Kein Folientitel

1
WorkshopSuccessful Projectmanagement and
Reporting for Leonardo Mobility Projects
Running a Successful Project from Start to Finish
September 16th, 2004. Torino, IT
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Schedule and Content

• 09.00 Welcome, Introduction and dividing into
  working groups
• 09.15 1st Parallel Training Session
• 10.15 Coffee on the run -) for change of
  sessions
• 10.20 2nd Parallel Training Session
• 11.20 3rd Parallel Training Session (no coffee
  but run for last session!!!)
• 12.20 Discussion and Conclusion
• 12.30 End of workshop

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Essential features

• Legal basis Article 127 of the Treaty
  establishing the European Community
• Duration 7 years (1 January 200031 December
  2006)
• Increased budget EUR 1.150 million

4
Global Objective

• Contribute to the promotion of a Europe of
  knowledge by developing a European area of
  co-operation in the field of education and
  vocational training
• Support Member States policies to develop
  lifelong learning

5
Participation of which countries ?

• The 25 Member States of the European Union
• The EFTA countries participating in the European
  Economic Area (EEA)Iceland, Norway,
  Liechtenstein
• The pre-accession countriesBulgaria, Romania,
  Turkey
• Switzerland as a silent partner
• (actions self-financed by Swiss Govt)

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Five types of Community actions

• Mobility
• Pilot projects
• Language competencies
• Transnational Networks
• Reference material

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Measure 1 Mobility

• Support for transnational mobility projects for
  people undergoing vocational training, especially
  young people and those responsible for training
• transnational placement projects
• transnational exchange projects
• study visits
• Measures for specific help for disabled people
  are to be elaborated.

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Measure 1 Mobility

• Transnational placement projects

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Measure 1 Mobility
Transnational exchange projects between
Duration between one week and of six weeks.

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Measure 1 Mobility

• Duration of the projects and Community
  contribution
• The maximum duration for projects is two years.
• Transnational placement projects involving SMEs
  and craft industry will receive special financial
  support.
• Community contribution to projects a) and b)
  maximum 5.000 per beneficiary for a placement
  or an exchange(this amount corresponds to the
  maximum duration indicated)

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Three calls for proposals
The proposals may be submitted at any time during
the validity of the call for proposal The
selection of proposals will be held at least once
a year Next deadline 11. 02. 2005

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Three calls for proposals

• Priorities,
• timetable,
• conditions of selection and eligibility,
• conditions of evaluation and selection of
  projects
• are subject to change for each call!

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Three calls for proposals

• Each proposal must
• be submitted by a transnational partnership
  including at least three participant countries
  with at least 1 from the EU
• for measures 1 3 two countries with 1 from the
  EU
• contribute to the realisation of one or more
  objectives
• indicate one or more proposed measures

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Selection procedures

• Procedure Applicable to
•  A  ? mobility actions (measure 1)
•  B  ? pilot projects (measure 2, excepted
  thematic actions)? language competences
  (measure 3)? transnational networks (measure 4)
•  C  ? reference material (measure
  5)? thematic actions (measure 2)? projects
  relating to joint actions? European organisation
  projects

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Selection procedure  A 

• Commission allocates a total grant to each
  participating country.
• Proposals are to be submitted by the promoters
  to the management structure designated by the
  Member State.
• The management structure will assess the
  proposals on the basis of specifications
  established at Community level and inform the
  Commission and the management structures in the
  other Member States.
• The Member States shall be responsible for
  contracting and allocating the global grant to
  the individual promoters.
• The Member States will submit to the Commission
  an annual report of the mobility programmes.

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Overall budget breakdown

• The funds available will be broken down annually
• Mobility ? 39 of the annual budget for the
  programme
• Pilot projects ? 36(with ? 5 for projects
  relating to thematic actions)
• Language competences ? 5
• Remaining expenditure ? 15? with ? 9 for the
  accompanying measures and ? 0,2 for
  international co-operation
• (Percentages are indicative and can be adapted by
  the Committee)

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Training session 1Time and overall management
of the whole project presented by Frits Spoek
and Edmund Zirra

• September 16th, 2004. EAIE Torino, IT

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Content

• Information/Advertisement/Acquisition
• Financial Management/Time planning
• Communication channels
• Organisational Background

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Information Strategies

• Information of all partners after approval
• Preparation of application forms for the students
• Financial forms per students for internal use
• Production of Posters Flyers

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Advertisement / Acquisition

• Special information of involved
  Universities/Departments
• Information events for students
• Publications in News Papers
• Acquisition of placements outgoing
• Acquisition of placements incoming

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Communication

• With the NA
• With the sending partners
• With the intermediators
• With the receiving partners/companies
• With the students
• Inside the Organisation

22
Financial Management

• Real own institutional costs
• Real costs for partners
• Real costs for the host organisations (in
  addition to the allowance)
• Financial support through Leonardo
• Total budget calculation

23
Time Planning

• Demand analyses
• Deadline for students applications
• Placing process for the students
• Payment conditions (two payments, final payment)
• Time for final budget calculation

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Organisational Background and Strategies

• Rethink your position in your organisation
• Rethink your work procedures
• Check the demands of all partners involved
• Rethink your goals
• Future Developments in Internalisation

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Training Session IISuccessful Project
Management presented by Agnes von Matuschka and
Iris Gruber

• September 15th, 2004. EAIE Torino, IT

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LEONARDO Mobility Project - main steps

• Project approved
• Recalculate number of students and months
• Fix average grant per student, language/travel
  costs
• Set up forms and create contracts
• Market your goal
• Steady control of budget
• Set up your timetable Interim and final reports

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27

• Proposal
• Project approved
• recalculate number of students to be send out
• fix an average grant per student
• create interim report
• create final report

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28

• inform student market your goal
• receive complete application placement
• match to enterprise offer
• receive complete application traineeship
• data base input
• print contract
• first payment
• track student
• receive complete final report
• second payment

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• Address book
• Timetable
• Set up forms and create contract
• Communication via standard letters
• Steady control of budget
• Keep track of grant holder dossiers
• Keep track of enterprise communication
• Internal status reports

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Inform your students market your goal

• Guidance notes for student, handbooks
• Internet page
• Information hours and student day at Universities
• Information sessions
• Brochures and leaflets
• Student and companies fairs

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Forms and Contract

• Forms for students
• Student application
• Company confirmation /Ex-ante
• University confirmation
• Insurance confirmation
• Company ex-post
• Report form

• Forms for management
• Contract
• Payment forms
• Certificate
• Money receipt
• Student evaluation form
• Check list

• Standard letters and emails to
• Student
• Company

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Student placement
How to support students to find suitable
placements -Stellenbörse -Faculties/regional
coordinaters -Internet - - -
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Set up selection criteria

• Content and aim of the traineeship
• Duration of placement
• Workplan
• Placement recognised by the University
• Student is learning/ improving foreign language
• Company provides financial contribution
• Country the student is going to
• others......

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Students Service

• Information on LEONARDO-Programme
• Support in finding a suitable placement
• Student and company data into database
• Setting up the LEONARDO-grant contract
• Transferring of first part of the grant
• Monitoring and mentoring
• Collecting of the students report on the
  placement
• Transfer of the final part of the grant including
  costs for travelling and language course

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35
Useful database
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36
Training session 3 Reporting, budget
management and dissemination presented by
Marjo van der Valk, Bruno Woeran

• September 16th, 2004. EAIE Torino, IT

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Content training session

• Required material
• Data categories
• Interim and final reports
• Evaluation
• Dissemination
• Discussion

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Required material

• administrative and financial
• handbook
• interim and final report forms
• code list
• completed student files incl.
• financial documentation

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Data categories

• general information
• statistical data
• financial data

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Interim Report (IR)

• general information
• summary of the most important developments of
  the project so far (3 pages max)
• budget aspects e.g. motivation for the need of
  reducing the subsidy or for the need of
  reallocation

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Interim Report (IR)

• statistical data
• an actual list of completed, ongoing and still
  to be organised placements

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Statistical data IR

•  

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Interim Report (IR)

• financial data
• an update of the financial framework (comparable
  with table 7 application form) - costs and
  financing related to the first period - cost and
  financing foreseen for the second period

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Financial data IR
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Final Report (FR)

• Content FR
• Summary (max 1 page)
• Project management
• Description of the results
• Financial management
• Enclosures (if applicable)

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Final Report (FR)

• Project management
• Structure/framework of the project
• choice of partners and their role
• possible obstacles and solutions found regarding
  the actual mobility of beneficiaries
  (administrative, practical etc.)
• finding sources of financing (Leonardo and
  others)

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Final Report (FR)

• Project management
• Preparation of the placements
• used criteria for selection beneficiaries
• organisation of pedagogical, cultural and
  language preparation
• Monitoring of placements
• measures taken for guidance and support of
  beneficiaries

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Final Report (FR)

• Project management
• Evaluation and validation of results
• used methodology for evaluation of results
• dissemination of good practice during and after
  the placements
• measures taken for certification and validation
• Obstacles and suggestions for approval (e.g. to
  the NA)

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Final Report (FR)

• Description of results
• Results for the beneficiaries
• improving of different skills
• equal opportunities
• integration on the labor market
• social integration
• Validation and certification of the placements
• results achieved

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Final Report (FR)

• Results for the partners and other kinds of
  impact
• Sectorial development
• co-operation between companies
• Stimulating regional development
• Co-operation between universities and the labor
  market (and perhaps social partners)

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Final Report (FR)

• Financial management
• Financial data summary of expenditure and
  financing (comparable with table 7 application
  form)
• Statistical and financial information about the
  individual placements (enormous Excel sheet)
• Sending organisations
• Intermediate organisations

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Financial data (FR)

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Final Report (FR)

• Enclosures
• Complete student files (incl. proof of travel,
  insurance and language costs)
• Proof of payment to the students
• Subcontracts (if applicable)

54
Evaluation and feedback

• Individual student file cross check for
  completeness at point of reporting
• student report
• company evaluation
• university credit report
• Lessons learned

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Dissemination

• web presentation of best practice
• student and company fairs
• poster presentations
• experience for new projects
• quality in mobility award
• conferences workshops
• networks