overview of project management program

Overview of Project Management Program

Tatjana Anđelković

University of Nis Faculty of Science and Mathematics

Programme: Erasmus +

Key action: Cooperation for innovation and the exchange of good practices

Action: Capacity Building in Higher Education

Acronym: NETCHEM

Ref. No: 573885-EPP-1-2016-1-RS-EPPKA2-CBHE-JP

ICT Networking for Overcoming Technical and Social Barriers in Instrumental Analytical Chemistry Education

NETCHEMKragujevac, April 10-11th 2017

Purpose, objectives and elements of document

• to provide support to the beneficiaries so that they can manage the project locally

• provide all documents necessary for financial monitoring, reporting and audits


Structure of the document

1. Management structure of NETCHEM project (obligations and responsibilities)

2. NETCHEM Management meetings

3. Coordination of the NETCHEM project activities

4. Penalties in the case of poor, partial or late implementation of the action

5. Financial management of the NETCHEM project

6. Overview of supporting documents per budget heading

7. Project risk management

8. NETCHEM project reporting


MANAGEMENT STRUCTURE OF NETCHEM PROJECT


• Established and officially adopted at the Kick-off meeting in Nis. It involves:

• Legal representative of Coordinating institution,

• Project Coordinator,

• Steering Committee (8 members),

• Project Management Team (13 members),

• Partner County Team (18 members),

• Internal Quality Assurance Team (6 members),

• External Quality Team (4 members),

• Work Package Leaders (7) and

• Task Leaders (35).


Deliverable author + reviewer

IQAT/EQAT

Coordinator

Steering Committee

For each deliverable there should be

Annex Q8 - Check list for review of

deliverable signed

by IQAT/EQAT member and

uploaded on link for NETCHEM INBOX

For each deliverable there can be

Annex MN2 – List of deliverables

signed by SC member and

uploaded on link for NETCHEM INBOX


NETCHEM MANAGEMENT MEETINGS


Project Timeline for WP7 in the 2017 year

Jan 17 Feb 17 Mar 17 Apr 17 May 17 Jun 17 July 17 Aug 17 Sep 17 Oct 17 Nov 17 Dec 17

Kick off

Meeting

UNS

Meeting

UNIKG

Meeting

ZLT

WP7

Meeting

UB

6 of 13 management meetings in 2017




Meeting Venue Date

PMT 1 P1-UN (Serbia) 09/01/17 – 10/01/17

PCT 1 (combined with activity 1.2 + 5.1 + 7.2)

P7-UNS (Serbia) 27/03/17 – 29/03/17

PMT 2 + SC 1 P8-UNIKG (Serbia) 10/04/17 – 11/04/17

PCT 2 (combined with activity 2.1 + 5.1)

P12-ESV (Serbia) 04/07/17 – 05/07/17

PCT 3 (combined with activity 2.5)

P6-UB (Serbia) 05/12/17 – 08/12/17

PMT 3 + SC 2 (combined with activity 4.1 + 4.2 + 4.4)

P4-BUT (Czech) March 2018

PCT 4 (combined with activity 3.2 + 5.1)

P4-BUT (Czech) July 2018

PCT 5 P6-UB (Serbia) December 2018

PMT 4 + SC 3 (combined with activity 5.3)

P10-UT (Albania) March 2019

PCT 6 P8-UNIKG (Serbia) Jun 2019

COORDINATION OF THE NETCHEM PROJECT ACTIVITIES


Task leader Is responsible for coordinating the development of the

deliverable(s) according to the deliverable template


PENALTIES IN THE CASE OF POOR, PARTIAL OR LATE IMPLEMENTATION OF THE ACTION


• Penalties in the case of non-compliance with publicity obligations - the Agency may apply a 20% reduction of the grant

• the Agency may reduce the grant initially provided if the action is implemented poorly, partially or late

FINANCIAL MANAGEMENT OF THE NETCHEM PROJECT


• FUNDING RULE AND FINANCING APPROACH

• Amount of the Grant ≠ Total costs of the project

• Exchange rates

• Exchange rates for December 2016 are:

• Serbia: 1 EUR = 123.2784 RSD

• Albania: 1 EUR = 135.81 ALL

• Czech Republic:1 EUR = 27.045 CZK

• United Kingdom:1 EUR = 0.84815 GBP

Co-financing principle • It is important to note that these expenditures

covered by the co-financing will not be taken into account for the final calculation of the grant and therefore will not have any financial impact on it.

• The grant is calculated on the basis of Actual costs for the budget headings Equipment and Subcontracting, and of Unit Costs for the budget headings Staff costs, Travel costs and Costs of stay.

• Calculated so as to require co-funding to implement the project.

• In order to implement the project, the grant amount will have to be complemented by additional funding provided by the beneficiary, according to the co-financing Budget/Expenditure/Co-financing breakdown per partner and budget category defined in Project Management Program.

• Beneficiary shall provide an indication on the level and source of co-financing that contributed to the project results.

OVERVIEW OF SUPPORTING DOCUMENTS PER BUDGET HEADING


PROJECT RISK MANAGEMENT


NETCHEM PROJECT REPORTING


PROGRESS REPORT ON THE IMPLEMENTATION OF THE ACTION (HALF-WAY THROUGH THE ELIGIBILITY PERIOD)

• The Progress report provides the Agency with an update on how the project is advancing against.

• The progress report on the implementation of the action will have to be submitted at the latest half way through the eligibility period:

• for NETCHEM project on 14/04/2018.

• The reporting forms for the progress report on the implementation consist of the following:

• "Progress report on the implementation of the action" (description of the progress made, statistics and indicators, tables of achieved/planned outcomes, etc.);

• "Summary report for publication" ;

• "Statement on the use of the previous pre-financing instalment”, represents an overall financial overview of the use of the grant until the date of the submission of the progress report;

• "Request for payment of the second pre-financing" (to be submitted only when 70% of the first pre-financing has been spent) as specified in Annex VI of the Grant Agreement.

FINAL REPORT

• The Final report will have to be submitted at the latest two months after the end of the contractual period:

• for NETCHEM project on 14/12/2019.

• The report forms for the final reporting consist of a narrative and a financial part as follows:

• “Final report on the implementation of the action" (description of the results and achievements, statistics and indicators, table of achieved outcomes, etc.);

• “Summary report for publication"

• "Final Financial Statement and Request for payment" - including the financial tables for each budget heading and the required supporting documents;

• Mandatory (Audit) Certificate on the financial statements and underlying accounts ("Report of Factual Findings on the Final Financial Report – Type II") as specified under Annex VII of the Agreement.

•

• Source: Guidelines for the Use of Grants (Section 2.2.1; 2.2.3)

overview of project management program

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