C.3 Horizon Europe Project Management and Reporting

This is a 2-day practice-heavy, hands-on course that will assist you in gaining a comprehensive understanding of project management, reporting procedures and their practical implications in everyday operations. During the training, you will learn all about the project management duties and practices and gain an understanding of the Horizon Europe reporting procedures.

The course will introduce in detail the different reporting requirements; Continuous Reporting, Periodic Reports including the introduction to how to fill in the financial statements and how to align the technical and the financial report, especially when it comes to deviations. In addition, the course covers how to manage innovation activities in HE projects, and what you can do to get the most out of your project results through an efficient exploitation plan. The course finishes with an overview of project reviews. The combination of practical presentations and hands-on workshops will introduce all the aspects you need to know.    

AGENDA                                                                                                                                                         DAY 1

08:30 – 09:00           Arrival of participants

09:00 – 09:30             Event Opening and introduction

09:30 – 10:45    The legal obligations – from GA to CA

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. We will also deep dive into the new lump sum articles of the DESCA 2.0

(10:45 – 11:00 Coffee break)

11:00 – 12:00    Dissemination, Exploitation and Communication in running projects

This comprehensive presentation will cover all aspects of the dissemination, communication and exploitation in Horizon Europe. In this presentation, we will give you several practice-based tips on how to build your DMP (Data Management Plan) and PEDR (Plan for exploitation and dissemination of the results), what exactly to include and in what format. Our trainers will also show you several examples from our own projects and templates and tools that we crafted based on our extensive experience with managing projects and various consortia. During this presentation we will discuss in detail the daily exploitation activities and the reporting activities; how to follow IP development, capture and manage results; how to assess novelty elements and how to decide on the best exploitation route?

(12:00– 13:00 Lunch break)

13:00 – 13:45     Reporting from A to Z – Actual cost grants: Continuous Reporting 

In this session, we will introduce all tabs of Horizon Europe Continuous Reporting tool and discuss what has changed compared to H2020. Our trainers will introduce the responsibilities of the partners and the coordinator in the Continuous Reporting and showcase powerful templates and tools for coordinators. Brief intro to Periodic Financial reporting before we jump into the financial rules and the personnel cost calculation.

(13:45 – 14:00 Short break)

14:00– 15:00     Internal technical and financial reporting – tool to monitor the performance of your partners

This presentation will introduce different internal technical and financial reporting practices and templates. After a short introduction to internal reporting participants will solve an exercise. 

Workshop: Typical mistakes in the financial report in Horizon Europe

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

AGENDA                                                                                                                                                         DAY 2

08:30 – 09:00           Arrival of participants

09:00 – 10:30             Project management and reporting of lump sum projects

Detailed introduction to the reporting duties in a lump sum project. How to report the completion of the work packages and describe the activities in the periodic technical report. Our experts will showcase practical tips on how to deal with partially completed work packages and how to report deviations in your lump sum projects? We will discuss what should an effective monitoring system should include in a lump sum project? Payment schedule, partial payment, record keeping and many more will be covered in this practical presentation. 

(10:30 – 10:45  Coffee break)

10:45 – 12:00  Reporting from A to Z – Actual cost grants: Periodic Reporting Part 1

Detailed introduction on how to prepare the periodic technical and financial reports of your actual cost grant: 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. Comparison of H2020 vs Horizon Europe Periodic Reporting. EU assessment of the periodic report: typical mistakes in the periodic report. Showcase of real periodic reports and suspension of the payment deadline letters.

(12:00 – 12:45 Lunch break)

12:45 – 13:30   Workshop: Project Management Case Studies 

In this day-closing session, we will go through various project management cases that have happened in our own actual cost grant and lump sum projects. Together we will go through the scenarios and discuss how to deal with such situations and what tools we have at our disposal as a partner or as a coordinator. Get ready for advanced scenarios!

(13:30 – 13:45 Coffee break)

13:45 – 15:00   Reporting from A to Z – Actual cost grants: Periodic Reporting and Review meeting

What we have to do differently in the last reporting period? How shall we distribute the balance payment and the amount from Mutual Insurance Mechanics? At the end of this session, we will discuss the review meeting process and share some tips on how to be prepared for the review meeting!