project start - alpine space · steps ahead: letter of deficiencies aim: to correct shortcomings in...

Th i s p r og r am m e i s co - f i nanced b y the Eur op ean R eg i ona l D ev e l op m ent Fund .

Project start

Munich | Germany | 3-4 May 2018 Stefania Amorosi

Nicolas Chesnel

Joint secretariat

Get to know

Steps ahead

Lead partner role

Tips for your project start

eMS live!

Revising the AF

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Get to know

Steps ahead: letter of deficiencies

Aim: to correct shortcomings in AF + reply PC recommendations

Further guidance today in individual consultation

+ by project officer at JS

Revision of AF via eMS

To be submitted asap and by 14 May 2018 the latest

Note: PC recommendations which are not reflected in the AF will have to

be replied in written, by project report 1

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Steps ahead: subsidy contract

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Was sent by MA to LP

Copy signed by LP should be possibly provided today

MA will countersign as soon as AF revised

Project expenditure eligible since project approval: 17 April !

Tip: when revising the AF

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Details have been provided in letter of deficiencies. Most common:

Target groups: quantification should be reasonable and based on active involvement of target groups. State the number of institutions/companies/etc. – not single persons

Outputs: we aim to the essential «products» your project will provide. Side or intermediary products are considered as deliverables.

Equipment: needs to be well described and justified. Implementation vs output/deliverable

Administration costs: can only be budgeted as flat rate (15%)

Lead partner role

Ensures overall project management

Has coordination, steering function

Is responsible for communicating with JS

Submits project reports, deals with clarifications

Reimburses ERDF promptly to the project partners

If not from the EU, the LP is supported by an ERDF LP

Roles specified in the subsidy contract

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The first 6 months into the project…

…plenty of activities to do

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The project kick-off meeting

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Key to get to know your partners well, and agree how to cooperate!

Keep in mind:

Set up the project management team: coordinator, communication and

financial managers

Set up project steering group

Agree on roles, expectations, values

Detail planning

Finetune your project management and controlling tools

Setting up project communication

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Essentials:

Set up project website at www.alpine-space.eu

EC requirements: project logo, ERDF claim, poster, info on national

websites. Find all information in the factsheet communication

Compliance with publicity and communication requirements will be

checked with project report 1

What else?

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Procure your contracts

Procurement procedures take time! Integrate it in your project

planning

Get ready for FLC

Depending on the country, select/contact FLC (LP + PP).

More details in tomorrow’s financial session

Tip: make use of our services!

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One JS officer dedicated to your project + back up

Guidance provided at kick-off meeting

Dedicated seminars: communication trainings coming up (3-4 July)

Synergy with EUSALP: summer synergy brunch (5 July)

Network of ACP for guidance e.g. on national rules

Find us at: http://www.alpine-space.eu/contacts_landing_page

Tip: make use of our tools!

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We are revising our website to make things more accessible.

Check out our:

Project implementation handbook (PIH)

eMS and other guidance documents

FAQ section

eMS live!

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Online demonstration: how to revise the AF

https://ems.alpine-space.eu

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AF revision

Supplementary

information

Handover

to LP

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AF revision

AF revision

Your application form has been reopened

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AF revision

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Your first message : the PC recommendations

AF revision

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How to apply the required modifications access to all AF sections

Part A project overview

→ change of the start and/or end date required?

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Part C.2 target groups

→ change of the

description/target

values required?

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→ change of the descriptions/target

values required?

Part C.5.1 modification of the periods

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Part C.5.1 modification of the periods

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Part C.5.1 modification of the periods

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Refresh!

Part C.5.1 modification of the periods

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Save!

Part D project budget

• Advice: work on an Excel document as a basis

• Preliminary check:

→ flat rate ticked correctly?

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Before submitting…

Save constantly

Contact your project officer at the JS for questions

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Submission of the revised AF

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Left menu

When all is alright…

AF approved > SC signed

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Your AF was revised and approved

↓

The subsidy contract can be signed

↓

Once signed, the JS will upload it in the

section „Attachment“ on the eMS

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Handover to LP

Handover to Lead Partner

The Lead Applicant has then to confirm the LP with a username.

→ last step before being contracted in the system

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1. Click on „Lead partner“

(left menu)

Handover to Lead Partner

The Lead Applicant has then to confirm the LP with a username.

→ last step before being contracted in the system

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2. Insert the username of

the Lead Partner

LP_WallaceGromit

Handover to Lead Partner

The Lead Applicant has then to confirm the LP with a username.

→ last step before being contracted in the system

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3. Click on „Declare as Lead

Partner“

LP_WallaceGromit

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Supplementary information

Supplementary information

The Lead Partner has to fill in relevant information for the project implementation

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5 compulsory steps:

- Project management

- Bank information details

- FLC (for each PP)

- Assign PP to the eMS

- Documents (where they are archived)

Project management

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Bank information details

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FLC (for each PP)

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User assignment

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Assignment to support LP:

editing project reports but…

only the LP can submit

Assignment of PPs:

for each partner, editing and

submitting of partner reports

Your partners join the eMS

• Assign users to all your partners (max. 2 users per partner)

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Obelix

1.

Your partners join the eMS

• Collect the username of all partners who have already registered in the eMS

• For the partners who did not yet register, please ask them to do so

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Obelix

2.

Your partners join the eMS

• All PP should be assigned to the eMS before claiming preparation costs

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Obelix

3.

Documents

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You are now ready for reporting…