The European Commission funded my project, what is next?

Managing an EU-funded project effectively requires careful planning and adherence to specific EU project management guidelines. This ensures that the project goals are achieved and the initially granted funding is fully received. A skilled management team is crucial for this process.

The project management responsibilities include support the project coordinator and consortium, handle daily operations, organize meetings, coordinate reports, address consortium queries, and manage tasks as outlined in the project plan.

At Zabala Innovation, we currently support 36 Horizon Europe collaborative projects with budgets adding up to more than 180 million euros. Additionally, we are managing projects funded by other European programmes such as LIFE, Connecting Europe Facility (CEF), Innovation Fund or Interreg, among others. Our project managers offer the expertise and support needed to help you navigate these complexities with ease and efficiency.

How to manage an EU project?

Here you can find some EU project management guidelines. Read our straightforward 10-step guide to help you navigate the EU project management process:

1.      Prepare the Consortium Agreement:

The Consortium Agreement (CA) is crucial as it defines the rights, responsibilities, and roles of all project partners. It covers organization, decision-making, financial matters, and intellectual property. This private contract, which must be signed by all participating entities (including affiliated entities and associated partners) before the Grant Agreement (GA), is based on models like DESCA or MCARD-HEU and tailored to your project’s needs.

2.      Prepare the Grant Agreement:

The consortium, led by the coordinator, negotiates and finalizes the Grant Agreement with the European Commission. This key document outlines project activities, duration, budget, funding contributions, and responsibilities. It sets the stage for your project and usually takes up to three months to complete.

3.      Organise a project kick-off meeting:

Once the Grant Agreement is signed, hold a kick-off meeting to officially start the project. This meeting, typically lasting two to three days, is an opportunity to clarify project objectives, budget, and timelines. Each partner presents their role and interaction with others, ensuring clear communication and alignment among all members from the start.

4.      Oversee the project execution:

Execute the project as planned, following the methodologies, milestones, and deadlines specified in your proposal. This phase involves actively working towards achieving the project’s goals.

5.      Conduct management meetings:

Regular meetings are vital for effective project management:

• General Assembly: Annual meetings with representatives from each partner to review progress and make collective decisions.
• Executive Board: Quarterly meetings with the coordinator and key sub-project leaders to guide and monitor progress.

Ensure all meetings are well-documented with clear action points, so each partner knows their responsibilities and deadlines.

6.      Handle adaptations and amendments:

Projects may need adjustments. If changes to the project plan are required, it is possible to request the European Commission an amendment to the Grant Agreement. This process updates activities, consortium composition, budgets, and/ or timelines as needed.

7.      Submit deliverables and reports:

Deliverables and periodic reports must be submitted according to the Grant Agreement. Ensure these meet quality standards and align with project goals. While each partner handles their own deliverables, the management team oversees the submission process, ensures the internal reviews are done and uploads documents to the EC portal.

8.      Continuous monitoring and reporting:

Throughout the project’s lifecycle (usually between 24 and 60 months), it’s crucial to continuously monitor progress. Regularly submit technical and financial reports to EU bodies and internally to the project coordinator to update them on your project’s progress, challenges, and any deviations from the original plan. Additionally, the European Commission Project Officer may arrange Review Meetings with external experts and project participants to assess how well the project is meeting its objectives. Make sure to clearly present the progress achieved and its alignment with the Grant Agreement during these meetings.

9.      Organise a final event:

A final event for an EU project marks the conclusion of the project’s activities. It is an opportunity to present results, share achievements, and engage with stakeholders, including project partners, policymakers, industry representatives, and researchers. The event aims to disseminate findings widely, ensuring maximum impact and promoting the adoption of project outcomes.

Additionally, the final event fosters networking and collaboration among participants, encouraging future partnerships. It allows for valuable feedback on the project’s applicability and success, fulfilling reporting requirements to the EU and demonstrating transparent use of funds.

10. Final reporting and closure:

Submit final reports and any outstanding deliverables within 60 days of project completion via the Funding & Tenders portal. This includes financial statements and audit certificates to ensure transparency and proper use of EU funds.

Zabala Innovation, your expert partner in EU project management

At Zabala Innovation, we specialize both in writing proposals to secure funding for innovation projects and managing those EU-funded projects. Since 2014, we have supported over 500 projects across various European programs. Our experience spans from the 6th Framework Programme (FP6) to the current Horizon Europe, as well as other European programmes such as LIFE, the Connecting Europe Facility (CEF), the Innovation Fund, and Interreg, among others.

This extensive background has allowed us to develop a specialized service in European Project Management. Our expert team supports you at every stage, ensuring compliance with EU regulations and helping you achieve your goals.