PROJECTS

This page explains what projects are. Projects are separate from the association’s basic activities.  

A project is an activity that aims to achieve something specific within a certain period of time. For example, the goal of a project may be to solve a problem in society. The association can create a project to get funding and carry out the project. Every project is planned to help achieve its goal.  

Projects usually last up to four years. A project has a clear beginning and end. Projects need external funding, so the association must think about where to get money when planning the project. Funding can come from local authorities, the government, or the European Union (EU).  

Project planning stages 

Project idea and planning 

First, think about why you need the project and what goal it should achieve. This means deciding what change you want to make. Think about who the project is for, the target group. 

 The project should be planned together with the target group. It is also a good idea to speak to your possible cooperation partners during the planning process.  

You should research possible funding sources and sponsors. Funding and sponsors can be different. Some questions to ask: 

  • What rules and requirements does the sponsor have for the project? 
  • Does the sponsor want the association to pay part of the funding? 
  • Does the sponsor fund projects in certain areas only?  
  • When will the sponsor pay the funding? Does it pay the funding during or after the project based on the receipts? 
  • Does the association have the skills to run the project? 
  • How should the results of the project be monitored and reported to the sponsor?  

Project plan 

After planning, you must write a project plan. The project plan gives the most important information about the project, such as  

  • Why is the project important? 
  • Who is the project for? 
  • What is the goal of the project? 
  • How will you realise the project? 
  • What kind of funding do you need? 
  • What kind of staff, volunteers and supplies do you need? 
  • How will you evaluate if the project has been successful? 

During the planning stage, the association also creates a budget, estimating income and expenses for the project. The budget must be based on the project plan. It must say how much money the project needs and how it will spend it.  

How to write a good project application? 

Give yourself a lot of time to write your project application. Make sure you understand the sponsor’s rules. For example, different sponsors have different deadlines and application forms. 

Before you send your application, ask someone else to read it. Their comments can help you make your application better.   

A good project application  

  • clearly defines the target group  
  • explains the importance of the project clearly and briefly 
  • explains clearly what difference the project will make 
  • clearly lists the tasks to be done 
  • includes a plan for monitoring and evaluation 
  • lists key cooperation partners who agree to participate  
  • has an accurate, realistic budget 
  • includes a plan for continuing activities after the project ends  
  • explains how the results will be communicated.  

Project implementation – remember monitoring and evaluation 

If the project gets funding, the project can start. During the project, you should follow the project plan. It helps to ensure that everything goes as planned.  

The project staff should plan how the project will be managed and who is responsible for each task.  

The association should draw up an annual plan for the project. It can be used to monitor how the project is progressing. In addition, the association should talk about the project’s activities to different groups of people: the target group, local residents and the media. Sponsors also have their own rules for communications. 

It is important to monitor and evaluate the project regularly. This makes it easier to develop the activities. Monitoring must start as soon as the project starts. Sponsors also require that you monitor the project and report about the project to them.  

Remember that the association may use the project money for the purpose stated in the project application and nothing else. The project money may not be used for other activities of the association.  

The funding must be spent within the agreed time period. Always check the rules and conditions of the sponsor. Also check how the sponsor wants you to report to them.  

Project glossary 

Evaluation 

During and after the project, you look at what the project has achieved. Evaluation means comparing the results of a project with its goals. 

Budget  

 A budget is a plan for the project´s income and expenses.   

 

Anchoring 

Ensuring that the new method or operating model developed in the project will not only be a one-off experiment but will be used in operations after the project.  

Target group 

The people the project is meant for, such as young or older people.   

Indicators 

Things that can be used to measure project changes, such as counting the number of people attending an event. 

Risk analysis 

Risk means that something happens to the project that prevents or slows it down. A risk analysis looks at what kinds of things could happen. Based on the risk analysis, you can prepare for risks in advance.  

Monitoring 

Monitoring means collecting information and then studying it and using it to improve the project activities.  

Need 

A short description of why the project is important for the target group or a specific region. The need must be described in detail. It must also be based on reliable data, such as studies.  

Goal 

The change that the project aims to bring. A good goal is realistic to achieve within the project, clear and measurable. 

Measure 

The activities that will be done to achieve the goals. Measures can be things like training, group activities or a counselling service. 

Assessment of the operational environment 

Describing the situation before the project starts and what needs to be considered to achieve the goal for the project. It is also a good idea to think about where the activities are organised and who your partners will be.  

Result 

The change that the project achieves. The result must meet the goals of the project plan.  

Outcome 

The work that the project has done. For example, a guide, a policy or training courses. 

Effect 

The change that the project will bring about in the long term.  

Annual calendar 

A timetable for the association or project, showing what will happen during the year. It helps you keep track of what to do and when to do it.