Action 3 Promotion of European Higher Education Kick

Action 3 Promotion of European Higher Education Kick off meeting: INTER-HED GENSER Edith (Head of sector) BRUNO Giordana (Programme manager) MBALA MAFUNDA Serge (Financial officer) CHRISTADONI Despina (Project officer) ALEXANDRE Fabienne (Project officer) Project Management 14 Novembre 2011

ACTION 3 Giordana BRUNO Programme manager Despina CHRISTADONI Project officer Edith GENSER Head of sector Serge MBALA MAFUNDA Financial officer Fabienne ALEXANDRE Project officer

Presentation overview Administrative 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 Start Financial events End First prefinancing (40% or 80%) Administrative events Second pre-financing (40%) Progress Report Financial management & Audits Management events Modification of the Grant Agreement Day to day management Monitoring visits Final payment (20%) Final Report

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 and Final Reports deadlines • 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

Tips for requesting a modification • 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 a successful management of Action 3 projects • 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

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! 9

Other useful documents for project management available on : http: //eacea. ec. europa. eu/erasmus_mundus/beneficiaries_ action_3_en. php 10

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. 11

Erasmus Mundus Website: http: //eacea. ec. europa. eu/erasmus_mundus/index_en. php Erasmus Mundus Action 3 mailbox: EACEA-EM 2 -A 3@ec. europa. eu Good luck! 12