Go through stages of the project lifecycle Understand rules and requirements of the Erasmus+ Key Action 2 Programme Opportunity to network with other delegates Ask questions of the National Agency / Project Officer
10:00 Welcome and Introduction 10:20 Icebreaker 10:30 Managing your Grant 11:10 IT Tools & Coffee break 12:00 Monitoring 12:20 Quiz 12:30 Lunch and Networking
13:30 Guest Speaker 13:50 Reporting 14:10 Coffee Break 14:25 Panel Q&A 15:00 Impact, Evaluation & Dissemination 15:30 Overview & Close
Field No. of applications No. of approved projects % of approved projects 2014 2015 2014 2015 2014 2015 VET 86 122 28 40 32.6% 32.8% Adult ed. Yout h 76 79 15 13 19.7% 16.5% 88 82 8 6 9.0% 7.3%
Launch of Erasmus+ Project Results Platform and Online Linguistic Support tool (OLS) Learning Networks and Sector Consultative Groups EPALE and ECVET Europass
Transnational Cooperation Activities (TCA) Inclusion and diversity strategy Eurodesk UK European Youth Week Support, Advanced Learning and Training Opportunities (SALTO)
To promote the Erasmus+ programme in the UK To provide information, advice and guidance To manage project assessment and selection To make payments to projects and conduct audits To undertake on-going monitoring of projects To disseminate and exploit results
Responsible for project implementation, monitoring, reporting Ensuring a strong, committed partnership in place On-going evaluation Dissemination of results
10 minutes to talk about following: What is your name, organisation, what do you do? Introduce your project under the Erasmus+ What do you want to achieve with your project?
Grant Agreements and Annexes Contract Amendments Eligible Expenditure & Ineligible Costs Things to Consider
Type: Multi-beneficiary agreements All partners of the consortium become beneficiaries of the agreement Structure: Part I: Special Conditions (Tailored) Part II: General Conditions (Fixed) Annexes (Integral part of Grant Agreement)
Annexes: Annex I: Description of the Project Annex II: Estimated budget Annex III: Financial and Contractual rules Annex V: Mandates Annex VI: List of other beneficiaries
Not considered as a formal amendment to the Grant Agreement. Transfers of up to 20% to/from all budget categories except Special Needs Support. Project Management and Implementation and Exceptional Costs budget headings cannot be increased.
Awarded Budget Project Management and Implementation (PMI) Budget 36,000 Intellectual Outputs Budget 145,520 Transfer based on budget transfer allowance (b) Transfer from Transfer to % or amount New estimated budget after transfer for: PMI Project Management Intellectual and Implementation Outputs Explanation of budget transfer: New estimated budget after transfer for: Intellectual Outputs 2,140 33,860 147,660 A further 10 Researcher days are required to complete Intellectual Output 2. These days will be completed by the Belgian partner at a rate of 214 per day, so 2,140 has been transferred from excess Project Management and Implementation budget to Intellectual Outputs.
Reporting deadlines and requirements Timescales and conditions for payment 1st pre-financing payment within 30 days of signed grant agreement Payment of the balance/refund within 60 calendar days on receipt of the Final report
Beneficiaries own rights to project results but are required to: Provide free, open, online access to any educational materials produced by the project List all rights of ownership, including any pre-existing IPR, and disclose the list to the National Agency Ensure you have all the rights to use any pre-existing IPRs Grant the Union and the NA the right to use the results of the project and any pre-existing IPR
Beneficiaries are expected to follow these policies throughout the lifetime of the project: Data Protection Equal Opportunities Protection of Children and Vulnerable Adults Health and Safety
Beneficiaries can provide support for the budget categories: travel, course fees, linguistic support and individual support as outlined in Annex I for participants in two ways: 1.Full transfer: the beneficiary transfers the full unit contributions as specified in Annex III to the participants to make suitable arrangements 2.Contribution in kind: the beneficiary makes suitable arrangements on behalf of the participant
Beneficiaries must: Make internal arrangements to ensure the successful delivery of the project, e.g. partnership agreements Keep the coordinator informed of any changes or issues that could impact on delivery Coordinator must: Ensure the project is implemented in line with the terms of the Agreement Be the intermediary between the beneficiaries and the NA Provide all necessary documents in the event of checks or audits Payments to the partners
Beneficiaries are obligated to acknowledge the contribution of the European Union programme funding Commission documents with guidance on displaying the European Union emblem Example of standard text for a Disclaimer: This publication has been produced with the support of the Erasmus+ Programme of the European Union. The contents of this publication are the sole responsibility of <name of the beneficiary> and can in no way be taken to reflect the views of the NA and the Commission"
Suspension of the project can be initiated by either the NA or the beneficiary, in the circumstances outlined in the agreement Either party must formally notify the other, explaining the reasons and the conditions/likely timescales for resuming the project Costs incurred by beneficiaries during suspension period will not be reimbursed or covered by grant
Termination of the project or of one or more beneficiaries can be initiated by either the NA or the coordinator Any request for termination by the coordinator must be duly justified and accepted by the NA If the NA decides to terminate the agreement, the coordinator will be formally notified and can submit observations If the NA decides to pursue the termination, the coordinator will be advised of the reasons, the date of termination and the effects/any action required
Beneficiaries subjected to technical and Financial checks or audits in relation to the use of the grant. (by NA, EC, mandated bodies, OLAF) Beneficiaries obligated to keep documents for: 5 years if grant amount more than 60,000 3 years if grant amount not more than 60,000
Amendments can be broken down into 2 categories Notification only changes Change of contact person Change of legal signatory Change of bank details Change of address Significant change request Change of organisation name Withdrawal of partner Change of partner Change to the work programme and/or budget
Article II.16 Eligible Costs Activity within eligible period - project start & end date Necessary for implementing the Project No overlap between unit costs and actual costs
Activity outside the contract period Losses on exchange rates Bank charges and interest Activities in countries not participating in the programme Activities not covered your contract i.e. target group, partners Double funding
Partners, roles and responsibilities Develop good internal monitoring system Managing participants (For training, teaching and learning activities only) Financial and Contractual Rules Annex III KA2 Handbook Contact your PO in case of any queries
IT Tools: Participant Portal ECAS Mobility Tool +
Entry point for participation and administration of projects in Erasmus+ Accessed through ECAS Requirement for all project partners Your responsibility to update throughout project lifetime Use the Education Participant Portal, not the Research Participant Portal: http://ec.europa.eu/education/participants/portal/desktop/en/home.h tml
Mobility Tool+ is an online system for management of mobility projects that received an EU grant under the Lifelong Learning and Erasmus+ Programmes For KA2 projects it is used to: Provide all the information about projects Identify and monitor activities Complete and update budget information Generate, complete and submit Final Reports to the National Agency
Accessed through ECAS The ECAS account needs to be registered to the project contact person s email address You will receive an e-mail from the MT+ and then you can log in with your ECAS password at https://webgate.ec.europa.eu/eac/mobility
Search = Ctrl-F
Web-based dissemination platform for Erasmus+ and Creative Europe Aims to provide an overview of all projects funded by Erasmus+, heighten visibility of funding, showcase project results and highlight success stories Availability of educational resources
Website address: http://ec.europa.eu/programmes/erasmus-plus/projects/ Article I.10.2 outlines project requirements for the Dissemination Platform (VALOR) Project results must be uploaded FAQs are available and further instructions and guidance will be provided by the NA
Disseminate your project s results to a wider audience Provides practitioners with access to a wide range of innovative outputs and results Showcase project results and highlights success stories to inspire potential applicants Partner finding
National Agency monitoring: MT+ Monitoring calls Monitoring visits, checks & audits Your responsibilities: Project monitoring Project evaluation MT+
Sample of projects Monitor project progress against original objectives, activities and outputs Provide advice and support Identify case studies and identify good practices to promote your project and the Erasmus+ Programme
Monitoring Visits (NA only) On the Spot Checks during or after project lifetime (NA only) Audit Visits (NA or other agencies)
Sample of projects Review project progress against original objectives, activities and outputs Provide support and identify good practices to promote your project and the Erasmus+ Programme Cover key areas of the project implementation
Random sample of projects Can be combined with a Monitoring visit Checks on the reality, eligibility and quality of project activities
Ongoing monitoring: activities, outputs, outcomes, partnership, budget, participants (where applicable) MT+ Evaluation: during and after the project Informing the NA of any change/issue/development Providing necessary information/documents to NA
Irena Papadopoulos Professor of Transcultural Health and Nursing Middlesex University London Erasmus+ Key Action 2 Start Up Seminar 13th October 2015
Project Training health care teams in intercultural communication and patient safety It is an Erasmus + Strategic Partnership KA2 - Cooperation for Innovation and the Exchange of Good Practices. Strategic Partnerships for vocational education and training Umbrella theme for all project INTERCULTURAL EDUCATION OF NURSES IN EUROPE (IENE) (also incorporates the intercultural education of other health professionals (HP) in Europe).
Training health care teams in intercultural communication & patient safety Multidisciplinary & Multicultural teams Patient Safety Intercultural communication
Training health care teams in intercultural communication & patient safety Needs Assessment European Training Model Build a MOOC Train Facilitators Deliver and Evaluate the MOOC
Managing large scale transnational projects Selecting partners Know the rules Detailed clear application document Clear and agreed roles and responsibilities Compassionate leadership Regular Communication Efficient record keeping Use your National Agency Project Officer
Hints & tips for good consortium management Detailed clear application document Common understanding of what the project is about First point of reference Consistent planning Clear and agreed roles and responsibilities Partnership Agreement Transparency Fairness Quality
Regular Communication A variety of methods each for a specific purpose Dropbox, Email, Telephone/skype, Social media etc BUT Keep it simple. Some partners may not be as advanced as you in ITC Face-to-face/virtual Use team meetings for team building Efficient record keeping & sound financial support Know the rules and keep reminding partners Develop tools to collect info and records If possible identify a helper! Keep on top of it
Quality Manual Contents Project Objectives Quality Policy Quality Objectives Quality Indicators Communication Procedure (protocol, list of members, document control) Work Plan Contents Project Timelines Deliverables Tasks and Responsibilities Transnational Project Meetings
Culturally Competent and Compassionate Leadership Idealism <--------------------------------------->Self-interest (Unreachable?) Deep self-awareness Genuine interest for our fellow humans Compassion for self and others Measured Courage Non-exploitative friendship Professional competence (Toxic)
Avoiding problems & misunderstandings - Create a compassionate ethos within the team: Genuine friendship, professional respect, openness, sensitivity, courage - Deal with them as soon as you become aware of them. - Take the time to speak to all concerned: try to understand before you judge or jump into conclusions - Regular evaluations - Learn the lessons
Finally, Use your National Agency Project Officer S/he is there to help you and has the expertise. Don t think that you are the only manager who has challenges and problems. Ask for help! The rewards for managing a project are plenty! I love doing my projects for the intellectual challenge, the usefulness of the outputs, the opportunity to meet so many people and visit other countries, the sharing and co-creation, the mentoring of novices etc, etc.
All Erasmus+ projects must report to their National Agency during their project lifecycle Enables the National Agency to check that the project has been carried out in line with the original application and as per funding rules Contractual requirement under Article 1.4 of the Key Action 2 VET, AE and Youth grant agreement Submission of Interim and Final Report through the MT+. Some projects are also required to submit a Progress Report
All projects must submit an Interim Report, which may represent a request for a 2 nd pre-financing payment Report to be submitted through the MT+ once available Due halfway through your project depending on project duration Must cover all project s activities for the reporting period from the beginning of the implementation of the Project specified in Article I.2.2 to date specified in Article 1.4.2
Final Reports must be submitted 60 days after the project end date Electronic submission, with signed Declaration of Honour attached Generated and submitted electronically through the MT+ using information inputted into the tool The National Agency will not accept any Final Reports submitted before the deadline date
Information on the participating organisations, the participants and the final grant amount is pulled through from the MT+ You will also need to include qualitative information: o Project summary o Description of the project objectives o Project activities o Outcomes o Impact o Dissemination of project results
Evidence of individual support payments to project beneficiaries, such as signed receipts or bank transfer documents. Timesheets Receipts
Scored out of 100 points in line with common quality criteria. Assessed on the extent that the project was implemented in line with original application and the quality and impact of the completed project. Late, poor or partial implementation of the project will result in a grant reduction applied to the total final amount of eligible expenditure of between 25-75% depending on Final Report score.
1st stage: The NA shall send a formal reminder within 15 calendar days of any deadline missed regarding the Progress, Interim or Final Report 2nd stage: Failure to submit such a report within 30 calendar days following this reminder may result in the NA terminating the Agreement and requesting a refund
A sample of projects will be selected for additional checks and audits Checks involve a financial review on project activities For checks and audits the coordinator must supply supporting documents in original, including supporting documents for partners
Familiarise yourself with the reporting requirements for your project Read guidance notes All reports must be completed in English and submitted to the UK National Agency Work with your partners to complete reports Contact your NA Project Officer if you are unsure about anything!
The process of examining the effect of a Programme or activity on individuals, organisations or society Positive or negative, intentional or accidental, short or long-term effects Judge whether an intervention has been successful, to what extent and in what way
a systematic and visual way to present and share your understanding of the relationships among the resources you have to operate your program, the activities you plan, and the changes or results you hope to achieve. Source: W.K. Kellogg Foundation
Source: W.K. Kellogg Foundation
Think about WHO you are going to communicate your learning to and HOW Internal: organisation management, colleagues, learners External: to peers in your sector, policy-makers, non- UK partners What mechanisms can you use? Don t forget the National Agency!
On each of your tables discuss and identify: One IMPACT your project will contribute to A DATA COLLECTION method or methods you can use to gather evidence WHO you will DISSEMINATE your findings to and HOW
Impact Assessment at the Erasmus+ UK National Agency: www.erasmusplus.org.uk/impact Erasmus+ UK Logic Model: www.erasmusplus.org.uk/erasmus-uk-logic-model Useful resources: www.erasmusplus.org.uk/impact-assessment-resources Join the Erasmus+ Measuring Impact Learning Network!
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