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