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Operational and Financial aspects

Operational and Financial aspects. Part 1. Gilles GERVAIS and Misia COGHLAN Project Advisors. Brussels, 23rd January 2012 . Presentation Overview Legal documents, actors and useful links Monitoring of projects by the Agency. EACEA. Beneficiary. Types of Grant Agreement.

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Operational and Financial aspects

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  1. Operational and Financial aspects Part 1 Gilles GERVAIS and Misia COGHLAN Project Advisors Brussels, 23rd January 2012

  2. Presentation Overview • Legal documents, actors and useful links • Monitoring of projects by the Agency

  3. EACEA Beneficiary Types of Grant Agreement • A multibeneficiary grant agreement • A mono-beneficiary grant agreement

  4. Mono/Multi-beneficiary grant agreements • The type of Grant Agreement used vary depending on the nature of the consortium. • Two models are used: a multibeneficiary grant agreement for all consortia except Erasmus Networks and unilateral projects, which use a mono-beneficiary grant agreement as in previous years. • In the framework of the multibeneficiary grant Agreement, what was formerly known as the "beneficiary" ("applicant" in the application form) is now the "co-ordinator" and what was formerly known as the "partners" are now the "co-beneficiaries".

  5. The grant agreement (1) Pleasereadcarefully the grant agreement whichcontains the Special Conditions, the General Conditions and Annexes below: *http://eacea.ec.europa.eu/llp/beneficiaries/2010/reporting_lifelong_learning_2010_en.php

  6. The grant agreement (2) Please note that: • The terms set out in the Special Conditions shall take precedence over those in the other parts of the agreement. • The terms of the General Conditions shall take precedence over those in the Annexes.

  7. The grant agreement (3) The Special Conditions containkey information as: • Period of eligibility of costs • Eligible budget and maximum grant (in EUR and %) • Payment arrangements (40%-40%-20% or 70%-30%) • Reporting obligations (progress report or not) • Bank details and contact details • Exchange rate applicable for conversion into EUR

  8. Actors • Project • EACEA (The Agency) • LLP National Agencies • European Commission DG EAC

  9. Project beneficiary (called coordinator in the multibeneficiary agreement) • Legal representative signs all legal documents (grant agreement, amendment requests, reports, etc.); • Is accountable for financial management (even if different from the coordinating organisation); • Signs contracts / partnership agreements with partner organisations

  10. Project daily coordinator • Indicated in Article I.7.3/I.8.3 of the grant agreement; • Manage daily communication from and to the Agency; • Responsible for the implementation of the project; • Manages partners work and is responsible for solving partnership problems; • Monitors the budget, controls the costs and the justifying documents.

  11. Project members • Partner organisations* (called co-beneficiaries in the multi-beneficiary agreement): • Share part of the budget: • Receive part of the Community Contribution • Contribute to the co-financing • Are co-responsible for the implementation of the project • Report to the co-ordinator and transmit all justifying costs • *Includingthird country participants (withbudgetary restrictions)

  12. Project participants Sub-contractor: Organisation/person from outside the partnership performing specific task for which no competence exists among the partnership. Project management and the general administration of the project may not be sub-contracted. Associated partners: Organisations participating in project activities, but not sharing part of the budget. Cannot be subcontracted.

  13. EACEA: Actors • Responsible for the legal and financial compliance of the project • General management of action/priorities • Calls, selection, contracts, monitoring.... • Project advisor: Performs continuous monitoring of the project and acts as helpdesk during the project lifetime; Validates expert assessments of progress and final reports. • Financial officer: Assesses the financial part of Progress and Final reports; acts as helpdesk concerning financial matters.

  14. European Commission – DG EAC • Policy and programme definition • Dissemination and exploitation of project results • Impact analysis

  15. LLP National Agencies • Manage the full project life-cycle of the • de-centralisedactions; • Organise thematic meetings and dissemination conferences at national level.

  16. Monitoring strategy

  17. Monitoring activities Online support documents • Project management information published on the website (contractual documents, handbook, guidelines) Helpdesk • Dialogue, telephone, letters, e-mails Reporting • Evaluation of progress and final reports – feedback (content & finance) Meetings • Kick off meeting including workshops • Visits to projects • Thematic cluster meetings • Attending key events organised by the projects ●Follow-up • Good practices in project management, dissemination

  18. Useful links: http://eacea.ec.europa.eu/llp/beneficiaries/2011/index_en.php

  19. Useful links: http://eacea.ec.europa.eu/llp/index_en.php

  20. Useful links: http://eacea.ec.europa.eu/llp/results_projects/project_compendia_en.php

  21. Useful links

  22. Useful links: http://eacea.ec.europa.eu/llp/erasmus/documents/guidelines_for_llp_coordinators_project_start_up.pdf

  23. Useful links

  24. Useful links

  25. Monitoring Strategy Examples of findings (1) • Expert’s recommendations at selection stage followed • Balanced work plan • Active participation, clear management structure and division of tasks • Project coordinators supported at institutional level for all aspects of project implementation • Good internal/external communication (strategy, tools..) • Web page as a dynamic tool for dissemination and promotion •  Highly engaged target groups and stakeholders

  26. Monitoring Strategy Examples of findings (2) • Delays in work plan (e.g. partner withdrawal) • Sleeping partners • Large underspending • Poor dissemination plan • No compliancewithpublicity clause •  Weak implementation of dissemination strategy from the project start • No internal quality control / evaluation mechanisms • Underestimation of accreditation/recognition challenges (CD)

  27. CONTACTS María Luisa GARCIA MINGUEZ (coordination) EACEA-ERA-MULTILATERAL@ec.europa.eu Gilles GERVAIS, Natalia RIESGO, Alba PRIETO GONZALEZ, Misia COGHLAN, Mireia FABREGA-IGLESIAS, José MATOS MARTINS, Magalie SOENENS EACEA-ERA-NETWORKS@ec.europa.euKatia DE SOUSA EACEA-ERA-ACCOMPANYING@ec.europa.euNatalia RIESGO

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