I approve:

President of the NGO “WAY OF PEACE”

Zhavoronkov M.M.

Protocol No 3

Meeting of the Council of the NGO “WAY OF PEACE”

from « 28 » September 2022

Position

on support and implementation of projects

1. Terminology and definitions

A project is an idea (task, goal / goal) and the necessary means of its implementation in order to achieve the desired economic, technical, technological or organizational result. Under the project understand the complex of research, design, socio-economic, organizational, economic and other measures that are provided with the necessary resources to achieve the relevant goals for a certain period.

Project management is the process of managing a team, project resources using special methods and techniques in order to successfully achieve your goal.

The basic principles of project management are: the whole focus, consistency, complexity, security, priority, economic security of the planned activities.

The life cycle of a project is the time from the moment of its conception to the moment of full implementation. The moment of the plan in this case is the presentation of the idea of the project to the leadership of the NGO “WAY OF PEACE” (Public Organization). The moment of full implementation, respectively, is the signing of the Act of work performed and / or services provided for the project and the preparation and acceptance of reporting documentation by donors, partners and / or the leadership of the Public Organization”.

The main functions of project management, which are aimed at managing goals, are: presentation of the idea, preparation of project documentation, management of: resources, scope of work or / and provision of services, quality, costs, time, preparation of reporting documentation on the project.

Additional functions that are aimed at managing certain objects are: personnel or human resource management, communication or information communications management, contract management and project support, risk management, project integration management.

management of personnel or human resources. The project has a range of responsibilities related to the selection of personnel, the distribution of responsibilities, the organization of effective team work, the planning and control of its work. Therefore, this function includes the direction and coordination of the activities of the persons involved in the project;
management of communications or information communications involves the accumulation of information that is exchanged by members of the project team, management and which contributes to the successful completion of the project;
contract management and project support – involves the selection, negotiation and signing of orders, control over the supply of material and technical resources, ensuring the targeted use of project funds.

A project team is a specific organizational structure headed by a project manager. It is created for the period of the project and the task of implementing the functions of project management. The composition of the team depends on the characteristics of the project, namely on its scale, complexity.

Project materials are a set of documents containing a description and justification of the project. The participants of project management are the project manager and participants (members of the Public Organization), who are obliged to perform some of the actions envisaged by the project, and whose interests will be involved in the implementation of the project.

The project plan is a list of works indicating the terms, performers, results that lead to the receipt of a set of indicators outlined by the project plan.

The basic principles of project management are:

targeting, which is expressed in the target orientation of the project to ensure the ultimate goals of the project and compliance with the priorities of the Public Organization;
transparency and accountability, which is expressed in the timely informing of the leadership of the Public Organization about the progress of implementation and implementation of the project, including at the request of the management of the Public Organization. Transparency provides for the possibility of monitoring the progress of the project and reporting on the project.

2. Project management functions:

presentation of the project idea;
planning project activities, including filling out the Donor Application Form with subsequent correction, taking into account the comments received from the NGO management, partners and donors;
organization of work on the project;
coordination and regulation of project development and implementation processes;
activating and stimulating the achievement of the goal of the project of the team’s activities;
accounting, control and analysis of the progress of the development and implementation of the project;
the composition of the functions and powers of the project manager is determined by this Regulation;
the project manager and team perform project tasks;
coordinate work throughout the project cycle until the goals and results are achieved, subject to the established deadlines, budget and quality.

3. Project manager functions

The project manager performs the following functions:

planning, control and coordination of work of all project participants;
direct participation in the development of the project;
legal expertise of the project;
informing about the need to take measures to make changes regarding the implementation of the conditions for the implementation of the project (if necessary);
prepares draft administrative or other documents on the implementation of the conditions for the implementation of the project;
approves (visas) draft agreements aimed at fulfilling contractual obligations, ensures the protection of property rights and legitimate interests of the Public Organization;
analyzes the materials received during the project implementation;
carries out work related to increasing the level of informing employees and project participants;
informs about changes and additions to the project, consults on the implementation of conditions for the implementation of the project;
contributes to the timely adoption of measures to eliminate violations;
administers the database of project documentation;
ensures the formation, publication and up-to-date maintenance of materials that are within the competence to implement the implementation of the project conditions on the internal portal and external site;
analyzes and predicts the processes for the implementation of the project;
informs the members of the Public Organization about the current activities within the project in the “real time” mode with the help of information resources of the Public Organization in agreement with the leadership of the Public Organization;
develops proposals for activities aimed at interacting with organizations interested in participating in the project;
analyzes and predicts the development of the project, summarizes the most relevant processes;
ensures the functioning of the system of constant monitoring;
provides and implements proposals for attracting additional resources by participating in grant programs of international organizations and foundations;
provides consultations and clarifications on issues related to the project.

4. Accounting, control of the development and implementation of the project.

If necessary, a separate account is opened for a separate project.
The responsible person (project manager) distributes the funds raised for the project. Financial control over the intended use of funds of the Public Organization is carried out in accordance with the requirements for non-profit organizations.
Calculations or investments to the project are preliminarily agreed with the management of the PUBLIC ORGANIZATION and are divided into the entire period of fulfillment of the conditions for the implementation of the project according to the project implementation schedule.
During the entire period of performance of works and/or provision of services under the contract (implementation of works, implementation of the project), the responsible person monitors the fulfillment of the conditions stipulated by the contract, prepares current certificates on the status of work under contracts and their financial support and submits reporting documentation to the President of the Public Organization, the Chief Accountant regarding the funds spent under the agreement (contract) within the project.

5.Support for the performance of work under the contract is carried out at all stages by the project manager:

carries out organizational and methodological support for the performance of work:
during the entire period of performance of works under the contract, it monitors the terms and quality of work by conducting checks of their compliance with the requirements, the list of mandatory stages of work, as well as the deadlines for submitting reporting materials;
organizes the acceptance of each stage of work provided for by the calendar plan for the performance of work under the contract. If necessary, prepares current certificates on the status of work under contracts and their financing.
prepares proposals and conclusions on the implementation of the results of work and its feasibility, and is responsible for the reporting documentation on the project

6. Requirements to the documentation for the acceptance of work performed and / or services provided.

6.1 Reporting materials should contain comprehensive information on the implementation of the project and be presented in a separate folder. Acts of acceptance, other reporting documents – in duplicate. One copy of the report after approval is transferred to the Contractor, the second is stored in accordance with the terms of the project.

6.2 The report and documentation shall be submitted in printed form and on magnetic media. All documents are drawn up in the state language and other languages in accordance with the requirements of the project.

6.3 Interim reporting documents on the project are considered by the President of the Public Organization and the Chief Accountant.

7. Delivery and acceptance of the results of completed works and / or services provided and their implementation.

7.1 The Agreement is considered closed from the date of approval of the act of acceptance of the results of work and / or services rendered and after the fulfillment of financial obligations and the provision by the Contractor of reporting financial documents and a substantive Report on the project.

7.2 The President of the PUBLIC ORGANIZATION monitors the implementation of the project.

Regulations on support and implementation of projects