General Project Management

1. General Project Management
Sergey Sosnovsky
Saarland University

2. Structure of the Grant Agreement
• Main part: Special Conditions of the Grant
• Annex I: Description of the action
• Annex II: Estimated budget of the action
• Annex III: Mandates
• Annex IV: Technical implementation reports and financial
statements to be submitted
• Annex V: List of beneficiaries
• Annex VI: General Conditions
– Part A: Legal and Administrative Provisions
– Part B: Financial Provisions
• Annex VIII: Report of Factual Findings on the Final Financial
Report

3. Special Conditions
• Subject matter of the Agreement
• Duration
• Amount and form of the grant
• Payment Arrangements (60%-30%-10%)
• Bank Account
• Communication details (main contact person)
• Exchange Rates
• etc.

4. General Conditions (1)
• Role of the Beneficiaries
– Obligations for coordinator and beneficiaries
• Transfer of information and of funds is compulsory
• Joint responsibility in case of recovery (including
compensation)
– Power of intervention of EACEA at level of
beneficiaries:
• Audit visits to co-beneficiaries
• Situation of conflicts

5. General Conditions (2)
• Communication between the parties
• Damages
• Conflict of interest
– "The beneficiaries shall take all necessary measures to
prevent any situation where the impartial and
objective implementation of the Agreement is
compromised for reasons involving economic interest,
political or national affinity, family or emotional ties or
any other shared interest" => Inform the EACEA
• Confidentiality
• Etc.

6. Order of Importance

7. Partnership Agreement
• Signed between the Coordinator and every Beneficiary
• Duration of the Agreement
• Amount of funds (not final at this stage) and payment
modalities (if relevant)
• Respective duties and obligations of coordinator and
partners
• Decision making process including approach to conflict
resolution
• Financial management (accounting, reporting,…),
including (in)eligible expenses, exchange rates, salary
rates and reimbursement modalities for e.g. travel
costs, accommodation, …

8. Reporting
• Intermediate Report (01/06/2015 or when 70% of the 1st pre-financing is
exhausted):
– Progress in relation to planned activities for the first half of the project period.
• Final Report (31/01/2017):
– Progress during the second half of the project and
– Overall impact of the project during its lifetime
• Both reports have two parts: Financial and Technical and share a common
structure:
– Declaration
– Report on implementation of the project
– Statistics and indicators
– Table of Achieved/Planned Results
– Summary report for publication
• NOTE: The reports can be either accepted or rejected
– If rejected: Need to submit a new version
– Rejection is linked to the non-compliance with the reporting requirements, not to
the implementation of the project itself.

9. Modifications during Project
Implementation
• Informal changes: Simple changes in activities from
what was planned in the project proposal - require
prior written authorization from the Agency
• Formal changes: impact the content of GA
– Change of a bank account;
– Change of contact person at the Coordinating Institution;
– Change of legal representative;
– Change in Name of a Beneficiary Institution;
– Amendment of the budget
– Extension of the eligibility period
– Addition of a consortium member

10. National Tempus Offices / National
Contact Points
• Assist institutions in project implementation (visa, taxes, equipment purchases,
Tempus rules / provisions)
• Promote inter-project cooperation and enhance synergy between projects
• Ru:
– Олейникова Ольга Николаевна, д.п.н., Директор
– Адрес: 115172, Москва, ул. Гончарная, д. 27/6, офис 104
– Телефон: (495) 972 35 90
– Электронная почта: office@tempus-russia.ru
• Organize and undertake field monitoring visits and report to the EACEA about
project implementation
– Visits taking place at partner institutions, with as many project partners as possible
– NTO (+ EU Delegation, EACEA staff, external consultants)
– Each project visited in the first half of project lifetime
– Each project visited at least twice
– Assess progress and timeliness, dissemination and impact, potential sustainability, financial
situation

11. Communication Activities
• Communicating with the EACEA
– All correspondence with EACEA PO must be from the project
coordinator
– The EACEA Web-site:
http://eacea.ec.europa.eu/tempus/beneficiaries/beneficiaries_tempus4_en.php
• Communicating With the NTOs and NCPs
– Keep your NTO or NCP in the grant holder’s country informed of
major developments on your project;
– Invite the NTO/NCP representative to a project meeting
– Add a link to the NTOs web-site in-country on your project web-
site.
– Invite them for press events
• Higher Education Reform Experts (HEREs)
– Work in Tempus Partner Countries
– They can support you in your project work.

12. Dissemination (1)
• Project Web-site
• Social Media
• Local Media
– Very important
– Write press releases on events you are organizing
– Invite the local media to events
• Project Publications
– All Tempus publications must bear the following: “This project
has been funded with support from the European Commission.
This publication reflects the views only of the author, and the
Commission cannot be held responsible for any use which may
be made of the information contained therein”
– All Tempus publications must bear the correct Tempus logo
(http://eacea.ec.europa.eu/about/eacea_logos_en.php#tempus_logo)

13. Dissemination (2)
• Promotion Material
– Posters, leaflets, brochures and any other promotion material
must bear the Tempus logo.
– Each piece of equipment purchased with the Tempus grant
whether in a partner institution or in the community must bear
a sticker with the Tempus logo.
– Promotion material must be produced in a cost-effective way;
should target a specific audience and the amounts produced
should be justified by the size of that audience.
• Dissemination Conferences
– Must ask prior authorization from EACEA before renting a
premises for a Tempus event
– Only staff travel and costs of stay from project partner
institutions will be covered
– Hospitality costs will not be covered.
– Attending research conferences is not eligible under Tempus.