Project management in cross-border projects

1. Project management in cross-border projects

2. First thoughts/steps What kind of project do we want to establish? Who might be our partners? Is there a common development of strategy with the partners? Think about „best practice“-projects How do the partners support? Who else might support the project? Projects are never tasks for only one person Also think about being thrown back

3. What you should also think about TIME… When can we start with the project?> period of time for proposals, grant and planning of a project always depend on the concrete support programme Ex.: Czech-German Fund for the Future1st quarter September 30th of the previous year2nd quarter December 31st of the previous year3rd quarter March 31st of the relevant year4th quarter June 30th of the relevant year Working in a European project means permanent communication > needs time!

4. Planning… Structure of the project: what tasks have to be done? Order of events: what happens when? Time schedule: What must be ready when? Capacity: Who has how much time for what task and needs which ressources? Cost evaluation: How much money is needed and how to get it? Quality plan: how to hedge the implementation of the project and its results?

5. Costs… Translation Staff costs Accomodation and board Travel and expenses Assurances Material costs: office supplies, communication, postage, costs for documentation/publication, entrance fees, … Further specific costs….

6. Project design Who are we? (short, important data, languages…) What do we want? (starting situation, target group) What‘s the aim of the project? How do we want to achieve this? (pedagogic, methodical targets) Up to when do we want to achieve this? Name of the project How can we finance it?

7. Financing… Realistic calculation of costs Looking for a support programme How much support is possible?Difference between total costs and possible support How can the difference be paid? (personal contributions…) Decision how to go on: reducing the costs, finding other co-financing… Consider that most of the programmes require advance financing – the money will be paid at the end of the project or after some time. Think about means of interim finance!

8. How to find a partner? Language? Building up confidence Regular meetings, information Talking about problems, open dialogue Minutes of meetings Databases:www.tandem.orgwww.leonardo.cec.eu.intwww.tschechien-kontakt.dewww.idor.orgwww.tschechien-portal.info

9. How to find a partner? (2) existing town/regional twinnings Taking part in seminars of the support programmes, searching in the homepage of the programme Searching in the internet Consulates, institutions for education, culture…, ministeries, euroregions, „insider“,…

10. Intercultural dialogue The partners should know each other (visits, mails, photos…). Permanence is important (partners, translators,…). Fix the aims to be achieved at the beginning. Fix the language in which the communication shall be carried out. You can use the sentence „I didn‘t understand this.“ Try to understand the partner‘s culture/history. Accept and understand borders/limits, they are no barrier but might help Try to develop your own „project culture“

11. Preparing the application Have I got the partner/s? Are the contents coordinated with the partner/s? The frame of time is arranged? Did I find the „fitting“ programme? Is the time schedule ready? Is enough personnel and infrastructure available? Download of the forms and other documents Start with contents/course of events, then the calculation If there are questions: contact your partners and/or the supporting institution

12. Preparing the application (2) When being ready, have the form read by somebody else Watch out for formal requirements(number of copies, translation, further documents, time limits…) Send applications as registered mail Be aware that the supporting institution has questions Be patient! The process of assessment takes time. There is no standard instruction: each application and each supporting instition has its own guideline and administration.

13. When the notice of granting comes… Copy all documents so you can work with them Read and understand all documents Compare the application and the grant Respect possible requirements If necessary sign a document of receipt Inform your partners

14. During the run of the project Control your costs Think about documentation/publicity Think about reports, deadlines, receipts … Evaluation by all partners

15. At the end: billing Read again the notice of granting List all receipts Report of contents Don‘t forget the signature/s Remember the retention periods Copy all documents and keep the copies

16. Interregional recipe for successfulcross-border cooperation Ingredients: Lots of good ideas and promising innovations A network of cross-border contacts A sufficient quantity of experience with other cultures A modicum of realism A handful of confidence A sure eye Put all ingredients except the realism into a pot with funds and, stirring constantly, stew over medium heat. Pour realism onto the mixture, then cover and cook slowly over a low heat. Season to taste with a good dash of optimism. That‘s it! Enjoy your cooperation!

17. Thank you for your interest and attention! Děkuji za pozornost!