gru-o9-grat-13-is iaşi, nov 2009, trainer: cristina cherţ
TRANSCRIPT
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GRU-o9-GRAT-13-IS
Iaşi, Nov 2009,Trainer: Cristina Cherţ
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1. Anticipate2. Formalize3. Accomplish / Realize4. Create and use package of
necessary tools / use the convenient set of knowledge!
5. Optimize your approach
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1. ANTICIPATE
1.1. Design of project sheet/1.2. Organize the partnership / Partnership
structure/1.3. Achieving/ reaching community
expectations1.4. Understanding of the functioning
mechanisms of financing programs
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2. FORMALIZE
2.1. Identification of relevant programs2.2. Organizing and structuring the project 2.3. Budget design2.4. Achieving the criteria for the selection
of projects /Understand very well the selection criteria for your project
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3. ACCOMPLISH/REALIZE
3.1. Contract sign
3.2. Implementation
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4. CREATE AND USE PACKAGE OF NECESSARY TOOLS to:
4.1. Anticipate
4.2. Formalize
4.3. Accomplish/ Realize
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5. OPTIMIZE the APPROACH
5.1. Organize a monitoring system of funding programs
5.2. Cooperation with European networks
5.3. Take into account of other funding opportunities
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Why- MOTIVATION For whom-
DESTINATION How- MEANS Whom with- PARTNERS Where- ACTION FIELD With what
results- EXPECTATIONS
Actual situation, specific and global objectives
Target groups(directe, indirecte)
Activities, stages
Skills, expertise
Geographical area
Products, impact
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Your project represents:
- a future projection- a vision on many levels - multidisciplinary- a unique type of action (detached from the current
activities of your organization) it requires the creation of a specific, temporary
organization it must be gainful for:
- the target group- the applying organization / The lider of the
organization- the European Commission
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European dimensionPartnership, the action map, the “know how“
exchange & the good practicies, mobility, data situation (benchmarking)
InnovationNew work methodes, new topics, different
instruments, innovative fields of application and products, the partnership composition
Impact The operation and the dissemination of the results,
exact copy of the actions, multiplier effects, promotion and comunication instruments
EvaluationThe evaluation of the implementation of the project
(internal and external), monitoring indicators (based on the project's results and realisations).
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Thematic:
Sustainable development
Equality of chances and between gender
Labor occupation
Integration of the persons with disability
TIC
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Identifying the potential partners
Chosing the right partner(s)
Develop a set of rules for the partnership management
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Partners: They belong to different areas of expertise and states; They have common objectives materialised in concrete
actions/projects; They don't need a legal status (they are flexible); They bring their competences into the project to ensure
the expected success ; They respond to a unique coordination/ to the leader of
the project, responsable in front of the European Commission for the realisations of the project.
Partener's network: It creates a multicultural environment, that sometimes
knows different social or economical difficulties.
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IDENTIFICATION OF THE PARTNERS
Lists with projects financed/ funded, successful projects etc.
Specialized databases Days information on programs Agencies and National Coordination
Offices European networks
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CHOOSING THE RIGHT PARTNER
For the pre-selected partners: Send the project summary; send the
project schedule Explain the role of the
leading/coordinating organisation; Suggest the partner profile.
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PARTNER PROFILE DESIGN
Technical and language skills; International project management capacity; Financial stability (annual budgets, budget
plan for next year); Commitment and motivation of the partner,
organization involvement; Contact persons from the partner
organization.
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ELABORAREA REGULILOR MANAGERIALE PENTRU PARTENERIAT
a)Organize an internal information systemb)Leading a balanced partnership c) Establish appropriate rules for financial
management
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a) Organize an internal information system
Communicate regularly, often, simultaneously, with all network members.
Tools: e-mail; Virtual Office working on the project; Tele-conferences.
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a) Organize an internal information system
Virtual Office of working the project/ a virtual database on the project, which will allow:
exchange of information and worksheets; publication of documents with …. and online
publishing; meetings development; step by step project implementation
(compliance schedule and timing, delegation of tasks, etc.);
work access both online and offline.
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b) Leading a balanced partnership
- active participation of all partners;
- assuming risks by all partners;
- democratic rules for decision making.
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c)Establish appropriate rules for financial management
Anticipation of difficulties: development plan revenue from the project
budget; transparency of all financial elements: cost,
delay, payments, reports; analytical balances; coordinating organization keeps all financial
items, notes, invoices and supporting documents.
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c)Establish appropriate rules for financial management
Solving future management challenges/ difficulties – solution in 2 steps for network management:
1. “flexibile” step– minimum requirements Letter of intent (letter of support, statement of partnership)
2. “formalize” step– partnership agreement
Signing of the partnership agreement
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Synthetic, authorize the coordinator to submit the project proposal.
Contains: Information about the legal status of the
partner organization; Authorization of coordinator to sign the
contract with the European Commission; Original signature of the legal representative
of the partner organization.
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Statement of partnership/ Partnership agreement /Declaraţie de parteneriat
1. To obtain a minimum agreement between <xxx> potential partners to develop a competitive project proposal to call for tenders for projects under the EC <xxx> Funding Program, each partner of the Partnership Declaration signatory agrees to the following:
2. Consortium aims: drafting and submission to funding the project, if successful, writing Partnership Agreement for Consortium
Therefore, each partner is responsible for active participation in drafting the proposal: supply the necessary information, participation in project development and working meetings, allocation necessary resources, compliance planning and lead times
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Statement of partnership/ Partnership agreement /Declaraţie de parteneriat–
continuare3. Privacy
All information concerning the structure, establishment of the methodology and technical content of the proposal are confidential and can not be disclosed without the Consortium approval. None of new partner can not be contacted or informed about the technical details of the project without prior approval of all partners and after signing this Declaration.
I am agree to start negotiations for gaining / joining as partner of XXX project, respecting the conditions mentioned in the Declaration of Partnership. Signed at - the institution represented by xxx
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Agreement, governing the relationship between the contractor and each partner:
obligations of the contractor and his partners; tasks assigned to partners; financial contribution of partners; end of the contract, the courts, law of the
contract (the country of leading organization).
TIPS:Sign Partnership Agreement while you expect
the EC response.
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a. Define the project and identify necessary skills;
b. Identify possible/ potential partners with appropriate expertise/ skills;
c. Suggest them a draft project and send them partner profile; Negotiate, changing points of views and select organizations motivated and which showed a real interest in the project;
d. Before submitting the proposal, formalize letter of intent;
e. Formalized the partnership.
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INSTITUTIONS AND POLICIES
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Characteristics of programs - present:
tools of motivation for the European partners; have many beneficiaries; it covers various fields of activity; cover (at least) throughout the EU; adopted for many years (multiannual
programs); are managed directly by the CE.
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Characteristics of programs – trends:
Delegation (by CE Delegations in other countries);
Decentralization of programs ( EU Member States: national agencies, ERF);
Inclusion of different programs within a larger program (one on DG);
Founding agencies to manage funding programs.
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Composed of 4 sectoral programs:
COMENIUS: pre-university education;
ERASMUS: university education;
LEONARDO DA VINCI: vocational education;
GRUNDTVIG: Lifelong Learning
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Section 1: Employment
Section 2: Protection and social inclusion
Section 3: Conditions at work
Section 4: Anti-discrimination and diversity
Section 5: Gender equality
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Entreprenorship and Inovation Programme
TIC Programme
Inteligent Energy Programme
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More actions: In the middle of the program: ProjectsAround program: Program evaluation, studies, thematic data collection
Exceptions in some programs: Funding basic activities of the European Networks
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Preparatory phase: pilot projects, preparatory actions
financing! Programming phase: legal base (decision
rules) financing!
Implementation phase: the selection of projects
financing! Re-programming phase: public consultation,
pilot projects, preparatory actions financing!
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... or Call for proposalLaunch in a funding program
Published:- in OJEU, seria C http://europe.eu.int/eur-lex/en- web- site DG
CE funding opportunities with priority actions and eligible activities
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Beneficiaries Actions Budget Calendar Procedure Sources of information
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Identify:Beneficiaries Actions Budget Calendar Procedure Sources of information
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Working program through annual grants (the DG and the financing program)
Pre-information announcement
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2. FORMALIZE
2.1. Identification of relevant programs2.2. Organizing and structuring the project 2.3. Budget design2.4. Achieving the criteria for the selection
of projects
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2.1 IDENTIFICATION OF RELEVANT PROGRAMS
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Documents relating to the program Decision concerning the Program (legal basis) New rules of financial Working program through annual grants Note/Addendum or Corrigendum Application form and annexesProfessional tools: Eurofunding Catalogue and alerts lists, databases,
www...
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a) First check of the eligibility - funds - domains;- beneficiaries;- actions;- regions.
b) Second check of the eligibility: - eligibility; - goals and specific objectives; - types of actions funded.
c) Final check: - Funds available, timetable, actions.
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My Project? In what Program?
What are my specific objectives?
What countries are involved or targeted?
What is the legal status of my organization and my partners?
What activities will I implement?
What budget do I need?
Program objectives
Geographical coverage
Organizations eligibility
Financing activities Maximum and
minimum amounts of funding
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Analyse according to stages of fund identification
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Combating discrimination E-learning ENEA Leonardo da Vinci 2 – Pilot projects Leonardo da Vinci 5 – Reference Material MIE – Incentive Measures in the field of
Employment Socrates – Grundtvig 1 European Year of Worker Mobility
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WORKING PLAN
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split in Work Package (WP) or tasks
follows logical stages of the project
WP helps to define in project of the:- deliverables- milestones
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Defining project objectives;
Combination of tasks / activities for these objectives (in parallel with effort estimated/ resources required);
Identify deliverables for each task;
Defining groups of tasks;
Bringing groups of tasks in WP .
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Every Work Package contains:
WP Name: objectives tasks or activities partners’ responsabilities deliverables milestones outputs estimating the time period and resources.
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Any specific measurable output/result is called deliverabledeliverable
Stated binding in the contract/Se menţionează obligatoriu în contract
Examples: reports, catalogues, analyses of work performed, promotional materials, prototypes, tests, demonstrations, samples…
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• Highlights / control points for decision making for next phase of the project.
Examples: agreement on project implementation, conferences, networks, final reports
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More partners in a WP - proof of cooperation
Setting the WP leaders Pay attention to time period of each WP
Increased attention to human resources allocated to each WP
Pay attention to WP coherence/ WP management
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Observance of WP budget allocated from the total budget
Project Coordinator time allocation based on its involvement in the management of the WP and other WP
WP objective: project implementation to achieve the objectives according to the budget and scheduled activities.
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web-site public events (at launch and in the end of the project)
statements / working conferences newsletters films, video, exhibitions
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Instrument: Gantt Diagram a.brings together the WP actions ;b. planning;c.added responsibilities and budget for different WP
Become an instrument for monitoring
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project managementmapping, benchmarkingtraining, education, problem awareness
materials developmentgender issues, fundamental rights
external communications, information dissemination
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Work Package Name Activities details
Deliverables
PL 1
Sarcina 1
Sub-sarcina 1.1
Sub-sarcina 1.2
Sarcina 2
Sub-sarcina 2.1
Sub-sarcina 2.2
Sub-sarcina 2.3
PL2
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Calendar of activities
bounds work plan and tasks in a calendar
defines the duration of each work package and each task
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Means and resources
person responsible on WP allocating budgets and sub-budgets
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Application formBudgetChecklist
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BINDING ANNEXES:• Copies of application form (original)• statement of financial information • status, financial reports • declaration / partnership agreements• statements of co-financing • CVs of persons involved (coordinator, project leader, expert)
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Other annexes which might be included in project:• letters of support• details on certain aspects of the project• information concerning sub-contractors (mention names)
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a. Applicantb. Partners networkc. Activities/ Actionsd. Budget
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organization (contact details, status, number of employees)
legal representative (authorized signature of legal representative)
project leader/ contact person regular sources of funding the
organization relevant experience participation in European
programmes
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Contact details for partners Skills, experience Responsibilities, roles of each partner Receiving grant Network management methods provided by the coordinator
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Project summaryspecific objectivesplanned activities, durationmethodological approachoutputs/ resultsdissemination of the results
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context (needs and global objectives)specific objectivesconnection between the project/ program/ policies
actions (implementation time schedule)comunication/ dissemination innovative elements impact (goal, multiply effect)evaluation
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Budget summaryestimated total eligible costs of the
projectamount requested / grant requestfinancial contribution of the applicant /
auto-finance financial contribution of partners other financial contributions revenue generated by the projectcontributions in kind
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In size answer shortly to all questions (do not exceed space provided)
do not include unnecessary information
use ordinary characters, not the lowest acceptable
use relevant language (usually English), avoid jargon
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In presentation split the document into sections and subsections, use numbering and lists ...
use: - figures and graphs only for clarification, not to fill the space allocated and only what and how much is needed - short sentences with basic structures - strong action verbs
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In text do not specify a national situation ever,
but the situation at EU level (national cases are mentioned as examples)
do not write in the name of the coordinator
It is said about parts with an interest in the problem (stakeholders) in general terms
link directly draft program and policy objectives
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Your proposal is unique, give it an identity: logo, acronym, website, flyers
Evaluators expect: relevance, clarity, credible proposal, the EU added value, low cost, promotion results
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Promote your project to increase the VISIBILITY!
Meet: - Managers responsible for program funding (before the tender period for projects) - Decision makers (mayors, ministers, parliamentarians, etc., to get their support)
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2.2.BUDGET DESIGN
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coherent, safety organization, coherence of the organization's current budget and project budget
balanced (revenues = expenses) following financial conditions, the rate of
co-financing and other funds to the project, eligible costs assumed
analytical approach, trying to separate the consequences of the financial aspects of project
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collect all information and documents available (as shown in the tender of projects/ cerere de oferta)
understand the difference between eligible and ineligible costs
follow strictly the structure of the application form
established methods of coherent calculation (keep them for further verification)
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indirect costs to cover administrative costs
a lump sum not exceeding 7% of eligible direct costs of the project and not to be justified
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2.4. ACHIEVING THE CRITERIA FOR THE
SELECTION OF PROJECTS
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3. ACCOMPLISH/ REALIZE
3.1. Contract
3.2. Implementation
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4. Create and use package of necessary tools to:
4.1. Anticipation4.2. Formalization4.3. Realization/ Achievement
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4.1 ANTICIPATION
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Work package Decizia privind programele
Fişă de informaţii financiare Fişa proiectului
Cerere de finanţare Bugetul
Garanţii financiare Auditul proiectului
Cerere de ofertă de proiecte Ghiduri
Partners database Scrisori de intenţie
Annexes Ghidul aplicantului
Lista de verificare Carta Albă
Compendium Plan de actiune
Acorduri de parteneriat Programul anual de lucru finanţat
Contract de finanţare Raportul intermediar şi final
Profilul partenerilor Amendamente la Contractul de finanţare
Fişe şi alerte privind finanţările Noi reglementări financiare
Diagrama Gantt
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Tools for project definition
Project sheet, Green and White Papers, Action Plan, Gantt Diagram
Tools for building partnership
Letter of Intent, Partnership Agreement, Reimbursement grid, Partners Database, Compendium, Profile sheet for Partners
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Tools to collect relevant documents of the Program
Programme’s decision, Action Plan, Annual workprogramme, Call for proposals, Guide for applicants, Guidelines, Addendum et corrigendum, New Financial Regulation, Eurofunding Alert and Sheet
Tools to formalize the application– Application documents
Financial Information Sheet, Application Form, Budget Form, Annexes (letters of support, details...), Checklist, Logical Framework, Partnership agreement, Letter of Intent, Gantt Diagram
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Tools for contract– Contract documents
Grant agreement, Partnership Agreement, Financial Guarantee sheet
Tools to complete a project funded
Amendments to the Grant Agreement, Mid-term and final report, Gantt diagram, Logical framework, Reimbursement grid
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5. OPTIMIZE the APPROACH
5.1. Organize a monitoring system of funding programs
5.2. Cooperation with European networks
5.3. Take into account of other funding opportunities
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Official sources (EC site, different site DG)
Profesional sources (Eurofunding Guide, funding alerts)
Networks Unofficial sources
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Tips: Give this task to a single person Subscribe to newsletters and open a file for it Make a list with sources of information Check the information frequently and
regularly
Check the date of the last posting on the web!
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Benefits: Exchange of information, more visibility Help for building the projects and personal
advice Joint implementation of European projects New contacts made easy Value added to expertise
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Identify:
Site CE (site DG) Specialized databases List of networks financed by CE for their
core activities
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Call for tenders
EIB Group
Council of Europe
Structural Funds
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This project has been funded with support from the European Commission.
This publication reflects the views only of the author, and theCommission cannot be held responsible for any use which
may bemade of the information contained therein.’