1. GRU-o9-GRAT-13-IS Iaşi, Nov 2009, Trainer: Cristina Cherţ

2. 1. Anticipate 2. Formalize 3. Accomplish / Realize 4. Create and use package of necessary tools / use the convenient set of knowledge! 5. Optimize your approach

3. 1. ANTICIPATE 1.1. Design of project sheet/ 1.2. Organize the partnership / Partnership structure/ 1.3. Achieving/ reaching community expectations 1.4. Understanding of the functioning mechanisms of financing programs

4. 2. FORMALIZE 2.1. Identification of relevant programs 2.2. Organizing and structuring the project 2.3. Budget design 2.4. Achieving the criteria for the selection of projects /Understand very well the selection criteria for your project

5. 3. ACCOMPLISH/REALIZE 3.1. Contract sign 3.2. Implementation

6. 4. CREATE AND USE PACKAGE OF NECESSARY TOOLS to: 4.1. Anticipate 4.2. Formalize 4.3. Accomplish/ Realize

7. 5. OPTIMIZE the APPROACH 5.1. Organize a monitoring system of funding programs 5.2. Cooperation with European networks 5.3. Take into account of other funding opportunities

8.  Why- MOTIVATION  For whom- DESTINATION  How- MEANS  Whom with- PARTNERS  Where- ACTION FIELD  With what results- EXPECTATIONS Actual situation, specific and global objectives Target groups(directe, indirecte) Activities, stages Skills, expertise Geographical area Products, impact

9.  Your project  represents: - a future projection - a vision on many levels - multidisciplinary - a unique type of action (detached from the current activities of your organization)  it requires the creation of a specific, temporary organization  it must be gainful for: - the target group - the applying organization / The lider of the organization - the European Commission

10.  European dimension Partnership, the action map, the “know how“ exchange & the good practicies, mobility, data situation (benchmarking)  Innovation New work methodes, new topics, different instruments, innovative fields of application and products, the partnership composition  Impact The operation and the dissemination of the results, exact copy of the actions, multiplier effects, promotion and comunication instruments  Evaluation The evaluation of the implementation of the project (internal and external), monitoring indicators (based on the project's results and realisations).

11. Thematic:  Sustainable development  Equality of chances and between gender  Labor occupation  Integration of the persons with disability  TIC

12.  Identifying the potential partners  Chosing the right partner(s)  Develop a set of rules for the partnership management

13.  Partners:  They belong to different areas of expertise and states;  They have common objectives materialised in concrete actions/projects;  They don't need a legal status (they are flexible);  They bring their competences into the project to ensure the expected success ;  They respond to a unique coordination/ to the leader of the project, responsable in front of the European Commission for the realisations of the project. Partener's network:  It creates a multicultural environment, that sometimes knows different social or economical difficulties.

14. IDENTIFICATION OF THE PARTNERS  Lists with projects financed/ funded, successful projects etc.  Specialized databases  Days information on programs  Agencies and National Coordination Offices  European networks

15. CHOOSING THE RIGHT PARTNER For the pre-selected partners:  Send the project summary; send the project schedule  Explain the role of the leading/coordinating organisation;  Suggest the partner profile.

16. PARTNER PROFILE DESIGN  Technical and language skills;  International project management capacity;  Financial stability (annual budgets, budget plan for next year);  Commitment and motivation of the partner, organization involvement;  Contact persons from the partner organization.

17. ELABORAREA REGULILOR MANAGERIALE PENTRU PARTENERIAT a) Organize an internal information system b) Leading a balanced partnership c) Establish appropriate rules for financial management

18. a) Organize an internal information system Communicate regularly, often, simultaneously, with all network members. Tools:  e-mail;  Virtual Office working on the project;  Tele-conferences.

19. a) Organize an internal information system Virtual Office of working the project/ a virtual database on the project, which will allow:  exchange of information and worksheets;  publication of documents with …. and online publishing;  meetings development;  step by step project implementation (compliance schedule and timing, delegation of tasks, etc.);  work access both online and offline.

20. b) Leading a balanced partnership - active participation of all partners; - assuming risks by all partners; - democratic rules for decision making.

21. c)Establish appropriate rules for financial management Anticipation of difficulties:  development plan revenue from the project budget;  transparency of all financial elements: cost, delay, payments, reports;  analytical balances;  coordinating organization keeps all financial items, notes, invoices and supporting documents.

22. c)Establish appropriate rules for financial management Solving future management challenges/ difficulties – solution in 2 steps for network management:  1. “flexibile” step– minimum requirements Letter of intent (letter of support, statement of partnership)  2. “formalize” step– partnership agreement Signing of the partnership agreement

23. Synthetic, authorize the coordinator to submit the project proposal. Contains:  Information about the legal status of the partner organization;  Authorization of coordinator to sign the contract with the European Commission;  Original signature of the legal representative of the partner organization.

24. Statement of partnership/ Partnership agreement /Declaraţie de parteneriat 1. To obtain a minimum agreement between potential partners to develop a competitive project proposal to call for tenders for projects under the EC Funding Program, each partner of the Partnership Declaration signatory agrees to the following: 2. Consortium aims: drafting and submission to funding the project, if successful, writing Partnership Agreement for Consortium Therefore, each partner is responsible for active participation in drafting the proposal: supply the necessary information, participation in project development and working meetings, allocation necessary resources, compliance planning and lead times

25. Statement of partnership/ Partnership agreement /Declaraţie de parteneriat– continuare 3. Privacy All information concerning the structure, establishment of the methodology and technical content of the proposal are confidential and can not be disclosed without the Consortium approval. None of new partner can not be contacted or informed about the technical details of the project without prior approval of all partners and after signing this Declaration. I am agree to start negotiations for gaining / joining as partner of XXX project, respecting the conditions mentioned in the Declaration of Partnership. Signed at - the institution represented by xxx

26. Agreement, governing the relationship between the contractor and each partner:  obligations of the contractor and his partners; tasks assigned to partners; financial contribution of partners; end of the contract, the courts, law of the contract (the country of leading organization). TIPS: Sign Partnership Agreement while you expect the EC response.

27. a. Define the project and identify necessary skills; b. Identify possible/ potential partners with appropriate expertise/ skills; c. Suggest them a draft project and send them partner profile; Negotiate, changing points of views and select organizations motivated and which showed a real interest in the project; d. Before submitting the proposal, formalize letter of intent; e. Formalized the partnership.

28. INSTITUTIONS AND POLICIES

29. Characteristics of programs - present:  tools of motivation for the European partners;  have many beneficiaries;  it covers various fields of activity;  cover (at least) throughout the EU;  adopted for many years (multiannual programs);  are managed directly by the CE.

30. Characteristics of programs – trends:  Delegation (by CE Delegations in other countries);  Decentralization of programs ( EU Member States: national agencies, ERF);  Inclusion of different programs within a larger program (one on DG);  Founding agencies to manage funding programs.

31. Composed of 4 sectoral programs:  COMENIUS: pre-university education;  ERASMUS: university education;  LEONARDO DA VINCI: vocational education;  GRUNDTVIG: Lifelong Learning

32.  Section 1: Employment  Section 2: Protection and social inclusion  Section 3: Conditions at work  Section 4: Anti-discrimination and diversity  Section 5: Gender equality

33.  Entreprenorship and Inovation Programme  TIC Programme  Inteligent Energy Programme

34. More actions:  In the middle of the program: Projects  Around program: Program evaluation, studies, thematic data collection Exceptions in some programs: Funding basic activities of the European Networks

35.  Preparatory phase: pilot projects, preparatory actions  financing!  Programming phase: legal base (decision rules)  financing!  Implementation phase: the selection of projects  financing!  Re-programming phase: public consultation, pilot projects, preparatory actions  financing!

36. ... or Call for proposal Launch in a funding program  Published: - in OJEU, seria C http://europe.eu.int/eur- lex/enhttp://europe.eu.int/eur- lex/en - web- site DG  CE funding opportunities with priority actions and eligible activities

37. Beneficiaries Actions Budget Calendar Procedure Sources of information

38. Identify: Beneficiaries Actions Budget Calendar Procedure Sources of information

39.  Working program through annual grants (the DG and the financing program)  Pre-information announcement

40. 2. FORMALIZE 2.1. Identification of relevant programs 2.2. Organizing and structuring the project 2.3. Budget design 2.4. Achieving the criteria for the selection of projects

41. 2.1 IDENTIFICATION OF RELEVANT PROGRAMS

42. Documents relating to the program  Decision concerning the Program (legal basis)  New rules of financial  Working program through annual grants  Note/Addendum or Corrigendum  Application form and annexes Professional tools:  Eurofunding Catalogue and alerts lists, databases, www...

43. a) First check of the eligibility - funds - domains; - beneficiaries; - actions; - regions. b) Second check of the eligibility: - eligibility; - goals and specific objectives; - types of actions funded. c) Final check: - Funds available, timetable, actions.

44. My Project? In what Program?  What are my specific objectives?  What countries are involved or targeted?  What is the legal status of my organization and my partners?  What activities will I implement?  What budget do I need?  Program objectives  Geographical coverage  Organizations eligibility  Financing activities  Maximum and minimum amounts of funding

45. Analyse according to stages of fund identification

46.  Combating discrimination  E-learning  ENEA  Leonardo da Vinci 2 – Pilot projects  Leonardo da Vinci 5 – Reference Material  MIE – Incentive Measures in the field of Employment  Socrates – Grundtvig 1  European Year of Worker Mobility

47. WORKING PLAN

48.  split in Work Package (WP) or tasks  follows logical stages of the project WP helps to define in project of the: - deliverables - milestones

49. Defining project objectives; Combination of tasks / activities for these objectives (in parallel with effort estimated/ resources required); Identify deliverables for each task; Defining groups of tasks; Bringing groups of tasks in WP.

50. Every Work Package contains: WP Name: objectives tasks or activities partners’ responsabilities deliverables milestones outputs estimating the time period and resources.

51. deliverable  Any specific measurable output/result is called deliverable  Stated binding in the contract/Se menţionează obligatoriu în contract Examples: reports, catalogues, analyses of work performed, promotional materials, prototypes, tests, demonstrations, samples…

52. Highlights / control points for decision making for next phase of the project. Examples: agreement on project implementation, conferences, networks, final reports

53.  More partners in a WP - proof of cooperation  Setting the WP leaders  Pay attention to time period of each WP  Increased attention to human resources allocated to each WP  Pay attention to WP coherence/ WP management

54.  Observance of WP budget allocated from the total budget  Project Coordinator time allocation based on its involvement in the management of the WP and other WP WP objective: project implementation to achieve the objectives according to the budget and scheduled activities.

55.  web-site  public events (at launch and in the end of the project)  statements / working conferences  newsletters  films, video, exhibitions

56. Instrument: Gantt Diagram a. brings together the WP actions ; b. planning; c. added responsibilities and budget for different WP  Become an instrument for monitoring

57.  project management  mapping, benchmarking  training, education, problem awareness  materials development  gender issues, fundamental rights  external communications, information dissemination

58. Work PackageNameActivities detailsDeliverables PL 1 Sarcina 1 Sub-sarcina 1.1 Sub-sarcina 1.2 Sarcina 2 Sub-sarcina 2.1 Sub-sarcina 2.2 Sub-sarcina 2.3 PL2

59. Calendar of activities  bounds work plan and tasks in a calendar  defines the duration of each work package and each task

60. Means and resources  person responsible on WP  allocating budgets and sub-budgets

61.  Application form  Budget  Checklist

62. BINDING ANNEXES: Copies of application form (original) statement of financial information status, financial reports declaration / partnership agreements statements of co-financing CVs of persons involved (coordinator, project leader, expert)

63. Other annexes which might be included in project: letters of support details on certain aspects of the project information concerning sub-contractors (mention names)

64. a. Applicant b. Partners network c. Activities/ Actions d. Budget

65.  organization (contact details, status, number of employees)  legal representative (authorized signature of legal representative)  project leader/ contact person  regular sources of funding the organization  relevant experience  participation in European programmes

66.  Contact details for partners  Skills, experience  Responsibilities, roles of each partner  Receiving grant  Network management methods provided by the coordinator

67. Project summary specific objectives planned activities, duration methodological approach outputs/ results dissemination of the results

68.  context (needs and global objectives)  specific objectives  connection between the project/ program/ policies  actions (implementation time schedule)  comunication/ dissemination  innovative elements  impact (goal, multiply effect)  evaluation

69. Budget summary estimated total eligible costs of the project amount requested / grant request financial contribution of the applicant / auto-finance financial contribution of partners other financial contributions revenue generated by the project contributions in kind

70. In size  answer shortly to all questions (do not exceed space provided)  do not include unnecessary information  use ordinary characters, not the lowest acceptable  use relevant language (usually English), avoid jargon

71. In presentation  split the document into sections and subsections, use numbering and lists...  use: - figures and graphs only for clarification, not to fill the space allocated and only what and how much is needed - short sentences with basic structures - strong action verbs

72. In text  do not specify a national situation ever, but the situation at EU level (national cases are mentioned as examples)  do not write in the name of the coordinator  It is said about parts with an interest in the problem (stakeholders) in general terms  link directly draft program and policy objectives

73.  Your proposal is unique, give it an identity: logo, acronym, website, flyers  Evaluators expect: relevance, clarity, credible proposal, the EU added value, low cost, promotion results

74.  Promote your project to increase the VISIBILITY!  Meet: - Managers responsible for program funding (before the tender period for projects) - Decision makers (mayors, ministers, parliamentarians, etc., to get their support)

75. 2.2.BUDGET DESIGN

76.  coherent, safety organization, coherence of the organization's current budget and project budget  balanced (revenues = expenses)  following financial conditions, the rate of co- financing and other funds to the project, eligible costs assumed  analytical approach, trying to separate the consequences of the financial aspects of project

77.  collect all information and documents available (as shown in the tender of projects/ cerere de oferta)  understand the difference between eligible and ineligible costs  follow strictly the structure of the application form  established methods of coherent calculation (keep them for further verification)

78.  indirect costs to cover administrative costs  a lump sum not exceeding 7% of eligible direct costs of the project and not to be justified

79. 2.4. ACHIEVING THE CRITERIA FOR THE SELECTION OF PROJECTS

80. 3. ACCOMPLISH/ REALIZE 3.1. Contract 3.2. Implementation

81. 4. Create and use package of necessary tools to: 4.1. Anticipation 4.2. Formalization 4.3. Realization/ Achievement

82. 4.1 ANTICIPATION

83. Work packageDecizia privind programele Fişă de informaţii financiareFişa proiectului Cerere de finanţareBugetul Garanţii financiareAuditul proiectului Cerere de ofertă de proiecteGhiduri Partners databaseScrisori de intenţie AnnexesGhidul aplicantului Lista de verificareCarta Albă CompendiumPlan de actiune Acorduri de parteneriatProgramul anual de lucru finanţat Contract de finanţareRaportul intermediar şi final Profilul partenerilorAmendamente la Contractul de finanţare Fişe şi alerte privind finanţărileNoi reglementări financiare Diagrama Gantt

84. Tools for project definition Project sheet, Green and White Papers, Action Plan, Gantt Diagram Tools for building partnership Letter of Intent, Partnership Agreement, Reimbursement grid, Partners Database, Compendium, Profile sheet for Partners

85. Tools to collect relevant documents of the Program Programme’s decision, Action Plan, Annual workprogramme, Call for proposals, Guide for applicants, Guidelines, Addendum et corrigendum, New Financial Regulation, Eurofunding Alert and Sheet Tools to formalize the application– Application documents Financial Information Sheet, Application Form, Budget Form, Annexes (letters of support, details...), Checklist, Logical Framework, Partnership agreement, Letter of Intent, Gantt Diagram

86. Tools for contract– Contract documents Grant agreement, Partnership Agreement, Financial Guarantee sheet Tools to complete a project funded Amendments to the Grant Agreement, Mid-term and final report, Gantt diagram, Logical framework, Reimbursement grid

87. 5. OPTIMIZE the APPROACH 5.1. Organize a monitoring system of funding programs 5.2. Cooperation with European networks 5.3. Take into account of other funding opportunities

88.  Official sources (EC site, different site DG)  Profesional sources (Eurofunding Guide, funding alerts)  Networks  Unofficial sources

89. Tips:  Give this task to a single person  Subscribe to newsletters and open a file for it  Make a list with sources of information  Check the information frequently and regularly Check the date of the last posting on the web!

90. Benefits:  Exchange of information, more visibility  Help for building the projects and personal advice  Joint implementation of European projects  New contacts made easy  Value added to expertise

91. Identify:  Site CE (site DG)  Specialized databases  List of networks financed by CE for their core activities

92.  Call for tenders  EIB Group  Council of Europe  Structural Funds

93. 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.’