Scotland’s Environment WebLIFE Project
LIFE10 ENV-UK-000182
Paula Brown
Senior Project Manager – SEPA
Inception of the bid• existing project idea, funding suggestion, bid development• 8 week bid process – team from the existing Scotland’s
Environment Web project – July 2010.• Part B – description of the why, arguments around benefits,
overall summary of project• Part C – 25 individual actions, format prescribed by template,
Preparatory, Implementation and Communications actions• SEPA sole co-ordinating beneficiary – partners submitted letters
of support • Submitted on 31 August 2010
Aug – Bid submitOct – EU mail
Feb – Info reqJul – SUCCESS
2010 2011 2012
Jan – Revision May – Inception
Timeline of bid progress
July 2011: Commission approves €244 million for 183 new environment projects – UK : 5 projects; €17m3 types:LIFE+ Nature and BiodiversityLIFE+ Environment Policy and Governance (4)LIFE+ Information and Communication (1)
4 Objectives to be delivered through 25 Actions organised into 5 work streams.
Lead allocated to each work stream – Business Expertise
Review of bid by new staff (1yr4m later – world had changed) – this activity had not been in the plan !!
Break into stages (financial year) and consult partner group to decide products
How did we get started ?
Document Management
– 33.5GB– 55,625 files,– 3,782 folders– Meetings (so far)
• 150 Project Team• 39 Management Group• 44 Project Control Board• And lots more !!• 160 separate partner contact staff
Organisation
http://ec.europa.eu/environment/life/index.htm EU LIFE Programme website
Application Process - Guidelines
Common Provisions – Rule Book
Bid Delivery – PRINCE2 – Product-based planning
Tools
Administration
• Recruit early – starting with Project staff• Ensure engage with :
– HR– Finance– Time Management
– Resilience– Legal– Comms
to set-up, plan and implement the LIFE process adaptations that are required
Issues
• Interpretation of Common Provisions – e.g. 2% rule (staff vs cash – personnel-heavy budget structure)
• Recruitment and Retention of staff (fixed contracts)• Revision of bid – new staff, new world (social media)• Management of partnerships and expectations while planning
and collecting requirements – 2012• Admin – Time recording, HR letters, Expenses, Procurement
rules, Memorandum of Understanding
………. A Balancing Act
Ideas
Admin and Planning
Weighed down with Admin and Planning when we would have liked to be harvesting all the ideas being generated
First Year
Website – March 2015
Here and Now6 months to go !!
• Secure the Future of SEWeb – partnership, website• Transition to BAU of 70 + products• Ensure LIFE team skills and experience can be used
for the Future• Retain staff for critical last 6 months• Administration for future Audit anytime up to end
2020 !!
Lessons Learnt * ‘Don’t do it for the money!!’- LIFE funding is valuable when the project aligns with direction of strategy of organisation - Advice from experts (in bid application) was invaluable when working to short timeframe- Way bid was written allowed flexibility and input from partners on substance of work* Allow time for bid review in bid plan and resources * Recruit early* Make sure support structures are agile and flexible – Recruitment, IS, Finance* Ensure time spent early in Budget Management – e.g. Euro exchange; FY EU vs UK * Communication within your organisation is key* Don’t underestimate promotional and communication efforts required by LIFE bid- Bid relying heavily on staff meant depended on resources that were scarcer in all organisations in 2012 – 2014- Project has become a focus for work in this arena * Useful to look at reporting requirements (inception, mid-term) at start to begin gathering correct measures and evidence.- Areas where external partner work is funded have been very successful e.g. SNH/HS (LIS); dot.rural; Education Scotland