Project guidelines

​Guidelines for Preparing and Conducting Projects

(Minutes of HELCOM 33/2012, Annex 8.4)

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 Se​​cretary. The proposing party should provisionally appoint a Project Manager and prepare a draft Project Description according to the attached a​ppendix 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, indicating both financing from the HELCOM budget broken into different expenses (salaries, travels, publications, etc.) and other sources.;
  • 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(s);
  • time-table for the project including different stages of the project and its completion as well as reporting schedule;
  • 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(s) 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. The project and the Project Manager need to follow the HELCOM risk assessment procedure.

6.  The Project Manager(s) shall  submit to the body responsible for the project interim progress reports for information and comments. On the basis of this the body responsible will report to the Heads of Delegation on the progress of the project.

7. The final report on a project shall 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. The Project Manager(s) shall submit both an interim and a final financial report to the Secretariat.

9. 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(s)

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(s)

13. Opinion of the Chairs 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