Execution of Projects in Associations | Full Guide

The success of any project needs financial and technical support in order to crystallize it and bring it into practice and implementation. This requires knowing the steps that should be followed to complete the project and accomplish it in the best conditions.

Execution of Projects in Associations

1- Financier:

It is generally an institution, operating within the framework of cooperation for development, that provides financial or technical assistance to associations to implement development projects in order to contribute to the development of countries that suffer from underdevelopment and poverty. The funder can be a governmental or non-governmental institution of an international character or an institution in the framework of bilateral cooperation. The financier can be nationally (institution, company, bank).

2- Management:

Its role lies in facilitating the intervention of all actors in order to develop and implement the project. And the administration’s contribution can take many forms: licensing, providing some data, technical study, resources.

3- Support Institution:

It is called an intermediary organization. It can be local or foreign. Its role lies in informing and directing local associations and helping them solve the problems faced by the target group by developing development projects and searching for funding sources. The presence of the support institution is not necessary for all projects. Execution of Projects in Associations is the best guide and you should read this.

4- Target group:

Their role is important in the achievement and success of the project so that the target group is considered the first concerned with the project. Their involvement and participation in all its stages is a guarantee of the success and continuity of the project.


Execution of Projects in Associations | Definition of the project:

The project is a set of proposed and programmed activities to reach specific goals and results based on certain data, according to sequential stages and closely related to each other.

Project cycle:

The project goes through several phases, starting with posing the problem and proposing the project idea, and ending with the final evaluation of the activities that have been programmed and implemented. In general, most of these stages can be summarized as:

  • Diagnostic and identification stage.
  • The stage of preparation and design.
  • Implementation and tracking phase.
  • Evaluation stage.

Diagnostic and identification stage: Execution of Projects in Associations

Awareness of the existence of the problem, convincing the target group of the need to solve the problem, gathering information and data, processing the data and thinking of appropriate suggestions, proposing a set of solutions, and exchanging all suggestions. Thinking and analyzing them. All those who are interested in this matter from near or far, suggest the best solution or project idea.

Preparation and Design Stage:

It is also called the planning stage. During this stage, the objectives of the project and the activities that must be carried out to achieve these objectives are defined. Suggesting the quality of the works and defining the tasks, proposing the time frame, proposing and discussing the means, discussing the technical, financial and institutional possibilities, determining the contributions, determining the form and content of the follow-up, and determining the continuity controls.

Implementation and Tracking Phase

Any completion, follow-up and control of activities and operations programmed within the framework of the project.

Evaluation stage:

Verifying the success of the project at all levels, controlling lapses and proposing appropriate solutions, and evaluating the achievements in relation to the established objectives and the intended results.
The target group engagement process:

The process of involving the target group is not limited to one stage without another. But rather concerns all stages of the project, starting from analyzing data and proposing solutions to evaluating the achievements.

Project file:

Referring to the four stages that were presented, in particular, the stages of preparation, design and implementation, shows us that there must be resources to finance the project. Here comes the stage of searching for unavailable funding and the importance of the project document in that.

It should be noted that thinking about how the funding will be raised during the diagnosis period is to know what resources are available locally. The intent is to search for resources that are not available locally (external). It is also very important to determine the contributions and local resources available.

How to prepare the financing application file:

  • The financing request is made by preparing a “finance application file” and sending it to the concerned authority. This file consists of the following documents:
  • Project document (accompanied by some supporting documents).
  • A report on the activities of the association.
  • The legal file of the association.

The most important document in the file is the project document or the so-called “project proposal”. Each funding institution or non-governmental organization has its own document, which is a publication sent to the entity that wants to implement the project to answer a set of questions through the information and data collected and analyzed during the diagnosis, identification, preparation and design stages, in order to enable the institution to make its decision regarding Finance.

Information required by the funder:

Despite the different publications/fragments in form, the questions remain the same, and the content is the same. The questions mainly center around:

Type of the project: the target group, its objectives, programmed activities, distribution of tasks, local participation, responsibility for project implementation, project success indicator etc.

The possibility of realizing the project from a technical, financial, and especially institutional/managerial point of view, controls and responsibility for continuity.

Financing terms and conditions:

You should pay attention to the following three elements:

  1. Elaborating and drafting the project document in an elaborate and integrated manner.
  2. Ascertaining the field/sector of the funding institution’s intervention, its priorities and strategy, and the target groups with its projects. The possibility, especially the institutionalization of the association.
  3. Crystallization of projects by adopting a gender approach.

Project Document Completion Guide: Execution of Projects in Associations

There are multiple ways to present a project document. The difference in these methods is mainly due to the way each financier works, and the information that each financier proposes. However, the paragraphs of the project document remain the same, and the choice of how they are narrated is a secondary matter.
The method in question is a model that can be followed as it includes all the elements to be included in our view of the project document.

Project submission page:

It is a brief overview of the project included on the first page of the project document that enables us to identify it even briefly.

Components of the project submission page:

  • project name.
  • project location.
  • Beneficiaries (direct and indirect men, women, children).
  • The date of commencement of works.
  • The date of completion of the works.
  • Duration of the project.
  • General budget.
  • Funding is required from the organization concerned.
  • The entity responsible for the project
  • Contact persons and their duties.
  • the address

The summary of project

It is a brief about the project that provides the funder with basic and sufficient information about the project and about the association/organization that sponsors the project. This information can be summarized in the following points:

  • The problem we want to solve through the project.
  • The objectives of the project are accompanied by the activities programmed to achieve the objectives.

Project completion time:

Societies/organizations partner in the project and the quality of participation, material and technical…
The project brief must be in a consistent form so that it shows us the relationship between the problem on the one hand and the objectives and programmed activities on the other.

Define the project: Execution of Projects in Associations

In this paragraph, the problem is defined and analyzed in a clear and understandable way. The problem must also be broken down into problems with the identification of needs to be provided through the project. Because the latter is a solution to a specific problem. Therefore, when identifying the problem, it is recommended to follow the following steps:

  • Explanation of the current situation in relation to the problem at hand.
  • Divide the problems into needs that the project is supposed to solve.
  • Highlight the problems and general needs of the population.
  • Determine responsibilities and special problems.
  • Participation of women in diagnosing problems and needs.
  • Representation and participation of women within the association
  • Relying on statistics and numbers to ascertain the extent of the seriousness of the problem. These numbers and statistics can be obtained through the studies that have been carried out, through direct discussion with the sufferers of the problem or through observation.

Project Description:

It is the most important paragraph in the project document. It highlights the main objective, secondary objectives, activities, and indicators of success. The logical sequence of these stages must always be respected.

Objectives:

By defining the general objective and secondary objectives, consideration must be given to how the project will benefit the target group first and how it will contribute to improving their situation.
It should be specified in the general objectives and secondary objectives.

The project should allow the target group to participate.

  1. General Objective: The future state that the project will contribute to achieving along with others.
  2. Special Objective: The transformation that is supposed to occur during the project activities.

Expected results:

It is the positive state that the project aims to reach tangibly. It is also an expression of the change that the project intends to achieve. In other words, the results are “ Produit .”What the project envisages obtaining.

Indications:

Indicators are the elements that can be checked after the completion of the project in order to determine the extent to which we have achieved the objectives. The pointer should be:

  • linked to the goal.
  • Enhanced by numbers.
  • Easy to check.
  • Specific by gender (men – women – children).
  • And managed to:

Identify the main features of a project

  • Verification: Has a contribution been made to achieving the objective of the project?
  • Were the expected results achieved?
  • Availability of a base for managing, following up and evaluating the project

Activities:

It is the sum of the operations that will be carried out to achieve the objectives of the project. But these processes must be divided into groups, each of which is related to the achievement of a specific goal. The operations within the group must also be arranged logically. practiced.

Intervention logic:

  • Results
  • own target
  • general goal

Programme of Action:

It is a schedule that presents the logical time frame that will be followed for the completion of activities and operations. This schedule consists of the following elements:

Programmed activities.

The time required to complete each activity.
The potential for each activity.
Groups and persons responsible for each activity. Defining the role and responsibility of individuals according to each activity.

Beneficiaries:

In this paragraph, the beneficiaries are defined: gender (men – women – children, whether direct or indirect), number, their role in the implementation of the project and how they can achieve continuity of the project after the financier’s subsidy stops.

The beneficiaries’ contribution must also be evaluated: material, working days or other things. In the event that the beneficiaries constitute a particular sample, this choice must be justified.

Partners:

All partners who contributed to the identification of the problem from the beginning and to the formulation of its solution must be identified. Through all of these above elements, describe the relationships and define the responsibilities that bind all partners in the project. The beneficiaries are also considered essential partnerss in the project.

The possibility of realizing the project:

The most important thing that must be provided in the proposed solution to the problem presented in the project is that it be achievable in all respects: material and institutional technology.

Monitoring the project At this stage, the way in which the follow-up will be carried out, and the structures responsible for each process/activity, are determined. The relationships between each structure and another must be defined at the level of implementation, management and monitoring of the progress of works/activities. It should be noted that follow-up is a continuous process throughout the project phases.

Project Evaluation:

In this paragraph, it is necessary to explain the way in which the project and its results will be evaluated, by referring to the indicators that were previously identified in the project description paragraph. The association must also identify those responsible for the evaluation, including the beneficiaries, people from abroad, etc., the manner in which the evaluation will be carried out, and the possibilities devoted to it.

The budget allocated for the project: Execution of Projects in Associations

This paragraph is concerned withdrawing the necessary funds to complete the project/programmed activities. That is, here each activity is translated into a monetary amount. The sum of these amounts constitutes the general budget of the project in an audited and clear manner.

Saleem Khan

I am Saleem Khan belong to Pakistan. I like to write about Finance, Electronic devices reviews like Laptops, Mobiles, Machines and Technology information. I am working on blogging since 2017 and currently, I am working on different blogs like Getleadup.

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