Securing Horizon Europe (HE) is a significant milestone, however, this is only the beginning. Once the project is approved, the focus must shift to the next steps to ensure its successful implementation. This article overviews the main steps after being granted HE funding.
I. Preparation and signature of the Grant Agreement and Consortium Agreement
In the following three months, after the green light to implement the project, the coordinator has to prepare the Grant Agreement (GA) and the Consortium Agreement (CA). While the GA outlines the Description of the Action (DoA), including the project activities, timelines, budget and responsibilities, the CA is a commercial contract that defines the rights, roles and responsibilities of all project partners. The CA must be signed before the GA is ready.
II. Project kick-off meeting
Once the GA is signed, the project officially starts with the kick-off meeting. This meeting, which normally lasts two days, allows the consortium to review the project activities and responsibilities, ensuring mutual understanding and effective communication between all partners during the project’s execution.
III. Follow project execution
During the execution phase of the project, the coordinator must ensure that the project is implemented as planned, following the milestones and deliverables set in the proposal. Efficient communication between all partners must be fostered by scheduling regular meetings. Records and reports of the meetings must be kept accessible to all partners during the project’s execution.
Continuous reporting
The European Commission (EC) provides a grant management platform, the Funding and Tenders Portal, to follow and manage projects. On this platform, the coordinator is responsible for submitting regular reports, such as milestones, deliverables and publications. This platform also works as a contact point with the Project Officer.
Periodic reporting
Periodically, as specified in the GA, the consortium has to prepare and submit technical and financial reports. These reports review the implemented activities, achieved results and the overall impact of the project. Financial aspects, such as resource allocation and expenditure, must also be covered, including any deviations from the project’s timeline and budget. These reports are submitted in the Funding and Tenders Portal and are subsequently reviewed by the EC.
Amendments
During the project’s execution, it may be necessary to adjust specific details of the project proposal. To achieve this, an amendment to the GA can be initiated. An official request with a detailed justification of why the changes are needed must be submitted to the EC, and if approved, an official modification to the GA or its annexes is performed.
IV. Final reporting and closure
As the project reaches its completion, it is essential to prepare and submit the final reports to the EC. These reports provide a comprehensive overview of the project’s activities, achievements, and impact. They include technical details, financial summaries, and a final assessment of how the project met its objectives.
The final reports are submitted through the Funding and Tenders Portal up to 60 days after the last day of the project, including the Certificates of the Financial Statements (CFS) provided by the beneficiaries after a CFS audit, if requested.
Project implementation may seem a daunting task, but Syntropie can be a valuable partner in your consortium. We offer expertise in project management and developing communication, dissemination and exploitation actions. By partnering with us, you can leverage our experience and skills to maximise project implementation.