▪ Construction and activation of the E.U-Re.C.o.V.E. governance structure
▪ Planning and operational programming
▪ Organizational design and monitoring system
▪ Multilevel coordination and strategic internal communication
After the Grant Agreement is signed, procedures will be initiated and the necessary documents prepared to begin the operational phase of the project. The Partnership Agreements and all related documentation will be shared between the COO and the partners of the E.U-Re.C.o.V.E. system, clearly defining responsibilities, commitments, roles, and resources for each party.
Establishing a clear organizational architecture for the strategic and operational management of the E.U-Re.C.o.V.E project, at both the International and Local system levels for each unit, ensuring consistency, transparency, and active participation of all partners. Establishment of the International Steering Committee (ISC). Set up and formalize the ISC to guide the implementation of the project, particularly for international relations among all partners within the E.U-Re.C.o.V.E. system. The ISC will be composed of a team including 1 Project Manager, 1 Administrative/Financial Manager, and 1 Communication Manager from each E.U-Re.C.o.V.E. unit, as well as 1 Project Manager, 1 Administrative/Financial Manager, and 1 Communication Manager from each of the other partners (for a total of 7 Project Managers, 7 Administrative/Financial Managers, and 7 Communication Managers). Establishment of the Local Coordination Committees (CLC). Set up and formalize the 4 CLCs to guide the implementation of the project with respect to territorial relations of the E.URe.C.o.V.E. units. Each local unit will have a CLC, composed of 1 Project Manager, 1 Administrative/Financial Manager, and 1 Communication Manager, who will report to the International Steering Committee (ISC) of the E.U-Re.C.o.V.E. system. All partners within the unit will form their own internal TEAM consisting of: 1 Project Manager, 1 Administrative/Financial Manager, 1 Communication Manager, and an ad hoc STAFF selected for the project. Executive Planning Sheet (periodic updates) and Management Handbook. Based on the Work Plan, an Executive Planning Sheet (Log Frame) will be developed - a matrix linking the project's objectives, outcomes, and activities. This tool guides planning and control and will be periodically updated through monitoring, financial reviews, and project meetings. Any risks or deviations will be analyzed by the ISC and CLC. The Project Management Handbook (PMH) will define timelines, communication procedures, and rules for cooperation both within and outside the E.U-Re.C.o.V.E. system and its unit.
Project and Action-Plan Management of the E.U-Re.C.o.V.E System.
The ISC (International Steering Committee) of the E.URe.C.o.V.E system will be responsible for coordinating the international management of the project, overseeing all phases and ensuring the achievement of the set objectives. Activities related to Knowledge Management and Intellectual Property Rights (IPR) will be an integral part of these responsibilities.
To ensure consistent and effective management, FORMA CAMERA will draft a Project Management Handbook (PMH), which will detail all management operations (D1.1), integrating the Resource Management Plans and Quality Assurance Plans.
The PMH will be presented, discussed, and refined during the first Kick-Off Meeting in Roma (E1.1). This document will also include standardized templates for all required reports, including: A monthly tabular report, useful for monitoring internal resources and progress made. An Action Monitoring Plan, aimed at tracking activity progress. A bi-annual progress report, intended to communicate the project's status to the ISC, partners, and other stakeholders. All partners will be involved in the drafting of reports and participation in meetings, according to their informational needs and roles within the project.The following coordination and project management meetings will be held by the E.U-Re.C.o.V.E system:
2nd Virtual Mid-term Meeting (M6)
3rd Meeting in BRUSSELS (M12)
4th Virtual Mid-term Meeting (M18)
5th Meeting in BRUSSELS (M24)
6th Virtual Mid-term Meeting (M30)
7th Meeting in BRUSSELS (M36)
8th Virtual Mid-term Meeting (M42)
9th Meeting in BRUSSELS (M48)
NOTE: Additional virtual meetings may be held to address specific issues with one or more partners.
Project and Action-Plan Management of the E.U-Re.C.o.V.E Units.
The CLC (Local Coordination Committee) will have local responsibility for project management, coordinating all phases and ensuring that objectives are met. As with the ISC, Knowledge Management and IPR activities will also be part of these tasks.
All partners will be involved in report drafting and meetings, according to their informational needs and roles in the project. The following coordination and project management meetings will be held by the E.URe.C.o.V.E units (E1.2):
1st IN-PERSON Meeting (M2)
2nd Virtual Mid-term Meeting (M8)
3rd IN-PERSON Meeting (M14)
4th Virtual Mid-term Meeting (M20)
5th IN-PERSON Meeting (M23)
6th Virtual Mid-term Meeting (M29)
7th IN-PERSON Meeting (M35)
8th Virtual Mid-term Meeting (M41)
9th IN-PERSON Meeting (M47)
NOTE: Additional virtual meetings may be held to address specific issues with one or more partners.
Multi-level Project and Action-Plan Management of E.U-Re.C.o.V.E.
To foster education and cultural exchange, sharing best practices and promoting mutual learning between the E.U-Re.C.o.V.E units and the overall E.U-Re.C.o.V.E system, 4 meetings will be held in Brussels (E1.3), with the participation of one representative from each project partner. These meetings are scheduled for (M12 M24 M36 M48).
Financial Reporting, Monitoring, Risk Prevention and Mitigation Plan of the E.URe.C.o.V.E System. The E.U-Re.C.o.V.E system provides for the planning and implementation of financial control procedures, tools, and reports to monitor and prevent risks. All partners participate in monitoring and quality control activities, according to their roles and available resources. The group of Territorial Unit Coordinators and other partners forms the International Financial and Administrative Management Team, which strategically coordinates and supervises the network. Reporting activities are scheduled at specific milestones (M6; M12; M18; M24; M30; M36; M42; M48) and are linked to management meetings to ensure continuous updates. The Management Team collaborates with the General Coordination Team and ISC members to share financial management information, producing reports with integrated data and a comprehensive overview of the project. Financial Reporting, Monitoring, Risk Prevention and Mitigation Plan of the E.URe.C.o.V.E Units. Planning and implementation of financial control procedures, tools, and reports for risk monitoring prevention, and mitigation. Partners within each E.U-Re.C.o.V.E Unit are required to take part in monitoring and quality control activities, in line with their responsibilities, roles, and available resources. Each Territorial Unit establishes a Financial Planning and Management Team, composed of one representative from each partner organization active in the area.Within this Team, members appoint a Territorial Financial and Administrative Manager, responsible for planning, managing, and overseeing local administrative and financial activities. Specifically, reporting activities (M6; M12; M18; M24; M30; M36; M42; M48) are closely tied to project management meetings, with the aim of ensuring a continuous flow of updates and analysis.Each partner's Financial Manager is required to share all financial resource management information with the Territorial Coordinator, and for reference purposes, with the CLC. Monitoring and Evaluation of the E.URe.C.o.V.E Units using ISATCOVE Indicators. Extraordinary evaluation of the E.URe.C.o.V.E Units using the ISATCOVE tool.
To ensure effective, clear, and transparent internal communication throughout the duration of the Project, regulations, procedures, and tools will be shared. The E.U-Re.C.o.V.E. Platform will be used, featuring a restricted area with access credentials for all Partners, enabling timely and interactive sharing of messages, data, and documents.