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Project organisation. Kick - off meeting Crete , 9-10 April 2013 Mateja Softić, Alianta d.o.o. In this presentation:. Project partnership Project bodies and roles How will we work together Project Meetings and Study visits Communication flow Project monitoring More about :

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Project organisation

Kick-offmeeting

Crete, 9-10 April 2013

Mateja Softić, Alianta d.o.o.


In this presentation:

Project partnership

Project bodiesandroles

Howwillweworktogether

Project MeetingsandStudyvisits

Communicationflow

Project monitoring

More about:

Contractualobligations

Financialand administrative management

Reportingprocedures

willbepresentedbyMsTsveta Aleksandrova andMs Stanka Klemenčič


Workingtogether in (andfor)

GreenPartnerships:


Workingtogether in (andfor)

GreenPartnerships:

Who?

What?

(By) When?

Forhowmuchmoney?


Theaimofthispresentation:

To presentthewaywewillorganisetheimplementation

ofourproject so that:

weassure a unified approach used by all project partners for implementing activities and delivering all outputs and results.

weavoidconfusion, easetheadministrationandenablefocus on thecontent

everyoneunderstandstheirrole andresponsibilities in theproject

there is a clearandefficientflowofinformationwithinthepartnershipandtowardsoutsidestakeholders

weproducehighqualityoutputs,and

achieveprojectresultsthatwillaffect a positivechange in thelong run


Project partners:


Project bodiesand partner roles:

Project Management Team

KGZS MB & Alianta

SteeringCommittee

1 representativeofeachproject partner

AdvisoryBoard

WP Leaders: KGZS MB, KyotoClub, AREANATejo, TUC

Externalpartners

Project participants

Partnersparticipating in activities

LocalActionGroups

ActivityLeaders

Expertgroupscoordinators

Pilot Activitycoordinators

LocalPartnerships


Project managementteam:

KGZS MB:

Veronika Valentar, Project Manager

Stanka Klemenčič, FinancialManager

Alianta – externaladvisors:

Urška Dolinar

Mateja Softić

Role:

overallprojectcoordination

responsiblefortheoverallqualityoftheproject

chairingtheSteeringCommitteeandAdvisoryBoard


Rolesofprojectbodies:

SteeringCommittee:

maindecision-makingbody

jointsteeringofprojectworkandcooperation

meets 7 timesduringtheprojectduration

AdvisoryBoard:

responsibleforinternalqualityassurance

jointplanningofworkingmethodology

qualitycontrolandreviewofprojectoutputs


Rolesaccording to project

structure:

WorkPackageLeaders:

plan theworkoftheworkpackages

reposnsiblefortheoverallqualityofoutputswithin one workpackage

ActivityLeaders:

planning, organisationandcoordinationofeachactivity

responsibleforguidingpartners in implementingtheprojectactivitiesandproducingprojectoutputs


Rolesaccording to project

structure:

ExpertGroupcoordinators:

exchangeofknowledge, experienceandexpertiseforthepurposeofachievingprojectresults

made up ofpartnersexperienced in specificfieldof EE or RES

Pilot ActivityCoordinators:

responsiblefortheplanningandimplementationoftheir pilot activities in line withtheapproved AF


Howwillweworktogether:

Steering Committee meetings

Trainings (workshops) for partners in WP3

Best practices brought togetherandexchanged at studyvisits

Ideas shared and upgraded

Proposals recommended and shared

Events with stakeholders

Project promotion


Project meetings:

7 meetingsin theprojectlifetime

Locations:

Crete (M1  M4)

Portugal (M10  M7)

Outside MED area (M5  M9-11?)

BosniaandHerzegovina (M15)

Cyprus (M20)

Montenegro (M24)

Slovenia (M29)

Jointplanningofworkandoverviewofwork done

Partner workshopsin WP3 (combinedwithmeetings)

Obligatoryparticipationofallpartners


Studyvisits:

Togetherwitheachprojectmeeting

Part ofthecontentoftheprojectandobligatoryforpartners

Not a touristactivity

Shouldprovideknowledge, examplesthatcanbe used bypartnersforourjointwork

7 studyvisitsplanned

 1 visitoutsideofthe MED programme – Ideas?


Communicationflowwithinthe

partnership:

Steering Committee meetings (obligatory)

Workshopsfor partners

StudyVisits

Regularphone (skype) conferences

Regulare-mailcommunication

WP leaders/activityleaders are responsible to knowthe status of WP/activity

projectcontact list – updatedregularly

IMPORTANT!

Communicateanychanges, delaysetc. on time

Beproactive!


Project monitoring: Content

WORK PROGRAMME

  • What you have to do?

  • How does it have to be done?

  • How are we doing with the implementation?

  • Monitoring the project indicators

  • Who to contact for what?

INSTRUCTIONS AND OUTPUT STANDARD

CHECKLISTS

INDICATOR TABLE

CONTACT LIST

INFORMATION FLOW:

PARTNER  ACTIVITY LEADER/WORK PACKAGE LEADER  LP


Project monitoring: Finances

  • What is myplannedbudget?

  • Financialmonitoring?

  • Reportingrules

DETAILED PARTNER BUDGET;

SUBSIDY CONTRACT, IPA CONTRACTS

SYSTEM FOR MONITORING FINANCIAL PROGRESS PREPARED BY LP

UPCOMING PRESENTATIONS

MORE INFORMATION ABOUT PROJECT ORGANISATION:

GreenPartnershipsImplementationHandbook – preparedbythe LP


Questions? Dilemmas?


Thankyouforyourattention!

Let’s make GreenPartnershipswork!


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