Mastering winning proposals and EU Grants management

DAY 1

Module 1: The Financial Instruments for External Aid and the Trust Funds

• The MFF 2021-2027: focus on ‘Neighbourhood and the World’ and its financial instruments
• Main component of the NDICI
• Analyses and use the MultiannuaI Indicative Programmes (MIPs)
• Top priorities and management modalities of the Trust Funds

Module 2: How to Be Prepared for Funding Opportunities

• Align your objectives with the EU and partner’s country priority and expected results

Module 3: Working with the EU

• Two ways to get funding: direct negotiation and calls for proposals
• How to be proactive to ensure a fruitful relationship with the EC and EU delegations

DAY 2

Module 4: The Call for Proposals System

• Steps of the application process
• Using the guidelines for applicants
• Application documents and mandatory declarations

Module 5: Drafting Your Proposals

• General tips for successful proposals

Module 6:  Logframe Matrix

• Build your results chain
• Identify SMART indicators and reliable sources of verification
• Identify key assumptions
• Describe the main activities
• Results and indicators for development – a new DEVCO tool: how to use the tool for the preparation of good logframes

DAY 3

Module 7: Drafting the Concept Note

• Description of the action: how to identify and explain the project logic
• Relevance to the EU call and programme objectives
• Problem analysis
• Stakeholder analysis and description of target group and beneficiaries

Module 8: The Key Aspects of the Full Application

• Description of the action in detail
• Methodology: don’t forget a list of equipment and supplies and the organisational structure (staff employed)
• Sustainability: risks, impact, multiplier effects
• Workplan

DAY 4

Module 9: Drafting the Budget

• The budget format
• Direct (actual costs and apportionment of local office costs) and indirect costs
• Eligibility principles
• Financial support for third parties
• Volunteer work
• The possible use of simplified cost options
• How to justify the costs

Module 10: Key Elements of the Implementation Rules to Take into Consideration When Preparing the Budget

• Human resources vs consultants
• Handover of equipment and supplies
• Contingency reserve for possible situations of hyper-inflation

DAY 1

Module 1: The PRAG and its Rules for Grants

• Introduction to the PRAG
• The main rules related to grants

Module 2: Signing a Grant Contract with the EU

• Main actors of the grant contract
• The special conditions and the annexes
• Key information from the special conditions

Module 3: Key Steps at Project Start-Up

• Steps and success factors to ensure a good partnership
• Activity planning
• Setting up monitoring tools

DAY 2

Module 4: Procurement Rules and Procedures

• Procurement principles and rules (e.g. EU restrictive measures, rules of nationality and origin)
• Procurement planning/implementation

Module 5: Project Monitoring & Evaluation

• Internal monitoring system results-oriented
• External evaluation: when it is required, what it is useful for
• EU M&E exercises: EU evaluation and ROM missions
• Importance of record keeping

Module 6: Record-Keeping

• Main rules regarding record-keeping
• Let’s prepare a checklist of supporting documents to ensure the eligibility of costs

Module 7: Main Provisions on Communication and Visibility

• Main contractual obligations
• Communication and visibility plan
• Tips to implementing communication and visibility activities

DAY 3

Module 8: Dealing with Changes

• Unilateral modifications and request of amendments/addenda: steps to take
• Suspension procedure

Module 9: Reporting Rules and Payment Procedures

• Main reporting rules
• Deadlines for submission of reports
• Payment procedures
• Currency conversion rules
• Brief introduction to the interim and final report formats
• Annexes to the interim and final reports
• Handover of equipment and supplies: main requirements

Module 10: Expenditure Verifications or Audits

• Main objectives of expenditure verifications and other types of audits
• Tips to be prepared for expenditure verification

Module 1: Propose Financial Support for Third Parties

• Let’s analyse key information from the guidelines for applicants of calls for proposals
• Who are the third parties of financial support?
• Checklist of key elements to be provided at proposal stage

 Module 2: Select the Beneficiaries of Financial Support

• The different types of selection procedures
• Calls for proposals
• Preparation activities: call announcement, full details of the call for proposals, publication of the call
• Proposals reception, evaluation and selection
• Supporting evidence of the evaluation process

Module 3: Awarding Financial Support

• Signature of agreement with the beneficiaries of financial support: key responsibilities of both parties
• Startup of financial support: briefing third parties on the use of EU funds
• Other activities of capacity development

Module 4: Monitoring and Reporting

• System of control set up to verify the eligibility of costs
• Reporting expenditure of financial support beneficiaries
• Supporting evidence and documentation that must be kept in your possession

Module 1: Exploring the Basics: Obligations and Definitions

• Why are visibility and communication activities requested?
• Basic obligations
• The use of the EU emblem

Module 2. Planning Visibility and Communication Activities

• Key elements and tools of the communication and visibility planning process
• Suggested template for a communication and visibility plan

Module 3. The Implementation Phase

• Overview of different channels, tools, activities and products that can be used
• Important elements that should be respected

Module 4. Reporting and Follow-Up

• Reporting obligations
• Specific requirements at the end of the action

Module 1: NGOs and Accountability

In this introductory module, we will explore the answer to the following question: Why is it important to adopt a code of conduct?

Module 2: Key Steps to Develop Your Code of Conduct

This module provides guidance and tips for getting started and properly organising the process of developing your organisation’s code of conduct.

Module 3: Key Topics to Include in Your Code of Conduct.

Your code of conduct should be developed to match the needs of your organisation, but certain specific principles and rules must almost always be included – we will look at them in detail.

Module 4: Implementing Your Code of Conduct

Enforcing the code of conduct should be one of the highest priorities of any organization. This module provides guidance on how to define your implementation strategy.

Module 5: Monitoring and Reviewing

A code that becomes outdated will quickly lose its importance and relevance. This module presents steps that can be taken to ensure that your code is always up to date.

By subscribing to the learning plan, you will have access to each course in the punto.sud learning platform. From here, you can join the live sessions, download the course materials (including PowerPoint presentations, official EU documents, infographics and other useful links and materials), complete the eLearning modules, review the recordings of the live sessions and complete the initial and final test and participate in the active forum.

Throughout the whole period, by using the forum you will be able to communicate with the trainers, post questions and share information and best practices with other participants.

Staff of not-for-profit organisations (not suggested for UN agencies and other pillar-assessed organisations’ staff) with limited or no experience with EU development programmes.

• Consultants who are interested in a detailed overview of the EU programming and funding system, the grant application process and grant management.
• University or post-graduate students.

Previous experience or knowledge relating to the access and management of EU funds is not required.

You will need access to a computer or tablet with a microphone and speakers or a headset, as well as an Internet connection. The course will be held over Zoom – no additional software is required.

• Virtual class – for 2 weeks after the end of the last training session
• eLearning – for 30 days after you first access the course

Once you have completed all the training material and passed the exit test, your certificate of attendance for each specific course will be available to download from the learning platform.

Once you have also concluded the learning plan exit test, you will receive the final certificate. The certificates are always available in your profile page with historical data of all punto.sud Academy courses you’ve attended.