What is a project at KI?
We often say that we are “working on a project”, even when it is actually an assignment or an improvement within our regular work. At KI, we use the term project in a more specific way. On this page, we explain what we mean and provide concrete examples of what qualifies as a project. You will also find information on how to apply for development funding.
Please note that this page does not cover projects related to education, research, or research funding.
What is a project?
A project is a time‑limited work effort carried out outside line operations, with specially allocated resources and competences, in order to achieve a clearly defined goal.
The project format is used when the work requires focus, coordination, and governance that cannot be handled within ordinary operations.
Concrete examples of projects
The project format as a working method can be used to introduce a KI‑wide way of working, centralise a process, meet new regulatory requirements, refurbish or move into new premises, or implement a major IT‑related change impacting operations.
When the work instead consists of continuous improvements that fall within a unit’s responsibility, ordinary budget, and line management, it is not considered a project – but part of regular work.
Choose to work in a project when the assignment:
- requires cross‑functional collaboration
- needs separate governance and clear decisions
- must deliver a defined result within a specific timeframe.
In brief – a project:
- has a clear goal
- is time‑limited
- requires competence from several areas
- has a temporary organisation
- has its own budget or specially allocated funds.
What is a development project?
A development project is a project that requires special financing in the form of development funds. These were previously referred to as administrative development projects.
Development projects fulfil one or more of the following:
- have strategic significance for KI
- address needs for operational development or requirements placed on KI as a public authority
- involve several departments within the Professional Services (GVS) and/or the core operations
- aim to improve and streamline operational processes
Development projects are used when the project’s costs cannot be covered by the ordinary budget and therefore require special development funding. The Project Office provides support with applications, preparation, and follow‑up of development projects.
Apply for development funding for projects within KI's Professional Services (GVS)
For development projects led by the Professional Services (GVS) and requiring special financing, it is possible to apply for development funds.
Applications for development funds can be made in two ways, depending on how far the idea has progressed:
If the idea is at an early stage and requires further investigation, funding can be sought to carry out a feasibility study. The purpose of the feasibility study is to gain a deeper understanding of the needs, objectives, possible solutions, cost implications and conditions.
If a feasibility study has already been carried out, funding can be sought to implement the project. The feasibility study is then used as a basis for decisions regarding the launch, focus and funding of the project.
Regardless of the path, shared templates and documentation are used to ensure that decisions are made in a consistent and well‑considered manner. The Project Office provides support with documentation, preparation, and follow‑up.
Check in early
Even though it is not a formal requirement, it is always a good idea to contact the Project Office as early as possible, before much time and resources are invested. Through early dialogue, we can help you:
- see whether similar initiatives are already underway at KI
- identify dependencies on other projects or initiatives
- assess whether the idea is suitable as a development project
- save time and avoid unnecessary work at an early stage
A fully developed proposal is not required – sometimes a brief check‑in is enough to start in the right direction.
For larger or more complex development projects, decisions are often taken step by step. This means that funds may be granted in stages, for example first for a pre‑study and then for implementation.
After the pre‑study is completed, a decision is made on whether the project should:
- proceed to implementation with additional development funding
- change direction or be terminated
- The aim of this is to ensure responsible use of resources and that projects are based on sufficiently robust material before major commitments are made.
In practice – how it works
- You have an idea that does not fit within the ordinary budget, or affects many parts of the organisation
- You contact the Project Office for dialogue
- Either you apply for funding to carry out a pre‑study
- Or you use a completed pre‑study to apply for project funding
- The Project Office supports you in your application
- Decisions are made by the Professional Services (GVS) management group and are followed up over time
Feel free to get in touch even if your idea is at an early stage or not fully formulated.
Next step: working methods for projects at KI
When it is clear what a project is, the next question arises: How do we work with projects at KI?
At KI, we use shared working methods to create clarity, support collaboration, and ensure that decisions, results, and lessons learned remain traceable over time. These methods exist to support the work – not to make it more administrative.
Learn more about how we work with projects at KI, what working methods exist, and how you can use them in practice – both in formal projects and in other types of assignments or development initiatives.
You do not need to know everything from the start – the idea is that you should be able to find the right level of support based on your context.
Read more at: Project working methods and project model (länk)