Erasmus+: How to Plan and Present Your Management System

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The European Commission has a number of tools for Erasmus+ projects to assist with reporting requirements. They are useful to all sectors under the Erasmus+ programme, whether the grant is for a mobility project, a strategic partnership or a structured dialogue project under the “Key Actions”, which are decentralised and managed by the National Agency. 

The Project Manager’s (PM) typical tasks are as follows:  

  • Monitoring of EU policies and funding programmes. 
  • Identification of calls for proposals. 
  • International networking and definition of consortia.  
  • Research and analysis. 
  • Structuring of project ideas and drafting of EU projects.  
  • Financial management. 
  • Quality assessment and management.  
  • Reporting. 
  • Communication campaigns.  
  • Organisation of events. 

The management of the project (and its contents) is the responsibility of the Beneficiary Organisation users.  

  1. Development of a Project Management Handbook

A Project Management Handbook is a set of guidelines and rules to be applied during the project. It is prepared by the project coordinator from the applicant organisation during the period between the project being approved and the start date.  

  1. Establishing the Consortium Structure

The project coordination team consists of the project coordinator, financial manager, and administrative staff of the applicant organisation. Each partner should appoint a project coordinator for their organisation who will be responsible for project implementation and reporting. They should have the authority to make decisions on behalf of their organisation.  

  1. Kick-off Meeting

The kick off meeting is organised during the first month of project implementation.  

  1. Implementing the System of Monitoring Budget and Timeline

The applicant is responsible for the ongoing monitoring of the project, budget control and timeline. During these meetings, the progress of the project should be discussed in terms of achieved results, as well as budget and timeline management. 

These phases often overlap with the project life cycle. They can help you determine the right flow and sequence of operations to bring your project to conclusion.