1 How to Become a Grant Holder: Experience with Tempus Presented by Prof. Ahmed Al-Salaymeh Director of Water, Energy and Environment Center MAPEC Project Coordinator The University of Jordan Amman, Jordan 21/1/2013

Outline:  MAPEC in Brief  Management before Grant (Distribution of Tasks) How to Start Idea Build the Consortium Project Methodology Project Activities (Outputs) Project Sustainability Project Frameworks Project Budget Project Supporting Documents

 Management After Grant (Responsibilities) Agreements Elaborations (MoU) Committees Meetings Project Management Documentations Management Quality Control Plan  Being A Grant Holder Outline:

Project Title: MAster Program of Environmental engineering and Climate change. Project Acronym: MAPEC Funding Agency: The Education, Audiovisual and Culture Executive Agency (EACEA) European Union. Programme: TEMPUS MAPEC in Brief

Sub-Programme: Joint Projects Action: Curricular Reform Duration: 15th October 2011 till 14th October 2014 Budget: Total cost of the Project is EURO European Community Grant EURO The Consortium shall finance EURO MAPEC in Brief

Management before Grant How Do We Start 1.Read about Tempus Funding Philosophy programmes/tempus_en.htm 2.Attend National Tempus office-Jordan activities 3.Read the Call application guidelines carefully

Management before Grant Relevance Fly of MAPEC idea:  Related to higher education at UJ  Support of UJ Authority  One of Tempus priorities.  Prior to National & Regional market needs

MAPEC Objectives:  To establish, manage and accredit MAPEC master program.  To develop interaction between Jordanian and Syrian Universities and EU Universities with respect to Environment and Climate Change.  To train personnel in Environmental and Climate Change fields (engineering, science, economics, law)  To Improve the employability of professionals in the labor market of this program at national and international level. Management before Grant Relevance

Management before Grant Building the Consortium the eligibility of partners. Requested number of partners. Quality of Partners. Complementarities between the partners: role and responsibility of each partner were clear for having an added value.

Management before Grant Project Methodologies TitleMajor Activities Coordination WP1: National, Regional and International Network (Development) Task 1.1 : Elaboration of Agreements, Members List and Statute HU UJ, HS-OWL, TUHH, UIBK, ISPAB, P&B, Tishreen, ABU, AU,GJU WP2: A Deep Look in the Training Methods and Needs (Development) Task 2.1: Identifying Training Needs. UIBK UJ, HS-OWL, TUHH, ISPAB, P&B, ABU, Tishreen, AU, GJU, HU Task 2.2: Verifying Partners’ Facilities. Task 2.3: Planning Methodology. WP3: MAPEC Set Up (Development) Task 3.1:Tutorials and Teaching MaterialsTUHH UJ, TUHH, UIBK, ISPAB, P&B, ABU Tishreen, AU, GJU, HU, HS- OWL Task 3.2: MAPEC Web-Site and Communication Plat-Form. UJ Task 3.3: MAPEC Accreditation. HS- OWL WP4: Small Laboratories and Measuring Devices (Development) Task 4.1: Lab implementation and Training of Technicians. Tishre en UJ, HS-OWL ABU, AU, GJU, TUHH, HU

WP5: MAPEC Implementation (Training and Student Selection) (Management) Task 5.1: Student Selection. GJU UJ, HS-OWL, TUHH, UIBK, ISPAB, P&B, ABU, AU, HU, Tishreen Task 5.2: Training of General Module. Task 5.3: Training of Specializing Module. Task 5.4: Final Thesis Discussions WP6: MAPEC Management & Operational Structure (Management) Task 6.1: MAPEC Steering Committee (statute and Agenda). UJ HS-OWL, TUHH, UIBK, ISAB, P&B, ABU, Tishreen, AU, GJU, HU Task 6.2: MAPEC Scientific and Supervising Committee (SSC). Task 6.3: MAPEC Operational Staff. Task 6.4: MAPEC Kick-Off Meeting. Task 6.5: MAPEC Training and Technical Group (TTG). Management before Grant Project Methodologies

Management before Grant Project Methodologies WP7: MAPEC Quality Assurance (Quality Plan) Task 7.1: Planning for Quality. TUH H UJ, HS-OWL, TUHH Task 7.2: Activities in Quality. HS- OWL Task 7.3: Reporting. WP8: Exploitation of Results (Exploitation) Task 8.1: Elaboration of the Sustainable Plan. AUUJ WP9: Dissemination and Promotion (Dissemination) Task 9.1: Communication Plan to Disseminate Activities. ISPAB UJ, HS-OWL, TUHH, UIBK, P&B, Tishreen, ABU, AU,GJU, HU Task 9.2: Info-Days “ Environments and Climate Change” Task 9.3: Sponsorship.

Management before Grant Project Activities (Outputs) Networking business companies, government and non-profit sectors around environmental & climatic change issues. Dissemination through international conferences, National Workshop, website, video streaming. Training needs analysis carried out through the networked bodies. Then training contents will be developed and integrated with the experience of the European partners. Implementation of a Master Program encompasses of a general module, and a specializing module. Supporting employment of trained experts in the networked bodies.

Management before Grant Project Sustainability The potential of the project suitability is too high especially there is a shortage in the local market for the educated and qualified engineers in the field of environment and climate change. The MENA countries in the Middle East and North Africa have a plan to increase the share of the adaptation to climate change projects and therefore the need for such a program is extended outside Jordan to the regional countries and also to international.

Framework the Project Cycle Management And the Logical Framework Approach applied to Provide a structure to ensure that that the project stakeholders are consulted and relevant information is available and generated in each phase of the cycle. Management before Grant Project Frameworks

Project Cycle Management Management before Grant Project Frameworks

Management before Grant Project Framework

 Direct cost Staff costs: max 40% of total eligible direct costs Travel costs Equipment and supplies: max. 30% of total direct costs Printing and publishing & “other costs”  Indirect cost 7% of the total direct costs. Management before Grant Project Budget

signed and stamped paper forms back from partners: Mandates by all partners Declaration of honor Bank Statement Legal Entities Form Profit and Loss Accounts Management before Grant Supporting Documents

Management After Grant Agreements Elaborations (MoUs) Memorandum of Understanding (MoU) signed by legal persons of Partners to specifies:  Applicant’s Obligations  Partners’ Obligations  Obligations of the coordinator and partners  Structure and management of the Budget  Project Coordination  Project Management

For the implementation of the Project, a Steering Committee (StC) is set up to: Coordination of the Project’s general activities; Identification of the general strategies and guidelines for the operations; Follow-up of the activities of the Project and of the results; Decision on any intervention for the improvement of activities. Management After Grant Committees First StC meeting5-7 January, 2012Amman Second meeting9-11 July, 2012Hamburg Third meetingFebruary, 2013Syria Fourth meetingJuly or August 2013Portugal Fifth meetingJanuary, 2014Innsbruck Sixth meetingSeptember, 2014Amman

Management After Grant Committees For the implementation of the Project, a Technical Scientific Committee (TSC) is set up to: To manage the scientific and technical activities, including training. To schedule tasks and roles for the preparation and carry out of the didactic and scientific contents; To supervise the development of an effective training method; To support and supervise the establishment and utilizing the laboratories development; To support the accreditation of the MAPEC Master Courses; To support the students mobility; To guarantee quality and sustainability of the environmental engineering and climate change diffusion through the activities and outputs.

Management After Grant Committees High Consultation Committee (HCC) will be composed by the presidents or vice presidents of the Jordanian and Syrian universities involved in the Project to: Organization and accreditation of the MAPEC Master Course Supporting of the planning and installation of didactic MAPEC plants Future sustainability of the Master Carrying out of the relationship with Ministries and local administrations

Management After Grant Committees High Financial Committee (HFC) for composed by the vice presidents of scientific affairs, vice presidents of financial and the coordinator for: Financial Audit process, that aiming at checking supporting documents and other information to assure that the total amount of costs claimed by the beneficiary is complying with the EU rules governing the grant;

Management After Grant Meetings Physical Meetings : Follow up MAPEC deliverables Specification of workgroup for different activities Discussing MAPEC Accreditation Discussing Technical issues Discussing MAPEC Implementations Discussing Financial issues Resolve conflicts and obstacles

 The execution of any activity in a work package will be in accordance to the following steps: The focal point concerned with the activity will contact all focal points involved in that activity asking for one nominee from each partner, consequently a group is formed from all nominees, with the group leader being from the institute responsible for the work package. The group leader will lead the team to execute the activity, once the activity is accomplished, he will report to his focal point (if different). Then, the focal point will report to the project coordinator. The report should include the input of each member in the activity, in accordance with the total working days assigned to this activity. Once the coordinator approves the accomplished activity report (technical and financial issues), he will approve the payments to each member, who will be paid by his institute focal point. Management After Grant Project Management

Management After Grant Project Management WP Leader Project Coordinator Member 1Member 2Member 3 P2 P3 P4 P5

Management After Grant Documentations All original paperwork of Tempus Projects were kept and organized as Hard copy & Soft copy at MAPEC website Intranet  Agreements  Minutes of Meeting  Deliverable reports  Requests for payments  Staff Convention forms & Staff cost supported documents, such as payment approve  Mobility forms & Travel cost supported documents, such as pass boarding, visa and health insurance  Sub-Contracts  Equipment purchasing  Financial reports

Management After Grant Documentations

Management After Grant Quality Control Plan  General Objectives of the monitoring system of MAPEC Project pursues a double purpose: Improving the project management supporting its decision making process; Enhancing the performance accountability.

Management After Grant Quality Control Plan

 Indicators The following list of indicators, both quantitative and qualitative, have been directly taken form the Logical Framework of the Project and will be used as the ultimate point of reference for monitoring the implementation of activities, their efficiency and effectiveness in the field:  Main Objectively Verifiable Indicators concerning the project purpose: Master course elaborated on the base of local needs and state of the art technologies, and accredited following Bologna requirements and ECTS system Companies and public authorities networked with Jordanian and Syrian Universities National Environmental Plan of Jordan and Syria supported by capacities of high education bodies, by networks and by awareness of stakeholders and main public

Management After Grant Quality Control Plan  The Evaluation, it will be conferred to an external independent expert who will provide a mid-term and a final evaluation report. Evaluation reports will clearly deal with five main aspects of the project: Relevance of the action with respect to problems and needs of Jordanian and Syrian Universities, labor market and society; Efficiency of the project implementation ad use of resources; Effectiveness of the achievements with respect to expected results; impact and first benefits released to targets, beneficiaries and stakeholders involved, like universities, professors, students, local public administrations, companies, civil society organizations, main public; Sustainability perspectives for ensuring the continuation of the Master in Jordan after the end of EU financial support.

Being a Grant Holder is an Interesting Experience But You Should take care of the following: 1- Supporting of Your Institution 2- Skilled Management Team 3- Following up Deliverable in Accordance to Project Programming 4- Documentations According to EU Guidelines 5- Eligible & Ineligible Costs 6- Dissemination of Your Project From the First Day of The Grant Management After Grant Being a Grant Holder

For Further Information a Bout MAPEC Please Visit our Website & Please don’t Hesitate to Contact us for any Clarification At THANK YOU