action 3 promotion of european higher education kick off meeting: inter-hed project management 14...

Action 3Promotion of European Higher

EducationKick off meeting: INTER-HED

Project Management

14 Novembre 2011

GENSER Edith (Head of sector)BRUNO Giordana (Programme manager)MBALA MAFUNDA Serge (Financial officer)CHRISTADONI Despina (Project officer)ALEXANDRE Fabienne (Project officer)

Giordana BRUNOGiordana BRUNOProgramme Programme

managermanager

Despina CHRISTADONIDespina CHRISTADONIProject officerProject officer

ACTION ACTION 33

Edith GENSER Edith GENSER Head of sectorHead of sector

Serge MBALA MAFUNDASerge MBALA MAFUNDAFinancial officer Financial officer

Fabienne ALEXANDREFabienne ALEXANDRE Project officerProject officer

Presentation overviewAdministrative and Financial

Management

• Project Life Cycle/Day to day management • Grant Agreement• Partners roles• Reporting (Progress report + Final report)• Monitoring visits• Modification of the Grant Agreement• Publicity

Project life cycle

Financial eventsFirst pre-financing

(40% or 80%)Second pre-financing

(40%)Final payment

(20%)

Administrative events ProgressReport

Final Report

Start End

Management events

Financial management & Audits

Modification of the Grant Agreement

Day to day management

Monitoring visits

Partner roles

•The involvement of partners is assessed during the selection phase

•Respect of the original application in terms of tasks and work division during the complete lifecycle of the project

•Avoid silent partners (coordinator role)•Change in partnership accepted only if the project is benefiting from it and the aim of the project is respected

• Progress report- For projects lasting between 2-3 years, within 18 months following the starting date: by 01/03/2013

• Final report- For all the projects, within 2 months following the closing date

Submission deadline must be respected

Progress and Final Reports deadlines

• Please inform the Agency as soon as you know and in any case before the implementation of the change

• Costs for activities related to amendments are only eligible if directly connected with the project and indicated in the estimated overall budget

• Submit modification requests and progress reports separately

• Submit a complete and correct modification request (wrong or incomplete requests will delay the amendment procedure)

• The modification enters into force only when the Agency gives its approval

Tips for requesting a modification

• A close cooperation with the Agency and all the Erasmus Mundus actors and partners

• Detailed, timely and correct project management (respect of the Erasmus Mundus rules)

• Involvement of all the partners for the entire duration of the project

• Coherence between the work-plan and the activities done• Attention to the quality of the outcomes• Update the website • Give visibility to Erasmus Mundus and include EM logo in

products and publications• Dissemination of results• Sustainability of the project

Tips for a successful management of Action 3 projects

Useful documents :

- Erasmus Mundus Grant Agreement

- Erasmus Mundus Administrative and Financial Handbook (annex VI of the GA)

We strongly recommend you to read these two documents throughout the implementation of

your project!

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Other useful documents for project management available on :

http://eacea.ec.europa.eu/erasmus_mundus/beneficiaries/beneficiaries_action_3_en.php

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The Erasmus Mundus Action 3 team is here to support you!

Please contact us should you have any questions in the course of your

project.

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Erasmus Mundus Website:

http://eacea.ec.europa.eu/erasmus_mundus/index_en.php

Erasmus Mundus Action 3 mailbox:

EACEA-EM2-A3@ec.europa.eu

Good luck!

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