Project Implementation Glossary: a Handy Guide

Project Implementation Glossary: a Handy Guide

Project Implementation Glossary: a Handy Guide 640 426 Sophia Raineri

When implementing Erasmus+ projects it can be hard to get your head around the several specific terms and acronyms that are used on a daily basis, especially if you’re a newby! Hence, thanks to our extensive experience in project implementation, we decided to create a glossary for project managers to learn the most important terminology related to the project implementation (and project writing) stage. 

But first, what Erasmus+ projects are we talking about?💭
  • KA1

KA1 projects can take shape into youth exchanges (for participants between 13 and 30 years old) or training courses for youth workers (who should be at least 18 years old) aimed at providing opportunities for the youth, improve their skills, enhance their employability, and raise intercultural awareness. It is the largest action in Erasmus+, and it usually lasts between 5 and 21 days.  

  • KA2

KA2 projects develop between 1 and 3 years and strive for the development, transfer and/or implementation of good practices between international organisations within the EU. The results of such projects should be felt on organisational, local, regional, national, and European levels.

  • KA3

KA3  provides grants for a wide variety of actions aimed at stimulating innovative policy development, policy dialogue and implementation, and the exchange of knowledge in the fields of education, training and youth. Projects’ duration is of 2 years in all partner countries

  • Capacity Building

Very much like KA2, Capacity Building projects are 2 or 3 years long transnational cooperation projects, which however can also involve partners from outside the EU. 

  • European Solidarity Corps (ESC)

ESC organise different kinds of actions, such as volunteering, traineeship, and solidarity projects. You can register from the age of 17, but you can only actually join a project when you are 18. Participation is open to age 30, and you can join multiple actions with different duration.

  • Erasmus+ Sport

The projects funded by Erasmus+ Sport aim at promoting sporting activities, health, and European partnership on grassroot sports. They involve at least 5 organisations from 5 different Programme Countries and can last up to 3 years. There is no maximum number of partners, however the budget for project management and implementation is capped (and equivalent to 10 partners).

📌Project Management Glossary
  • Timesheet

Timesheets are used to plan projects in detail and monitor how much time is required for each project’s intellectual output (IO). The exact rules, how to fill the timesheet or create one can vary depending on the National Agency (NA), but the general rules are the following:

✔️ The project coordinator will have to collect timesheets from all the partners and present them to the NA together with the final and, sometimes, midterm report;
✔️ Timesheets should be updated at least once a month to make sure they have all the relevant information & signatures;
✔️ Timesheets are only used to track your organisation’s staff work on IOs. The number of working days spent on each IO & tracked in the timesheet should match the number of days written in the project’s budget.

Projects: All

  • Budget

A project budget is the total projected costs needed to complete a project over a defined period of time. It’s used to estimate what the costs of the project will be for every phase of the project.

Depending on the project, the budget table and their spendings will differ. What’s important is that you will not be able to change the categories or create new costs based on your individual needs. However, if one really needs to implement some changes in the budget (i.e., due to covid), it might be possible to request a budget amendment for the funding agency

Projects: All 

  • Gantt Chart

A Gantt chart is a type of bar chart that illustrates a project schedule. This is very helpful when trying to have a clear vision of a project and understanding its development in time.

Projects: All (not mandatory) 

Gantt chart

  • Cost Monitoring Sheet

Cost Monitoring Sheets are detailed documents created to keep track of each project partner’s expenses. To fill them efficiently, it is necessary that partners keep their checks and invoices, so that they can be consulted whenever needed.

Projects: KA2 and Capacity Building (not mandatory)

  • Methodology

A Methodology research is created to pass on the good practices and teachings learned in a project to other project managers, youth workers, and important stakeholders. Here you can find a good example of it.

Projects: All – but KA2 and Capacity Building mostly (not mandatory)

  • Intellectual Outputs

Intellectual outputs represent the tangible results of the project, which will later be disseminated through multiplier events (i.e, curricula, pedagogical and youth work materials, open educational resources (OER), IT tools, etc.). They should be substantial in quantity and quality, contribute to the general aim of the project, contain elements of innovation, and have an impact on different levels (local, national, international).  

Projects: All – but KA2 and Capacity Building mostly (mandatory for higher education projects)

  • Multiplier Events

Multiplier events are dissemination events such as exhibitions, conferences, and galas, to name a few. Remember, that there has to be at least one multiplier event for each intellectual output!

Projects: All – but KA2 and Capacity Building mostly

  • Kick-Off Meeting

The Kick-Off Meeting is the very first meeting with project partners, and it also represents the first activity of the project.

Projects: KA2 and Capacity Building 

  • Transnational Meeting

The Transnational Meeting follows the Kick-Off Meeting and can last up to two or three days. During this activity, project partners discuss the development of the project. 

Projects: KA2 and Capacity Building

  • Midterm Report

A lot of times midterm reports are required for bigger projects. They usually are submitted every 9 or 12 months and expose what has been achieved in the project so far.
Projects: KA2 and Capacity Building

  • Final Report

The final Report is an important part of the project, as it triggers the final payments and provides a consolidated account of achievements over the lifetime of the project. All Erasmus+ beneficiaries are contractually required to submit a final report. 

Projects: All

Project plan

📌Mobilities’ Glossary
  • Activities

An activity is typically one stage of a project management plan. Each activity consists of one or more actions that, upon completion, will lead to the next project stage.

Projects: All

  • Training Courses

Training courses can refer to two different kinds of projects: KA1 Training courses for youth workers and KA2/Capacity Building training course mobilities. 

In a KA1 Training course,  the aim is to train international youth workers, teach them new non-formal education methods, and offer insights on a subject matter (i..e, active citizenship, sustainability, equality etc.) 

In a KA2/Capacity Building projects, training courses are one of the possible activities project managers can plan to exchange good practices and teachings on the project’s subject.

Projects: KA1, KA2 and Capacity Building 

  • Job Shadowing

During job shadowing, participants become familiar with a different job following and observing a trained and experienced employee in the hosting organisation. Job shadowing usually lasts 14-21 days.

Projects: Capacity Building

  • Blended Mobility

Blended mobilities combine physical mobility, virtual mobility (i.e. the use collaborative workspaces, live streaming, videoconferencing, social media, etc. to complement or prolong the learning outcomes of physical mobility), and blended learning (up to two months in total).

Projects: All

  • Youth Exchange

Youth Exchanges allow international youngsters to attend non-formal education activities and learn about important subject topics (i.e., active citizenship, sustainability, equality etc.). They usually last between 5 and 21 days and are open to people between the ages of 13 and 30.

Project: KA1

Group of people working together

With this handy guide we went through some of the most important terms you should keep in mind when working on project implementation 📄. They are especially helpful for project implementation, but they can definitely come in handy during the application process as well.

Still struggling with your project? We’re here for you!

👉We offer project implementation and project writing support at any stage of your work. When in doubt, give us a shout!📢

Wondering how to have sustainable Erasmus+ mobilities?

Read this blog post about Erasmus+ green travel and our top sustainability tips.

Sophia Raineri

Project & Communication Manager at Active Youth

All stories by : Sophia Raineri

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