PROJECT CHANGES IN EMS Implementation Seminar

Content Overview Procedure

OVERVIEW MINOR CHANGES have a significant impact on the project implementation, project outputs and/or results. MAJOR CHANGES require prior approval by the MA/JS or the MC before they are implemented by the project. MA/JS takes decision on the project changes related to modification of project activities, budget, partnership and duration. MC takes decision on changes which affect achievement of the Programme output and result indicators or would be an exceptional case on the Programme manual rules. !!! LP must inform the JS about major changes as soon as possible but not later than one month before the project end.

PROCEDURE The LP is responsible for preparing the modification request for major changes on behalf of all of the project partners and its submission via the eMS to the JS. 1) Press button “Request Modification” on the left side menu under section “Application and Contract”.

PROCEDURE 2) In the form “Change request” specify categories of changes, provide description of changes and attach documents in section “Attachment”, if necessary. Press button “Send”

PROCEDURE JS assesses the modification request. Clarifications can be asked from the LP and corrections of the modification request can be requested. When the modification request is approved, the LP receives message to the eMS Mailbox with attached MA/MC decision and the application form is opened for modification. The LP shall update application form according to changes approved in the MA decision.

PROCEDURE !!! When implementing changes in the project budget, please update partner contribution in section “Partner budget/Define contribution” of the application form.

PROCEDURE When all necessary updates are made, the LP shall check modification by pressing button “Check modification” under section “Application and Contract”

PROCEDURE 7) If check is successful, then notification “Prepared to submit” is displayed. Press button “Submit modification” and updated application form will be submitted to the JS. 8) LP gets message to the eMS Mailbox that modification request was submitted to the JS. Project state changes to “Cr_done”.

PROCEDURE 9) The JS checks the updated application form. If the modifications are correct, application form is approved. If it needs to be corrected, JS hands the modification back to the LP. 10) When the updated application form is approved, a new version of the application form will be the valid one and the old version of the application form will be archived in section “Project history”.

PROCEDURE After the updated application form is approved the project state will be “Contracted”. If project changes relate to content of Subsidy contract, amendments for the Subsidy contract will be prepared by the MA/JS and sent to LP for signing. One copy of the Subsidy contract (with MA internal signatures) need to be returned back.

Thank you for your attention!!! Any questions?