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

Inception and Timeline Implementation and Organisation Issues Lessons Learnt

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 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

Aug – Bid submit Oct – EU mail Feb – Info req Jul – SUCCESS 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)

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

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 ?

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

EU LIFE Programme website Application Process - Guidelines Common Provisions – Rule Book Bid Delivery – PRINCE2 – Product-based planning Tools

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

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

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

Plan for Stage 1

Website – March 2015

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 !!

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 – 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