Getting your project startedGetting your project started

Ms. Adrienn Cseko

Project Manager

Junior Project Management course – Europa Media TrainingsBudapest, 13-15 April 2011.

Content

� Who is Who?

� Consortium Agreement

� Kick-off meeting

� Communication and management

� Things to keep in mind

Who is Who?

Project Officer and the Legal and Financial Officer:The consortium’s interface with the EC

Coordinator:� The Consortium’s representative

towards the EC � Keeps the project on track

Partners: Joint responsibility for the Project implementation defined by the GA!

Subcontractor(s): Not part of Consortium – profit included

European Commission

Coordinator

Px

Subcontractors

P3P2P1

Consortium Agreement

Civil contract between the Beneficiaries

� Why?Mandatory unless…

� When?

CA – What to include

�Definitions� Technical Provisions�Managerial Provisions

Steering Committee - powers and roles of the decision making bodies, specific rules of voting

Mechanisms for quality assurance and control - Internal deliverables

� Financial Provisions� IPR - dissemination & use

Access rights to backgroundOwnership, transfer, protection of foreground

�General Provisions�Check list: ftp://ftp.cordis.europa.eu/pub/fp7/docs/checklist_en.pdf

CA - Possible problems and mistakes

�Applicable law – if you want to base the CA on the Belgian law: get a lawyer from Belgium

�Lack of definitions – guaranteed disaster!!

�Hastily prepared

�Roadmap and consequences for failure or withdrawal not laid out properly

�IPR, business plans not laid out properly (use annexes)

CA – Information & Help

Standard modular Consortium Agreements:

DESCA, IMG4, IPCA, EUCARComparison of different CA models and modular agreements are available online

Example: http://www.desca-fp7.eu/download-desca/

IPR Helpdesk: http://www.ipr-helpdesk.org/home.html

Email: ipr-helpdesk@ua.es

Getting started with the Kick-off meeting

�Specify the date well in advance

�Invite the Project Officer

�Agenda – everyone should be active at the meeting

�Organise: �Public session?

�Site visits?

� Ice-breaking event(s)

Kick-off meeting - what to include?

� Coordinator’s perspective and the basics - clarifying the project concept and interdependencies between WPs!

� EC’s perspective

� Introduction of each partner

� Work Package presentations by WP leaders

� Critical path – overview of critical issues

� IPR issues including the Consortium Agreement

� Administration, internal monitoring, decision-making structure, financial issues

� ....

Kick-off meeting - Detailed planning

Detailed work planning is crucial for the project

�WP discussions including:

�Activities – timeline – resources – partners’roles and responsibilities

�Detailed planning for the first 6 months/1st year :

�Who is doing what when?

�Deliverables; by whom, by when?

�Formats - reports, data, templates

Kick-off meeting - Train your partners

Include a training session on reporting

� Technical reporting

� Financial reporting

� Provide:

� Templates

� Practical examples

Never assume that the partners already know!

Minutes of the Kick-off meeting

� Who was present? – signed attendance list

� What was discussed?

� Critical points, questions, conclusions

� Activities in detail, timeline, results, person hours, links to other tasks

taskdescript ion of the task

responsible person/partner

deadline

1 task1.1 task1.2 task2 task2.1 task

…

…and for the first few months…

� Test and implement your project management systems and routines:� Intranet

� Protocol on delivery and reporting (in-house deliverables)

� Test your communication protocols; sometimes e-mail is not enough

� „In-house” deliverables – monitoring performance

�Arising problems: if there is smoke there is fire!!!

Final remarks

�Never underestimate the human factor

� Set the good, efficient and pleasant working style from the very beginning

�Deadline is deadline!

� Be proactive and creative

� Keep your Project Officer and your partners happy ☺

Thank you for your attention!Thank you for your attention!

Adrienn Csekoadrienn.cseko@geonardo.com

© Geonardo Ltd.It is not allowed to use or distribute the content and design

of the presentation without prior agreement.