BESTPRAC Training School:

“Administration of research funding: dealing with several funding sources (for non-university research organisations in inclusiveness targeted

countries)”September 27-29, 2016

Centre for Social Innovation, Vienna

ProjectManagementinH2020Projects

GorazdWeissCentre for Social Innovation(ZSI),Austria

Outline

Introduction.

01ProjectCycleManagement

.

02ProjectManagement

Structure

03ExternalQA/Projectreviews

.

04

Communication.

05Q&A

.

08TimeManagement

06Participantportal

SubmissionProcedere

07

Introduction.

01

ProjectManagementinH2020projects• Projectmanagement->istheapplicationofknowledge,skills,

toolsandtechniquestoprojectactivitiesinordertomeettheprojectobjectives.

PMincludes:1. ContractandFinancialManagement2. Consortiummanagement3. Timemanagement4. Reporting,communicationwithECandliaisonwithotherinitiativesand

projects

4

Objectivesofprojectmanagement• Ensurethecorrectexecutionoftheproject’sworkplanincludingits

adaptationtonecessitiesthatmayoccurduringtheproject• Guaranteeefficientcommunicationwithintheconsortium• Assuretheoverallcoordinationofallactivitiesamongtheproject

partners• Leadprojectsteeringwiththeobjectivetoimplementtheprojectina

smoothandconsolidatedway,involvingthepartnershipandalsoexternalstakeholders

• EnabledtimelyreportingtotheEuropeanCommissionandtheadministrativeandfinancialmanagementoftheproject

5

.ProjectCycleManagement

.

02

05

• ThePCMdescribesallmanagementactivitiesanddecisionmakingproceduresappliedduringthelifecycleofaproject.

• The cycleconsistsoffiveguidingphases.AllfivephasesoftheprojectcyclearestructuredaccordingtotheLogicalFrameworkApproach.

ProjectCycleManagement(PCM)

PROJECTIDENTIFICATION1

2

1

3

4

5PROJECTPREPARATION,DESIGNANDPLANNING

2

PROJECTIMPLEMENTATION&MONITORING

3

PROJECTREVIEW&EVALUATION

4

IMPACTASSESMENT5

•ACT

IVITIES

• IdentificationoftheCall

• Draftofkeyactivities

• Identificationofprojectpartners

• Stakeholdermapping

• RelevanceoftheprojectactivitiestotheCall

• Innovationcharacteroftheproject

• Feasibilityandscalabilityoftheproject

• Sustainability,exploitabilityofprojectresults

ü Providesbaselineandcontextualinformationfortheprojectü Involvesunderstandingoftheinitialsituationinquestionandthekeyfactors

PROJECTIDENTIFICATION

1

•ACT

IVITIES

• Settingtheoverallobjectives

• Keyactivities/sub-activities

• Expectedoutcomes

• Definingimpactindicators(specific,measurable,achievable,relevantandtime-bound)

• Preparingaprojectimplementationplanusingthelogicalframeworkapproch

• Definingthedisseminationandexploitationactivities

• Settingtheoverallprojectbudget(calculatingthePMs,otherdirectcosts,subcontracting…)

• Writingtheproposal

• Definingandnegotiatingthebudgetofallindividualpartners/thirdpartiesinvolved

• CompletingtheAdministrativeforms/finacial forms

• Completingthesubmissionform

ü Definingtheproject´sobjectives,purpose,expectedoutputs,impactsandactivitiesandoverallbudget

PROJECTPREPARATION,DESIGNANDPLANNING

2

•ACT

IVITIES

• Overallprojectimplementation

• Scientificcoordination

• Financialmanagement&Monitoring(e.g.perdifferentperiods)

• ScientificandFinancialreporting

• PreparationofthedocumentationforAudits

• Internalcommunication

• Externalcommunicationanddissemination

• Monitoringofimplementation

• Exploitation

• Identificationofpossibleshort,mediumandlong-termImpacts

ü Carryingouttheprojectimplementationandfinancialplanü Monitoringtheimplementationoftheproject

PROJECTIMPLEMENTATION&MONITORING

3

• Coverscrucialindicators(setintheproposalstage)– regularlymeasured

• Accountability:monitoringdemonstratesefficient&effectiveuseoffunds

• Improvingperformance

• Properdocumentation

• MutualLearningtoimprovetheprojectresults•M

ONITORIN

G

•ACT

IVITIES

• Exterminationofprojectefficiency,effectives,impactsandsustainabilityoftheproject

• Projectreviewscanbedoneinthemiddleoftheprojectorattheendoftheproject(dependingonfundingprogramme)

• Canbedonebeexternalreviewers/evaluators

ü Systematicanalysisoftheoverallproject

PROJECTREVIEW&EVALUATION

4

•ACT

IVITIE

S

• Focusonmediumandlongtermimplicationsoftheprojectoutcomesandoutputs.

• Thisphaseisconcernedwiththemediumandlongtermimpacts–expected,nonexpected…

ü Systematicanalysisofofsignificantorlastingchanges– negativeorpositive,intendedornot

IMPACTASSESMENT5

ProjectManagementStructure

03

ProjectManagament Structure

P6

ProjectCoordinator–P1

ExternalPanelReviewEUROPEANCOMMISSION(Projectofficer,Financial,officer,Legalofficer,etc.)

TaskLeader

WorkpackageLeader

PROJECTMANAGAMENT

BOARD

P2 P3

P8

P7

P10P9 P11

P5P4

Rolesofprojectparticipants- Eachoftheprojectpartnerscanhavedifferentroles.- Rolesaredefinedintheprojectworkplan description- Allprojectpartners:

§ Shouldfulfiltheirtasksduly,timelyandaccordingtothedistributionofworkspecifiedinAnnexIoramendedbythedecisionsofthePMB

§ TimelydeliveryofallfinancialstatementsandreportstotheCoordinator

Coordinator– Responsible for overall project management– Intermediary between the project and EC– Ensures communication with the ERP– Monitorscompliance of the partners with their obligations– Collects,reviews and submitts information onthe progress of the project,

reports and other deliverables to the EC– Admnisters the financial contribution of the ECand fulfills financial tasks– Transmits ontimedocuments and information connected with the project– Chairs the PMBmeetings,proposes decisions and monitors the

implementation of the project

ScientificCoordinatorLegalandFinancialCoordinator

Workpackage Leaders• responsiblefortheoverallcoordinationoftheWP,

supervisionofthetasks,activities,milestonesaswellastherelateddeliverables– preparingadraftperiodicplansfortheWPtaskstobeapprovedatthe

PMBmeetings– reportingtothecoordinatorandtoPMB– organisingcommunicationwithintherespectiveWPand,together

withtheCoordinatorandotherWPLeaders,acrossWPs– presentingtheWPconclusions,decisions,resultsanddeliverablesat

externalmeetings– taking,inagreementwiththeTaskLeaders,decisionsattheWPlevel– analysinganddocumentinganyDefaultofapartyinrelationtothe

ownWPactivitiesandpreparingarespectiveproposalforanactionplantotheCoordinator

TaskLeaders– responsibleforthetimelyimplementationoftheactivitiesinthetaskandthereportingtotheWPLeader

– aretaking,inagreementwiththeconcernedWPLeader,decisionsatthetasklevel

Deliverable Leaders– responsibleforthetimelyandfinalwrite-upofthedeliverables

– coordinatetheworkonthedeliverableandreporttotheTaskLeader,theWPLeaderandtheCoordinator

– needtocomplytotheofficialdeadlinesforthesubmissionofthedeliverablefortheQualityAssuranceandtotheEuropeanCommission

ProjectManagementBoard/ProjectAssembly

=>Maindecision-making body• Members:allproject partners,chaired by the Coordinator• Maintasks:

– To review project implementation and progress of work– To approve the deliverables before submission to the EC– To share knowledge onproject implementation and to provide suggestions for

its further development based onthe project outcomes,input from the ERP– To decide uponadaptations of the AnnexIand consortium budget– Incase anactivity can notbe implemented,making apriority list for the future

possible activities and deciding onthe option based oncriteria of efficiency,feasibility,impact and relevance

– To tackle problems,delays and resolve conflicts

Consortium agreement• anagreement that project participants conclude between

themselves for the implementation of the project inFP7andHorizon 2020.

• CAallows the participants to determine the detailedadministrativeand management provisions necessary to carryouttheir project.Within this agreement,parties alsooutlinethe rights and responsibilities of each member of theconsortium concerning intellectual property.Thisagreementcannot contradict or negate the provisions established by theGrantAgreementor the Rulesfor Participation.

22

ExternalQA/Projectreviews.

04

Quallity Assurance• tocontrolandimprovethequalityoftheworkandoftheresultsoftheprojectaccordingtotheQuallityAssuranceplan

• =>INTERNAL• =>EXTERNAL

External Reviewpanel (ERP)–optionalbodyRational:

• Toestablishtheexternalreviewpanel(e.g.3seniorexternalexperts)tomonitorthequalityofprojectdeliverablesandinternalmaterialsoftheproject.

ROLE:• QualityAssuranceof the project deliverables andactivities

Communication.

05

InternalCommunicationwithinthe Consortium

• Intranetpartofthewebsite– e.g.Sharepoint orotherplatform

• ProjectTeamMailinglist,Skype,onlinecommunicationtools(e.g.gotomeeting,ilink)email

• ProjectManagementBoardMeetings

TimeManagement

06

Projecttimemanagement

• ToensurethatthetasksstartandfinishaccordingtotheprojectworkplanandthattheprojectdeliverablesaresubmittedtoECinduetime.

• =>Alltheprojectsactivitiesneedstobecarefullyplannedalreadyintheproposalstage!

29

GanttChart• „AGanttchart is ahorizontalbarchart developedas aproduction control tool in1917by HenryL.Gantt,anAmericanengineer and social scientist.“

• graphical illustration of aschedule• helps to plan,coordinate,and track specific tasksinaproject

• Horizontalaxis:timebroken downinto days ormonths

• Vertical axis:tasks• Doesn‘t clearly show task dependencies

GanttChart

32

PERTChart

PERTChart

ParticipantportalSubmissionProcedure

07

Connect totheParticipantPortal:http://ec.europa.eu/research/participants/portal/desktop/en/home.html

1. LoginECAS2. Goto

« Fundingopportunities »

36

1.AccesstheESS

2 1

37

Goto« Calls ».Find your callbyusing thefilters.Onthecall’spage,selectthetopicofyourinterest.Toaccess theESS,selectthetypeofaction,then press« StartSubmission »

38

2.Create adraft

1. Enteryourorganization’sname and/orPIC

2. Selectyour role3. Fill inyour

proposal’sacronym andsummary

1

2

3

39

Youwill bepresented thefollowingdisclaimer:- Click« Accept »toproceed withthesubmission

- Click« Decline »tocancelthesubmission

40

Upon thecreation ofyourdraft,you will receive:- Amessageonyour

screen- Aconfirmatione-mailClick« Continuewith thisproposal »toproceed withthenext step.Topostponethis actionandreturntoyour list ofproposals,click« Gotomy proposals »

41

3.Consortium

Action ProposalCoordinator Partner

Selectthecall Yes No

Add,inviteparticipants Yes No

Submit theproposal Yes No

Readcomplete proposal Yes Yes

Define thebudget tables Yes No

Create contactsforapartner Yes No

Proposal coordinator:- Singlepoint ofcontactbetween

participantsandECfortheproposal- Overall planningofproposal- Fullrights foractioninESS

Partner:- Invited bycoordinator tofill in

administrativeforms- Restricted rights foractioninESS

42

Forpreviously saveddraft proposal forms,this step can beaccessed through MyProposals pageintheParticipantPortal(youmustbe logged in).Click« ED »intheActionscolumn.

4.Editandcompleteyour proposal form

43

Click« Editforms »toopenthePDFform youhavetofill in.Click« View history »forthelist ofallsystemanduseractions.Click« Downloadtemplates »forthelatestproposal requirementspackage.Click« Upload »toupload your completedannexes.

4.Editandcomplete your proposal form

44

Scrolldownorclickon« Show »toaccess andcomplete therespectivesectionoftheform.Click« Saveandclose »tosave thecompleted dataandexittheedit page.Click« Validate form »fortheselfcheckofthecompleteddata.Errors andwarningswillbe listed attheendoftheform.

45

PartA:Administrativeforms1. GeneralInformation2. Administrativedata

ofparticipatingorganizations

3. Budget4. Ethics

46

PartB:Technicalannex1. Download the

templates2. Completethe

templates3. Upload the

completedtemplates

47

When completing anduploading your proposal,be careful of:- Filesize,formatandresolution- Filename andsecurity- Limitationsinlength,fontsizeandmargins.Exceeding these

limitationsmay affecttheproject’s eligibility.

48

Click« Validate »tomake surethat your applicationmeets allrequirements.Thesystemwill advise you ofany errors.Correctallerrors andwarnings,then click« Validate »again tomakesureyou havenotmissedanything (1).Onceyou get a« Noerror »message,click« Submit »(2).

5.Validate andsubmityour application

1 2

Reminder

PDonotsubmit atthelastminute!PDonothesitate tosubmit several versions.PStrictly respectthetemplates andlength limitations.PCheck thecompleteness andquality ofyour formsandfiles.

PTake timetofamiliarize yourself with theproceedings.

PReadallthedocuments provided bytheEC.

49

References

50

Horizon2020OnlineManualhttp://ec.europa.eu/research/participants/docs/h2020-funding-guide/index_en.htm

Proposal Submission ServiceUserManualhttp://ec.europa.eu/research/participants/data/support/sep_usermanual.pdf

Guideonproposal submission andevaluationhttp://ec.europa.eu/research/participants/data/ref/h2020/grants_manual/pse/h2020-guide-pse_en.pdf

Other H2020reference documents(rules forparticipation,guidesforapplicants,proposal templates,evaluation forms,etc)http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html

NCPnetworkhttp://ec.europa.eu/research/participants/portal/desktop/en/support/national_contact_points.html

Q&A.

08

THANKYOUFORYOURATTENTION!

CONTACT:GorazdWeissEmail:weiss@zsi.atCENTREFORSOCIALINNOVATION(ZSI)LinkeWienzeile246A- 1150ViennaAUSTRIA

Tel.++43.1.4950442-39Fax.++43.1.4950442-40http://www.zsi.at 52