The main objective of the present study was to construct a comprehensive, easy-to-use tool for Greek NGOs, an add-on to “APOPLOUS”. The authors based their study on the latest International Competence Baseline version in use of the International Project Management Association and specifically on the Austrian and the Greek National Baselines. The Guidelines and the standardised handbook were used in a pilot phase by a selected sample of NGOs and their feedback is included in the presented version.
Guidelines and ProjectManagement Handbook forGreek Non GovernmentalOrganizationsDipl.Eng. – MBA Triantafyllos KatsarelisScientific Associate, School of Civil Engineering, Centre for ConstructionInnovation, National Technical University of Athens, IPMA Level C certifiedDipl.Eng. Nikolaos DepountisQuality Advisor, Member of the BoD PM-GreeceIliana AdamopoulouStudent, National Technical University of Athens, IPMA Level D certified5th Scientific Conference on Project Management, Heraklion Crete, Greece 2010
APOPLOUSSailing away Code of Values, Organization, Conductand Practice for Greek NGOs Developed by the Scientific Committee of“NGOs For The Constitution”
Corporate Responsibility Codes:The continuum for standardizationfor NGOs (adapted from Leipziger, 2003)Values PrinciplesCodesofConductStandardsNorms&GuidelinesModels?
APOPLOUS Does not set aside the institutional articles ofeach organization, nor replace the additionalterms of function or their applied practices additional to the above, while enhancing them draw from the principles of the EFQM ExcellenceModel and the IPMA Project Excellence Model All organizations are encouraged to use moresophisticated and standardized instruments toameliorate their performance, such asevaluation indicators, mechanisms of internalcontrol, prototypes and standards.
APOPLOUS Add-ons 1st Add-onComprehensive Guidelines for theapplication of the principles of APOPLOUS 2nd Add-onProject Management Handbook andGuidelines
Project Management Handbookand Guidelines for Greek NGOs Greek NGOs base their activity on volunteer work & lack of trainedfull-time personnel, project oriented Organizations usually supported by aweek permanent organization Development of a comprehensive, easy-to-usedocument based on: the Project Management approach proposed by IPMA(ICB 3) the Greek NCB of PM-Greece and the Austrian NCBof PMA additional sources on project management for NGOs
Project Handbook Bilingual tool: in Greek and in English Easy-to-use templates for all the sub-processes of aproject (start, controlling, coordination and closedown) Filled by using low cost software or even freeware anaffordable solution even for small NGOsCrucial topics for NGOs Risk management: in a project risk register, with furtherrisk analysis and alternative scenarios “Non-completed project stop report”: inevitably replacesthe normal “Project closedown report”, in case a projectends abruptly before its completion “Professional” liability insurance contract
Project Handbook contents(30 templates) Distribution list Project assignment Project objectives Pre-project and post-project phaseanalysis Project objects of consideration Project rules Project cost plan Project resource plan Project organisation chart Work breakdown structure Project interested parties Project work package specifications Project responsibility matrix Project milestone plan Project bar chart Project list of dates Project communication structures Project risk register Risk analysis – Alternative scenarios “Professional” liability insurancecontract Relationship to other projects Connection to the Organisation’sstrategy To-do list Approval of work packages Minutes of meeting Project status report Project score card Project close down report To-do list: Remaining work – Post-project phase Non-completed project stop report
Guidelines Bilingual tool: in Greek and in English Help with the implementation of the proposedProject Management methods Contain: basic Project Management glossary databases (e.g. potential risk management registerand interested parties register) Each NGO specifies its own version.
Project Handbook template example“Project Score Card” (extract)<Project Name><Project No.> Project Score Card <NGO’s logo>Project objectives and context <Date 1> <Date 2> <Date 3> <Date 4>Project objectives 1Project objects of consideration 2Organisation strategies 3Other projects 4Planning, controlling <Date 1> <Date 2> <Date 3> <Date 4>Project progressProject scheduleProject costsProject resourcesOverall <Date 1> <Date 2> <Date 3> <Date 4><Project name>1 Very Good 2 Good 3 Ok 4 Bad 5 Very Bad
Guidelines own version implementationOrganisation Interested Parties Register2nd Sea Scouts Group of HolargosCHILDRENLOCAL MEDIACHURCHPARENTS2nd SEASCOUTSGROUPVOLUNTEERINSTRUCTORSSPONSORSLOCALRESIDENTSSCHOOLSOTHER LOCALNGOsMUNICIPALITYSCOUTS of EAST ATTIKA REGION
Project Handbook implementationProject Interested Parties TableGymnastic Athletic Club of HolargosRELATIONSHIPP POSITIVEO NEGATIVE? NEUTRALINTERNAL PROJECT INTERESTED PARTIESEXTERNAL PROJECT INTERESTED PARTIES
The first steps were taken by…ARCHELON – The Sea TurtleProtection Society of GreeceEvropaiki Ekfrasi(European Expression)2nd Sea Scouts Groupof HolargosELIAMEP – Hellenic Foundationfor European and Foreign PolicyCell of AlternativeYouth ActivitiesGymnastic Athletic Clubof Holargos