Welcome to the final part of blog series we have been releasing with the theme of ‘Step-by-step tips based on successful cases’.
In this part, we will resume from the last weeks’ blog –Thinking About Writing an Erasmus+ KA2 Proposal Part 3– and continue our tips based on the respective sections left on a KA2 proposal form; Follow-up and Budget.
16. Follow-up: Impact – Dissemination – Sustainability
The last section to be filled in with textual content is the Follow-up section where you will give details about your plans for creation of desired impact, dissemination and sustainability. If you have followed an approach of filling in the form sequentially, you will most probably be too exhausted when you get to this section. Be aware of that this part is as important as the previous sections, where you described your methods and plans for project implementation, so deserves an attentive elaboration.
Starting from the first field in Impact part through Sustainability part, elaborate clearly;
- The desired impact to be created for participants and stakeholders. By the project implementation, who will gain what; news skills and competences for target groups? New horizons for project staff? New policy actions for decision makers?
- Be more specific when giving details about impact at local, regional, national, European and/or international levels; how many persons’ e.g. employability will increase?
- Effective mechanisms to measure the desired impacts, e.g. use of satisfaction surveys.
- The target groups of dissemination, which are not only the actual project target groups but all participants to the project, incl. partner organisations, their staff and stakeholders.
- A clear strategy for dissemination and responsible partner for its execution. The strategy should consist of main tools to be developed (brochures, posters, website, etc.) and also step-by-step execution plan throughout the project lifetime. Giving numbers of people that each partner can reach through dissemination activities will improve justification.
- Justification of the long-term availability of major project results, at least for 5 years after the end of project, and assumptions related to partners’ commitments to help the results remain active and in use even after the end of project.
17. Budget: Don’t worry, it is easier than you think!
Here we come to the essence of all; asking for money to finance your activities. There are 6 main budget items that you will configure the finances. It is important that you fill in the budget after you have completed all information about the partners, outputs, multiplier events and training activities on the form. Because the budget section will allow you ask for funding only these are available in the previous sections. It is also recommended to draft the budget on an xls file before entering it directly on the form. This way you can see whether you exceed the maximum budget beforehand and easily rearrange where needed, as this takes time when you try to fill in the budget directly on the form. Below, you can find some tips related to each budget item.
Project Management and Implementation: Automatically calculated when PIC numbers are entered in the partners section you do not need to do something about this.
Transnational Project Meetings: Calculated for each partner based on the distance band, which is calculated at Erasmus+ Distance Calculator Tool . Be careful; when you are calculating the number of meetings, total number of participants divided to relevant distance bands (from home location to host location) for each partner.
Intellectual Outputs: There are 5 different categories of staff you can insert for the development of each output and based on the magnitude of work undertaken by each partner. Although all categories of staff is available for you to freely select, it is not welcomed by the evaluators that ‘Managers’ and ‘Administrative support staff’ categories to be involved in intellectual output development. So, the major categories accepted are ‘Teachers/Trainers/Researchers’ (for outputs including research, training design and development, etc.) and ‘Technicians’ (for outputs including technical development of an e.g. software).
Determining the correct number of staff relevant for the output categories is a bit tricky. Calculating directly on the xls will help you a lot by imagining the magnitude of work and how long it can be completed based on your experiences. Try not to devote unrealistically high number of days for all or some of partners, this will strike to the evaluators and they will definitely cut down the budget to a level not even enough in reality. Be careful about devoting the days in a principle of equal sharing of roles and responsibilities.
Multiplier Events: Automatically calculated when you fill in the number of participants. Including foreign participants to a national event is always valuable, but not very ideal in implementation, because of challenges to invite/accommodate them. But it is up to you and your/your partners’ capacity to consider this.
Learning/Teaching/Training Activities: Automatically calculated when you fill in the number of participants. Be careful about calculating the distance bands!
Exceptional Costs: This is the only part that your costs are not fully funded but %75 of the requested budget. Exceptional costs are not recommended to ask; as they are not very welcomed by the evaluators and mostly cut down if you somehow asked for more than it costs with actual prices. Exceptional costs are generally requested for subcontracting of translation work, if partners do not have translators employed internally.
By completing all parts up to now, including budget, you can easily fill in the project summary at the end attach the relevant Annexes as guided in the form.
If you still end up with some problems that we have missed to touch upon in our blog series released, you can always contact to us and get our views on how you can solve them. Becoming one of your partners is what our desire to provide more valuable and field specific guidance based on our previous experiences. Have a look at our fields of expertise here and let us know if we can be a part of your project!
By Merve Gül Barut, Consultant