EuropeAidPARTICIPATORY SESSION 2: Managing contract/Managing project…

• Question 1 :• “What do you think are the expectations and concerns of the EC

task managers when having your project in their portfolio of activities?”

• Question 2 :• “What are the grantees/your expectations and concerns toward

the EC in general and your EC task manager in particular during the implementation of the project?”

• Question 3 (optional) :“What are in your opinion the differences between managing a

grant contract and managing a project?”

EuropeAidSession 2…

• Take 5’ to reflect and note down 2 or 3 answers to question 1 (one idea/card)

Use worksheet #5 Part 3 to take some notes

• Place all cards in envelop 2 on your table

• Table facilitator opens envelop and shares ideas/places them on flip chart

EuropeAidParticipants ideas on what expectations the EC TMs have toward implementers (1)

Attitude/Communication/Interaction

- inform quickly the TM in case of problems/deviations: early warnings and suggest

reasoned and justified of adaptations/changes for better results

- Ask for approval when change is needed (time-plan, activities, budget), / OR NOT??

- A reliable, available and transparent contact person, regular information/communication

on progress, good collaboration, implementers give their best

- Project implementers open to discuss content-related issues/ Project evolution and

strategy

- To be a support and participate closely to the project provided there are not too many

problems

EuropeAidParticipants ideas on what expectations the EC TMs have toward implementers (2)

Implementation/ Completion/Results

- A partner that manages well the project: respect procedures, budget, timeline,

deadlines, contract

- Appropriate format of documents produced: financial reports

- That the project is fully completed, objectives are met, preferably without extension nor

amendment/rider/ or despite changes

- Manages project according to proposal

- Evaluation and progress reports transmitted on time, honest, concrete and transparent

- Budget used according to the activities and results

- Project results have positive effects on beneficiaries and partner countries, bring

something new

- Result-orientation is effective and documented, implementation methodology is justified

EuropeAidParticipants ideas on what expectations the EC TMs have toward implementers (3)

Other

- Ensure EU visibility is ensured on all products

- Concerned not to have relevant knowledge to assess project/topic and understanding

results

- High expectations on project impacts (rapid, major), and on complex

coordination/synergy

- Ensure the EU funding (public money) is properly used

- Project implementers draw lessons/analyze experiences, find best practices

- Shared responsibility among implementing partners, strong partnership

- To get invited for a field visit

EuropeAid

Expectations of implementers towards EC TMs (1)

Understanding

- Understanding gap between proposal and actual implementation

- understanding local context, understand the project

- Understand necessary/unforeseen changes and their consequences on project

implementation

- Understand that outputs and outcomes for Dev. Education projects are subjective

Attitude & Communication: A HUMAN FACE

- Available for us with not too many projects in port-folio

- RESPONSIVE more easily reachable, answering questions quickly (does not forget it!),

- Install SKYPE at the Commission!

- responsive to early warnings in case of problems not to delay project,

- COOPERATIVE,

- FLEXIBLE and open about changes

- SUPPORTIVE & CONSTRUCTIVE: promote dialogue and trust rather than distrust

- Clear communication on what TMs expect

- Express concerns early enough, not at the end

EuropeAidSupport: FEEDBACK THAT HELPS NOT HURTS!

- Less focused on grant contracts/administrative BUT support for contract management

(specific answers)

- advice in case of conflicts (e.g. pressure on partners for deadline),

- technical support,

- management advice,

- Reliable guidance on reporting and other EC rules especially financial rules

- Ensure Money is transferred on time

- involvement in some project content

- Provide information on relations between EU and local institutional context, on relevant EU

policies

- Focus on important steps of the project implementation

- Support us in networking, connecting to on-going commission activities in the field and

reaching out to stakeholders (e.g. delegations, other EC institutions)/ Facilitate EC

representation at our key-events/make connections to other projects

- Defend our project (if it good!) with other EC departments

- Resolve non-resolvable problems (please!)

Expectations of implementers towards EC TMs (2)

EuropeAidExpectations of implementers towards EC TMs (3)

Ownership of the project

- Show some interest for the project thematic

- Follow up on the sustainability of the project after completion

- TMs can not often visit projects, but we would like them to come to our major events

especially those in delegation.

reporting

- React even shortly to mid-term and final reports

- Provide a score system for checking our applications/reports/evaluations (e.g. we did

not know results have priorities)

Concerns:

- Not able to communicate properly the results

- We do not want to disturb too often TMs with our questions

- We do not know the best way to explain problems