Guidelines and Project

Management Handbook for

Greek Non Governmental
Organizations
Dipl.Eng. – MBA Triantafyllos Katsarelis
Scientific Associate, School of Civil Engineering, Centre for Construction
Innovation, National Technical University of Athens, IPMA Level C certified
Dipl.Eng. Nikolaos Depountis
Quality Advisor, Member of the BoD PM-Greece
Iliana Adamopoulou
Student, National Technical University of Athens, IPMA Level D certified

5th Scientific Conference on Project Management, Heraklion Crete, Greece 2010

APOPLOUS
Sailing away

 Code of Values, Organization, Conduct

and Practice for Greek NGOs
 Developed by the Scientific Committee of
“NGOs For The Constitution”
Corporate Responsibility Codes:
The continuum for standardization
for NGOs (adapted from Leipziger, 2003)

Values Principles Codes of Norms & Standards Models

Conduct Guidelines

?
APOPLOUS values

INDEPENDENCE
VISION & TRANSPARENCY
MISSION & REPORTING

PARTNERSHIP RESPONSIBLE
DEVELOPMENT ORGANIZATION
& NETWORKING & PRACTICE

CONTINUOUS
IMPROVEMENT FOCUS
& INNOVATION on
EFFECTIVENESS
APOPLOUS
 Does not set aside the institutional articles of
each organization, nor replace the additional
terms of function or their applied practices
 additional
to the above, while enhancing them
 draw from the principles of the EFQM Excellence
Model and the IPMA Project Excellence Model
 All organizations are encouraged to use more
sophisticated and standardized instruments to
ameliorate their performance, such as evaluation
indicators, mechanisms of internal control,
prototypes and standards.
APOPLOUS Add-ons
 1st Add-on
Comprehensive Guidelines for the
application of the principles of APOPLOUS

 2nd Add-on
Project Management Handbook and
Guidelines
Project Management Handbook
and Guidelines for Greek NGOs
 Greek NGOs
 base their activity on volunteer work & lack of trained
full-time personnel,
 project oriented Organizations usually supported by a
week permanent organization
 Development of a comprehensive, easy-to-use
document based on:
 the Project Management approach proposed by IPMA
(ICB 3)
 the Greek NCB of PM-Greece and the Austrian NCB
of 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 a
project (start, controlling, coordination and closedown)
 Filled by using low cost software or even freeware  an
affordable solution even for small NGOs

Crucial topics for NGOs

 Risk management: in a project risk register, with further
risk analysis and alternative scenarios
 “Non-completed project stop report”: inevitably replaces
the normal “Project closedown report”, in case a project
ends abruptly before its completion
 “Professional” liability insurance contract
Project Handbook contents
(30 templates)
 Distribution list
 Project assignment
 Project objectives
 Pre-project and post-project phase
analysis
 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 insurance
contract
 Relationship to other projects
 Connection to the Organisation’s
strategy
 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 proposed
Project Management methods
 Contain:
 basic Project Management glossary
 databases (e.g. potential risk management register
and interested parties register)
 Each NGO specifies its own version.
Project Handbook template example
“Risk Analysis – Alternative Scenarios”
<Project Name> Risk Analysis <NGO’s logo>
<Project No.>
Alternative Scenarios
Risk

Risk cost Cost for preventing risk

Preventative actions

Contingency actions
Alternative scenario X

Responsible

Cost Delay

Results


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 1
Project objects of consideration 2
Organisation strategies 3
Other projects 4
Planning, controlling <Date 1> <Date 2> <Date 3> <Date 4>

Project progress
Project schedule
Project costs
Project resources
Overall <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 implementation

Organisation Interested Parties Register

2nd Sea Scouts Group of Holargos
SCOUTS of EAST ATTIKA REGION

VOLUNTEER
INSTRUCTORS
CHILDREN
PARENTS

2nd SEA
SCOUTS
GROUP
LOCAL MUNICIPALITY
RESIDENTS
SPONSORS
SCHOOLS
OTHER LOCAL
NGOs LOCAL MEDIA
CHURCH
Project Handbook implementation
Project Interested Parties Table
Gymnastic Athletic Club of Holargos
INTERNAL PROJECT INTERESTED PARTIES

RELATIONSHIP
 POSITIVE
EXTERNAL PROJECT INTERESTED PARTIES
 NEGATIVE
? NEUTRAL
The first steps were taken by…

Evropaiki Ekfrasi
Cell of Alternative
(European Expression) ARCHELON – The Sea Turtle Youth Activities
Protection Society of Greece

ELIAMEP – Hellenic Foundation

2nd Sea Scouts Group Gymnastic Athletic Club
for European and Foreign Policy
of Holargos of Holargos