenue receipts, sme r all f which is repayable t us, please include details here. Capital receipts might arise frm the sale f assets. Revenue receipts culd be rental incme frm assets purchased. Beneficiary Match funding Identify any beneficiary match funding here. Yu shuld nte that match funding fr ERDF can nly cme frm the public sectr. If yu are applying fr RDPE funding yu must read the guidance n RDPE Prgramme available frm Eurpean Funding Years. Yu must split any AWM Eurpean funding applied int Eurpean Years and split any AWM ERDF funding prpsed int calendar years. Prjects requesting RDPE shuld split this mney int Cmmn Agricultural Fund Years (Octber 16 th t Octber 15 th ). Appendix D - Prject csting Please cnsult Appendix 8 f the grant funding agreement n eligible csts prir t cmpleting this sectin. Prvide a breakdwn f yur csts in accrdance with the headings and definitins belw. Page 9 f 14

10 If yu have any csts yu cannt categrise under the headings prvided, use a separate line, clearly identifying the categry yu are assigning. Yu will see that the frm is categrised int Capital and Revenue expenses. Yu shuld cnsider capital expenditure t be mney the prject will spend n items like land, buildings r equipment that will last fr mre than ne financial year. Where yu able t reclaim VAT n purchases, use the net csts. Where yu are unable t reclaim VAT, include this as a cst against the unrecverable VAT line under Revenue csts. Capital Csts We require a breakdwn f capital csts int the fllwing categries:- Land and Buildings Acquisitin Insert the cst f acquiring land and buildings here. Demlitin Insert the csts f any demlitin wrk required by the prject Land Reclamatin Insert the cst f reclaiming cntaminated r derelict land here. Building Wrks Insert the csts f any cnstructin r renvatin wrk Building Fit Out Insert the csts f fitting the building shell ut fr its intended end use Plant & equipment Insert the csts f any plant and equipment required fr the peratin f the prject. Prfessinal Fees Insert the csts f all prfessinal services required t deliver the prject. This can include Legal, Architectural, Design, survey and evaluatin, engineering, and prject management services. Cnsult yur prject spnsr if yu are nt sure abut ther services. Grants t Beneficiaries Shw any capital grants t beneficiaries Other please state Please list any ther capital csts which d nt fit int the categries abve and describe each additinal categry. Revenue Csts We require a breakdwn f the csts f perating yur prject int the categries belw, which are split int Prject Overhead Csts and Prject Delivery Csts. Prject Overhead Csts Prject set up csts Insert any revenue csts assciated with setting up the prject Page 10 f 14

11 Management and Administratin Salaries Insert here the salaries and emplyment csts f the staff yu plan t emply t manage and administer the prject Management and Administratin Accmmdatin Csts Insert here the csts f the accmmdatin fr staff that will manage and administer the prject. This shuld include rent, cuncil tax and all utilities. Travel Expenses Insert here the estimated travel csts f the staff yu plan t emply t manage and administer the prject. Cnsumables Insert here the ffice csts f the staff yu plan t emply t manage and administer the prject. Recruitment Include here the csts f recruiting any staff required t perate the prject. Staff Training Include here the csts f training any staff required t perate the prject. External Marketing Include here the csts f external marketing f the prject t ensure it is taken up by its target beneficiaries. Prject Cnsultancy/Training Include here the csts f any cnsultancy advice n the peratin f the prject that yu plan t btain. Interest n Lans Include here the csts f servicing any lans yu have t take ut t deliver r perate the prject. Prfessinal Fees fr Prject Audit and Evaluatin Include here the csts f Prject Audit and Evaluatin. Other Please State Please list any ther verhead revenue csts which d nt fit int the categries abve and describe each additinal categry Ttal Prject Overhead Csts Insert the ttal verhead revenue csts f supprting the prject here Prject Delivery Csts Salaries and Emplyment Csts Insert here the salaries and emplyment csts f the staff yu plan t emply t deliver the prjects activities. Delivery Accmmdatin Csts Insert here the csts f the accmmdatin fr the staff wh will deliver the prject s activities, including rent, cuncil tax and all utilities. Page 11 f 14

12 Travel Expenses Insert here the estimated travel csts f the staff yu plan t emply t deliver the prject s activities. Cnsumables Insert here ffice csts and any ther cnsumables required t deliver the prject s activities. Training Fees Insert here the csts f any external training prvided by the prject fr beneficiaries. Cnsultancy Fees Insert here the csts f any external cnsultancy prvided by the prject fr beneficiaries. Revenue Grants Where the prject aims t prvide revenue grants t beneficiaries fr cnsultancy r training insert here the csts f any external training prvided by the prject fr beneficiaries. Other Please State Please list any ther prject delivery revenue csts which d nt fit int the categries abve and describe each additinal categry. Ttal Prject Delivery Csts insert the ttal revenue csts f delivering the prject here Unrecverable VAT Please insert any unrecverable VAT here. Ttal Revenue Csts Insert the ttal revenue csts f managing, administering and delivering the prject here. Appendix E Deliverables Prfile Prject Deliverables Our grant funding agreement will cmmit yu t delivering Outputs that reflect prgress twards ur gal f prmting the ecnmic regeneratin and develpment f the regin. These Outputs reflect targets we have t achieve fr funds we apply. These targets are set by varius UK gvernment departments and Eurpe. Yu shuld nly include thse utputs that arise directly frm ur prject funding and which yu are cnfident that yu can deliver whilst meeting the requirements f the utput definitins described in the Funding Agreement included in the Prject Develpment Pack When describing utputs yu shuld nly include numbers that yu believe are additinal t what wuld have ccurred withut yur prject happening. The targets yu prpse shuld be achievable but stretching. Page 12 f 14

13 Yur prject will be judged by the value fr mney it delivers bth in terms f ttal prject csts and in terms f ur funding. We will include these utputs within any resultant Grant Funding Agreement and payment f the Grant will be dependent n yu delivering and evidencing the prpsed utputs. AWM and ERDF Funding Use this sectin t shw the range f AWM and ERDF Outputs that yur prject will deliver. There is a cmbined Tasking and ERDF Output Definitin dcument within the Prpsal Pack. Yu shuld read this carefully befre cmpleting this sectin. Cmmn Tasking and ERDF Outputs Use this sectin t shw the range f cmmn AWM Tasking and ERDF Outputs that yur prject will deliver and the share that is due t Advantage West Midlands. AWM Only Outputs Use this sectin t shw the ttal number f AWM Only Outputs that yur prject will deliver and the share f these utputs that is due t Advantage West Midlands. ERDF Only Outputs If yur prject funding includes current ERDF Actin Plan Funding and yur prject is delivering 5 day business assists yu can include these here. The remainder f this sectin is fr use when the ERDF Prgramme is apprved. If yur prpsal includes requests fr ERDF Funding yu can use this sectin t shw the estimated number f ERDF Only Outputs that yur prject will deliver. D nt use this sectin if yu are nt requesting ERDF Funding. Other Deliverables If there are ther shrt term deliverables that demnstrate prgress twards achieving the Prject s bjectives and utcmes, list these here. Define the specificatin f each deliverable and include it in Annex 6 f the Full Applicatin. RDPE Outputs and Indicatrs If yur prpsal includes requests fr RDPE Funding yu shuld recrd the RDPE Outputs in Annex 5. Page 13 f 14

14 Impact and Strategic Value-Add If yur prject is requesting funding n the basis f strategic value-add, then this must als be detailed, shwing the differences t the prject with and withut ur funding. Appendix F - Prject Issue Lg List here the mst imprtant issues facing the prject which must be reslved befre it can prgress. Identify wh is respnsible fr reslving these issues and hw yu prpse t manage them. Appendix G - Prject Risk Lg List here the mst imprtant risks facing the prject, yur strategy fr managing them and identify wh is respnsible fr managing them. Page 14 f 14