The implementation phase directly follows the contracting phase that lasts at least two months and starts at the day after the Monitoring Committee (MC) selection (see also chapter J.6 figure 2). Within the contracting phase the subsidy contract is expected to be concluded (see chapter E). Projects have to be ready to start the implementation of project activities as soon as possible after the selection of the MC. In any case, the implementation has to be started by the end of the contracting phase even if the subsidy contract is not yet signed by this time. Seed money project partners are required to prepare and sign a partnership agreement, which formalises the division of mutual responsibilities and rights of partners. Projects are recommended to develop
the partnership agreements as soon as possible (e.g. during the first three months of the implementation) to secure a smooth cooperation between the partners and to avoid misunderstandings at a later stage.
For detailed information about the minimum requirements of a partnership agreement, please see chapter G.2.1. The copy of the signed partnership agreement has to be presented to the MA/JS, at the latest when submitting the final report.
J.11.2 Reporting on activities and delivery of compulsory outputs
Seed money projects are requested to submit a final report after the implementation of the project is finalised, accompanied with the three obligatory outputs. After the end of the implementation phase projects have up to three months to fulfil this obligation, i.e. prepare and submit their final report.
The report is to be completed in the electronic monitoring system. The submission of the report as well as the signature by the lead partner will be done electronically via the monitoring system only.
Please note
No individual cost items (e.g. invoices) will be reported as the Programme co‐
financing will be paid to projects based on the lump sum principle described above. Furthermore, no control by third bodies (e.g. by first level controllers) of final reports are required before report submission. All documents are checked directly by the MA/JS.
J.11.3 Criteria for checking the quality of outputs
The MA/JS will check the reports of seed money projects in order to verify that the planned activities leading to outputs have been implemented in line with the approved application. The MA/JS will also verify the quality of the delivered compulsory outputs. The following criteria will guide the check on the outputs:
Output 1: Report on the state of play in the field addressed Lump sum: EUR 18,000 The project has delivered output 1 of sufficient quality covering the following aspects:
Quality criteria Definition
1. The report describes the situation in the field addressed.
The situation in the field addressed becomes clear (including e.g. general political and strategic background of the main project, overall regulatory
framework and country specific information).
2. The report describes
gaps and/or challenges that exist in this field.
The existing gaps and challenges in the field are analysed (it becomes clear which gaps/challenges will be addressed by the main project and why).
3. The report describes
the needs of the relevant target groups.
The report defines the target groups and their respective needs.
4. The report provides an
overview of
complementary projects.
The additionality of the main project becomes clear (e.g., the project has analysed previous and current activities (projects) in the field and provides a conclusion for the main project). describes the planned objectives and results of the main project.
The planned project aims and expected results of the main project become clear.
2. The work plan describes the planned methodology/approach of the main project.
The planned methodology/approach is coherent for achieving the planned results. The activities and the planned outputs are clearly described and the timeframe of the project is given and comprehensible.
3. The lead partner and project partners are defined.
The core project partners are named and their competences are explained. The presented partnership is able to implement the planned activities or competences missing are described.
The project has delivered output 3 of sufficient quality covering the following aspects:
Quality criteria Definition
1. Analysed funding sources are explained.
It becomes clear which funding sources were selected and analysed (at least three).
2. Result/conclusion is described.
3. Road map defining steps to be taken after the seed money project is finalised is provided
It becomes clear which steps will be taken next by the partnership.
The MA/JS will ask for a clarification about any deviations from the original seed money project application – that are not sufficiently justified – as well as any shortcomings regarding the produced outputs. The MA/JS will contact the lead partner with a list of issues for clarifications and provide a deadline for the submission of clarifications.
Only after the clarification questions have been answered satisfactorily and the final report has been approved by the MA/JS the payment procedure will be launched.
J.12 Changes in the project set‐up
The partnership may introduce changes to the approved project set‐up. This chapter describes categories of project changes and procedures on how to introduce them in the project set‐up. Depending on the impact on the project set‐up, changes are divided into minor and major types.
J.12.1 Minor changes
Minor changes are adjustments of the project set‐up which do not have a significant impact on the project implementation. As they are more of a technical character, they do not require a prior approval by the MA/JS.
The following minor changes are applicable in the case of seed money projects:
Contact data change of the lead partner or of the project partners;
Change of the bank account of the LP;
Work plan adjustments as e.g. update of the time plan, additional meetings etc.
J.12.2 Major changes
Depending on their type, major changes can be approved either by the MA/JS or by the MC. Only the following changes are allowed in the case of seed funding:
Changes in the project partnership;
Changes in the duration without exceeding the maximum duration of the implementation phase (12 months).
Although adjustments of the work plan are possible outputs themselves cannot be changed. Major changes will be handled analogue to the chapter G.4.2.