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Key Action 2 2016 CallStart Up Seminar 11 October 2016
Welcome and Introduction
Purpose of the Seminar• 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
Morning Agenda9:30 Welcome and Introduction 9:45 Managing your grant10:25 Workshop: Budget transfers10:50 Coffee break11:05 IT Tools workshop: Mobility Tool+ and
Dissemination Platform12:00 Reporting12:30 Lunch and Networking
Afternoon Agenda13:30 Best practise:
Gosia Kuklinska (Europa Training UK Ltd)
Elizabeth Boyle (University Of The West Of Scotland)
13:50 Monitoring14:10 Impact Evaluation Dissemination14:45 Coffee break15:00 Panel Q&A15:30 Overview & Close
Overview of the 2016 Call
Field
No. of application
s
No. of approved projects
% of approved projects
2014
2015
2016
2014
2015
2016
2014
2015
2016
VET 86 122 119 28 40 38 32.6%
32.8%
31.9 %
AE 76 79 55 15 13 20 19.7%
16.5%
36.4%
Strategic Partnerships statistics
The Role of the NA• 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
The Role of the Beneficiary• Responsible for project implementation,
monitoring, reporting• Ensuring a strong, committed partnership in place• On-going evaluation• Dissemination of results
Managing your Grant
Overview• Grant Agreements and Annexes
• Contract Amendments
• Eligible Expenditure & Ineligible Costs
Grant Agreement
Grant AgreementsType:• Multi-beneficiary agreements
All partners of the consortium become beneficiaries of the agreement!
Structure:• Special Conditions (Tailored)• Annexes
Grant Agreement AnnexesAnnexes:• Annex I: General Conditions• Annex II: Description of the Project and Estimated
Budget• Annex III: Financial and Contractual rules • Annex IV: Applicable Rates• Annex V: Partner Mandates
Special Conditions Specific Articles of the Grant
Agreement
Article I.3.3 – Budget Transfers• Not considered as a formal amendment to the
Grant Agreement.
• Transfers of up to 20% from all budget categories except Special Needs Support.
• Transfers of up to 20% to all budget categories except Project Management and Implementation and Exceptional Costs budget headings cannot be increased.
Awarded Budget
Project Management and Implementation (PMI) Budget
€72,000 Intellectual Outputs (IOs) Budget
€197,600
Transfer based on budget transfer allowance (b)
Transfer from Transfer to
% or amount New estimated budget PMI
New estimated budget IO
PMI IO € 856 € 71,144 € 198,456
Explanation of budget transfer:
A further 3 Technician days and 5 Researcher days are required to complete Intellectual Output 2. Technician days will be completed by the UK coordinator at a rate of €162 and 5 Researcher days by Bulgarian partner at a rate of €74 per day (3 x €162 + 5 x €74 = €856). So in total €856 has been transferred from excess Project Management and Implementation budget to Intellectual Outputs.
Budget Transfer Example
Article I.4 – Reporting and Payments• 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
Article I.8 - Use of Results and IPR
Article II.9 – Pre-existing Rights and Ownership
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
Article I.XX –Additional Provisions Required by
National Law
Article I.XX – Supporting ParticipantsBeneficiaries 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
General Conditions Specific Articles of the Annex I
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 deliveryCoordinator 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
Article II.2 Obligations and Roles
• 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"
Article II.8 Visibility of Union Funding
• 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
Article II.16 Suspension of the Project
• 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
Article II.17 Termination of the Agreement
Article II.27 Checks and Audits• 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
Contract Amendments
Amendments can be broken down into 2 categoriesAmendments to the
AgreementNotification only changes Significant change request
Change of contact person Change of organisation name
Change of legal signatory Withdrawal of partner
Change of bank details Partner replacement
Change of address Change to the work programme
and/or budget
Eligible Expenditure & Ineligible
Costs
Annex I Article II.19 – Eligible Costs
• Activity within eligible period - project start & end date
• Necessary for implementing the Project
• No overlap between unit costs and real costs
Key Action 2 Budget
KA2 Budget breakdownEligible cost Financial
headingAmount
Project Management and Implementation
Unit costs Total number of months of the project multiplied by applicable unit contribution :• 500 € for Coordinator • 250 € for Partner
Transnational Project Meetings
Unit costs Distance calculator dependent €0 - €760 – Transnational meetings
Intellectual Outputs (not for Exchange of Good practices projects)
Unit costs Per position per day of work on the output. Please see Annex IV for the rates.
Multiplier events (not for Exchange of Good practices projects)
Unit costs € 30 000 Maximum€ 100 – per local participant€ 200 – per international participant
Special needs support
Real costs 100 % of eligible costs
Exceptional costs Real costs 75% of eligible costs (maximum €50 000)
Training, Teaching and Learning ActivitiesEligible cost Financial
headingAmount
Travel Unit costs Distance calculator dependent €0 - €360
Individual Support Unit costs Number of days/months per participant multiplied by applicable unit contribution (per day/month, type of participant and host country)
Linguistic Support Unit costs Total number of participants multiplied by applicable unit contribution: €150 per participant (2 months and more)
Exceptional Costs Real Costs Max up to 80% of travel costs of participants from outermost regions and Overseas Countries and Territories
Ineligible 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 in your contract i.e. target group, partners
• Double funding
Things to consider• 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
Workshop:
Budget Transfers
IT Tools for KA2
OverviewIT Tools:
• Participant Portal• Mobility Tool +• Dissemination Platform
Participant Portal
Participant Portal• Entry point for participation and administration of projects in
Erasmus+• Accessed through ECAS• Helpdesk email address:
[email protected] • 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.html
Mobility Tool+
Accessing the MT+• 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
MT+ WorkshopLog in: Menzi1Password: 78legions*
Erasmus+ Project Results Platform
• 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
Erasmus + Project Results Platform (PRP)
Dissemination Platform • Website address:
http://ec.europa.eu/programmes/erasmus-plus/projects/
• Grant Agreement Article I.9.2 outlines project requirements for the Dissemination Platform
• Project results must be uploaded• FAQs are available and further instructions and
guidance is available once logged in
Benefits of the PRP • 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
Reporting on your Grant
Overview of Reporting• 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
Interim Reports • All projects must submit an Interim Report, which may
represent a request for a 2nd pre-financing payment
• Report to be submitted to your project officer
• 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 1.4.3
Final Reports• 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
Final Report ContentInformation 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 summaryo Description of the project objectiveso Project activitieso Outcomeso Impacto Dissemination of project results
Supporting Documents• Evidence of individual support payments to
project beneficiaries, such as signed receipts or bank transfer documents.
• Timesheets• Receipts
Quality Assessment• 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.
Non-submission of Documents1st stage:
• The NA will 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
Checks and Audits• A sample of projects will be selected for additional
checks and audits• Checks involve a financial review of project
activities• For checks and audits the coordinator must supply
supporting documents, 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!
Key Points
Guest Speaker Gosia KuklinskaManaging Director
Europa Training (UK) Ltd
PRESENTATION2016 Call KA2 - Start
up seminarBirmingham
11th October 2016
Specialise in the organisation and management of the work
experience placements, internships and
expert exchange programmes in England and Europe.
Vocation Education Trainingactively involved in different European
& GOVs funded programmes, that supports and improve education and vocational training opportunities in
European countries.
Have rich experience in the
project management
including: funding research, proposal writing, application submission, project
implementation, reporting, internal and
external evaluation and dissemination of the
results.
Work with: kindergartens, schools, colleges,
academies, universities, foundations, private & non-
profit organisations, job centres, government & non-
government institutions, training organisations, from across Europe on a variety
of different educational programmes.
Europa Training UK – project management team
Highly experienced & dedicated project management team.
Team:
Gosia Leigh Jeremy Charlotte Helmi Michele
Director/Leader Project Manager Project Manager Project Admin Assistant Project Admin Assistant Finance Manager
Supporting team:
Sharon Anna
Project Admin Assistant Project Admin Assistant
“INN-COMMERCE”Gamified Training
for Successful Commercialization
of Young SMEs’ Innovation.
24 months project, 2015-2017
€ 273,661.00 / 6 Partners
Facebook: @InnoSparkICT Twitter: @InnoSparkICT www.innospark-ict.eu
KA2 – 2015 Project Reference:
2015-1-UK01-KA202-013698
24 months project, 2016-2018
€ 287,933.00 / 6 Partners
Facebook: @InnoSparkICT Twitter: @InnoSparkICTwww.inn-commerce.eu
KA2 – 2016 Project Reference:
2016-1-UK01-KA202-024348 “InnoSpark”
Sparking Creativity and Innovation Skills
in the ICT Sector.
KA2 – 2014 Project Reference:
2014-1-UK01-KA202-001630
“InterMobil”Intercultural
competence training for SMEs hosting
European mobilities. 24 months project, 2011-2013
€ 385,269.88 / 6 Partners
www.insight-training.eu
KA2 – 2011Project Reference:
2011-1-GB2-LEO05-05460
“INSIGHT”Individualized
Training in Acquiring New Skills and Raising
Employment Competences
24 months project, 2014-2016
€ 287,948.00 / 6 Partners
Facebook: @InterMobil-Project
Twitter: @intermobilpwww.intermobil-project.eu
+ $19k.
Erasmus+
Other Awarded Projects
24 months project, 2015-2017
€ 27,000.00one week best practice exchange programme
for 16 teachers and head teachers
www.europatrainingltd.com
KA1 – 2015 Project Reference:
2015-1-UK01-KA102-012835
Teacher Exchange Programme –
The Prevention of Social Exclusion in UK Schools.
European Commission SPORTEuropean Sport Tutorship model for the dual career of athletes
Project No: 557204-EPP-1-2014-1-ES-SPO-SCPProject website: http://www.sporttutorship.euProject duration: 30 months, 2014 – 2017
Facebook: @EstportEU Twitter: @EstportEU
Project management lifecycle – best practice guide – part 1 Project approval and contractual process with UK
NA; Project Officer assigned from UK NA to support you
in delivering your project - ensure that you keep in regular contact with your Project Officer so that the UK NA can provide ongoing help and guidance to ensure that your project is implemented successfully and is of high quality;
Partners communication - Partners Contact List: Legal Rep., Project Co-ordinator/s names, contact e-mails, phone numbers;
Partnership Agreement – although projects are not obliged to use partnership agreements, we as Promoter of the projects prepare Partnership Agreements in cooperation with all Partners to ensure that all parties involved in development and implementation of the project understand their responsibilities and are committed to ensuring a high quality of work. We designed our own Partnership Agreement document based on Erasmus+ Programme Guide and key requirements (including financial aspects) outlined in the project Grant Agreement and annexes.
Project Work Plan and Timetable – based on the project application form we design detailed and clear work plan, description of each IO and deliverables, leaderships, tasks assigned and deadlines;
Project Finance Structure and Management – a separate document to clarify all financial aspects of the project, including budget amendments, eligibility, proof documentation (incl. timesheets, etc.) and reporting requirements incl. desk checks, audits, progress, interim and final reports. One dedicated finance reporting person (Legal Rep.); clear finance reporting process and framework (incl. deadlines); Payments arrangements (5 payments of 20% scheduled and confirmed in Partnership Agreement); exchange rates (European Central Bank’s rates);
Transnational Partner Meetings – plan as per application and in advance asap; it is cost effective and ensures you follow the work plan schedule;
Project management lifecycle – best practice guide – part 2Ongoing activities throughout the 24 month project lifecycle:
Monitor efficient Work Plan implementation and Intellectual Outputs development;
Regular Dissemination and project aims, objectives and outcomes promotion; Erasmus+ Dissemination Platform (VALOR); Intellectual Property Rights; available online, free of charge and under open licences; social medias, traditional media, etc.
Progress Report, Interim Report, Final Report – Promoter submits all reports on behalf of all Partners via the Mobility Tool+; both qualitative and financial reports;
Ensure that: Your project records and administration are always
up-to-date; and available for checks; Your project is implemented in line with the approved
grant application; High quality of the products and outputs are
produced; High impact on the participating organisations &
target groups are maintained; High quality and scope of the dissemination activities
are undertaken; Plan for project sustainability from start of your
project; Refer to the Erasmus+ Programme Guide and
Handbooks; Inform the NA of any event likely to affect or delay
the implementation of the project.
Project management lifecycle – best practice guide – part 3Challenges: Language barrier – English working language,
Project Administration & Documentation Create all required templates from the start of your project management and distribute immediately with clear and understandable guide of use.
DeadlinesAgree deadlines in advance that suit all Partner countries; regular communication & reminder
CommunicationAgree channels for regular communication, as Partner meetings are long time apart; e-mail subject code and consistency e.g. KA2 – 2016 – “INN-COMMERCE” – Partner Agreement
Equal commitment Make sure all Partners equally contribute to development and implementation, and tasks & responsibilities are assigned evenly;
Partner MeetingsEnsure all Partner attend to transnational meetings and work efficiently together to complete all the required tasks in a short period of time;
Contingency Plan Ensure you have an action plan in place in case of any unforeseen situations; e.g. a Partner withdrawing or not delivering.
THANK YOU for your attention and I wish you all the best with
your Erasmus+ projects
Gosia Kuklinskae-mail: [email protected] no: 01752 764206mobile: 07944033466
Guest Speaker Liz Boyle Reader in Psychology
University of the West of Scotland
Liz Boyle Reader in Psychology
University of the West of Scotland
Previous European projects
YOUTHYES: Erasmus + Strategic Partnership Grant addressing more than one field; Project with multiple beneficiaries; KA2 – Cooperation and Innovation for Good Practices; January 2015-December 2016 CHERMUG: EU Lifelong Learning Programme, Development of Innovative ICT-based Content, Services, Pedagogies and Practices For Lifelong Learning (Key Activity 3)
GALA Network of Excellence project
European projects
Projects focus on developing serious games/ games for learning
Role of psychology • Learning and learning outcomes • Engagement – motivation, rewards,
feedback
Aim of games projects
1. While careers guidance experts found the idea of using a game to support career decision making very compelling, actually designing the game was much more difficult than expected!
2. Specifying learning outcomes for the game was difficult3. So too was mapping game features onto required learning
outcomes4. Differing theoretical frameworks and cultures5. Hard and soft approaches to game design - balance between
the validity of ideas and the playability of the game6. Linking career content to game mechanics7. Coherent coordination of the game activities8. Timescale – 2 years is very tight for designing, developing and
evaluating the game
Problems and difficulties in designing YOUTHYES game
Problems and solutionswith projects
• Choose a unique acronym for your project and website -YOUTHYES/YOUTH@WORK/JobFantasyland
• Make sure you have partners representing the key competences required to do the project
• Make sure all partners understand their roles and responsibilities at the start of the project
• Keep minutes, with actions, of Skype meetings as well as project partner meetings
• Timescale – be realistic about time for each task: people are always overoptimistic about time required to carry out tasks!
• Multiplier events?
Erasmus+ is the European Union programme for education, training, youth and sport.The Erasmus+ UK National Agency is a partnership between the British Council and Ecorys UK.
Monitoring of your project
Overview of MonitoringNational Agency monitoring:• MT+ • Monitoring calls• Monitoring visits, checks & audits
Your responsibilities:• Project monitoring• Project evaluation• MT+
Monitoring Calls• 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, Checks & Audits• Monitoring Visits (NA only)
• On the Spot Checks – during or after project lifetime (NA only)
• Audit Visits (NA or other agencies)
Monitoring Visits• 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
On the Spot Checks during project lifetime
• Random sample of projects• Can be combined with a Monitoring visit• Checks on the reality, eligibility and quality of
project activities
Your responsibilities• 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
Impact, Dissemination & Evaluation
• the process of examining the effect of the Programme or activity on individuals, organisations or society
• positive or negative, intentional or accidental, short or long-term effects
• a way to judge whether an intervention has been successful, to what extent and in what way
What is Impact Assessment?
“…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
Erasmus+ UK Logic Model
Example
Source: W.K. Kellogg Foundation
• Think about WHO you are going to communicate your learning to and HOW:– internal: organisation management, colleagues,
learners– external: peers in your sector, policy-makers, non-
UK partners.• What mechanisms can you use?• Don’t forget the National Agency!• Erasmus + Project Results Platform
Dissemination
• At 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?
Exercise
• 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!
Further Information
Dissemination and communications resources
How we can help
• Showcase your project case studies• Feature these in our newsletters and publications• Help promote them on Twitter, Facebook, YouTube
and more.
E-newsletter-
sign up now!
• Receive the latest Erasmus+ and sector specific news
• Stay up-to-date with deadline reminders, online booking for events and webinars
• Feature your project news.
https://erasmusplus.org.uk/subscribe-to-our-newsletter
Social media channelsFollow us on Twitter: @erasmusplusuk / https://twitter.com/erasmusplusuk
Like us on Facebook: https://www.facebook.com/ukerasmusplus
View our YouTube channel: http://www.youtube.com/erasmusplusuk
Follow us on Storify: https://storify.com/erasmusplusuk
My ‘Erasmus+ moment’ photo competition
www.erasmusplus.org.uk/my-erasmus-moment-photo-competition-2016
Blog• Read about other
Erasmus+ projects• Find out more about
best practice• Write a guest post and
be featured on our blog!
Community events and webinars
Learning Networks – 22 November
Annual Conference – 23 November
Support webinars
www.erasmusplus.org.uk
@erasmusplusuk
www.facebook.co.uk/ukerasmusplus
Thank you!
Erasmus+ is the European Union programme for education, training, youth and sport.The Erasmus+ UK National Agency is a partnership between the British Council and Ecorys UK.
Questions and Answers Session
Overview & close
