Project Management And Implementation

This section provides details of the activities to be carried out within the scope of activities. The coordinator institution will monitor the quality strategy to ensure that the project progresses according to the determined timetable and in achieving the targets.

TPMs and online meetings will prevent possible risks in project processes. Two participants from each institution will attend TPM meetings. During Online TPM in Türkiye, the timetable will be reviewed with partners and updates will be made if necessary. The quality criteria will be mentioned in TPMs.

A practical guide for effective collaboration (PGEC) which includes detailed information about the project work packages, the consortium structure, the project collaboration team contact information, the implementation plan of the project activities, the details of the work packages and the responsibilities of the partners shared with the project partners at the first TPM.

The Project Management Committee (PMC) including one representative from each partner organization, will be established at the first TPM to monitor the quality of the results and carry out evaluations of the project activities.

The coordinator will chair the institutional committee and carry out the secretariat processes.

PMC will meet every 3 months via online meetings.

In these meetings, committee members will discuss the progress of the work packages, the status of ongoing activities, the status of national dissemination activities, and other issues related to the project, and will reach a consensus on the functioning of all processes of the project, activities, current and/or potential problems.

In these meeting, the 3-month reports sent by the partners will be discussed, corrective measures will be taken and the meeting report will be shared with the partners.

PMC will report any problems it detects to project partners so that corrective measures can be taken.

Every 3 months, internal progress reports will be requested from partners.1

Budget Control

Partners will use the project budget cost-effectively to organize a high-quality event to disseminate the project and increase the visibility of the Erasmus+ Program and EU.

TMC will be responsible for the budget.

Each activity will be examined in detail to maintain the overall coordination and ensure its completion on time and in accordance with the budget. Also, TMC has a key person whose role is to monitor the financial operations of the project.

PMC will control the project's budget and time management throughout the project. Hosting partners will use their technical personal resources and their own devices during the events. This will be co-financing.

To ensure budget control

the coordinator will adopt a problem-avoidance approach by outlining the available budget grant in a clear bilateral agreement that must be approved by the partner organisations.

This agreement will refer to the relevant Erasmus+ regulations which all partners must strictly comply with and will specify for how long a certain percentage of available funds must be used. This bilateral agreement will also determine the frequency of progress reports that must be submitted to the coordinator, as well as the documents required.

The first down payment will be made after the project grant payment is made by the National Agency and the bilateral contract protocol is signed. The next payment will be made after the progress report is approved.

All expenditures related to the project budget will be monitored through the standard template created by the coordinator institution.

In order to control possible budget problems, it will be stated that no further fund transfer will be provided to a specific partner organization if the funding levels determined in this bilateral agreement are not used or if it is assessed that the funds will not be used within the scope of Erasmus+ arrangements.

Within the framework of bilateral agreements, partners will be paid 40% after the contract signature, 20% after the interim report and 20% after the completion of the project outputs within the framework of risk management, and 20% after approval of the final report.

During the online kick-off meeting, the project coordinator will clearly state eligible and ineligible costs as well as relevant Erasmus+ regulations.

If a budget problem is identified in the submitted progress reports, the coordinator will request correction, and if the partner does not correct it, the Partner will be notified again in writing by registered mail within 2 weeks to take corrective action. If no corrective action is taken, the Coordinator will contact the National Agency for advice.

Time Management

The partners will review the project timetable, which will be used to monitor progress and edit and finalize if necessary.

Project managers will adopt a preventive approach such as informing partners about planned activities and outputs, reminders, road maps before the determined date.

Corrective action will be requested when progress on the planned activity is deemed not to be according to plan.

To address the risks, the following will be agreed upon by all partners

The rights and obligations of each partner will be clearly stated in the agreement that each partner will sign with the applicant.

The agreement will list formal procedures for handling conflicts, including online meetings and direct visits from the coordinator to the relevant partner.

Partners will share a document on risk analysis during the first TPM. The document will describe the main risks and preventive measures

Project green practices

Less mobility for a zero-carbon future (2 online meetings). The initiative to reduce physical travel and face-to-face events will help achieve a zero-carbon future.

During mobility, partners will strive for carbon neutrality by promoting sustainable modes of transport and more environmentally responsible behavior.

Using less printed materials to support paperless Erasmus.

Distribution materials will be digital to avoid unnecessary pressure among participants and target groups about sustainability, circular economy and zero waste practices, and a culture of responsibility and sustainability will be promoted within the project to reduce energy consumption, waste and damage to the environment.

Selecting reusable, durable and repairable products during project activities.

Encouraging participants to make informed choices and play an active role in the ecological transition. Participants will also be informed about platforms such as eTwinning and EPALE, which continue to produce.