Project Coordinators' Meeting Guidance on contractual project management Brussels, 06 February 2019 Image: Shutterstock.com
Actors Collaborative Partnerships: Multi-beneficiary grant agreement Coordinator/ beneficiary (Co)-beneficiary EACEA
Actors Not-for-profit European Sport events: Grant decision EACEA Coordinator/ beneficiary
Coordinator/beneficiary Article II.1.1 and II.1.3 of the grant agreement; Article II.1 of the grant decision Signs and is responsible for all legal and financial documents of collaborative partnership Responsible for the project implementation Manages the work of partners, solves problems Contact point for EACEA All 3 actions
(Co)-beneficiary Article II.1.1 and II.1.2 of the grant agreement Jointly and severally responsible for carrying out the action Jointly and individually responsible for complying with legal obligations Informing coordinator, submitting documents Receives a part of grant Only Collaborative Partnerships
EACEA General management of project life cycle Signs grant agreement (Dis)approves and signs all amendments Monitors projects Acts as a helpdesk during project lifetime Validates reports at the final reporting stage
Guidance on contractual project management Project Life Cycle Overview Monitoring Amendments Financial rules Dissemination and logo Progress report e-final report
Project Life Cycle Overview
Monitoring Desk monitoring Online meeting Onsite meeting/visit Participation in a project event
Monitoring positive findings Evaluation report comments considered Active participation, clear management structure and division of tasks Project supported at institutional level for all aspects of project implementation Good internal/external communication Web page as a dynamic tool for dissemination Highly engaged target groups and stakeholders
Monitoring negative findings Delays in work plan, very few activities implemented Sleeping partners Poor dissemination plan Weak implementation of dissemination strategy from the project start No compliance with publicity obligations (Art. I.10.4) No internal quality control / evaluation mechanisms
Amendments - SCP Changes via Funding and tenders portal + info to EACEA SPORT Changes via e-mail to EACEA SPORT Formal amendment attached to e-mail to EACEA SPORT Legal name Contact person Legal representative Legal address Work programme minor Partnership Legal status Bank account Coordinator organisation Eligibility period of project Work programme major No budget transfer at all for collaborative partnerships
Amendments - Events Changes via Funding and tenders portal + info to EACEA SPORT Changes via e-mail to EACEA SPORT Formal amendment attached to e-mail to EACEA SPORT Legal name Contact person Legal representative Legal address Legal status Bank account Work programme minor Budget Coordinator organisation Eligibility period of project Work programme major
Amendment templates Use templates: Beneficiaries Space 2018
Amendment - advice Submit amendments without delays and before they occur Duly justify the reasons for the proposed changes and provide details - or request may be rejected Ensure the request is complete, and budget (if applicable) and work plan are re-aligned to the amendment request Attach all supporting documents If more issues, possibly put together in one amendment request Ensure the consortium is aware of and agree on the amendment (applicable for SCP)
If replacing/adding a new partner: make sure the new partner has highly specific skills and competences to add value to the project outcomes; tasks are clear and relevant Do not request prolongation of eligibility period just before the end of the project because you cannot finish the project on time Budget change (applicable for Events): Request in time - not at the end of project; Transfer between headings only if justified If you have doubts, discuss in advance with your project officer
Dissemination and logo Grant agreement / Grand decision Articles I.10.4, I.10.5 and II.7 Annex II of the Erasmus+ Programme Guide Erasmus+ Project Results Database 20% of reduction rate in non-compliance with the publicity obligation
Progress report Only Collaborative Partnerships and Not-for profit European Sport events if applicable: see your Grant agreement I.4.1 /Grant Decision 4.1 WHY? In case of reduction of pre-financing (weak financial capacity) HOW? At least 70% of the first pre-financing installment have been used WHEN? First day of the month after the midterm of the action at the latest Progress Report on paper: Use template Beneficiaries Space 2018 18
Length of eligibility period Final report - deadlines Phase Deadline 12 months Start and end of period 01/01/19 31/12/19 Your submission 29/02/2020 18 months Start and end of period 01/01/19 30/06/20 Your submission 31/08/2020 24 months Start and end of period 01/01/19 31/12/20 Your submission 28/02/2021 30 months Start and end of period 01/01/19 30/06/21 Your submission 31/08/2021 36 months Start and end of period 01/01/19 31/12/21 Your submission 28/02/2022
Penalties Poor, or Partial, or late implementation Final Reports will be evaluated on the basis of quality criteria on a total of max 100 points - evaluation will be sent to beneficiary If it scores below 50 in total, the Agency might reduce the final grant amount even if the activities are eligible and took place : 25% if final report scores is at least 40 pts and below 50 pts 35% if final report scores is at least 30 and below 40 pts 55% if final report scores is at least 20 and below 30 pts 75% if the final report scores below 20 points
e - Final reporting e-final report E+ Project Results Database Narrative part upload Financial part Deliverables Annexes
STEP 1: GO TO BENEFICIARIES SPACE 'SPORT 2018' Access to Participants Portal Step by step technical guide
STEP 2: LOGIN TO THE PARTICIPANT PORTAL Contact person!
STEP 3: SELECT THE PROJECT AND THE REPORT Click My Project(s) Click My Project(s) Click Final Report and Edit
STEP 4: COMPLETE THE REPORT Navigate through the report tabs and read first help texts 25
GENERAL INFORMATION and CONTRACTUAL DATA Automatically pre-filled If changes in contractual data: contact EACEA prior to the submission of the Final report (see Amendments) 26
IMPLEMENTED ACTIVITIES Summary = Narrative report: You can type directly or copy-paste from Word Project summary published on the E+ Project Results Platform 27
Report of Activities Objectives and priorities Description of the implemented activities Quality control during project implementation Team involved in the project and their role Partnership management Impact of the project Policy impact of the project Collaborative partnerships: Annex "Implemented activities" Dissemination Changes in relation to the application Good practice project Difficulties and recommendations
STATISTICS Activities dates, venues Participants age groups Participants sport organisation members Partners sport organisation yes/no 29
FINAL BUDGET Update 'Declared' SCP + Declaration on budget sharing: Partner number Organisation Please indicate each partner organisation in separate line Project budget amounts in EURO / P1 0,00 P2 0,00 P3 0,00 P4 0,00 P 0,00 30
Update 'Declared' Events 31
ATTACHMENTS Use templates: Beneficiaries Space 2018 32
Several worksheets! 33
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STEP 5: REPORT SUBMISSION After you filled in all the mandatory fields, you can click Submit 35
STEP 6: E+PROJECT RESULTS PLATFORM You need to upload all project results/final deliverables together with project website and logo according to the Article I.10.4 of your Grant Agreement/Grant Decision. 36
Purpose of the final reporting For the benefit of the entire project consortium: Measure the state of progress Adopt solutions to improve certain aspects Improve visibility in the wider community Reinforce the dissemination strategy For the Agency's benefit and use: Decision on intervention by the Agency: recommendations, monitoring visits, etc. Final payment Identification of good practices or projects requiring follow-up Feedback to the European Commission for policy-making
Final advice Read carefully all legal documents Advisable to sign a partnership agreement Read and take into account the evaluation report when implementing the activities and for the final reporting Don't wait with dissemination activities till the end of project Ensure quality control of your planning, activities & budget Establish a common approach within the partnership to address concerns, problems Take into account that you are dealing with an international partnership
EACEA-SPORT@ec.europa.eu 39