project management in h2020 projects - bestprac · project management in h2020 projects • project...
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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.
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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!
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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
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Goto« Calls ».Find your callbyusing thefilters.Onthecall’spage,selectthetopicofyourinterest.Toaccess theESS,selectthetypeofaction,then press« StartSubmission »
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2.Create adraft
1. Enteryourorganization’sname and/orPIC
2. Selectyour role3. Fill inyour
proposal’sacronym andsummary
1
2
3
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Youwill bepresented thefollowingdisclaimer:- Click« Accept »toproceed withthesubmission
- Click« Decline »tocancelthesubmission
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Upon thecreation ofyourdraft,you will receive:- Amessageonyour
screen- Aconfirmatione-mailClick« Continuewith thisproposal »toproceed withthenext step.Topostponethis actionandreturntoyour list ofproposals,click« Gotomy proposals »
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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
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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.
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PartA:Administrativeforms1. GeneralInformation2. Administrativedata
ofparticipatingorganizations
3. Budget4. Ethics
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PartB:Technicalannex1. Download the
templates2. Completethe
templates3. Upload the
completedtemplates
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When completing anduploading your proposal,be careful of:- Filesize,formatandresolution- Filename andsecurity- Limitationsinlength,fontsizeandmargins.Exceeding these
limitationsmay affecttheproject’s eligibility.
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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.
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References
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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:[email protected](ZSI)LinkeWienzeile246A- 1150ViennaAUSTRIA
Tel.++43.1.4950442-39Fax.++43.1.4950442-40http://www.zsi.at 52