- The document outlines the requirements and procedures for monitoring and reporting on Erasmus+ projects. - Projects must submit interim and final reports through the Mobility Tool+ to the National Agency, providing information on activities, outcomes and finances. Reports are assessed and high-quality implementation can result in full funding. - National Agencies monitor projects through tools like Mobility Tool+, calls and visits to check progress and support beneficiaries. Regular, clear communication between partners and record-keeping are important for successful project management and reporting.

3. • Go through stages of the project lifecycle
• Understand rules and requirements of the Erasmus+
Key Action 2 Programme
• Opportunity to network with other delegates
• Ask questions of the National Agency / Project Officer

4. 10:00 Welcome and Introduction
10:20 Icebreaker
10:30 Managing your Grant
11:10 IT Tools & Coffee break
12:00 Monitoring
12:20 Quiz
12:30 Lunch and Networking

5. 13:30 Guest Speaker
13:50 Reporting
14:10 Coffee Break
14:25 Panel Q&A
15:00 Impact, Evaluation & Dissemination
15:30 Overview & Close

7. Field
No. of
applications
No. of
approved
projects
% of approved
projects
2014 2015 2014 2015 2014 2015
VET 86 122 28 40 32.6% 32.8%
Adult
ed.
76 79 15 13 19.7% 16.5%
Yout
h
88 82 8 6 9.0% 7.3%

8. • Launch of Erasmus+ Project Results Platform and
Online Linguistic Support tool (OLS)
• Learning Networks and Sector Consultative Groups
• EPALE and ECVET
• Europass

9. • Transnational Cooperation Activities (TCA)
• Inclusion and diversity strategy
• Eurodesk UK
• European Youth Week
• Support, Advanced Learning and Training Opportunities
(SALTO)

10. • To promote the Erasmus+ programme in the UK
• To provide information, advice and guidance
• To manage project assessment and selection
• To make payments to projects and conduct audits
• To undertake on-going monitoring of projects
• To disseminate and exploit results

11. • Responsible for project implementation, monitoring,
reporting
• Ensuring a strong, committed partnership in place
• On-going evaluation
• Dissemination of results

12. 10 minutes to talk about following:
• What is your name, organisation, what do you do?
• Introduce your project under the Erasmus+
• What do you want to achieve with your project?

14. • Grant Agreements and Annexes
• Contract Amendments
• Eligible Expenditure & Ineligible Costs
• Things to Consider

16. Type:
• Multi-beneficiary agreements
• All partners of the consortium become beneficiaries of
the agreement
Structure:
• Part I: Special Conditions (Tailored)
• Part II: General Conditions (Fixed)
• Annexes (Integral part of Grant Agreement)

17. Annexes:
• Annex I: Description of the Project
• Annex II: Estimated budget
• Annex III: Financial and Contractual rules
• Annex V: Mandates
• Annex VI: List of other beneficiaries

19. • Not considered as a formal amendment to the Grant
Agreement.
• Transfers of up to 20% to/from all budget categories
except Special Needs Support.
• ‘Project Management and Implementation’ and
‘Exceptional Costs’ budget headings cannot be
increased.

20. Awarded Budget
Project Management
and Implementation
(PMI) Budget
€36,000 Intellectual
Outputs Budget
€145,520
Transfer based on budget transfer allowance (b)
Transfer from Transfer to % or amount New estimated
budget after
transfer for: PMI
New estimated
budget after
transfer for:
Intellectual
Outputs
Project Management
and Implementation
Intellectual
Outputs
€2,140 €33,860 €147,660
Explanation of budget transfer:
A further 10 Researcher days are required to complete Intellectual Output 2. These days will be
completed by the Belgian partner at a rate of €214 per day, so €2,140 has been transferred from
excess Project Management and Implementation budget to Intellectual Outputs.

21. • Reporting deadlines and requirements
• Timescales and conditions for payment
• 1st pre-financing payment within 30 days of signed grant
agreement
• Payment of the balance/refund within 60 calendar days
on receipt of the Final report

22. Beneficiaries own rights to project results but are required to:
• Provide free, open, online access to any educational materials
produced by the project
• List all rights of ownership, including any pre-existing IPR, and
disclose the list to the National Agency
• Ensure you have all the rights to use any pre-existing IPRs
• Grant the Union and the NA the right to use the results of the project
and any pre-existing IPR

23. Beneficiaries are expected to follow these policies
throughout the lifetime of the project:
• Data Protection
• Equal Opportunities
• Protection of Children and Vulnerable Adults
• Health and Safety

24. Beneficiaries can provide support for the budget
categories: travel, course fees, linguistic support and
individual support as outlined in Annex I for participants in
two ways:
1.Full transfer: the beneficiary transfers the full unit
contributions as specified in Annex III to the
participants to make suitable arrangements
2.Contribution in kind: the beneficiary makes suitable
arrangements on behalf of the participant

26. Beneficiaries must:
• Make internal arrangements to ensure the successful delivery of the
project, e.g. partnership agreements
• Keep the coordinator informed of any changes or issues that could
impact on delivery
Coordinator must:
• Ensure the project is implemented in line with the terms of the
Agreement
• Be the intermediary between the beneficiaries and the NA
• Provide all necessary documents in the event of checks or audits
• Payments to the partners

27. • Beneficiaries are obligated to acknowledge the contribution of the
European Union programme funding
• Commission documents with guidance on displaying the European
Union emblem
• Example of standard text for a Disclaimer: “This publication has
been produced with the support of the Erasmus+ Programme of
the European Union. The contents of this publication are the sole
responsibility of <name of the beneficiary> and can in no way be
taken to reflect the views of the NA and the Commission"

28. • Suspension of the project can be initiated by either the
NA or the beneficiary, in the circumstances outlined in
the agreement
• Either party must formally notify the other, explaining the
reasons and the conditions/likely timescales for
resuming the project
• Costs incurred by beneficiaries during suspension period
will not be reimbursed or covered by grant

29. • Termination of the project or of one or more beneficiaries can be
initiated by either the NA or the coordinator
• Any request for termination by the coordinator must be duly
justified and accepted by the NA
• If the NA decides to terminate the agreement, the coordinator will
be formally notified and can submit observations
• If the NA decides to pursue the termination, the coordinator will be
advised of the reasons, the date of termination and the effects/any
action required

30. • Beneficiaries subjected to technical and Financial checks
or audits in relation to the use of the grant. (by NA, EC,
mandated bodies, OLAF)
• Beneficiaries obligated to keep documents for:
• 5 years if grant amount more than €60,000
• 3 years if grant amount not more than €60,000

32. Amendments can be broken down into 2 categories
Notification only changes Significant change request
Change of contact person Change of organisation name
Change of legal signatory Withdrawal of partner
Change of bank details Change of partner
Change of address Change to the work programme
and/or budget

34. Article II.16 – Eligible Costs
• Activity within eligible period - project start & end
date
• Necessary for implementing the Project
• No overlap between unit costs and actual costs

35. •
•

37. • Activity outside the contract period
• Losses on exchange rates
• Bank charges and interest
• Activities in countries not participating in the programme
• Activities not covered your contract i.e. target group, partners
• Double funding

38. • Partners, roles and responsibilities
• Develop good internal monitoring system
• Managing participants (For training, teaching and learning
activities only)
• Financial and Contractual Rules Annex III
• KA2 Handbook
• Contact your PO in case of any queries

42. IT Tools:
• Participant Portal
• ECAS
• Mobility Tool +

44. • Entry point for participation and administration of projects in
Erasmus+
• Accessed through ECAS
• Requirement for all project partners
• Your responsibility to update throughout project lifetime
• Use the Education Participant Portal, not the Research Participant
Portal:
http://ec.europa.eu/education/participants/portal/desktop/en/home.h
tml

46. Mobility Tool+ is an online system for management of
mobility projects that received an EU grant under the
Lifelong Learning and Erasmus+ Programmes
For KA2 projects it is used to:
• Provide all the information about projects
• Identify and monitor activities
• Complete and update budget information
• Generate, complete and submit Final Reports to the
National Agency

48. • Accessed through ECAS
• The ECAS account needs to be registered to the project
contact person’s email address
• You will receive an e-mail from the MT+ and then you
can log in with your ECAS password at
https://webgate.ec.europa.eu/eac/mobility

49. Search = Ctrl-F

60. • Web-based dissemination platform for Erasmus+ and
Creative Europe
• Aims to provide an overview of all projects funded by
Erasmus+, heighten visibility of funding, showcase
project results and highlight success stories
• Availability of educational resources

61. • Website address:
http://ec.europa.eu/programmes/erasmus-plus/projects/
• Article I.10.2 outlines project requirements for the
Dissemination Platform (VALOR)
• Project results must be uploaded
• FAQs are available and further instructions and
guidance will be provided by the NA

68. • Disseminate your project’s results to a wider audience
• Provides practitioners with access to a wide range of
innovative outputs and results
• Showcase project results and highlights success stories
to inspire potential applicants
• Partner finding

70. National Agency monitoring:
• MT+
• Monitoring calls
• Monitoring visits, checks & audits
Your responsibilities:
• Project monitoring
• Project evaluation
• MT+

71. • Sample of projects
• Monitor project progress against original objectives,
activities and outputs
• Provide advice and support
• Identify case studies and identify good practices to
promote your project and the Erasmus+ Programme

72. • Monitoring Visits (NA only)
• On the Spot Checks – during or after project lifetime (NA
only)
• Audit Visits (NA or other agencies)

73. • Sample of projects
• Review project progress against original objectives,
activities and outputs
• Provide support and identify good practices to promote
your project and the Erasmus+ Programme
• Cover key areas of the project implementation

74. • Random sample of projects
• Can be combined with a Monitoring visit
• Checks on the reality, eligibility and quality of project
activities

75. • Ongoing monitoring: activities, outputs, outcomes,
partnership, budget, participants (where applicable)
• MT+
• Evaluation: during and after the project
• Informing the NA of any change/issue/development
• Providing necessary information/documents to NA

85. Irena Papadopoulos
Professor of Transcultural Health and Nursing
Middlesex University
London
Erasmus+ Key Action 2 Start Up Seminar – 13th October 2015

86. Project
Training health care teams in intercultural communication and
patient safety
It is an…
Erasmus + Strategic Partnership
KA2 - Cooperation for Innovation and the Exchange of Good Practices.
Strategic Partnerships for vocational education and training
Umbrella theme for all project
INTERCULTURAL EDUCATION OF NURSES IN EUROPE (IENE)
(also incorporates the intercultural education of other health professionals (HP)
in Europe).

88. Training health care teams in intercultural communication & patient safety
Multidisciplinary
&
Multicultural
teams
Intercultural
communication
Patient
Safety

89. Training health care teams in intercultural communication & patient safety
Needs Assessment
European Training Model
Build a MOOC
Train Facilitators
Deliver and Evaluate the MOOC

90. Managing large scale transnational projects
 Selecting partners
 Know the rules
 Detailed clear application document
 Clear and agreed roles and responsibilities
 Compassionate leadership
 Regular Communication
 Efficient record keeping
 Use your National Agency Project Officer

91. Hints & tips for good consortium management
 Detailed clear application document
 Common understanding of what the project is about
 First point of reference
 Consistent planning
 Clear and agreed roles and responsibilities
 Partnership Agreement
 Transparency
 Fairness
 Quality

92.  Regular Communication
 A variety of methods each for a specific purpose
• Dropbox, Email, Telephone/skype, Social media etc
BUT…Keep it simple. Some partners may not be as
advanced as you in ITC
• Face-to-face/virtual
• Use team meetings for team building
 Efficient record keeping & sound financial
support
 Know the rules and keep reminding partners
 Develop tools to collect info and records
 If possible identify a helper!
 Keep on top of it

94. Quality Manual – Contents
 Project Objectives
 Quality Policy
 Quality Objectives
 Quality Indicators
 Communication Procedure
(protocol, list of members,
document control)
Work Plan – Contents
 Project Timelines
 Deliverables
 Tasks and Responsibilities
 Transnational Project
Meetings

95. Idealism <--------------------------------------->Self-interest
Culturally Competent and
Compassionate
Leadership
Deep self-awareness
Genuine interest for
our fellow humans
Compassion for self
and others
Measured Courage
Non-exploitative
friendship
Professional
competence
(Toxic)(Unreachable?)

96. Avoiding problems & misunderstandings
- Create a compassionate ethos within the team:
Genuine friendship, professional respect, openness,
sensitivity, courage
- Deal with them as soon as you become aware of them.
- Take the time to speak to all concerned: try to
understand before you judge or jump into conclusions
- Regular evaluations
- Learn the lessons

97. Finally,
Use your National Agency Project Officer
S/he is there to help you and has the expertise.
Don’t think that you are the only manager who has challenges
and problems.
Ask for help!
The rewards for managing a project are plenty! I love doing
my projects for the intellectual challenge, the usefulness of the
outputs, the opportunity to meet so many people and visit
other countries, the sharing and co-creation, the mentoring of
novices etc, etc.

99. • All Erasmus+ projects must report to their National Agency during
their project lifecycle
• Enables the National Agency to check that the project has been
carried out in line with the original application and as per funding
rules
• Contractual requirement under Article 1.4 of the Key Action 2 VET,
AE and Youth grant agreement
• Submission of Interim and Final Report through the MT+. Some
projects are also required to submit a Progress Report

100. • All projects must submit an Interim Report, which may represent a
request for a 2nd pre-financing payment
• Report to be submitted through the MT+ once available
• Due halfway through your project depending on project duration
• Must cover all project’s activities for the reporting period from the
beginning of the implementation of the Project specified in Article
I.2.2 to date specified in Article 1.4.2

101. • Final Reports must be submitted 60 days after the project end date
• Electronic submission, with signed Declaration of Honour attached
• Generated and submitted electronically through the MT+ using
information inputted into the tool
• The National Agency will not accept any Final Reports submitted
before the deadline date

102. Information on the participating organisations, the
participants and the final grant amount is pulled through
from the MT+
You will also need to include qualitative information:
o Project summary
o Description of the project objectives
o Project activities
o Outcomes
o Impact
o Dissemination of project results

103. • Evidence of individual support payments to project
beneficiaries, such as signed receipts or bank transfer
documents.
• Timesheets
• Receipts

104. • Scored out of 100 points in line with common quality
criteria.
• Assessed on the extent that the project was
implemented in line with original application and the
quality and impact of the completed project.
• Late, poor or partial implementation of the project will
result in a grant reduction applied to the total final
amount of eligible expenditure of between 25-75%
depending on Final Report score.

105. 1st stage:
• The NA shall send a formal reminder within 15 calendar
days of any deadline missed regarding the Progress,
Interim or Final Report
2nd stage:
• Failure to submit such a report within 30 calendar days
following this reminder may result in the NA terminating
the Agreement and requesting a refund

106. • A sample of projects will be selected for additional checks
and audits
• Checks involve a financial review on project activities
• For checks and audits the coordinator must supply
supporting documents in original, including supporting
documents for partners

107. • Familiarise yourself with the reporting requirements for
your project
• Read guidance notes
• All reports must be completed in English and submitted
to the UK National Agency
• Work with your partners to complete reports
• Contact your NA Project Officer if you are unsure about
anything!

111. • The process of examining the effect of a Programme or
activity on individuals, organisations or society
• Positive or negative, intentional or accidental, short or
long-term effects
• Judge whether an intervention has been successful, to
what extent and in what way

112. “…a systematic and visual way to present and share your
understanding of the relationships among the resources
you have to operate your program, the activities you plan,
and the changes or results you hope to achieve.”
Source: W.K. Kellogg Foundation

113. Source: W.K. Kellogg Foundation

114. • Think about WHO you are going to communicate your
learning to and HOW
– Internal: organisation management, colleagues,
learners
– External: to peers in your sector, policy-makers, non-
UK partners
• What mechanisms can you use?
• Don’t forget the National Agency!

115. • On each of your tables discuss and identify:
– One IMPACT your project will contribute to
– A DATA COLLECTION method or methods you can
use to gather evidence
– WHO you will DISSEMINATE your findings to and
HOW

116. • Impact Assessment at the Erasmus+ UK National Agency:
www.erasmusplus.org.uk/impact
• Erasmus+ UK Logic Model:
www.erasmusplus.org.uk/erasmus-uk-logic-model
• Useful resources:
www.erasmusplus.org.uk/impact-assessment-resources
• Join the Erasmus+ Measuring Impact Learning Network!

118. www.erasmusplus.org.uk

119. • Showcase your project case studies
• Feature these in our newsletters and publications
• Help promote them on Twitter, Facebook, YouTube and
more.

120. • Receive the latest
Erasmus+ and sector
specific news
• Stay up-to-date with
deadline reminders,
online booking for events
and webinars
• Feature your project
news.
https://erasmusplus.org.uk/subscribe-to-our-newsletter

121. Flickr

122. Social media channels
Follow us on Twitter:
@erasmusplusuk / https://twitter.com/erasmusplusuk
Like us on Facebook:
https://www.facebook.com/ukerasmusplus
View our YouTube channel:
http://www.youtube.com/erasmusplusuk
Follow us on Storify:
https://storify.com/erasmusplusuk

123. Blog
• Read about other
Erasmus+ projects
• Find out more about best
practice
• Write a guest post and be
featured on our blog!

124. Learning Networks
Annual Conference
Support webinars