Once your project gets approved, you want to start collaborating with your partners to implement the planned work, accomplish your objectives and obtain your results. However, to implement your project, you have to comply with the rules imposed by the EU funding programs, which seems a daunting task. These rules aim to ensure transparency on the responsible use of EU funding and promote accountability and the efficient implementation of EU projects, maximising the project’s impact.
Based on our experience, we share what we consider to be the main insights on how to efficiently manage an EU-funded project.
Project Management – What does it mean?
Project management is the process of implementing activities of planning, organising, securing, monitoring and managing the resources and work to efficiently achieve the project objectives.
Project management can be broken into five main tasks:
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Administrative management
Administrative management involves the coordination and support of project activities to ensure smooth and efficient operations. This includes tasks such as organising meetings, maintaining project documentation, checking work progress, resolving issues and conflicts, and keeping in contact with the Project Officer (PO)*.
Start by defining the governance bodies within the consortium, such as the project manager, communication manager and other roles that may be relevant.
Define communication channels and prepare contact lists to ensure effective communication between partners. A sharing document system accessible by all partners must also be implemented to facilitate access to the project documentation.
Establish clear procedures and responsibilities and streamline administrative tasks, allowing the project team to focus on achieving the project’s objectives.
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Finances and reporting
Managing finances and reporting is a critical aspect of EU project management. This involves budgeting, tracking expenditures, and ensuring that funds are used following the Grant Agreement.
Regular financial reporting is required to demonstrate compliance and transparency, and partners will need support and guidance to achieve it. It is crucial to monitor expenditure and cost claims to ensure that reporting is consistent and expenses are aligned with the allocated budget.
When in doubt about eligibility or financial reporting, contact the PO* or the national contact points (NCP)**.
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Project monitoring and risk management
Project monitoring and risk management are essential to ensure that the project follows the Grant Agreement and meets its objectives. Regular monitoring involves tracking progress against milestones, identifying any deviations from the plan, and implementing corrective actions. Risk management involves identifying potential risks, assessing their impact, and developing strategies to mitigate them. The definition of a risk management plan is crucial to streamline the procedures and help project managers prevent issues from escalating, ensuring the overall success and sustainability of the project.
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Data management
Data management is the process of handling project data in a systematic and organised manner. This includes data collection, storage, analysis, and sharing. Proper data management ensures that project data is accurate, secure, and accessible to authorised stakeholders. It also involves compliance with data protection regulations, such as GDPR, to safeguard sensitive information, and comply with the open data policies, allowing free access and the re-use of data generated within the project. Effective data management supports informed decision-making, enhances transparency, and facilitates the dissemination of project results.
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Communication management
While the communication plan is normally outside the scope of project management, effective communication is still essential for a successful project execution. Effective communication ensures trust, resolves conflicts, and aligns expectations while fostering collaboration and maintaining transparency among project partners. Additionally, communication management extends beyond internal coordination, including stakeholder engagement to share project results with a broader audience. By prioritising clear communication, project managers can enhance project partners’ and stakeholders’ involvement, improve visibility, and maximise project impact.
*For every project, there is a Project Officer (PO) who accompanies the consortium throughout the project lifecycle on behalf of the granting authority, being their main contact point. All aspects related to the Grant Agreement and reports on the project execution and progress should be discussed between the PO and the Project Coordinator, the contact point of the consortium.
**Every country also has National Contact Points (NCPs) which support and guide project applicants regarding the rules and application process of the different programs. They can also answer and explain the programme in the context of the national rules.
At Syntropie, 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.