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1 n Project workbook Ideest projektini BE ENTERPRISING VIIMSI, ESTONIA Oru Hotell, Tallinn DRAW A PERSONAL LOGO 1

2 DEAR MEMBER OF THE TRAINING COURSE Welcome to BE ENTERPRISING The material that you are holding in your hands at the moment is not just some random hand-out. It is your roadmap to a successful youth initiative. We call it the workbook. This workbook is meant to help you and your youngsters on your journey to creating an ERASMUS+ programme project. During this training we assume that it will be transnational youth initiative, but the steps of creating a project that are listed in this material are also perfectly suitable for any other project types you are going to plan later. We encourage you to re-use it with other projects. The workbook was put together by Estonian trainers Jana Kukk, Maris Pajula and Siiri Liiva to be used in the Youth in Action project trainings. It was modified especially for BE ENTERPRISING by Pavel Vassiljev & Jana Kukk. Enjoy! Pavel & Jana 2

3 1. Where to start? Before we start creating a project here s just a little bit information on what s Erasmus+ and what exactly are Transnational Youth Initiatives. The general objectives stated in the youth part of the Erasmus+ Programme are to: To improve the level of key competences and skills of young people, including those with fewer opportunities, and youth workers, as well as to promote participation in democratic life in Europe and the labour market, active citizenship, intercultural dialogue, social inclusion and solidarity To foster quality improvements in youth work, in particular through enhanced cooperation between organisations in the youth field and/or other stakeholders To complement policy reforms at local, regional and national level and to support the development of knowledge and evidence-based youth policy as well as the recognition of non-formal and informal learning To enhance the international dimension of youth activities A Youth Initiative is a project initiated, set up and carried out by young people themselves. It gives young people the chance to try out ideas through initiatives, which give them an opportunity to be directly and actively involved in planning and carrying out projects. Participation in a Youth Initiative is an important non-formal learning experience. While implementing a youth initiative, young people have the opportunity to discuss and reflect their chosen topic in a European context, to feel that they can contribute to the construction of Europe and therefore to consider themselves as European citizens. A Youth Initiative in the new programme can only be: Transnational: a networking of youth initiatives jointly carried out by two or more groups from different countries. Activities within Transnational Youth Initiatives are designed as projects of co-operation between local youth initiatives from different countries where each of the partners work to the benefit of their local community. Cooperation with international partners in Transnational Youth Initiatives is based on similar needs or interests, in order to share and learn from others practices. (Everything taken from the Programme Guide, take a moment to read the whole thing) 3

4 2. What is a project? Project is a complex of activities that aims to achieve a certain goal within given time and resource limitations. Project has to: respond to the needs of target group and entail positive change have realistic and achievable goals sustainable, a.k.a. the results of your project should last a while after a project ends. Dicovering the needs Analysis of the needs Initiating a project IDEA DEVELOPMENT Setting goals Project draft Planning Time planning Resourses Risks Budget APPLICATION Activities according to the schedule Implementation Corrections in the Controle plan (if needed) ACHIEVING THE GOAL Evaluation Finilizing the work Analysis Report THE END! Your thoughts and notes:... 4

5 Discovering the needs At this point it is important to discover the true reasons why the project should be initiated. Reason Problem Consecuence Idea Write down the main addressed issue (problem) Problem is a situation, when something isn t exactly like you (or someone else) wants or needs it to be. There are always a million of different problems around us. Pick the one that your group feels related to. Also it sometimes (but not always) helps to pick a problem within the topic that you have some competence. Why does this problem exist? Any particular reasons causing it? Note: you need to be able to influence the reasons of the problem. For example you can t really influence the weather, but you can affect people s awareness on some subject. 5

6 What could be the possible consequences if nobody deals with this issue? Will things get worse? Or will the problem go away by itself? It s important that you aren t the only person (group) interested in solving the problem. So, who else would care and how would you communicate with them? Target group: Direct: Indirect: Can you prove all the things you just wrote in the boxes above? Where would you find any additional info (statistics, comments of experts, articles etc.) on the subject? How is this connected to the application? Based on your answers to the questions above you can fill in the following questions in part D of the application form: rationale of this project, why is the project innovative and in part F description of target groups incl. inclusion of people with fewer opportunities. 6

7 3. Developing project idea Aim Aim Idea Aim Good project idea: is aimed to influence the reasons of why a problem exists (see part 2) is relevant to the organizational goals of all the promoters involved is original is realistic Why? What are the needs and wishes of the target groups, but also of the project group? What are the participant s motives to contribute? Are the project s goals in sound with the priorities of YiA and of EU in general? How is this connected to the application? Based on this info you can fill the part D question objectives pursued and part D relevant topics addressed Relevance to priorities of E+, objectives and priorities. 7

8 Who? With whom? Who implements the project? Who s on your team? Who are the participants? And the partners? What is the role of all those people in your project? How is this connected to the application? Based on the info that you described above you can fill in the following parts of the application form: Part A Promoter, part D Profile of the promoter, Objectives and activities of the promoter, Composition of the partnership ; how did you choose the partners and how will you communicate ; part E Preparatory activities. What? The main activities of the project (how do they help to achieve the aims)? How are the activities in the project connected to different aspects: social, cultural/intercultural, learning (non-formal, informal) etc.? How do are the results of the activities sustainable? How is this connected to the application? This info will help you when you fill in those parts: part F Activities of the project, Learning/Teaching/Training activities, Project s content and methodology ; Part G Impact, Dissemination and use of project results 8

9 Where? Context of the project and the situation of the participants (are the participants from urban or rural areas; how will you communicate; where would your results be visible; etc) and what are the needed conditions to facilitate the project. How is this connected to the application? This info helps you to fill in the questions in part E Objectives and priorities, Partnership and activities When? When are you going to implement the project activities? How is this connected to the application? Based on this you fill in question in the part C duration of the project 9

10 How? Methods and resources that you are going to use (experience, experts, examples of previous projects). How are young people involved in every stage of the project? How is this connected to the application? Based on this box you can later fill in the question in the part E project content and methodology. 10

11 What s Next? A successful transnational youth initiative does not end with the ending of the EU fund, it should be carried on. What are the activities and results that are planned to be maintained after the end of the EU funding including the needed resources to sustain them? How is this connected to the application? Based on this box you can later fill in the question in the part G3 sustainability. If you have filled all the boxes so far you should be able to create a short summary/description of your project. You will need this in application form as well as while promoting and introducing your project to others. 11

12 4. To sum up the day... Reflection will help you to analyze and summarize what you ve learnt. To make it a bit easier here are some supporting questions... Today I learnt that... Now I understand better... There s still a question... I still have to discover The biggest learning moment was..... Any other thoughts or notes:

13 5. Goal-setting Goal is the desired situation, which you d like to achieve by the end of the project. There are different kinds of goals that you can have. Project goal has to: Set demands to the expected results of the project Give a concrete direction to the project Allow to evaluate on the project s productivity Be realistic, to help to motivate the project team Vision Aim Aim Outcome Outcome Outcome Write down the vision of your project: This is a long term goal, you don t necessarily need to come to it by the time the project is finished, but you will definitely be a couple of steps closer. 13

14 Please write down the aims of your project Aim has to describe WHAT is being done?; WHEN?; FOR WHOM? WHY? It s useful to use SMART method to set the aims.. Please write down the outcomes of your project Outcomes describe the value that was created during the project, something that is relatively tangible and has potential to be sustainable. You need outcomes to achieve main aim. How is this connected to the application? This info will help you to fill part D Objectives and aims 14

15 6. How to make waves Please write down what impact you would like to make in your community and/or on a regional/national/international levels. Impact should include the changes in attitudes, news knowledge, new skills acquired by the target groups and participants of the project. Please write down what dissemination you would like to make and how to use your results. Dissemination should spread the word about your project and motivate others to get to know more and start acting. How is this connected to the application? This info will help you to fill part G Follow-up 15

16 7. How to create project s workplan The workplan desccribes: The activities that are needed to achieve the main aim; Time limits for each activity (deadlines, work period etc) Every activity of a workplan has a responsible team member assigned to it; Usually the whole workplan of the project is divided in three main phases. Planning and preparation Implementation Evaluation (incl reflection and follow-up) Signs of a good workplan: Every important activity is brought out separately Evert activity has a beginning and an end that are marked The activities are presented in logical order and the time-flow of the activities is realistic There is a project team member responsible for every activity The schedule is not too tight Describes the resources needed to implement the activities 16

17 Activity Time (week) Resources needed (existing/missing) Responsible 17

18 Annex to the Application (Estonian model): Workplan Time and venue of the activity Name of the activity Type and number of the activity (ex: M2). Take a look at explanations on Sheet 2 Description of the activity The necessity (why is this activity important for the achievement of your goals) Partners involved, target group of the activity NB: Pay attention that the activities are connected to the budget, so that it s possible to see how and on what exactly the money is being spent. 18

19 8. Useful links and resources 1. Link to the Programme Guide: 2. You may want to find out more on what is non-formal learning and Youthpass: and 3. Treasury of tools for YiA project-makers (methods, partner finding and many more useful things):

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