Initial considerations for the Initial considerations for the project start-upproject start-up

Joint Operational Programme “Black Sea Basin 2007-2013”

Bucharest, 18th of September 2013

Laura Bobârnac, Programme Manager

Remember!

Your project is a partnership and CBC project

invest in establishing good partnership relations and clear and regular communication and meeting procedures

Good partnership relations are vital for the success of

your project

•Even if you have already a signed partnership agreement, ensure that all partners know very well their tasks and responsibilities

•Communication is the key for good partnership: establish good and clear communication procedures

•Good internal communication is a prerequisite for efficient external communication

Agree on communication procedures

• Agree on when and how and on what are you and your partners communicating

• Agree on tools that will be used: e-mail, phone, on-line meetings, real meetings

• Agree on who is responsible for the website and who and when will contribute for the updates

The start up of your activities

• Plan a project kick off meeting with all partners• Review your Action plan in detail to identify needs

for minor adjustments in the initially estimated milestones;

• Agree or confirm there on exact roles of each partner

• Agree or confirm on reporting obligations, including reporting deadline for partners to Beneficiary

• Appoint or confirm overall coordinator, but also coordinators at partner level

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Steps for project financial planning

• Review your budget in detail to identify needs for minor adjustments in the initially estimated amounts;

• Prepare a monthly (or quarterly) forecast of all project expenditure;• Estimate when you will be able to submit payment request and receive further

pre-financing;• Prepare a project cash flow forecast.

The pre-financing may not avoid completely some cash deficits during project’s lifetime. Therefore, it is important to make an accurate plan of receipts and payments in order to avoid

any setbacks in project implementation due to cash shortage

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Other remarks on financial planning

• As with all estimates, the financial forecast is only useful if reviewed and updated on a regular basis

• Discuss the planning with your partners, get information from them and reach a consensus on commitment for expenditure and payments

• Cash forecasts tend to be optimistic; revenues arrive later and expenditure always on time or earlier.

• Be prudent and ensure that no ENPI partner is blocked in their contribution to project implementation for lack of liquidity of funds

Thank you for your attention!

Laura BOBÂRNACProgramme managerJoint Managing Authority Tel:  + 0372 111 323, Fax: +0372 111 456E-mail:  laura.bobarnac@mdrap.ro Website: www.blacksea-cbc.net