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EuropeAid PARTICIPATORY SESSION 2: Managing contract/Managing project… Question 1 : What do you think are the expectations and concerns of the EC task managers when having your project in their portfolio of activities? Question 2 : What are the grantees/your expectations and concerns toward the EC in general and your EC task manager in particular during the implementation of the project? Question 3 (optional) : What are in your opinion the differences between managing a grant contract and managing a project?
EuropeAid Session 2… Take 5 to reflect and note down 2 or 3 answers to question 1 (one idea/card) Use worksheet #5 Part 3 to take some notes Place all cards in envelop 2 on your table Table facilitator opens envelop and shares ideas/places them on flip chart
EuropeAid Participants ideas on what expectations the EC TMs have toward implementers (1) Attitude/Communication/Interaction -inform quickly the TM in case of problems/deviations: early warnings and suggest reasoned and justified of adaptations/changes for better results -Ask for approval when change is needed (time-plan, activities, budget), / OR NOT?? -A reliable, available and transparent contact person, regular information/communication on progress, good collaboration, implementers give their best -Project implementers open to discuss content-related issues/ Project evolution and strategy -To be a support and participate closely to the project provided there are not too many problems
EuropeAid Participants ideas on what expectations the EC TMs have toward implementers (2) Implementation/ Completion/Results -A partner that manages well the project: respect procedures, budget, timeline, deadlines, contract -Appropriate format of documents produced: financial reports -That the project is fully completed, objectives are met, preferably without extension nor amendment/rider/ or despite changes -Manages project according to proposal -Evaluation and progress reports transmitted on time, honest, concrete and transparent -Budget used according to the activities and results -Project results have positive effects on beneficiaries and partner countries, bring something new -Result-orientation is effective and documented, implementation methodology is justified
EuropeAid Participants ideas on what expectations the EC TMs have toward implementers (3) Other -Ensure EU visibility is ensured on all products -Concerned not to have relevant knowledge to assess project/topic and understanding results -High expectations on project impacts (rapid, major), and on complex coordination/synergy -Ensure the EU funding (public money) is properly used -Project implementers draw lessons/analyze experiences, find best practices -Shared responsibility among implementing partners, strong partnership -To get invited for a field visit
EuropeAid Expectations of implementers towards EC TMs (1) Understanding -Understanding gap between proposal and actual implementation -understanding local context, understand the project -Understand necessary/unforeseen changes and their consequences on project implementation -Understand that outputs and outcomes for Dev. Education projects are subjective Attitude & Communication: A HUMAN FACE -Available for us with not too many projects in port-folio -RESPONSIVE more easily reachable, answering questions quickly (does not forget it!), -Install SKYPE at the Commission! - responsive to early warnings in case of problems not to delay project, -COOPERATIVE, -FLEXIBLE and open about changes -SUPPORTIVE & CONSTRUCTIVE: promote dialogue and trust rather than distrust -Clear communication on what TMs expect -Express concerns early enough, not at the end
EuropeAid Support: FEEDBACK THAT HELPS NOT HURTS! -Less focused on grant contracts/administrative BUT support for contract management (specific answers) -advice in case of conflicts (e.g. pressure on partners for deadline), - technical support, -management advice, -Reliable guidance on reporting and other EC rules especially financial rules -Ensure Money is transferred on time -involvement in some project content -Provide information on relations between EU and local institutional context, on relevant EU policies -Focus on important steps of the project implementation -Support us in networking, connecting to on-going commission activities in the field and reaching out to stakeholders (e.g. delegations, other EC institutions)/ Facilitate EC representation at our key-events/make connections to other projects -Defend our project (if it good!) with other EC departments -Resolve non-resolvable problems (please!) Expectations of implementers towards EC TMs (2)
EuropeAid Expectations of implementers towards EC TMs (3) Ownership of the project -Show some interest for the project thematic -Follow up on the sustainability of the project after completion -TMs can not often visit projects, but we would like them to come to our major events especially those in delegation. reporting -React even shortly to mid-term and final reports -Provide a score system for checking our applications/reports/evaluations (e.g. we did not know results have priorities) Concerns: -Not able to communicate properly the results -We do not want to disturb too often TMs with our questions -We do not know the best way to explain problems
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