Management of cooperation projects General rules & best - - PowerPoint PPT Presentation

Management of cooperation projects General rules & best practices

France DANTIN - EACEA

• 1. Project actors and their roles
• 2. How to work with your project partners
• 3. How to work with the Agency

Content of Presentation

Cooperation projects - Workshops

Strand 1.1 "Multiannual projects" Strand 3.2 "Cultural policy analysis" Strand 1.2.1 "Cooperation measures" Strand 1.3.5 "Third countries projects"

2013: Australia + Canada

1 Workshop in EN 2 Workshops in FR & EN

Project Life Cycle

Monitoring & Support from EACEA Visibility of EU financial support Dissemination of project results Project Selection Grant Agreement Interim Report (Strand 1.1) Final Report Evaluation of Project Outcomes by EACEA Final Payment Possible Audit

PROJECT ACTORS AND THEIR ROLES

Project Actors and their roles

• Project

 Coordinator  Co-organisers  Associate partners  Associate Partner in the third country

• EACEA (the Agency)

It is all defined in the Grant Agreement = "Beneficiaries"

Coordinator

Represents the project in all relations with the Agency:

• Signs the Grant Agreement on behalf of all partners
• Receives and distributes the advance payment ("pre-

financing")

• Is responsible legally and financially for the

administration / management of the project

• Implements the project activities
• Drafts final report
• Is in direct contact with the EACEA project officer

Other Beneficiaries

• Implement the project activities
• Mandate the coordinator to act on their behalf
• Cooperate with the coordinator for administrative issues
• Provide information linked to reporting

Associate partners

• Role:
• Implement specific activities
• Dissemination/ promotion

!!! They are not a party to the Grant Agreement and cannot be considered as such !!! They can become a co-organiser if justified (amendment to the Grant Agreement)

Associate Third Country Partners (Strand 1.3.5 only)

• Role:
• Implement activities in relation to the third country
• Role as important as a beneficiary

Special conditions apply for the reimbursement of their expenses and their financial contribution (if any)

EACEA

ROLE: Support during the project’s implementation

• Explains EACEA rules (finances, reporting,…)
• Provides solutions in case of problems
• Provides feed-back on implementation methods
• Your contact at EACEA: Project Officer

HOW TO WORK WITH YOUR PARTNERS

Coordinator Beneficiaries Associate Partners

(incl. Third Countries 1.3.5)

Cooperation

Regular contacts Meetings Cooperation Agreement

EACEA

Regular contacts

Management of the Partnership

EACEA COOPERATION AGREEMENT Coordinator Other Beneficiaries Associate Partners Third Country Partners

(Strand 1.3.5)

!!! A disfunctional partnership can result in the reduction or cancellation of the grant !!!

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HOW TO WORK WITH THE AGENCY

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Grant Agreement

By signing the Agreement beneficiaries legally commit themselves to:

• Implement the action
• Do everything in their power to implement the defined

action

• Act on their own responsibilities

Your commitments towards the Agency

Programme

• f Activities

Estimated Budget Selected by Independent Experts Annexed to the Grant Agreement !!! BINDING !!!

Reporting obligations

Grant Agreement Interim Reports Final Report Advance Payment Interim Payments (Strand 1.1 only) Final payment

How to communicate with the Agency

• Direct contact (e-mail, telephone calls)

 Always mention your Grant Agreement number: 2013-xxxx

• Monitoring visits
• Meetings at the Agency

• Finances
• Cooperation problems
• Changes to the project
• Final reporting

When do I contact my project officer?

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Other obligations included in the Grant Agreement:

Communication Strategy

Visibility of EU grants Dissemination of Project Results