PART 1 – PRINCIPLES AND ROLES
Roles of Coordinator and Partners – emphasizing on the roles of all involved.
Quality factors: Cost, Time and Scope triangle
Importance of financial management is stressed.
Dissemination tools: Visual identity (logo etc.), website and content, flyer (Publicity/ visibility rules – Erasmus+ logo with “co-funded by the …” at the side)
Implementation of work plan: Track deviation and redirect activities to get back on track; modification of original plans
Quality assurance: Internal (by project team; Monitoring – roadmap, dashboard, Gantt chart etc., Assessing & measuring – Logical Framework Matrix, SWOT analysis etc., Internal peer review) and External QA
Synergies with other projects
PART 2 – CONTRACTUAL AND FINANCIAL MANAGEMENT
Grant Agreement – contractual and legal framework; proposal is part of theAgreement; payment modalities incorporated in the Partnership Agreement
Eligibility period: 15 October of the year for three years
Payment cycle: 50% 1st installment at contract signature, 40% 2nd installment after 1st is 70% spent, 10% balance (or a max payment) after analysis of final report by EACEA; claim equivalent staff cost and return it to the university unless working on the project on non-working days
Reporting obligations: Progress report – n+18 (half-life); Final report 2 months after project ends; professional report preparation – no copy-paste proposal etc.; set internal deadlines to meet actual deadlines so that expenditure proofs and account can be prepared in advance.
Changes to the project: Administrative changes (PIC), functional changes (eligibility period, partnership withdrawal, budget – 10% rule for virement and make sure to change vote well before project ends); Inform Coordinator to apply for changes in the Grant Agreement
Recovering VAT (read: GST) – if not possible by partner university, can be declared as expenditure
Prevent future problems – Learn and understand
Prerequisites for effective implementation – Communication, QA, dissemination strategy, sustainability strategy
Real partnership – Genuine engagement and conversations; take your place in the partnership based on rights and obligations
PART 3 – REPESEA Presentation
A short overview of REPESEA was presented by the team representative Dr. Maizatulaidawati Md Husin (assisted by Dr Haliyana Khalid) explaining the conceptualization and development of REPESEA.