C.3 - Master of Project Management and Reporting in HE and H2020

Master of Project Management and Reporting in Horizon Europe and H2020 (2 days) – Level 3

This course is for you who want to develop you project management skills, focusing on project management for collaborative projects in Horizon Europe and Horizon 2020. We will go through two important documents; the Grant Agreement and the Consortium Agreement. You will learn how an effective Consortium Agreement can make your role as a project manager easier.

The course also covers how to manage innovation activities in the projects, and what you can do to make the most out of your project results. We will explain intellectual property and how to protect it, how to develop a good business plan and different ways of exploiting project results commercially.

Day 2 focuses on the different reporting that needs to be done by the project; the continous reporting, the periodic reports  and the last periodic report. The course finishes with an overview of what goes on in a review meeting.

The course language is English, and trainers are from Europa Media.

Our Horizon Europe seminars are distributed into 5 topics (A-E) on three knowledge levels (1-3). Read more about the different courses.

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AGENDA DAY 1

08:30 – 09:00 Arrival of participants

09:00 – 09:15 Event Opening and introduction

09:15 – 10:30 The legal obligations – from GA to CA
Iasmina Cioroianu, Project Manager, Europa Media Non-profit Ltd.

Understanding your obligations coming from the Grant Agreement and the
Consortium Agreement is essential. This presentation will introduce those articles of
the GA and sections of the CA from the project management perspective that need
to be considered the most during the implementation of your projects: such as
financial clauses, budget distribution and management, dealing with defaulting
parties, ownership of the results, access rights, IPR issues etc.

(10:30 – 10:45 Break for a coffee)

10:45 – 12:00 IP, Exploitation and Innovation management in running projects.
Iasmina Cioroianu

Introduction to the innovation management activities in Horizon Europe projects
including best practices to make the most out of your project results.

• What is Innovation Management?
• How innovation management is linked to the daily management and the
reporting activities.
• How to follow IP development, capture and manage results?
• Assess novelty element and innovation deployment potential Exploitation
routs – what suits the best?
• Standardisation basics
• How to protect your IP?
• Legal agreements – what is needed? What is useful?
• Deep dive into the EC services to boost your exploitation efforts.

(12:00 – 12:45 Lunch break)

12:45 – 13:30 Plan for Exploitation and Dissemination of Results inc. Communication (PEDR)
Iasmina Cioroianu

One of the first deliverables you need to prepare by M6 the lates for your new
Horizon Europe project is the PEDR based on the draft version included in the
proposal. It is a strategic, live document, introducing all the key dissemination,
exploitation and communication activities and measure planned to support the
achievement of the expected outcome and the long term impact of the project.
In this presentation, our trainers give you a number of practice-based tips on how
to build your PEDR, what exactly to include and in what format. Our trainers will
also show you several examples from their own projects.

(13:30 – 13:45 Break for a coffee)

13:45 – 15:15 Introduction to the financial rules of Horizon Europe and H2020
Gabriella Lovasz, Managing Director, Europa Media Non-profit Ltd.

Basic facts
• Funding schemes: cost reporting vs lump-sum funding; Eligible and non-eligible
costs with comparison and all exceptions; Direct and indirect costs; Cost
categories - Changes in cost categories in Horizon Europe

Personnel costs calculations
• Employees and other employment contracts; Financial-year based/monthly
based calculation vs the HE daily-rate calculations; Number of productive hours
to consider; Measuring days (HE) and hours (H2020); Transforming hours into
days? Personnel cost calculation showcase for employees; Additional and
project-based remuneration; Bonuses, fringe-benefits, and other complements;
Unit-based personnel costs calculation; In-house consultants and seconded
employees; SME-owner rates.

Subcontracting and Purchase costs, Research facility costs
• Subcontracting and other third parties; Purchase costs vs. Other direct costs;
Travel costs; Consumables and small services; Equipment and assets; Internally
invoiced items.

Other to consider.
• Indirect costs; Funding Rates and Receipt calculations; Certificates on Financial
Statements, Certificate on Methodology, etc. System and Process Audits;
Payments and Exchange rates

15:15 Remaining questions, end of course.

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AGENDA DAY 2

09:00 – 10:15 Reporting from A to Z: Continuous reporting
Iasmina Cioroianu

In this session, we will introduce the main steps and the responsibilities of the
partners and the coordinator in the Horizon Europe Continuous Reporting. Powerful
templates and tools for coordinators. Internal reporting: when and how the internal
reporting should be completed to be able to identify “problems”.

(10:15 – 10:30 Break for a coffee)

10:30 – 11:45 Workshop I: Typical mistakes in the financial report in Horizon Europe
Gabriella Lovasz

Participants will look for typical errors and calculation mistakes in an internal
financial report.

(11:45– 12:30 Lunch break)

12:30 – 13:45 Reporting from A to Z: Periodic Report: Technical and financial report
Gabriella Lovasz

• Detailed introduction on how to prepare the periodic technical and financial
reports: what to and how to report, irregularities and deviation management,
internal quality assurance, tips and tools for effective internal management of
your partners and their reporting obligations. Detailed comparison of H2020 vs
Horizon Europe Periodic Reporting.
• EU assessment of the periodic report: typical mistakes in the periodic report.
Showcase of a real periodic, suspension of the payment deadline letters.

(13:45– 14:00 Break for a coffee)

14:00 – 15:15 Reporting from A to Z: Last Periodic Report, Project Closure, and the Review
Meeting
Gabriella Lovasz

What we have to do differently in the last reporting period? How shall we
distribute the balance payment and the amount from the Guarantee Fund /
Mutual Insurance Mechanics? How to get prepared for the Review meeting?

15:15 Remaining questions, end of course