1. Scotland’s Environment Web LIFE Project LIFE10 ENV-UK-000182 Paula Brown Senior Project Manager – SEPA

2. Inception and Timeline Implementation and Organisation Issues Lessons Learnt

3. Inception of the bid existing project idea, funding suggestion, bid development 8 week bid process – team from the existing Scotland’s Environment Web project – July 2010. Part B – description of the why, arguments around benefits, overall summary of project Part C – 25 individual actions, format prescribed by template, Preparatory, Implementation and Communications actions SEPA sole co-ordinating beneficiary – partners submitted letters of support Submitted on 31 August 2010

4. Aug – Bid submit Oct – EU mail Feb – Info req Jul – SUCCESS 2010 2011 2012 Jan – Revision May – Inception Timeline of bid progress July 2011: Commission approves €244 million for 183 new environment projects – UK : 5 projects; €17m 3 types: LIFE+ Nature and Biodiversity LIFE+ Environment Policy and Governance (4) LIFE+ Information and Communication (1)

5. Bid document 25 Actions 71 deliverables £4m 4 years Project Implementation

6. 4 Objectives to be delivered through 25 Actions organised into 5 work streams. Lead allocated to each work stream – Business Expertise Review of bid by new staff (1yr4m later – world had changed) – this activity had not been in the plan !! Break into stages (financial year) and consult partner group to decide products How did we get started ?

7. Document Management – 33.5GB – 55,625 files, – 3,782 folders – Meetings (so far) 150 Project Team 39 Management Group 44 Project Control Board And lots more !! 160 separate partner contact staff Organisation

8. http://ec.europa.eu/environment/life/index.htm http://ec.europa.eu/environment/life/index.htm EU LIFE Programme website Application Process - Guidelines Common Provisions – Rule Book Bid Delivery – PRINCE2 – Product-based planning Tools

9. Administration Recruit early – starting with Project staff Ensure engage with : –HR –Finance –Time Management –Resilience –Legal –Comms to set-up, plan and implement the LIFE process adaptations that are required

10. Issues Interpretation of Common Provisions – e.g. 2% rule (staff vs cash – personnel-heavy budget structure) Recruitment and Retention of staff (fixed contracts) Revision of bid – new staff, new world (social media) Management of partnerships and expectations while planning and collecting requirements – 2012 Admin – Time recording, HR letters, Expenses, Procurement rules, Memorandum of Understanding ………. A Balancing Act

11. Ideas Admin and Planning Weighed down with Admin and Planning when we would have liked to be harvesting all the ideas being generated First Year

12. Plan for Stage 1

13. Website – March 2015

14. Here and Now 6 months to go !! Secure the Future of SEWeb – partnership, website Transition to BAU of 70 + products Ensure LIFE team skills and experience can be used for the Future Retain staff for critical last 6 months Administration for future Audit anytime up to end 2020 !!

15. Lessons Learnt * ‘Don’t do it for the money!!’ - LIFE funding is valuable when the project aligns with direction of strategy of organisation - Advice from experts (in bid application) was invaluable when working to short timeframe - Way bid was written allowed flexibility and input from partners on substance of work * Allow time for bid review in bid plan and resources * Recruit early * Make sure support structures are agile and flexible – Recruitment, IS, Finance * Ensure time spent early in Budget Management – e.g. Euro exchange; FY EU vs UK * Communication within your organisation is key * Don’t underestimate promotional and communication efforts required by LIFE bid - Bid relying heavily on staff meant depended on resources that were scarcer in all organisations in 2012 – 2014 - Project has become a focus for work in this arena * Useful to look at reporting requirements (inception, mid-term) at start to begin gathering correct measures and evidence. - Areas where external partner work is funded have been very successful e.g. SNH/HS (LIS); dot.rural; Education Scotland