PROJECT MANAGEMENT · 2019-10-28 · project life cycle monitoring & support visibility of eu...

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Creative Europe - Culture

Kick off meeting 22 October 2019

PROJECT MANAGEMENT

PROJECT LIFE CYCLE

MONITORING & SUPPORT

VISIBILITY OF EU SUPPORT

DISSEMINATION OF RESULTS

PROJECT

SELECTION

GRANT

AGREEMENT

PROGRESS / INTERIM

REPORT + PAYMENT

(if applicable)

FINAL

PAYMENTPOSSIBLE

AUDIT

FINAL

REPORT

EVALUATION OF

PROJECT OUTCOMES

(EACEA)

Grant agreement

Eligibility period / costs

Pre-financing/interim vs final payment

Action plan/work programme and activities

3

SOME BASIC NOTIONS

MANAGING YOUR PARTNERSHIP

PARTNERSHIP MONITORING AMENDMENTS REPORTING

Cooperation projects are multi-beneficiary projects

BENEFICIARIES

Project leader/coordinator and Partners

EACEA

(the Agency)

PARTIES OF THE GRANT AGREEMENT


REPRESENTS THE PROJECT

Signature

Receives EU grant

Intermediary

RESPONSIBLE FOR PROJECT MANAGEMENT

Monitors

Informs the Agency

Reports

ROLE OF THE PROJECT LEADER


Project implementation

Project communication

Cooperation agreement

Inform the coordinator on changes

Provide data for reporting

Liability

PARTNERS


Legal, financial, operational conditions for cooperation

o Objectives of the project

o Activities

o Division of roles

o Communication

o Budgetary and financial framework

o Legal aspects

Can be revised!

To be sent to the Agency (within year 1)

COOPERATION AGREEMENT (Art I.9 of Grant Agreement)


9

MANAGEMENT OF THE GRANT

The grant is paid on the bank account of the coordinator

(Art I.5 of GA)

How to redistribute the grant among members ?

How to reimburse costs ? When ? Where ?

Several possible configurations

to be agreed upon with partners

to be detailed in Partnership Agreement

Transfers to beneficiaries only to institutional bank accounts


10

SUBCONTRACTING (Art I.9 of Grant Agreement)

What’s subcontracting ?

Implementation of specific tasks, by third party,

to which a contract is awarded by one/several beneficiaries.

Tasks that cannot be performed by beneficiaries

No project management-related tasks

Not foreseen in the application ? Ask authorisation to PO!

Some examples: Catering for events // Printing,

publishing and dissemination activities //

Translation services // Web design and maintenance


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COOPERATION AND GOVERNANCE

Set up clear decision making methodologies

Think about tools for sharing documents

Ensure common and clear understanding

You might consider using: Minuted meetings?

Shared online drive? Regular online meetings?

Online project management tools?


What to do in case of partnership problems?


One of your partners calls you and asks to change the timetable for the distribution of

the pre-financing between the partners (different from what foreseen in cooperation

agreement). It is urgent for him to receive its share of the pre-financing…

What do you do?

I say that this is

not possible. The

cooperation

agreement establishes

some rules and these

have to be respected.

I talk about it with

the other partners, I

see if they agree with

that and modify the

cooperation

agreement

accordingly.

I suggest to this

partner to contact the

Project officer and

see with him if this

can be done.

He/she'll have to wait

: "I'm on holyday right

now, I'll be back in 3

weeks. For urgent

matters, please contact [email protected]

A B C D

MONITORING

(by the Agency)


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WHAT IS PROJECT MONITORING?

Objectives

Types

Desk Monitoring

Onsite/online

Visit

Checks and audits


Supports you!

Provides guidance

Feedback

Policy input to the Commission

COMMUNICATION!!

THE AGENCY THROUGH YOUR PROJECT OFFICER


AMENDMENTS


PROJECT

DESCRIPTION

ACTION PLAN

ESTIMATED

BUDGET

Selected by the Agency

Annexed to the agreement

!!! BINDING !!!

YOUR COMMITMENT TOWARDS THE AGENCY


Cannot change the substance of the selected project

Inform your project officer beforehand

Only in writing (official request)

Before the change takes place

At the latest 1 month before the end

of the eligibility period

Must be accepted

BASIC PRINCIPLES OF AMENDMENTS


Application = baseline for project implementation

How can I estimate the impact of

the proposed change on the project?

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BEFORE ASKING FOR AN AMENDMENT

What’s the deviation with initial plan?

Scope of the project / compliance with

programme's rules still ok?

Who does it affect?

Which effect on the project budget?

On the project timeframe?

Is there a risk of not delivering the

planned outputs?

Which alternative solutions can I find?


FORMAL CHANGES

Administrative changes

Changes to the project(contractually binding features)

INFORMAL CHANGES

(minor changes)

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TYPES OF CHANGES


Administrative changes (Participant Portal)• bank account (Participant portal + mail PO)

• legal status / name of coordinator or partner

• legal name of beneficiary

• address of coordinator or partner

Amendments to the project (Agency):• eligibility period

• action plan/work programme

• budget (10%)

• partnership (coordinator? Change of partner?)

• legal representative / contact person

TYPES OF CHANGES – FORMAL


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TYPES OF CHANGES – INFORMAL

New venue for an event?

Slight change of dates?

Discuss with your PO


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TYPES OF CHANGES – FORMAL AND INFORMAL

1. Check the guidance note (Chapter on Amendments)

2. Evaluate the impact on contractual obligations

3. Contact beforehand your project officer to be

sure about the nature of the change (formal or informal)

and the documents to be produced


One of your partners calls you saying that he wants to step out of the project

because he’s facing financial difficulties.

What do you do?

I panic. This is the

right time to enroll in

that mindfulness

course

I contact my

project officer and

see if we can find a

solution as for the

contractual aspects

of the project

I try to find a

solution by myself

I find a new partner

and will talk about it later

on to my PO.

A B C D

After a partnership meeting, the venue of the final event and the dates of the

exhibition have changed.

What do you do?

I'm fine with this,

no need to bother my

PO, I validate the

changes myself.

I'm fine with that,

I will communicate

these changes to the

Agency in the final

report as I don't think

that these changes

will impact the

budget.

I communicate

these changes to my

PO before they take

place

I try to be clear with

the partners: "Sorry

guys, but this was not

scheduled in the grant

agreement..."

A B C D

REPORTING



REPORTING OBLIGATIONS

Signature of

Agreement

Interim/

progress report

Final report

Pre-financing payment

Interim payment /

Further pre-financing payment

Final payment

HOW

By e-mail to [email protected]

WHEN

Reporting period indicated in your grant agreement

WHAT

Technical and financial report

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INTERIM / PROGRESS REPORT

mailto:[email protected]

INTERIM / PROGRESS

TECHNICAL REPORT

Qualitative evaluation of the project

Contribution to the objectives of the call

Results so far

Communication/dissemination so far

Evaluation by partners

INTERIM / PROGRESS

FINANCIAL REPORT

Income received + costs incurred so far

INTERIM / PROGRESS REPORT

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FINAL REPORT - eREPORT

HOW

Through the Funding & Tender opportunities

Portal (= Participant portal)

WHEN

60 days after the end of the eligibility period

eREPORT – WHAT

OVERVIEW AND STATISTICS

Generated by the system

Filled in online

Sections General info + contractual data

Public summary

Statistics

Budget: cost & income

Sharing of the EU grant

TECHNICAL REPORT

(word document)

Qualitative evaluation of the

implementation of the project

and of its objectives

Results (outcome) and outputs

/ deliverables,

Evaluation by partners

FINANCIAL STATEMENT

(Excel document)

Detail of all income received

Detail of all costs incurred

during the implementation of the

project

1 2 3


eREPORT – WHAT

REPORT OF FACTUAL

FINDINGS AND SIGNED

CONSOLIDATED FINANCIAL

STATEMENT

(AUDIT CERTIFICATE)

Compulsory if >60.000 EUR

Must be signed by approved

independent auditor.

4

DECLARATION ON HONOUR

5

PRODUCTSThrough the Creative Europe

project results database

6

Provide qualitative and quantitative indicators

on the project implementation and its impact on

the relevant sector;

Provide data that can help monitoring the

performance of the Creative Europe programme

and help defining the needs for the future.


eREPORT – Why statistics?

Projects activities, results and impacts:

N° and type of activities implemented

N° of participants involved + days work generated

Mobility of operator (including repartition by gender)

Audiences reach

Works produced (type, n°, ticket sold, online reach), prizes awarded

Number of capacity building / learning experiences

Market and professional opportunities

Job creation

35


eREPORT – Which statistics?

36


eREPORT – How does it look like?

37


eREPORT – Data collection: start today

38

Application

•


Regulatory framework

Your documents EACEA documents

•

Any prior autorisation

from EACEA

Obligations under the grant agreements / visibility of EU funding

Poor / partial implementation

Objectives / results

Deliverables

Based on scores


Grant reduction

Guidelines of the call EACEA 34/2018Eacea Website > > Creative Europe > >

Funding > > Support to European Coop projects 2019

Beneficiary space of the call EACEA 34/2018 Eacea Website > > Creative Europe > >

Beneficiaries space > > Support to European Coop projects 2019

40


Where to find EACEA documents ?

Today's the day! First public event of your project. So many things to think about, but

we guess you're wondering...

Did I meet all the communication requirements in order to communicate about

Creative Europe support?

I put the

programme's logo in

all the communication

materials, I've

respected the

contractual

obligations!

I'm also going to

mention Creative

Europe's support

during the opening

speech of my event

and even during

small activities.

The audience is

not supposed to

know that this is a

European project.

And as for the logo...

"What is essential is

invisible to the eye" -Antoine de Saint-Exupéry

I put the logo, that's

fine. Here it is

A B C D

Cool, my project has almost finished and, guess what ? I finally managed to have my

website online! #SoProudOfMe

Actually, was this the good timing?

Yes, I can now

publish the finalised

version of all the

project's materials and

results!

Shame on me,

I've lost a great

opportunity to

promote my project

since the beginning...

Yes, I managed

to have it published

before the

submission of the

final report. My PO

will be proud of me

;-)

I'm not sure...A B C D

My project has finished, I can finally start drafting my final technical and financial

report! Should I contact my partners now in order to collect the copy of the invoices

and other required documents?

Of course! It might

take more than a

couple of months,

though.

Thank God

reporting has been

for us a recurrent

activity since the

very beginning of the

project.

I'm the

coordinator,

therefore there's no

need to contact my

partners for that!

I ask to my partners

to write the report as I’m

on something else!

A B C D

Questions? Ideas? Doubts?

45

1) Discuss with your Project Officer

(always mention your project number!)

2) Write to:

[email protected]

Still have questions?

THANK YOU!

PROJECT MANAGEMENT · 2019-10-28 · project life cycle monitoring & support visibility of eu...

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