In this post (Erasmus+ Project Monitoring), we discuss the coordinator’s task of monitoring whether everything is on track for the Erasmus+ KA210 and KA220 projects. You can find the Turkish version of this blog post in here
Monitoring progress begin from the first day of the project. Our team suggest create this Final Report Checklist before the project begin.
The Documents Needed For the Erasmus+ Project Monitoring
Timeline, application form, budget allocation of partners, and contract with the National Agencies are essential to create this Checklist.
Better you use letterhead paper of the project on a Doc or Page file. You can add Excel or Number files inside these.
Usage of Work Packages inside the Erasmus+ Project Monitoring
Using the letterhead paper file create H2 headings for the each WPs. Sub activities should be H3. For different sub activities you will have different results. That’s why we need to create different tables for each sub activity if it is needed. For each WorkPackage leader will be responsible to provide all the evidences and results Needed.
For KA210 project we generally use 4 WorkPackages such as;
WP1- Project Management
WP2-
WP3-
WP5-Dissemination & Exploitation & Sustainability
For KA220 Project it is five WPs;
WP1- Project Management
WP2-
WP3-
WP4
WP5-Dissemination & Exploitation & Sustainability
WP1- Project Management (WP Leaders)
There are certain activities in this workpackage not change much from project to project. Add all sub activities to this table including Monthly Meetings (MMs) and Transnational Project Meetings (TPMs). WP Leader should monitor the table and share the outputs with partners and coordinator. When it is done everything is on tracked, for each sub-activity the outputs (PDF files, photos, presentations should be saved in the iCloud inside Final Report Upload (there should be sub folders regarding to the sub activities.
Erasmus+ Project Monitoring: Presentations
Creative Common Licence needed for each training content (videos, pdf file, online presentations) of the project results
Erasmus+ Project Monitoring: Monthly Meetings (MMs)
They are online Meetings, An Agenda, Photos, and Minutes are necessary.
Transnational Project Meetings (TPMs)
Face to face or online meetings, and hosting organisation will create an Agenda, Sign List, Certificates, Evidences (videos and photos) Presentations, InfoPack of the hosting city, and Minutes are obligatory.
Erasmus+ Project Monitoring: Project Mapping Manual (PMM)
A PDF file
Erasmus+ Project Monitoring: Project Operational Management Manual (POMM)
A PDF file
Risk Assessment Plan (RAP)
A PDF File
Erasmus+ Project Monitoring: Quality Assurance Plan (QAP)
A PDF file
Erasmus+ Project Monitoring: Table of WP1
Here is the table of checklist for an WP1
| Activities | Situation | Agenda | Sign List | Certifi-cates | Evidence | Presenta-tion | Minutes | InfoPack |
|---|---|---|---|---|---|---|---|---|
| MM1 (date) | needed | needed | needed | |||||
| MM2 (date) | needed | needed | needed | |||||
| Add More MM when Needed | needed | needed | needed | |||||
| TPM1 | needed | needed | needed | needed | needed | needed | needed | |
| TPM2 | needed | needed | needed | needed | needed | needed | needed | |
| TPM3 | needed | needed | needed | needed | needed | needed | needed | |
| TPM4 | needed | needed | needed | needed | needed | needed | needed | |
| PMM | A PDF File | |||||||
| POMM | A PDF File | |||||||
| RAP | A PDF File | |||||||
| QAP | A PDF File |
WP2 – Training Framework (WP Leader)
Surveys
We need consent form of participants, photos as evidences and other indicators can be checked according to the needs
MAP of Good Practices
In some projects we ask partners find a number of good practices in the local and world wide. the output maybe a blog post or a PDF file. Creative Common Licence is necessary.
Training Framework
It is a curriculum created to the needs of target group using the data from surveys. Modules and sub-training of each module will be shared with partners. We need a document showing which partner is responsible from which sub-training of the curriculum
Country Reports
According to the surveys it is a report with the information of survey results
Final Report
It is a PDF File using the country reports of each partner
Table
Here is the table of checklist for the WP2
| Activities | Situation | Partner 1 | Partner 2 | Partner 3 | Partner 4 | Partner 5 | Partner 6 | Total |
|---|---|---|---|---|---|---|---|---|
| A2.1 – A map of good practices | Each partner should find number of Good Practices. | 4 | 4 | 4 | 4 | 4 | 4 | 24 |
| A2.2 – Survey | Survey Answers, Country Reports, Consent Forms (maybe Google Form if online), and Evidences will be there. For all done surveys write number of each partner Columnd | 15 | 15 | 15 | 15 | 15 | 15 | 90 |
| A2.3 -Training Framework | A List of Modules and Responsible Partners a PDF File | Not Needed | Not Needed | Not Needed | Not Needed | Not Needed | Not Needed | Not Needed |
| A2.4 -Translations | Translations for each partner languages. PUT number 1 if responsible partner translated to it. | 1 | 1 | 1 | 1 | 1 | 5 | |
| A2.5 – Final Report | A PDF File | not Needed | not Needed | not Needed | not Needed | not Needed | not Needed | not Needed |
WP3 – Content Creation (WP Leader)
Training Platform (for KA220) or Blog Posts (for KA210)
Erasmus+ Project Monitoring: Content Creation
Erasmus+ Project Monitoring: Pilot testing
Here is a guidelines on how to do it?
Pedagogical Guidelines
It is necessary for projects to design a guidelines for Trainers/YouthWorkers/Teachers. Here is a guidelines on how to do it
Final Report Checklist: Table of WP3
Here is the table of checklist for the WP3
| Activities | Situation | Partner 1 | Partner 2 | Partner 3 | Partner 4 | Partner 5 | Partner 6 | Total |
|---|---|---|---|---|---|---|---|---|
| A3.1 – Developing the Training platform. | Number of Enrolled Users | 20 | 30 | 15 | 40 | 20 | 25 | 150 |
| A3.2 – Development of Content | Number of content created for each partner | 3 | 3 | 3 | 3 | 3 | 3 | 18 |
| A3.3 – Development of Guidelines for trainers | Creative Common Licence is Needed for each PDF file in English and Partner Languages | 1 | 1 | 1 | 1 | 1 | 1 | 6 |
| A3.4 – Organisational visits | Protocols, or Evidence Photos videos are necessary | 5 | 5 | 5 | 5 | 5 | 5 | 30 |
| A3.5 – Pilot-Testing | Presentation with Creative Common Licence, Survey of Participants, Attendance Sheet if it is on-site, Consent form for online activities | 20 | 20 | 20 | 20 | 20 | 20 | 120 |
WP4 – Implementation (WP Leader)
Erasmus+ Project Monitoring: Table of WP4
| Activities | Situation | Partner 1 | Partner 2 | Partner 3 | Partner 4 | Partner 5 | Partner 6 | Total |
|---|---|---|---|---|---|---|---|---|
| A4.1 – Community Member Selections (150) | WhatsApp Group | 40 | 15 | 20 | 20 | 25 | 30 | 150 |
| A4.1 – Volunteering Seminar (120) | Presentations, Consent Forms, Evidences, Certificates | 20 | 20 | 20 | 20 | 20 | 20 | 120 |
| A4.1 – Active Citizenship Seminars (Total 120) | Presentations, Consent Forms, Evidences, Certificates | 20 | 25 | 15 | 20 | 20 | 20 | 120 |
| A4.1 – Two Contests (Total 36 Winners) | Winner Applications, Ceremony | 6 | 6 | 6 | 6 | 6 | 6 | 36 |
| A4.2 – KA1 Project Writing (Total 72) | Evidence (Photo Video), Consent Form, Certificates, Presentations | 12 | 20 | 4 | 12 | 12 | 12 | 72 |
| A4.2 – SEO Training (Total 30) | Evidence (Photo Video), Consent Form, Certificates, Presentations | 5 | 5 | 5 | 5 | 5 | 5 | 30 |
| A4.3 Green Training (Total 120) | Evidence (Photo Video), Consent Form, Certificates, Presentations | 20 | 20 | 20 | 20 | 20 | 20 | 120 |
| A4.3 – Establishing Green Youth NGOs and design websites for each | Links of Domains | 1 | 1 | 1 | 1 | 1 | 1 | 6 |
| A4.4 – How to Manage Youth-led NGOs (90) | Evidence (Photo Video), Consent Form, Certificates, Presentations | 15 | 15 | 15 | 15 | 15 | 15 | 90 |
| A4.3 Number of NGOs Established (6) | Establish Documents | 1 | 1 | 1 | 1 | 1 | 1 | 6 |
| A4.4 – Multiplier Event – National Conferences (300) | Sign Lists, Agenda, Evidences (photo video), Presentation, Certificates | 50 | 50 | 50 | 50 | 50 | 50 | 300 |
WP5 – Dissemination (WP Leader)
Erasmus+ Project Monitoring: Table of WP5
| Activities | Situation | Partner 1 | Partner 2 | Partner 3 | Partner 4 | Partner 5 | Partner 6 | Total |
|---|---|---|---|---|---|---|---|---|
| A5.1 Dissemination and Communication Plan | Done or Ongoing | No Need | No Need | No Need | No Need | No Need | No Need | No Need |
| A5.2 Visual Identity – Dissemination Materials Channels | Done or Ongoing | Text Field for information of responsible partners | Text Field for information of responsible partners | Text Field for information of responsible partners | Text Field for information of responsible partners | Text Field for information of responsible partners | Text Field for information of responsible partners | No Need |
| A5.3 SEO-friendly project website creation and management | Done or Ongoing | Text Field for information of responsible partners | Text Field for information on responsible partners | Text Field for information of responsible partners | Text Field for information of responsible partners | Text Field for information on responsible partners | Text Field for information on responsible partners | No Need |
| A5.4 Online Training to partners: How to create SEO-friendly content | Done or Ongoing | |||||||
| A5.5 Social network management | Check if responsible partners create enough posts | |||||||
| A5.6 – Project e-newsletters | Check if each partner translated. | |||||||
| A5.7 – National and EU Dissemination Activities | Need Update the Dissemination Log |
Indicators of Success
You should check impact part and each work package to create a list of achieved and failed indicators of success
Erasmus+ Project Monitoring: Conclusion
In Conclusion, the Final Report Checklist is mandatory to keep track of the project from the beginning and help coordinators a lot. Please do not hesitate to ask any questions in your mind.
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