STAGES OF THE PROJECT IMPLEMENTATION

You have received notice of funding for your project. Now you are going to start implementing it.
The common stages of the implementation of the Erasmus+ CBHE project can be as follows:

1. Receiving notification that your application has been selected for co-funding.

The project coordinator receives an official decision on the selection results from the EACEA and informs all the partners.

2. Signing the agreement

The project is implemented in accordance with the Grant Agreement between the Education, Audiovisual and Culture Executive Agency of the European Commission (EACEA) and the applicant university (grant holder), which is legally responsible for the effective use of the grant. The agreement specifies the rights and responsibilities of the parties for the implementation of the project.
The grant holder signs Partnership Agreements with all partners in the consortium at the very beginning of the project. The Agreement stipulates that the relevant authorities (administrative, financial, academic, research, etc.) of the partner institutions agree on technical, administrative and financial implementation of the project. It also provides that potential disputes (misunderstandings) between the participating organisations are avoided and/or resolved through the elements contained in the agreement.

In particular, the Agreement includes:

  • The rights and responsibilities of each partner. It should state the purpose of cooperation between partners. The agreement usually includes paragraphs on what the coordinating institution does and what the partner university does. The role and expected contribution of each partner should be clearly defined.
  • Management bodies in place (role, composition, functions, etc.). This section should describe in detail the functions, responsibility of each partner or specific management structure in project management (Coordinating body, secretariat, channels and methods of communication, etc.)
  • Practical information regarding the management of the Partnership Agreement. In particular, the terms and procedures that determine the duration / revision / amendment / termination of the Agreement, the settlement of disputes and applicable laws. Detailed information on modalities for financial record keeping and reporting and the responsibilities for review and approval of expenditures and financial decisions on behalf of the collaboration, if needed.
  • Information about decision-making, procedures and rules applicable especially in those cases when it is an important topic and there is no consensus.
  • Information about the interaction between the partners, including, for example, meeting times, reporting needs and timeframes.

Please note that the Grant Agreement between EACEA and the applicant university stipulates penalties for poor (low quality), partial or late implementation of project activities. This rule also applies to Partner Country universities, which are jointly responsible for the implementation of the project and the use of the grant.
The annual plan of activities for the project, as well as current reports are discussed with the project coordinator and contact persons. All reporting documents should be available for each member of the consortium.
In accordance with the commitments made by the signing of the Partnership Agreement, the university management is supposed to provide comprehensive support in the implementation of the CBHE project. This implies allocation of campus space for the installation of the equipment purchased under the project, creating conditions for the project team, and supporting university staff involved in the project activities. The support from the management of the university is vital for ensuring the sustainability of the project results such as introducing the developed courses in the curriculum, maintaining the created laboratories and centres after the project lifetime, promoting internationalization within the university, etc.
For effective implementation of the project, each participant is advised to become familiar with all the project documentation, as well as the Guidelines for the use of the grant and the Partnership Agreement.

3. Preparatory work on the project

At the initial stage of implementation, it is advisable to create a project management body, which includes the Project Coordinator (the authorized representative of the applicant university) and coordinators at the university level of the partner countries. It is up to the consortium to include other participants: contact persons, individual experts, as well as representatives of ministries, agencies and organizations interested in the results of the project.
The project eligibility period begins after the signing of the Grant Agreement between the Applicant University and ЕАСЕА.

The active phase of project implementation usually begins with a Kick-off meeting of representatives of all participating universities and non-academic partners. In the case of Structural projects, the participation of a representative of the Ministry of Education and Science of the Republic of Kazakhstan is very important. The participants discuss in detail the goals and expected outcomes of the project, clarifies the roles, rights and responsibilities of each member of the consortium, the project management structure, the decision-making procedure, the procedure for selecting participants for training mobility. During the meeting, it is also necessary to discuss issues related to visas and equipment (purchase, delivery and customs clearance).
It is important to ensure the participation of all project partners and stakeholders in the project activities (especially starting and final). Representatives of the Ministry of Education and Science of the Republic of Kazakhstan should participate in the activities of the Structural projects.

Due attention should be paid to the information support of the event – it is necessary to prepare the agenda agreed with the Project Coordinator and the university management, the list of participants of the meeting, a press release. The participation of representatives of the media is desirable for a wider coverage of the event.

The NEO holds annual consultation meetings for coordinators of new and ongoing projects. This is a good opportunity to ask questions you are interested in, discuss problems, and learn about good practises of other projects. You can also watch the video of the Webinar for the new CBHE project teams (in Russian). 

4. Implementation of the project in accordance with the work plan, work packages and Logical Framework Matrix

The logics of the project development is reflected in the Work Plan, the Work Packages and the Logical Framework Matrix (LFM). Project teams should study these documents carefully, and to develop a plan on the university level, communicate it to the relevant units of the university, the main stakeholders, and coordinate with the partners in the consortium.
The main emphasis should be placed on a balanced distribution of tasks among the project team members, provide consultations regarding the correct and adequate understanding of the objectives and deliverables for a particular work package. It is important to align the tasks assigned for a specific work package with the qualifications and potential of the project team members, as well as to calculate the financial, administrative, resource support of the project activities.

5. Monitoring of the project

Regular monitoring is a mandatory rule for all CBHE projects. It is conducted by representatives of the NEO according to the plan approved by EACEA. Detailed information on the types of monitoring, format and tasks is provided here. 

6. Project reporting: interim and final

Project reporting is determined by the requirements of the Grant Agreement and internal procedures. In accordance with them, the frequency and form of the submitted documents, communication channels and other issues are established.

7. Audit on the project

It can be carried out in two forms - internal and external (with the involvement of experts). The results of the external audit, which is a mandatory requirement, are submitted to EACEA along with the final report.

8. Approval of the project report by EACEA

It is the logical conclusion of all work on the Erasmus+ CBHE project, which formally means that the work done by the consortium has been accepted and approved.

Download the Memo to the CBHE Project Coordinators (in Russian), where you will find other useful information and tips for implementing your project.

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