Guidelines for Preparing and Conducting Projects
1. A need for a project may be identified and proposed by a Contracting Party, the Commission, its subsidiary body, the Heads of Delegation or the Executive Secretary. The proposing party should provisionally appoint a Project Manager and prepare a draft Project Description according to the attached appendix "Project Description".
2. The Project Description should consist of the following elements:
description of activities and targets, results to be achieved and expertise needed;
indication whether the proposed project deals with matters of interest of one or more HELCOM subsidiary bodies and which one of HELCOM priorities are covered;
cost estimate of the project, proposal for its budget and sources of financing, taking into account that the financing from HELCOM budget can be envisaged only for required consultant services, necessary travel support to experts from countries in transition and for editing and printing of the report (if additional financing from sources other than the HELCOM budget is envisaged, e.g. compensation for the work of a Project Manager and other involved national staff by a Contracting Party taking a lead for a project, it should be shown in the cost estimate of the project);
resources needed, e.g., manpower, equipment, facilities, number of meetings, ways of conducting the project;
requirements to the Contracting Parties concerning the proposed project;
proposal for the Project Manager;
time-table for the project including different stages of the project and its completion;
procedure of nomination of project team members.
3. The Project Description should be submitted the Heads of Delegation via the Executive Secretary.
4. The final decision concerning establishment of the project as well as any changes in the course of the project will be taken by the Heads of Delegation.
5. The Project Manager organizes the work of the project team according to the Project Description. The project team decides on responsibilities of its members for different elements of the project in accordance with the decided time-table.
6. Documents concerning the project will be distributed only to the project team and the Secretariat. The body responsible for the project should request the Project Manager to submit interim progress reports for information and comments.
7. The final report on a project should be submitted to the responsible body for adoption. The final report shall include proposals for decisions to be taken by the Commission, the Heads of Delegation or the body responsible for the project, if needed. The final report shall also contain information on potential financial implications of implementing the proposed measures.
8. After adoption of the final report by the body supervising the project, the project team is dissolved unless otherwise decided by the Heads of Delegation.
APPENDIX
PROJECT DESCRIPTION
1. Title of Project
2. Project Manager
3. Proposing Party
Contracting Party _____
Commission _____
Subsidiary body _____
Heads of Delegation _____
Executive Secretary _____
4. The body supervising the project
5. Target and activities
6. Expected results
7. Consistency with HELCOM priorities ____ yes ____ no
If YES, please give reference
8. Timetable (including number of Project Team meetings)
- identifying different stages of the project, and
- its completion
9. Budget (taking into account financial year from 1 July to 30 June)
9.1 Total Costs
9.2 Costs divided per financial year
9.3 Sources of financing divided per financial year
10. Additional requests (manpower, equipment, facilities, etc.)
10.1 From the Contracting Parties
10.2 From the Secretariat
11. Procedure of nomination of the Project team members
12. Signature of the Project Manager
13. Opinion of the Chairmen of the relevant body
14. Opinion of the Executive Secretary
15. Decision of the Heads of Delegation
(Reference is to be given to the relevant Minutes of the Heads of Delegation's Meeting)
_____ to establish ____not to establish