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Project Coordinators' Meeting

Guidance on contractual project management

Brussels, 31 January 2018

Actors

• Small/Collaborative Partnerships:

Multi-beneficiary grant agreement

Coordinator/

beneficiary

(Co)-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/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

(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

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 an event organised by your organisation

Monitoring – positive findings

• Expert’s recommendations at selection stage followed

• Active participation, clear management structure and division of tasks

• Project supported at institutional level for all aspects of project implementation

• Good internal/external communication (e.g. strategy, tools)

• Web page as a dynamic tool for dissemination and promotion

• 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

No amendment request form (but info!)

Amendment request form (by e-mail)

Legal address Coordinator

Legal status Legal representative of coordinator

Legal name Partnership

Contact person Eligibility period of the project

Legal representative of co-beneficiary

Bank account

Budget transfer (only for Not-for-profit European Sport events)

Work programme

NEW: No budget amendment = No transfer at all for collaborative partnerships!

Changes to do in Participants portal

+ inform EACEA by e-mail

DO

• Ensure that partners are fully committed to the need for an amendment

• 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

DO

• If adding a new partner, make sure it has highly specific skills and competences to improve and add value to the project outcomes

• If possible, put together different issues in one amendment request

• If you have doubts, discuss amendments with your project officer in advance

• Use templates

Beneficiaries Space 2017

DON'T

• Don’t submit amendment retrospectively

• Don’t add a new partner without clear/relevant tasks and added value to the project

• Don’t request prolongation of eligibility period before the end of project because you cannot finish the project on time

• Applicable only for Not-for-profit European sport events:

• Don’t request budgetary changes at the end of project before reporting

• Don't re-allocate budget from 'travel' to 'staff' costs without well justified need for more working days

• Grant agreement/Grant decision

– Article I.10.5/I.10.4

– Article II.7

• Annex II of the Erasmus+ Programme Guide

• Erasmus+ Project

Results Database

Dissemination and logo

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Progress report (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

Progress Report on paper – Beneficiaries space 2017

Final reporting

e-Final report

E+ Project Results

Database

Narrative part e-final report

Financial part excel table annexes

Deliverables

attach

upload

STEP 0: GO TO BENEFICIARIES SPACE 'SPORT 2017'

Access to Participants

Portal

Step by step technical guide

STEP 1: ACCESS THE PARTICIPANT PORTAL

STEP 2: SELECT THE PROJECT AND THE REPORT

Open section My Project(s)

22

Click Final Report

and Edit

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STEP 3: COMPLETE THE REPORT

1. GENERAL INFORMATION and CONTRACTUAL DATA

Automatically filled in!

If changes in the contractual data, contact EACEA prior to the submission of the Final report!

Navigate through the report tabs and read help

texts �

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2. IMPLEMENTED ACTIVITIES

2.1. Summary

2.2. Report of Activities

= Narrative report:

You can type directly or copy-paste from Word

Summary of the final project outcomes

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

2.2. Report of Activities

Collaborative partnerships: annex Implemented activities

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3. STATISTICS

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4. FINAL BUDGET Declared to be updated

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5. ATTACHMENTS

Templates on Beneficiaries space 2017

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5. ATTACHMENTS

Collaborative Partnerships: 1.Declaration of honour 2.Final Financial Statement and List of invoices of Exceptional costs (if applicable) 4.Implemented activities 5.Lists of participants Transnational project meetings (scanned signed lists of participants) 6.Lists of participants Multiplier sport events (if applicable) (scanned signed lists of participants)

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5. ATTACHMENTS

Small Collaborative Partnerships: 1.Declaration of honour 2.Final Financial Statement and List of invoices of Exceptional costs (if applicable) 4.Implemented activities 5.Lists of participants Transnational project meetings (scanned signed lists of participants)

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5. ATTACHMENTS

Not-for-profit European sport events: 1.Declaration of honour 2.Final Financial Statement 3.List of invoices 4.a. Report of factual findings on the final financial report Type I (if applicable; for grant higher than 60.000 EUR). 4.b. Samples of invoices (staff, subcontracting, travel and subsistence)

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STEP 4: REPORT SUBMISSION

After you filled in all the mandatory

fields, you can click Submit

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STEP X: E+PROJECT RESULTS PLATFORM

You must 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.

Final report deadline

Length of eligibility period

Phase Deadline

12 months Start and end of period 01/01/18 – 31/12/18

Your submission 29/02/2019

18 months Start and end of period 01/01/18 – 30/06/19

Your submission 31/08/2019

24 months Start and end of period 01/01/18 – 31/12/19

Your submission 28/02/2020

30 months Start and end of period 01/01/18 – 30/06/20

Your submission 31/08/2020

36 months Start and end of period 01/01/18 – 31/12/20

Your submission 28/02/2021

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

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

Final advice

• Read carefully all legal documents

• It is recommended to sign partnership agreement

• Consider the evaluator's feedback for your application and the Final Report

• Don't wait with dissemination activities till the end of project

• Keep an eye on your planning, activities & budget

• Establish a common approach within the consortium to address concerns/problems

• Take into account that you are dealing with an international partnership

http://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space_en

EACEA-SPORT@ec.europa.eu