Planning and managing projects

1. Tool C3STEPP –
Specific Tool for Excel-based Project Planning
STEPP is an Excel-based project planning tool specifically designed
for the detailed preparation and planning of EU projects, mainly
those under the Framework Programmes. It reproduces the specific
requirements of such projects as a matrix structure. It allows plan-
ning the work packages and tasks in work packages with the exact
allocation of the required working time resources per partner.
Example from an EU
project (extract)
Partners SFS IBK AMMMa CM SFEU ECIPA
Status CC PC PC PC PC PC
Member state DE DE DE ES UK IT
Work Cost model AC FC FF FF FF FF
package Partner Respon. 1 2 3 4 5 6 Total
WP 0 Project & Exploitation Management 1 6 2 8,00 6,9%
0.1 Overall project management 1 6 6,00
0.2 Exploitation management 2 2 2,00
WP 1 Building the OLIVETO learning community of performance 1 1,75 0,75 0,75 1 1 1 6,25 5,4%
1.1 Self-training of project team 1 0,75 0,25 0,25 0,5 0,5 0,5 2,75
1.2 Reading, writing, preparing glossary or FAQ catalogue 1 0,5 0,25 0,25 0,25 0,25 0,25 1,75
1.3 Start-off workshop for consent building on contents and procedures 1 0,5 0,25 0,25 0,25 0,25 0,25 1,75
WP 2 Needs analysis and review of existing products 1 1,55 0,75 1 0,8 1,2 0,8 6,10 5,3%
2.1 Specification of organisational needs of total quality management (EFQM) 1 0,75 0,5 0,5 0,5 2,25
2.2 Specification of training needs concerning the use of web-based training design 1 0,3 0,2 0,2 0,2 0,90
2.3 Specification of adaptation needs of existing tools and training modules 5 0,25 0,25 0,25 0,1 0,5 0,1 1,45
2.4 Specification of the requirements at the software level and for process coaching 3 0,25 0,5 0,75 1,50
WP 3 Content Adaptation & Development Phase 1 2 1 1 0,75 0,75 1 6,50 5,6%
3.1 Adaptation of IQM to updated quality models (EFQM and ISO 9004) 1 1 1,00
3.2 Adaptation of the existing C::Web tool to specific project context 3 0,2 0,2 0,40
3.3 Adaptation of the existing GOA WorkBench tool to specific project context conditions 2 0,5 0,4 0,90
3.4 Necessary adaptations of both software tools for their combined use 3 0,3 0,3 0,5 1,10
3.5 Localisation of Knowledge Bases etc. to all partner languages 6 0,3 0,3 0,75 0,75 1 3,10
A routine at the bottom of the matrix sums up all time resources and
converts them into salary costs needed for the project. Further en-
tries of expenses in this part will produce a full picture of project
costs.
Example of a
rom ancost summary f
EU project
Person/Months 28,60 18,80 17,90 15,85 115,15 100,0%
Person/Years 2,38 1,57 1,49 1,32 1,42 1,42 9,60
SFS IBK
17,00 17,00
AMMMa CM SFEU ECIPA
Labour (EUR)/MM 6.800 12.000 6.000 7.800 6.900 6.000
Overhead (EUR)/MM 1.360 4.800 6.240 5.520 4.800
Total Overheads (EUR) 38.896 85.920 98.904 93.840 81.600 399.160
Labour 194.480 225.600 107.400 123.630 117.300 102.000 870.410
Equipment 2.000 3.000 3.000 2.000 2.000 2.000 14.000
Consumables 4.000 3.000 3.000 4.000 4.000 4.000 22.000
Travelling 14.000 8.000 8.000 8.000 8.000 8.000 54.000
Computing 2.000 6.000 6.000 2.000 2.000 2.000 20.000
Services 15.000 5.000 5.000 6.000 6.000 6.000 43.000
Sub-Total 231.480 250.600 132.400 145.630 139.300 124.000 1.023.410
Other Costs 5.000 4.000 2.500 2.500 2.500 2.500 19.000
2.500 2.500 2.500 7.500
Overheads 38.896 85.920 98.904 93.840 81.600 399.160
277.876 257.100 223.320 247.034 235.640 208.100 1.449.070
EU Funding 277.876 128.550 111.660 123.517 117.820 104.050 863.473
EU Funding % 100,00% 50,00% 50,00% 50,00% 50,00% 50,00% 59,59%
IPR Protection
Total Cost
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These cost totals are automatically transferred into a separate sheet
(Sheet 3) with an overall cost matrix in tune with the requirements
of the European Commission.
All work package lines from the work schedule and time planning
matrix are automatically copied into the second sheet used for pro-
ducing a Gantt diagram, a working time schedule of the complete
project.
The STEPP Excel file can be found at the same place as this short
presentation of Tool B4. The sheets are protected without a specific
password.
WP Project month 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
WP 0 Project & Exploitation Management
0.1 Overall project management
0.2 Exploitation management
WP 1 Building the OLIVETO learning community of performance
1.1 Self-training of project team
1.2 Reading, writing, preparing glossary or FAQ catalogue
1.3 Start-off workshop for consent building on cont and procedures
WP 2 Needs analysis and review of existing prod
2.1 Specification of organisational needs of total qu
2.2 Specification of training needs concerning the us
2.3 Specification of adaptation needs of existing tool
2.4 Specification of the requirements at the softwar
WP 3 Content Adaptation & Development Phase
3.1 Adaptation of IQM to updated quality models (EF M and ISO 9004)
3.2 Adaptation of the existing C::Web tool to specif
3.3 Adaptation of the existing GOA WorkBench tool
are tools f
to all par
or web-
ning modules to s
e on the developm
4.3 Localisation of training modules
4.4 Implementation of multimedia training modules
ents
ucts
ality management (EFQM)
e of web-based training design
s and training modules
e level and for process coaching
Q
ic project context
to specific project context conditions
or their combined use
tner languages
based training design
pecific project context
ent of WBT modules
3.4 Necessary adaptations of both softw
3.5 Localisation of Knowledge Bases etc.
WP 4 Development of self-learning guide f
4.1 Adaptation of the existing trai
4.2 Development of WBT modul
Example of a Gantt
diagram from an EU
project (extract)