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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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
REPRESENTS THE PROJECT
Signature
Receives EU grant
Intermediary
RESPONSIBLE FOR PROJECT MANAGEMENT
Monitors
Informs the Agency
Reports
ROLE OF THE PROJECT LEADER
PARTNERSHIP MONITORING AMENDMENTS REPORTING
Project implementation
Project communication
Cooperation agreement
Inform the coordinator on changes
Provide data for reporting
Liability
PARTNERS
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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)
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
11
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?
PARTNERSHIP MONITORING AMENDMENTS REPORTING
What to do in case of partnership problems?
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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)
PARTNERSHIP MONITORING AMENDMENTS REPORTING
15
WHAT IS PROJECT MONITORING?
Objectives
Types
Desk Monitoring
Onsite/online
Visit
Checks and audits
PARTNERSHIP MONITORING AMENDMENTS REPORTING
Supports you!
Provides guidance
Feedback
Policy input to the Commission
COMMUNICATION!!
THE AGENCY THROUGH YOUR PROJECT OFFICER
PARTNERSHIP MONITORING AMENDMENTS REPORTING
AMENDMENTS
PARTNERSHIP MONITORING AMENDMENTS REPORTING
PROJECT
DESCRIPTION
ACTION PLAN
ESTIMATED
BUDGET
Selected by the Agency
Annexed to the agreement
!!! BINDING !!!
YOUR COMMITMENT TOWARDS THE AGENCY
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
Application = baseline for project implementation
How can I estimate the impact of
the proposed change on the project?
20
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?
PARTNERSHIP MONITORING AMENDMENTS REPORTING
FORMAL CHANGES
Administrative changes
Changes to the project(contractually binding features)
INFORMAL CHANGES
(minor changes)
21
TYPES OF CHANGES
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
23
TYPES OF CHANGES – INFORMAL
New venue for an event?
Slight change of dates?
Discuss with your PO
PARTNERSHIP MONITORING AMENDMENTS REPORTING
24
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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
PARTNERSHIP MONITORING AMENDMENTS 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
29
PARTNERSHIP MONITORING AMENDMENTS REPORTING
INTERIM / PROGRESS REPORT
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
31
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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.
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
eREPORT – Which statistics?
36
PARTNERSHIP MONITORING AMENDMENTS REPORTING
eREPORT – How does it look like?
37
PARTNERSHIP MONITORING AMENDMENTS REPORTING
eREPORT – Data collection: start today
38
Application
•
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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
PARTNERSHIP MONITORING AMENDMENTS REPORTING
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:
Still have questions?
THANK YOU!
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