The main objective of the present study was to construct a comprehensive, easy-to-use tool for Greek NGOs, an add-on to “APOPLOUS”. The authors based their study on the latest International Competence Baseline version in use of the International Project Management Association and specifically on the Austrian and the Greek National Baselines. The Guidelines and the standardised handbook were used in a pilot phase by a selected sample of NGOs and their feedback is included in the presented version.

1. 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

2. APOPLOUS
Sailing away
 Code of Values, Organization, Conduct
and Practice for Greek NGOs
 Developed by the Scientific Committee of
“NGOs For The Constitution”

3. Corporate Responsibility Codes:
The continuum for standardization
for NGOs (adapted from Leipziger, 2003)
Values Principles
Cod
es
of
Con
duct
Standards
Nor
ms
&
Gui
deli
nes
Models
?

4. APOPLOUS values
FOCUS
on
EFFECTIVENESS
RESPONSIBLE
ORGANIZATION
& PRACTICE
CONTINUOUS
IMPROVEMENT
& INNOVATION
PARTNERSHIP
DEVELOPMENT
& NETWORKING
VISION &
MISSION
INDEPENDENCE
TRANSPARENCY
& REPORTING

5. 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.

6. APOPLOUS Add-ons
 1st Add-on
Comprehensive Guidelines for the
application of the principles of APOPLOUS
 2nd Add-on
Project Management Handbook and
Guidelines

7. 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

8. 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

9. 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

10. 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.

11. Project Handbook template example
“Risk Analysis – Alternative Scenarios”
<Project Name>
<Project No.>
Risk Analysis
Alternative Scenarios
<NGO’s logo>
Risk
Risk cost Cost for preventing risk
Preventative actions
Contingency actions
Alternative scenario X
Responsible
Cost Delay
Results



12. 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

13. Guidelines own version implementation
Organisation Interested Parties Register
2nd Sea Scouts Group of Holargos
CHILDREN
LOCAL MEDIA
CHURCH
PARENTS
2nd SEA
SCOUTS
GROUP
VOLUNTEER
INSTRUCTORS
SPONSORS
LOCAL
RESIDENTS
SCHOOLS
OTHER LOCAL
NGOs
MUNICIPALITY
SCOUTS of EAST ATTIKA REGION

14. Project Handbook implementation
Project Interested Parties Table
Gymnastic Athletic Club of Holargos
RELATIONSHIP
P POSITIVE
O NEGATIVE
? NEUTRAL
INTERNAL PROJECT INTERESTED PARTIES
EXTERNAL PROJECT INTERESTED PARTIES

15. The first steps were taken by…
ARCHELON – The Sea Turtle
Protection Society of Greece
Evropaiki Ekfrasi
(European Expression)
2nd Sea Scouts Group
of Holargos
ELIAMEP – Hellenic Foundation
for European and Foreign Policy
Cell of Alternative
Youth Activities
Gymnastic Athletic Club
of Holargos