Stage 1: Developing your idea

This toolkit has been designed to be flexible and scalable to accommodate different project types.  You will need to establish the type of project you are proposing using the ‘Project Type Matrix’ tool.  Each Key Step identifies which project types the step applies to. Download the Matrix (.doc) to assist you to decide what type of project you are developing.

Select the appropriate answer to each question, this will provide the score for each question. Add your scores to get your project type.

If you score:

• <12 - Basic Project: You are only required to follow the principles of the toolkit to guide you through your project.
• 12 - 22  - Operational Project: You will need to follow the Carmarthenshire Project Management Toolkit, but scale the governance and  management processes and procedures to a level appropriate to the project (there are some suggestions of how to do this in the toolkit)
• >23 - Strategic Project: You will need to follow the Carmarthenshire Project Management Toolkit

To ensure there is a strong business case for the project, you will need to research and document answers to the questions below.

If the project requires Capital budget, external funding or is an IT project you should use the Project Proposal Form to document your answers.

If the project will only require Revenue budget use the Business Case template to document your answers.

• What is the project going to deliver (output), achieve (benefits) and by when?
• How does this contribute towards Carmarthenshire County Council’s Corporate Objectives and/ or statutory obligations?
• What is the scope of the project?  Defining the project scope will clarify exactly what is included in the project, and what is outside the boundaries of the project.  (For example: The project will deliver an empty building that is ready to use, it does not include the provision of fitted furniture such as kitchen units)
• What are the delivery options (i.e. how could the outputs and benefits be achieved)?  Are there any alternative ways to achieve the same benefits that this project would achieve?  You may need to refer to the Options Appraisal Guidance to assist you to answer these questions.
• What are the consequences of not running the project?
• What will success look like, how will we know when the project has achieved its objectives?
• How much the project will cost (estimate), and how is it going to be paid for? (see below Investigate External Funding Options)
• Who will manage and deliver the project?  You need to identify a Senior Responsible Officer at this stage.
• Other than budget, what resources will be required to successfully deliver the project?  For example, consider the need for expert services from other departments, contractors, partners etc)
• What are the main risks associated with this project and are they manageable and/ or acceptable to the Authority?
• Who else has an interest in this project and should be involved in its development and/or delivery?  You may want to use the Stakeholder Analysis guidance to help you to identify and understand the Stakeholders in the project.

If the project will require money from the Capital budget and/ or external funding sources the Grants Project Proposal Form (GPPF) will need to be submitted electronically and will go through an approval process (see flowchart).  You may not proceed to Stage 2: Developing the Project, until the GPPF has been approved.

If the project is to be funded through Revenue streams only, the Business Case must be approved by the relevant Decision Maker (see Monitoring and Control Decision Matrix).

Identify the Project Sponsor and Project Manager for the project if this hasn’t already been done.  The Project Sponsor takes overall responsibility for the project, the Project Manager is responsible for the day to day planning and control, see A Guide to Project Roles and Responsibilities (see oppposite) for guidance on who should be appointed to these roles.

If the project is a Strategic Project, you will need to appoint a Project Board.  Broadly the role of the Project Board is to take responsibility for the strategic management of the project, ensuring it remains viable and addressing issues that are beyond the decision making authority of the Project Manager.  For more information see A Guide to Project Roles and Responsibilities (see resources).

It is good practice to share and learn from the experiences of others who have managed projects before us.

If you will be applying for external funding you will need to check the application process of the relevant fund, you may need to submit an Expression of Interest or similar documentation at this stage.

Please contact the Bureau for more information on Tel: 01269 590216 or Email: bureau@carmarthenshire.gov.uk

Working in Partnership with other organisations to deliver projects and services is an option being increasingly considered in the Public Sector.  This approach can save money and improve consistency and quality of provision of services to citizens; it can also present challenges as organisations with different cultures, processes, expectations and political drivers need to compromise to accommodate each others priorities.  If your project is part of a partnership arrangement you should refer to the Working in Partnership – Project Management Guidance (see resources).

Most projects involve a level of procurement.  Procurement processes are governed by EU Law and the Authority’s Financial Regulations and you must follow these rules.  The procurement process can take a long time (for example an OJEU process typically takes between 6 and 9 months, whilst a collaborative procurement process can take up to 12 months). If you need to procure goods and/or services to deliver the project it is a good idea to consult procurement colleagues at this stage to gain an understanding of the time and resource implications of undertaking procurement exercises.  Some processes may need to be commenced at this stage, particularly if the project is under time constraints.