1. Action 3 Promotion of European Higher Education Kick off meeting: INTER-HED Project Management 14 Novembre 2011 GENSER Edith (Head of sector) BRUNO Giordana (Programme manager) MBALA MAFUNDA Serge (Financial officer) CHRISTADONI Despina (Project officer) ALEXANDRE Fabienne (Project officer)

2. Giordana BRUNO Programme manager Despina CHRISTADONI Project officer ACTION 3 Edith GENSER Head of sector Serge MBALA MAFUNDA Financial officer Fabienne ALEXANDRE Fabienne ALEXANDRE Project officer Project officer

3. Presentation overview Administrative and Financial Management Project Life Cycle/Day to day management Grant Agreement Partners roles Reporting (Progress report + Final report) Monitoring visits Modification of the Grant Agreement Publicity

4. Project life cycle Financial events First pre-financing (40% or 80%) Second pre-financing (40%) Final payment (20%) Administrative events Progress Report Final Report Start End Management events Financial management & Audits Modification of the Grant Agreement Day to day management Monitoring visits

5. Partner roles The involvement of partners is assessed during the selection phase Respect of the original application in terms of tasks and work division during the complete lifecycle of the project Avoid silent partners (coordinator role) Change in partnership accepted only if the project is benefiting from it and the aim of the project is respected

6. Progress report - For projects lasting between 2-3 years, within 18 months following the starting date: by 01/03/2013 Final report - For all the projects, within 2 months following the closing date Submission deadline must be respected Progress and Final Reports deadlines

7. Please inform the Agency as soon as you know and in any case before the implementation of the change Costs for activities related to amendments are only eligible if directly connected with the project and indicated in the estimated overall budget Submit modification requests and progress reports separately Submit a complete and correct modification request (wrong or incomplete requests will delay the amendment procedure) The modification enters into force only when the Agency gives its approval Tips for requesting a modification

8. A close cooperation with the Agency and all the Erasmus Mundus actors and partners Detailed, timely and correct project management (respect of the Erasmus Mundus rules) Involvement of all the partners for the entire duration of the project Coherence between the work-plan and the activities done Attention to the quality of the outcomes Update the website Give visibility to Erasmus Mundus and include EM logo in products and publications Dissemination of results Sustainability of the project Tips for a successful management of Action 3 projects

9. Useful documents : - Erasmus Mundus Grant Agreement -Erasmus Mundus Administrative and Financial Handbook (annex VI of the GA) We strongly recommend you to read these two documents throughout the implementation of your project! 9

10. Other useful documents for project management available on : http://eacea.ec.europa.eu/erasmus_mundus/beneficiaries/beneficiaries_ action_3_en.php 10

11. The Erasmus Mundus Action 3 team is here to support you! Please contact us should you have any questions in the course of your project. 11

12. Erasmus Mundus Website: http://eacea.ec.europa.eu/erasmus_mundus/index_en.php Erasmus Mundus Action 3 mailbox: EACEA-EM2-A3@ec.europa.eu Good luck! 12