Plan My Project...2018/11/21 · Plan My Project pickmyproject.vic.gov.au Welcome...

Plan My Project

pickmyproject.vic.gov.au

Welcome


Tonight’s agenda


Time Activity Description

5.30pm Commence Workshop

5.40pm Setting the scene

6.00pm Grants Administration

6.15pm Table discussion #1 (Roles & Responsibilities, Plans and Budgets)

7.00pm Break

7.15pm Table discussion #2 (Deliverables, Risk, Communications)

7.45pm Concluding remarks / feedback forms

8.00pm Close Workshop

Setting the scene


Where we are up to…


1 2 3 4 5 Submit your project

May to July Projects reviewed

July Voting opens

August to September Projects announced

02 October Funding agreements

November +

2,600+ ideas

2,300+ eligible

95,000+ voters

237 projects!


Funding Agreements…

In order to receive your funding, an agreement must be secured… we’re here to help.

Four steps: 1. Determine roles and responsibilities 2. Begin the project documentation 3. Finalise the project documentation 4. Deliver your project!


Key steps…

Important for developing your plans… • Build your team relationship • Use the prompts in the Guide • Agree the tasks and roles • Make a record


Roles and Responsibilities

Five templates: 1. Project budget* 2. Project plan* 3. Deliverables and payment plan* 4. Risk assessment* 5. Media and Comms plan


Begin documentation

* Attached or included within the Funding Agreement

Budget template


Income Expenditure

Amount requested from Pick My Project

$ Advertising & Promotion

$

Grants (Commonwealth) $

Auspicing Fees $

Grants (State) Other than this Program

$ Equipment Hire/Lease/Purchase

$

Grants (Local Government) $

Fees & Permits $

Grants - Other $

Insurance $

Contributions (Your organisation) $

Administration Costs $

Fundraising and Donations $

Salaries & Wages $

In Kind Contributions $

Volunteer Costs $

Other Income (please specify)

$ Project Management

$

Contingency $

Other (please specify)

$

Total Income $

Total Expenditure $

• Change as needed

• Budget guide online

• Use stages for complex budgets (e.g., planning, delivery, reporting)

• CAN revise the details and costs from your original budget

• CANNOT exceed the total project amount

• One quote for items over $10k, or upon request from the team

• Balance your budget (e.g., in-kind income/expenses)


Budget template

Plan template


Stage / deliverable (What are you going to do?)

Tasks to be completed (What steps are required to achieve each stage or deliverable?)

Who (Who is responsible for this task?)

Success Measures (If possible, how will you measure success against this stage / deliverable?)

Expected start date

Expected end date

EXAMPLE STAGE 1: Planning

• Timelines and budget established

Jane Smith, Project Mgr

Project team comfortable with approach and cost

19/2/2019 21/2/2019

• Permit secured from Council Jane Smith, PM Permit received 01/3/2019 21/3/2019

STAGE 2: Delivery • Turning the soil Contractor Site inspection 21/4/19 30/4/19

• Weekly Site meetings Team Minutes of meeting Ongoing

STAGE 3: Project Completion

• Grand Opening Event Jane Smith, PM 100 attendees 25/6/19 25/6/19

• Audit and acquittals completed

Jane Smith, PM Audit accepted by Grants Admin Team

25/7/19 15/8/19

• STAGES will help you structure more complex projects and help you with looking at milestones and deliverables

• SUCCESS measures helpful to inform evaluation and reporting criteria


Project Plan template

Payment Plan template


Deliverable or stage

Demonstrating the deliverable is complete Evidence Due Date Payment amount

EXAMPLE Execution of funding agreement and grant payment #1

Signed funding agreement and accepted by the Department XX/XX/XXXX $XXXX (XX%)

• The grants admin team can develop a first cut of this for you, based on your project plan and budget.

• CRITICAL part of the funding agreement document

• SUMMARY of your budget and project plan

• PAYMENTS at various stages of your project lifecycle based on project needs


Payment Plan template

To finalise: • Complete the templates* • Attached any relevant quotes etc. • Email to us • We will review • Funding Agreement: review & sign


Finalise documentation

* Online form may become available to replace some templates

Grants administration


Who is MASC?


Multicultural Affairs and Social Cohesion Division • Long history of grants administration and delivery • Regularly work with new and experienced grant

recipients • Experience in delivering grants for community led

initiatives and capital infrastructure projects

Funding agreements


Successful grant recipients are required to enter into a Victorian Common Funding agreement with the Victorian Government.

Initial Questions?


Table Activities


• Table support from the team

• Two rounds of discussion

and check-ins

• Share knowledge, questions, and advice

• Floating support with our SMEs

Table Work


Table discussion #1


1. Begin with introducing yourself, your project & role

2. At your tables, discuss your approach / thoughts / questions about:

• Roles and Responsibilities amongst your project team • Project plans and budgets

Table Check-in


Table supports: • Common themes / questions at your table • Any great advice to share?

BREAK


Table discussion #2


At your tables, discuss your approach / thoughts / questions about: • Project deliverables and payment plan • Risk assessment plan • Marketing and communications plan

Table Check-in


Table supports: • Common themes / questions at your table • Any great advice to share?

Concluding remarks


Supporting you with preparing your documents in a range of different ways:

• Resources, FAQS and links through the website

• Q&A Webinars, if we haven’t answered your questions

• Contact us: • 1800 797 818

• [email protected]

Need More Help?


Resources page

www.pickmyproject.vic.gov.au/success

Bookmark this page – you can’t get to it through the Pick My Project website


Thanks!


Plan My Project...2018/11/21 · Plan My Project pickmyproject.vic.gov.au Welcome...

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