Main Activities

Title

WP1: Project Management and Coordination (M1-M30)

Start

End

Implementation Resources

M1

M30

Municipality Staff, Project Staff, External Expertise, Collaboration with EU Delegation and Stakeholders

Summary of the workpackage

The Horizontal Management Workpackage included staff hiring and internal expertise for financial and technical monitoring, reporting, preparation of a Quality Assurance Plan and Risk Management Plan for all actions of the project and handling of the communication with the EU Delegation in Albania. For this task, the Municipality will involve its existing staff and will hire two new permanent staff members to operate the Centre USPs as planned in the project.

Action 1.1. Financial and technical reporting for the project (M1-M30)

The Task will be related to the periodical monitoring of the project progress, creation of templates for the technical and financial reporting and continuous monitoring of the project progress as per implementation Manual of the EU delegation in Albania and the specific call. All problems, delays and contingency actions will be electronically registered in template documents in order the PMC of the project to have the full information for decision making in all stages of the project.

Action 1.2. Project Management Meetings (M1-M30)

At the beginning of the project an Internal PMC (Project Management Committee) will be established involving the Mayor and Vice Mayor for EU Projects and Investments, internal permanent staff of the Municipality, involving the Project Manager, the Financial Manager and the Procurement Manager.  Periodical meetings between staff of the Municipality and External Experts, companies and involved stakeholders will be organised and detailed decisions will be documented by the staff of the Municipality in Minutes of Meetings. Meetings will also planned with delegation of EU in Albania and Monitoring Staff of the Municipality.

Action 1.3. Risk Management and Quality Assurance Procedures (M1-M30)

At the beginning of the project, the staff of the Municipality will prepare a detailed Risk Management and Quality Assurance Methodology with support from an External Expert Specialised in EU project Management. The risks and contingency plans will be presented to the PMC and the document will act as a reference for documenting each step and decision of the project. The report will include all issues related to procurement, financial management, potential technical risks for all tasks, will propose monitoring methodology and templates, etc.  

Workpackage Deliverables per Action

Action/Del. Nr

Deliverable Title

Month(s)

Type

D1.1.1.x

Three monthly internal progress monitoring report

M3, M6, … M30

R

D1.1.2 – 4

Interim reports and final report to the EU delegation in Albania

M12, M24, M30

R

D1.2.x

Minutes of Meeting of the PMC and Monitoring

M1-M30

R

D1.3.1

Risk Management and Quality Assurance Procedures

M3

R

Critical Milestones

Milestone 1.1. PMC and internal management procedures are established (M1)

Milestone 1.2. Risk Management and Quality Assurance Methodology is established (M3)

Milestone 1.3. Interim Report are submitted successfully to the EU (M12,M24,M30)

Title

WP2: Awareness and Communication Actions, Info days and Publicity Material

Start

End

Implementation Resources

M1

M30

Municipality Staff, Project Staff, External Expertise, Final Beneficiaries, Social Entrepreneurs, Local Population, Collaboration with EU Delegation, Local and National Stakeholders

Summary of the workpackage

WP2 aims at drafting and implementation of the communication strategy and actions, visual identity, brand of the SOCIAL-E Project, project website, social media campaign, promotional materials for the project and for 5 (target) social enterprises, a final promotional video for the project activities, web site of the project and entrepreneurial centre, infodays and Final Conference.

Action 2.1. Communication and Awareness Plan

Preparation of the communication plan with details of communication channels, project logo design, project motto and templates for the presentation in all media channels. The report will include a detailed planning of the visibility requirements arise from the EU funding for all the activities of the project and a calendar of activities including templates for invitations, electronic communications and deliverables of the project. Also, minority languages requirements will be included in all communication channels.

Action 2.2. Design and printing of promotional material for the project and social enterprises

Two trilingual promotional (EN, AL, GR) packages are planned: One for the project at the beginning Month 6 (2 banners, 5 posters, 1000 leaflets, 100 project dossier including pen, notebook), One for the promotion of the Social Centre upon its operational establishment (M18) including logo, 1500 leaflets, external and internal signs at the entrance, shop and each incubator/room.

A dedicated promotional package will be prepared for the 5 selected social enterprises upon their initial or legal establishment including support for logo design, product leaflets and product packaging design (if required). This package will be personalised, and an external company will be hired to perform this work.

At month 24 of the project a promotional video for Local and National media will be created including the project results, the Social Centre concept, the products of social enterprises.

Action 2.3. Promotional website and social media campaign

A dedicated promotional website will be created for the project, the centre services and results, including social media accounts to be operated by the staff of the centre at month 6. The website will include also specialised forms for registering social entrepreneurs and enterprises to the Incubation and Acceleration programmes.

Action 2.4. Information Days and Final Conference of the Project

Two Information Days are planned for the project (M1, M18), the first will present the project concept and the second Information Day with be combined with the presentation of initial ideas from Enterprises/Entrepreneurs.

A Final Conference with participation of Local, national and International Stakeholders including EU Delegation Staff will be organised in M30 of the project presenting the Final Products/Results of the project and the Sustainability of Operation Plan.

Workpackage Deliverables per Action

Action/Del. Nr

Deliverable Title

Month(s)

Type

D2.1.1

Communication Strategy Plan

M3

R

D2.2.1

Promotional Package for the Project

M6

P

D2.2.2

Promotional Package for the Centre

M18

P

D2.2.3

Promotional package for the 5 (at least) Social Enterprises

M24

P

D.2.2.4.

Promotional Video for the Project Results

M24

P

D2.3.1

Website of the project / Social Media

M6

S

D2.4.1-2

Information Days for the project

M1, M18

E

D2.4.3

Final Conference of the Project

M30

E

Critical Milestones

Milestone 2.1. Communication Strategy established (M3)

Milestone 2.2. Website of the project is online (M6)

Milestone 2.3. Project results presented in Local and National Level (M30)

Title

WP3: Building renovation, SOCIAL-E Centre Construction

Start

End

Implementation Resources

M1

M15

Municipality Staff, Project Staff, Contractors, Collaboration with EU Delegation

Summary of the workpackage

The WP3 includes the reconstruction of the Old School in Dervician village that will be renovated to become the permanent physical SOCIAL Project Incubator. The Municipality performed a detailed study, and the reconstruction is mature to start with a procurement within the first month of the project. The duration of the infrastructure works is 12 months, and the building will include:

·         Social Product Shop and Information Point at the main road entrance

·         Conference and training room with capacity to host info days, training sessions, holistic and living laboratories of 25-30 participants; Management Offices for the permanent staff for the Management of the Centre, Rooms that will be provided for free to Social Enterprises (upon request and evaluation from the Advisory Board) and will act as incubators/co working spaces;

·         All facilities of the Centre will be used for free from all social enterprises regardless their physical incubation into the building

Action 3.1. Reconstruction of the Old School Building in Dervician

The reconstruction will be based on the final engineering study (attached to this proposal) including: Destruction, Terrace Isolation Works, Plastering and External Wall Covering, Sanitary works, Layer Works, Window Doors, Electrical Works, Network and Telephony

Action 3.2. Equipment for the SOCIAL-E Centre

The procurement will include furniture and equipment for the

Social Shop (4 custom wood/glass shop shelves, product exhibition showcases, 1 desk, 1 computer, 1 printer, 2 professional refrigerators for agro food/ products, air conditioning), Conference and Training Centre (30 chairs, 1 desk, desktop computer, projector, wall projection board, air conditioning)

Management Offices equipment (4 desks, 4 computers, 2 network printers, 2 air conditioning)

Workpackage Deliverables per Action

Action/Del. Nr

Deliverable Title

Month(s)

Type

D3.1.1

SOCIAL-E Centre Building

M12

I

D3.2.1

Functional SOCIAL-E Shop and Centre

M15

I

Critical Milestones

Milestone 3.1. Reconstruction of the Social-E Building (M12)

Milestone 3.2. Functional SOCIAL-E Incubation and Acceleration Centre (M15)

Title

WP4: Mentoring and Coaching of Social Enterprises

Start

End

Implementation Resources

M1

M30

Municipality Staff, Project Staff, External Expertise, Collaboration with EU Delegation and Stakeholders

Summary of the workpackage

Creation of an International Mentoring and Coaching Networks of Experts including local successful entrepreneurs, universities, researchers and business/financial angels from Albania and EU Countries, Training seminars for women and youth on how to start a social business, how to prepare business plan, marketing plan, brand and package their products and create a sales network of product and services, One to One dedicates mentoring and coaching sessions (2 cycles of 12 months each) to interested groups selected through open call and local consultations.

Action 4.1. Establishment of the Network of Mentors and Coaches and Selection of Social Entrepreneurs (M1-M30)

The first stage of this task is the establishment of the Advisory Board that will include the Staff of the Municipality, External Mentors and Coaches and representatives of Local, Regional and potentially National Stakeholders.

The second stage if the publication of an open call and as well one to one meeting with members of the targeted vulnerable group members to explain the concept and the benefits of participating in the Actions of the project, creating groups and targeting their first social enterprises. At least 200 members of the community will be contacted and the target is to select 60 of them to join the training and mentoring holistic programmes.

Action 4.2. Holistic Incubation and Acceleration Programme – Training (M6-M26)

The first part of the Holistic Support is Training. Initially 24 seminars in total are planned in two cycles:

The general Social Business Cycle: 12 general business training seminars

The domains specific VET type training Cycle: 12 field oriented holistic living laboratories for the target domain of business: traditional culinary and agro food, handicrafts, popular arts and creative industries, and new tourism services like alternative, cultural and agro-tourism.

Action 4.3. Holistic Incubation and Acceleration Programme – One to One Mentoring and Coaching (M6-M30)

The second part of the Holistic Support is one-to-one dedicated Mentoring/Coaching per social enterprise.  

M6-M16 – 20 months, 5 at least enterprises/60 people will receive dedicated mentoring and coaching for establishing their business from drafting the idea as alternative to illicit activities, to create a sustainable business model, choose and contact the right clients, find initial seed funds if needed, established their social venture and go to the market with the new unique support within the SOCIAL-E network.

Workpackage Deliverables per Action

Action/Del. Nr

Deliverable Title

Month(s)

Type

D.4.1.1

Network of Mentors and Coaches

M6

R

D.4.2.1. – 2

Training Seminars for Social Entrepreneurs

M18, M26

R

D4.3.1

Report on one-to-one Mentoring and Coaching of Social Enterprises

M26

R

Critical Milestones

Milestone 4.1. Advisory Board Establishes (M3)

Milestone 4.2. Potential Social Entrepreneurs are selected (M6)

Milestone 4.3. Social Entrepreneurs receive Holistic Support (M26)

Milestone 4.4. Social Enterprises are created and hosted to the Incubator (M30)

Title

WP5: Unique Sales Point of Local Social Enterprises

Start

End

Implementation Resources

M12

M30

Municipality Staff, Project Staff, External Expertise, Social Entrepreneurs, Collaboration with EU Delegation and Stakeholders

Summary of the workpackage

WP5 aims at developing a sustainable USP for all social enterprises of the centre and will have two branches: The physical shop that will be hosted and operated by the Municipality and an e-shop that will be created within the project and operated by the Sales and Logistics Expert of the Centre in collaboration with all enterprises.

Action 5.1. Study for the establishment of the USPs for Local Social Enterprises

An external expert or specialised company will be hired to prepare the operational study for the USPs that will include all related issues e.g. management structure, legal, tax regime, logistics support, licenses, regulations for food and beverages, marketing plan and strategy, cost analysis, technical specification of e-shop, technological requirements, etc

Action 5.2. Creation and operation of the physical Shop

Based on the abovementioned study, an external financial advisor will support the Municipality to fulfil all the necessary step to operate the Physical Shop located at the entrance of the Centre (M18). The shop will be operated for 12 months following the renovation, reconstruction and equipment purchase phase of the WP3, and estimating a 3-month period to receive all the necessary legal, administrative, tax and licenses to be fully operational at month 18 of the project.

In parallel contacts will specialised companies will be established to ensure full logistics support for the products of services of local social businesses as per the findings and requirements of Action5.2.

An inauguration event with the invitation of all local, national stakeholders and EU Delegation will be organised for ensuring the maximum publicity and visibility of the project and USP.

Action 5.3. Creation of the Online e-shop

In parallel with the creation of the Local Physical Shop, an IT company will be hired to create the e-shop for the products of local social enterprises, including one dedicated page for each one with the list of products and/or services, and backend tools to support orders and ensure the logistics using the staff of the Centre. The shop will be hosted, operated and maintained for a pilot period of 12 months, and will be sustained after the end of the project with a yearly contract by the funds of the Municipality.

Action 5.4. Evaluation on the operation of the Unique Sales Point

USPs are one of the most innovative and important outcomes of the project, so they have to monitored and evaluated by an external expert company/individual in order to fix any operational problems including legal, tax, logistics and/or performance requirements in order the USPs to be sustainable to the future.  This report will be implemented for the 12-month operational period of the USPs and the outcomes will be presented to the Municipality, Local, National Authorities and EU Delegation.

An important outcome of the evaluation report will be at the policy level (e. g. legal and tax related issues) for similar approaches all over Albania, since for the moment is not clear on the legislative part how the social enterprises and their support centres can operate together.

Workpackage Deliverables per Action

Action/Del. Nr

Deliverable Title

Month(s)

Type

D.5.1.1

Operational Study of the Unique Sales Point for products of Local Social Enterprises

M15

R

D5.2.1.

Operational licenses for the USP

M18

R

D5.2.2

Inauguration event for the Physical Shop and Local Fair of Social Enterprises Products

M20

E

D5.3.1

SOCIAL-E Local Social Enterprises e-shop

M18

S

D5.4.1

Reporting on Monitoring and Evaluation of USP operation.

M30

R

Critical Milestones

Milestone 5.1. (M18): Creation and Operation of the USPs

Title

WP6: Sustainability, Long Term Support and Networking Actions

Start

End

Implementation Resources

M6

M30

Municipality Staff, Project Staff, External Expertise, Social Entrepreneurs, Funding agencies, Business Support Agencies, Collaboration with EU Delegation and Stakeholders

Summary of the workpackage

WP6 is a dedicated workpackage aiming at the sustainability of the Social Enterprises Centre and will includes: Participation of the Centre (including enterprises) in at least 4 local and/or National Business, Bilateral or Multilateral Fairs in Albania, Networking Activities with all local and National Stakeholders and finally, the preparation of the Sustainability and Operational Plan for the Social Accelerator and Incubator

Action 6.1. Participation in Local and National Fairs

Several Local Fairs are organised in Gjirokastra and Albania related to agro food products, traditional products culinary and tourism. Thus, one important action is the active participation in 2 Local fairs in Gjirokastra and 2 National Fairs in Tirana where the products of the Social Enterprises and the Centre concept will be presented under the support of the Ministries and EU Delegation.

Action 6.2. Networking Activities

Networking Actions includes direct contact with all Funding Institutions in Albania and EU per activity and individual support services to each social enterprise to find initial seed and growth funds for its products.

Through the Mentors and Coaches Network, dedicated meetings and actions will be planned per business domain/activity with local/national and international industries and companies to explore any potential direct contracts with the local social enterprises.

Action 6.3. Sustainability and Operation Plan for the SOCIAL-E Center

This Actions is the final one for the project and the most important, since the Municipality will Establish a Joint Team from Internal, External Experts and Stakeholders to draft a detail cost benefit analysis for the operation of the Centre after the Project completion. This study will act as the main operational plan that will be incorporated to the Municipal Budget Planning for at least 3 years after the project end.

In cooperation with Social Enterprises and Funding/Financial Institutions the Municipality will seek the best revenue/financing stream to maintain the Social Centre and continue the Incubation and Acceleration programmes for the local Social Enterprises.

Workpackage Deliverables per Action

Action/Del. Nr

Deliverable Title

Month(s)

Type

D6.1.1-4

Participation report for Local and National Fairs

M10, M15, M24, M29

E, R

D6.2.1

Interim and Final Report on Networking Activities

M15, M30

E, R

D.6.3.1.

Sustainability Report and Operational Plan for the Future

M30

R

Critical Milestones

Milestone 6.1. Sustainability and Operation Plan is established for the next 3 years (M30)