Malorie CLERMONT / Béatrice Couturier Local coordination - Hespul & Grand Lyon RENAISSANCE LYON – 28 th April 2009-Lyon Workshop WP 0.2: local Management

Malorie CLERMONT / Béatrice CouturierLocal coordination - Hespul & Grand Lyon

RENAISSANCE LYON – 28th April 2009-LyonWorkshop WP 0.2: local Management

Annual Progress Reports production: Barriers and Proposal of solutions

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme

RENAISSANCE - LYON -FRANCE

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Observation

Since 2 years: the annual progress report is done with 3 to 6 months late.

From now on, the Commission will not accept more delays!Which means: no validation of the financial report => no

subvention

We need to find out a new strategy !



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Wrong reports/ wrong version

Bad internal communication/diffusionLack of attention from the partner

Cd, internet, name of the document, responsability of the partner, Meeting

Reports not totaly completed

To understand of what it’s neededEnglish

Reports done after the deadline

Lack of timeChange of partnerValidation process too long(signatures)

To include this workload in the previsional budgetTo clear task allocation, MeetingTo include this time process in the schedule

RDV, to give more detailsTo translate some documents, Responsability of the partner

Coordinator barriers Partners barriers Suggestions

Lack of transparency from the partner

Lack of responsabilisation, lack of implication

task allocation in the organization not effective Fror a new contact: lack of informatio

Internal conflicts

Meeting, financial sanctions, to strengthen leaders responsability

To remind the responsability of the partner

Meeting

To remind the responsability of the partner, Meeting



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To remind some basics

- Concerto programme = innovating, complete and complex projects => need to work differently, and new relation with new partners=> Need a true implication of each partner

- Delay of one partner impacts on the work of other partners

- Each partner has to take its own responsibility to give the reports in time = commitment



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1. To implement meetings with the local coordinator for a better follow up

Objectives:Less contacts with the coordinator who still stay at the disposition of the partner

More official meetings for less recalls and more transparency

2. Local and European Coordination:Same point of view: regular meetings

for instance: with a follow up document, tel-meetings…

The Meetings: a new timetable

for a strengthen collaboration



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A new timetableto strengthen collaboration /

RDVSystematically meetings – some suggestions

- (face to face) when launching the report- (face to face) 2 weeks after (???):

- In function of the progress/ barriers encountered

- (with all the partners) at mid-term:- State of progress of each partner

- (face to face) 1 week after: if necessary



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les RDV: a new timetablefor a strengthen collaboration

the 1st meeting:- To establish a personal schedule with the partner- To establish the complete list of the documents to

complete and to deliver= Annexes, delivrables, progress reports, Form C, audit

certificates…- To give all last versions- To identify the other partners/contacts in each WP- To validate the action plan: calendar, documents and

contents, contacts, audit certification,…

Objective: to give the partner all the « keys » to start with sucess the progress report



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Other suggestions

- During CSGs: to talk about the state of progress of all WPs/sub-WPs

- Or: to up date every 6 months the state of progress of each partner in each WP

- Or: to create a template to up date information between the coordinator and the partner

- Or: to transfer money and time from a partner to another



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Malorie CLERMONTTel: +33 (0)4 37 47 80 93

[email protected]

Contact

ENERTECH

http://www.insa-lyon.fr/cethil/

Documents

Malorie CLERMONT / Béatrice Couturier Local coordination - Hespul & Grand Lyon RENAISSANCE LYON – 28 th April 2009-Lyon Workshop WP 0.2: local Management