Erasmus Mundus Joint Master Degrees

Monitoring

by Inmaculada Rodríguez, EACEA A3

Erasmus+ Erasmus Mundus Joint Master Degrees

Coordinators' Conference

Brussels, 12-13 November 2015

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Monitoring

WHAT ARE THE GENERAL OBJECTIVES? • Project in line with the objectives of

the EMJMD Action, the Grant Agreement, and consistent with EU policy and priorities

• Operational and financial implementation in accordance with the EU rules

WHAT IS MONITORING? Management instrument Quality Assurance instrument

BENEFITS CAN BE EXTENDED BEYOND THE PROJECT • Lessons learnt • Success stories can be

disseminated to maximise the impact of the EMJMD Action and the return on investment of EU funds

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Types of monitoring

PREVENTIVE (monitoring the project in the beginning of its life time)

ADVISORY/ CORRECTIVE (monitoring the project during its whole life time)

CONTROL (monitoring the project after its completion)

Linked and complementary

FIELD MONITORING (on the spot)

DESK MONITORING (Brussels HQ)

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Preventive

PREVENTIVE (monitoring the project in the beginning of its life time)

PURPOSES

• advice and guidance to prevent difficulties and obstacles

• information on rules & procedures

• reviewing with the beneficiaries objectives,

priorities, methodology, activities planned, cooperation with partners (role/rules/consortium agreement)

to ensure a sound implementation of the project

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Preventive

PREVENTIVE (monitoring the project in the beginning of its life time)

SOME EXAMPLES OF CONCRETE ACTIVITIES/ ACTIONS:

• Coordinators' conference and bilateral meetings

• Correspondence

• Technical report after the preliminary year (not applicable to Quality Review projects)

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Advisory

ADVISORY/ CORRECTIVE MONITORING

PURPOSE:

• To check the progress of the project towards its objectives

• To check that the EU financial and administrative rules and procedures are respected

• To apply corrective mechanisms in case of irregularities and/or unjustified deviations

• To identify good practices and potential success stories to be disseminated

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Advisory

ADVISORY/ CORRECTIVE MONITORING

SOME EXAMPLES OF CONCRETE ACTIVITIES/ ACTIONS:

DESK MONITORING CORRESPONDENCE, INTERIM REPORTS STUDENT VOICE/STUDENT COMPLAINTS-TESTIMONIALS

FIELD MONITORING MONITORING VISITS

VIDEO CONFERENCE,

AD-HOC VISITS OF

BENEFICIARIES TO THE AGENCY

Timing and Location of the monitoring visits • In principle, the Agency will visit each project at least once during its lifetime

• The visit will take place normally during the project's mid-term phase (2nd/3rd year)

• Location: Any place concerned by the project. On the spot.

Advisory/corrective monitoring

Visit organised around a key project meeting or a key event for students

Please inform your contact person about this type of events

Monitoring visits - Actors

Advisory/corrective monitoring

EU AND AGENCY ACTORS:

• Project Officer

• Financial Officer

• External expert

• Representatives of our parents DGs

• Erasmus+ National Agencies

PROJECT ACTORS:

• Coordinator's contact person

• Consortium partners

• Administrative/financial/international

offices

• Students and scholars

• Senior management in the University, etc.

ADVISORY/ CORRECTIVE MONITORING

Monitoring visits – Specific objective • To hear the views of the partners, associated partners, students, scholars

and other relevant actors

Advisory/corrective monitoring

Monitoring visits – Follow-up •Feedback to the beneficiaries – to be followed up via desk monitoring

ADVISORY/ CORRECTIVE MONITORING

Other Monitoring Visits

• Projects facing difficulties

• Audits

• Projects which are potential best practices

• Joint institutional visits involving other Erasmus+ units of the Agency

Advisory/corrective monitoring

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Control monitoring

CONTROL (monitoring the project after its completion)

PURPOSE:

• To check that the project objectives have been achieved

• To check the results, impact and sustainability

• To check that the EU rules and procedures have been respected

• To identify good practices to be disseminated as success stories

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Control monitoring SOME EXAMPLES OF CONCRETE ACTIVITIES/ ACTIONS:

DESK MONITORING FINAL REPORT

FIELD MONITORING SPECIAL MONITORING VISITS: BEST PRACTICES PROJECTS AUDIT VISITS

CONTROL (monitoring the project after its completion)

Assessment criteria

Relevance

Achievement of the objectives of the EMJMD Action

• Academic content and structure • Elements of "jointness" • Involvement of scholars/guest

lecturers • Quality assurance mechanisms • Services for students • Comprehensive student agreement

Quality of the project design and implementation

Assessment criteria

Quality of the project team and implementation

• Working mechanisms and management tools,

• Role and tasks of the partners, • Adequate level of resources

and experienced staff • The Consortium Agreement

• Promotion/dissemination mechanisms

• Sustainability strategy

• Impact of the project

• Employability

Impact and dissemination

Contractual obligation (Grant Agreement and Project Handbook)

Tool for monitoring (preventive, advisory/corrective and control)

Future: e-report connected to Valor

Types: Technical Report, Pre-financing requests, Final Report

Reports

Reports

OPERATIONAL PART

FINANCIAL PART

• Structured according to the assessment criteria

• Appendixes (EMT printouts, Consortium Agreement, Student Agreement, Diploma Template, others)

• Presentation on the use of the previous pre-financing instalments

The Assessment will result in a numerical rating from 0-100 • Technical Report: means of providing feedback

• Final Report: • projects scoring higher than 75 points – best practices

• Projects scoring lower than 50 points – a reduction of the lump sum contribution

Reports

Thank you for your attention!

Please contact us at: EACEA-EPLUS-JMD@ec.europa.eu

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