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Project Coordinators' Meeting
Guidance on contractual project management
Brussels, 06 February 2019
Actors
Collaborative Partnerships: Multi-beneficiary grant agreement
(Co)-beneficiary
Coordinator/
beneficiary
EACEA
Actors
Not-for-profit European Sport events: Grant decision
Coordinator/
beneficiary
EACEA
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 Coordinator organisation
Bank account 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 Work programme minor
Budget
Legal status Coordinator organisation
Bank account Eligibility period of project
Work programme major
Use templates: Beneficiaries Space 2018
Amendment templates
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
• 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
Dissemination and logo
18
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
Final report - deadlines
Length of eligibility period
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
Financial part
Deliverables
upload
Annexes
STEP 1: GO TO BENEFICIARIES SPACE 'SPORT 2018'
Step by step technical guide
Access to Participants
Portal
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
25
STEP 4: COMPLETE THE REPORT
Navigate through the report tabs and
read first help texts �
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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)
27
IMPLEMENTED ACTIVITIES
Summary
= Narrative report:
You can type directly or copy-paste from Word
Project summary published on the E+ Project Results Platform
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
Dissemination
Changes in relation to the application
Good practice project
Difficulties and recommendations
Report of Activities
Collaborative partnerships:
Annex "Implemented activities"
29
STATISTICS
Activities – dates, venues
Participants – age groups
Participants – sport organisation members
Partners – sport organisation yes/no
30
FINAL BUDGET
SCP
+ Declaration on budget sharing:
Update 'Declared'
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 €
31
Events
Update 'Declared'
32
ATTACHMENTS
Use templates: Beneficiaries Space 2018
33
Several worksheets!
34
35
STEP 5: REPORT SUBMISSION
After you filled in all the mandatory
fields, you can click Submit
36
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.
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
