EU Funded My Project – What’s Next?

This two-day interactive course is built on the lived experience of the course author, who has led and supported the implementation of over 50 EU-funded projects—not as a theoretician, but as a hands-on coordinator, work package leader, and institutional trainer. It is designed to empower EU project teams with the practical skills, tools, and confidence to manage the post-award phase with clarity and structure—regardless of the programme they’re working under.

Whether your grant is from Horizon Europe, Digital Europe, LIFE, Creative Europe, Erasmus+, or another EU instrument, the post-award reality is the same: proposals get funded, but implementation gets messy. This training helps project managers, research administrators, and coordinators avoid common traps—confusion over SyGMA, unclear roles, passive partners, overcomplicated reports, DEC burnout—and instead build operational systems that work.

You’ll learn to:
• Activate your project from Day 1 using SyGMA, DoA, and GAP with confidence
• Set up internal structures that support real collaboration and reduce audit risk
• Run meetings that matter—complete with templates, trackers, and escalation logic
• Build governance and quality systems that go beyond decoration
• Make your Dissemination & Exploitation (DEC) strategy both impactful and auditable
• Understand reporting under lump sum vs. action-based models—and manage money flow and contributions accordingly
• Communicate proactively with the European Commission and manage project changes smoothly

Methodology: This is not a passive training. It blends expert input, peer learning, and scenario-based group work, supported by Miro boards, SyGMA-aligned templates, editable checklists, and real-case walkthroughs. Participants receive a practical workbook, project startup toolkit, and a compact PDF of “Tips & Tricks” for real-world application. Every tool and method shared in the training is designed to be immediately usable across EU programmes and institutional contexts. 

This course is designed for professionals involved in the implementation of EU funded projects, particularly in the post-award phase. It is ideal for:
• Project Coordinators and Work Package Leaders who are responsible for the operational delivery of EU projects
• EU Project Managers working across funding programmes such as Horizon Europe, Digital Europe, LIFE, Creative Europe, Interreg, Erasmus+, CERV and beyond
• Research and Innovation Support Staff within universities, research institutes, and innovation hubs
• Grant Officers and EU Funding Advisors supporting compliance, reporting, and coordination
• Administrative Staff and Financial Managers who liaise with technical teams to meet EU reporting obligations
• Team Leaders in NGOs, SMEs, Public Institutions, and international organisations managing EU-funded work packages or activities
• Newly appointed institutional LEARs, FSIGNs, or project leads navigating SyGMA and consortium-wide obligations
• Policy and impact officers managing DEC strategies and stakeholder engagement in multi-partner EU consortia

1. By the end of this course, participants will be able to:
2. Confidently navigate the post-award phase of EU-funded projects, from Grant Agreement Preparation (GAP) to project launch
3. Use the SyGMA platform to complete and update the Description of the Action (DoA) and manage key institutional roles (LEAR, LSIGN, FSIGN)
4. Design project management systems (folders, calendars, dashboards) that support audit-readiness and team efficiency
5. Develop and implement a Project Management Plan (PMP) with clear governance, risk, change, and decision-making structures
6. Build a shared quality culture through collaborative review mechanisms, deliverable acceptance criteria, and continuous improvement tools
7. Map, distribute, and track KPIs for Dissemination, Exploitation & Communication (DEC), aligned with EC expectations and SyGMA reporting
8. Plan stakeholder-specific exploitation strategies that ensure project results are used—not just delivered
9. Increase visibility of the project through professional branding, website structure, and platform-specific content planning
10. Create impactful and compliant social media campaigns using tools like Canva and editorial calendars
11. Understand GDPR and image rights in the context of online visibility and communication
12. Facilitate partner meetings with clear agendas, joint ownership, and real-time tracking of tasks and decisions
13. Understand the key differences between lump sum and action-based grant models and their implications for reporting, budgeting, and coordination
14. Design internal and external reporting workflows that balance transparency, compliance, and efficiency
15. Communicate effectively with the European Commission, including how to manage amendments and project changes
16. Apply audit-proof documentation practices across quality, coordination, and reporting activities
17. Build a 100-day post-Kick-Off roadmap for structured implementation across the consortium

Day 1: From approval to action – Setting up your project for real-world delivery
Day 1 helps you move from signature to structure: learn how to convert your grant into a fully functioning project with robust governance, collaborative management systems, and audit-ready quality plans that actually work in real-life consortia.

Day 2: From coordination to impact – Driving partner performance and strategic visibility
Day 2 dives into the heart of implementation—partner coordination, stakeholder engagement, smart reporting, and strategic visibility—ensuring your project doesn’t just deliver, but makes a difference.

FULL COURSE AGENDA

Day 1: From approval to action – Setting up your project for real-world delivery 

Day 1 helps you move from signature to structure: learn how to convert your grant into a fully functioning project with robust governance, collaborative management systems, and audit-ready quality plans that actually work in real-life consortia. 

Session 1: Your project got the green light. Now let’s talk SyGMA, GAP & DoA (09:00–10:30) 

Session description 

This session introduces the initial steps in the Grant Agreement Preparation (GAP) phase, guiding participants through the transition from a successful proposal to a fully operational Horizon Europe project. Emphasis is placed on administrative alignment, partner role assignment, and the configuration of institutional settings in the Funding & Tenders Portal. Participants will gain hands-on experience with SyGMA and learn how to avoid typical early-stage pitfalls. 

Topics covered: 

• Introduction to the post-award phase and the role of the Project Officer 

• Grant Agreement Preparation (GAP): key actions and timelines 

• How to verify and update organizational roles and access rights in the F&T Portal 

• Appointment of the LEAR and delegation of LSIGN and FSIGN roles 

• Converting the proposal into the Description of the Action (DoA): Part A & Part B 

• Preparing for Consortium Agreement (CA) negotiations: critical clauses and common blockers 

• Tips & Tricks: Common errors during GAP and CA finalization—and how to avoid them 

Workshop: SyGMA Simulation: DoA and GAP Setup 

Participants will simulate completing the Description of the Action (DoA) in SyGMA and review a fictional Consortium Agreement draft to identify critical legal and financial clauses. Practical insights will be shared on how to collaborate with institutional departments and beneficiaries  to prevent delays in GAP finalization. 

Coffee break (10:30–11:00) 

Session 2: Laying the digital foundations: tools, access & documentation flow (11:00–12:30) 

Session description 

In this session, participants will learn how to set up the foundational collaboration and data management systems that support smooth project implementation. Beyond selecting digital tools, the focus is on aligning internal institutional processes with EU requirements—especially regarding documentation, access management, and reporting alignment. The session also addresses common traps, such as poor naming conventions or reliance on private drives, which can lead to inefficiencies or audit risks. 

Topics covered: 

• Creating a digital collaboration space (e.g., Google Workspace, SharePoint, MS Teams) 

• Recommended folder structure: admin, institutional, work packages, deliverables, etc. 

• Setting up shared calendars, access rights, and team communication channels 

• Aligning internal systems with EU reporting tools: how to reconcile formats and workflows 

• Do’s and Don’ts of project management software: choosing tools that scale and comply 

• What not to store on private drives: file access risks and good practices 

• Naming conventions: how to avoid chaos after month 6 

• Setting up repositories for initial content gathering (visuals, partner data, bios, institutional logos, DEC materials) 

• Example walkthrough: how a well-organized structure looks in an EU-audited project 

Workshop: Design your team’s workspace and folder structure using a template 

Participants will use a project template to build their own digital collaboration infrastructure and define access roles. A comparison exercise will follow, showing how internal documentation (e.g., institutional budget spreadsheets) maps onto EU reporting templates (e.g., SyGMA periodic reporting formats). Audit insights and tips will be provided throughout the session, based on real Horizon Europe and Erasmus+ project experience. 

Lunch break (12:30–13:30) 

Session 3: Operational governance: Making project management plans work (13:30–15:00) 

Session description 

This session helps participants move from static documents to dynamic project governance. It focuses on how to create a Project Management Plan (PMP) that actually supports day-to-day coordination, decision-making, and conflict resolution across diverse partners. In addition to covering PMP structure and standard templates, the session explores the practical dynamics of managing distributed responsibility, behavioral risks, and escalation pathways in EU-funded consortia. 

Topics covered: 

• Key components of the Project Management Plan: what the EC expects—and what you actually need 

• Explaining and documenting the project approach: waterfall, agile, hybrid—why it matters 

• Sub-plans to include: Risk Management, Communication, Change Management 

• Defining governance structures: roles, decision-making bodies, and escalation paths 

• Practical difference between assigned roles and actual responsibilities in a multi-partner setting 

• How to define escalation mechanisms and crisis response protocols 

• Behavioral risk scenarios: managing passive resistance, delayed tasks, internal frictions 

• Standard templates: Agenda, Meeting Minutes, Risk Register, Change Request Form, Reporting templates, etc. 

• Tips & Tricks: How to create governance documents that are actually used—not just archived 

Workshop: Role Mapping and escalation in action 

Participants will use the RASCI Matrix to assign governance roles in a fictional Horizon Europe consortium. Then, they will engage in a scenario-based group simulation where a partner delays a critical task due to internal constraints. Participants will explore resolution options (e.g., reallocation, peer pressure, escalation to Steering Committee) and vote using a dot-voting method. Insights will be shared on how real escalation paths worked—or failed—in EU-funded projects. 

Coffee break (15:00–15:30) 

Session 4: Quality that scales – Managing deliverables, processes, and partner accountability  (15:30–17:00) 

Session description 

This session focuses on building a practical and collaborative quality management system for Horizon Europe projects. Rather than treating quality as a one-time coordinator responsibility, participants will learn how to embed shared accountability, standardize deliverable acceptance, and ensure peer-review mechanisms are in place. We will explore how to manage both the quality of outputs (deliverables) and the quality of project processes, distinguishing between quality assurance (QA), quality control (QC), monitoring, and evaluation. Key tools and document templates will be reviewed, including what must be prepared upfront and what can be tailored during implementation. 

Topics covered: 

• Key components of a Quality Management Plan (QMP): required and optional sections 

• Differentiating QA, QC, Monitoring, and Evaluation  

• Roles and responsibilities across QA, QC and Monitoring, and Evaluation 

• Formal vs. informal deliverable reporting: DoA outputs vs. SyGMA upload templates 

• Deliverable acceptance process: from output validation to reporting to the EC 

• Predefined vs. tailored QM tools: 

• Predefined: QMP template, deliverable report format, acceptance form, etc. 

• Tailored: stakeholder feedback tools, process-specific QA checklists, etc. 

• Techniques for quality tracking and improvement: 

• Peer reviews and collaborative evaluations across partners 

• Walkthroughs, benchmarking, and stakeholder validation 

• Iterative improvement and corrective actions (CARs) 

• Real-time monitoring dashboards  

• How to create a culture of quality ownership across the consortium 

• Kaizen-inspired team and consortium reflection practices 

• Tips & Tricks: How to build a quality culture, not a quality bottleneck. How to engage partners in shared responsibility without micromanagement 

Workshop: End-to-end quality assurance for a deliverable 

Participants will walk through the full quality assurance process for a fictional deliverable, using templates such as a peer-review calendar, deliverable acceptance checklist, and reporting form. The exercise covers how to evaluate partner submissions, document quality feedback, and prepare reports for SyGMA uploads. Real-case audit insights will be used to illustrate common issues and escalation practices. 

Day 2: From coordination to impact – Driving partner performance and strategic visibility 

Day 2 dives into the heart of implementation—partner coordination, stakeholder engagement, smart reporting, and strategic visibility—ensuring your project doesn’t just deliver, but makes a difference. 

Session 5: Strategic foundations for Dissemination, Exploitation & Communication (DEC) (09:00–10:30) 

Session description 

This session provides the strategic setup for managing Dissemination, Exploitation, and Communication (DEC) in Horizon Europe projects. Participants will learn how to design a robust, audit-ready DEC system that moves beyond checkbox obligations. Emphasis is placed on aligning stakeholder engagement, message tailoring, partner roles, and reporting formats with SyGMA templates and the EC’s multi-actor approach. Tools, objectives, and indicators will be unpacked to help participants plan and manage impact from the start. 

Topics covered: 

• Core components of a DEC Management Plan: structure, required sections, and dynamic updates 

• DEC ≠ Just social media: understanding the strategic role of communication, dissemination, and exploitation 

• Defining DEC objectives: how to set realistic and strategic communication, dissemination, and exploitation goals 

• Multi-actor engagement: involving diverse stakeholders and tailoring messages across target groups 

• Identifying stakeholder needs and mapping stakeholder value chains 

• Defining partner roles and contribution expectations for DEC activities 

• DEC KPIs: how to distribute, measure, and report them across the consortium 

• Standardized reporting aligned with SyGMA: event tables, channel overviews, DEC activity logs 

• How to track consortium contributions and synergy building over time 

• Tips & Tricks: Setting up reporting-friendly tools from Day 1 (e.g., Excel-based trackers, editable templates) 

Workshop: Building a DEC system that works 

Participants will co-create the skeleton of a DEC strategy using a simplified version of Deliverable 6.1. This includes defining stakeholder groups, drafting tailored communication objectives, distributing sample KPIs across partners, and populating DEC reporting tables. The focus is on practicality and audit-readiness from the start. 

Coffee break (10:30–11:00) 

Session 6: Activating visibility & exploitation through Powerful DEC implementation (11:00–12:30) 

Session description 

Building on the strategic foundations set in Session 5, this session focuses on activating your DEC strategy: designing impactful content, maintaining project visibility, and building a credible exploitation pathway. Participants will gain hands-on knowledge of managing digital channels, GDPR compliance, and reporting deliverables and DEC outputs in line with EC expectations. Special emphasis is placed on exploitation strategy development for key deliverables. 

Topics covered: 

• Developing your visual identity: branding, EU emblem, disclaimers, and templates 

• Creating and managing online presence: website, social media, newsletters, blogs 

• Smart content planning: tools like Canva, editorial calendars, content planning boards 

• Platform-specific formatting: how to optimize for LinkedIn, Instagram, X, etc. 

• Image rights and GDPR: how to avoid compliance pitfalls (forms, disclaimers, storage) 

• What happens when KPIs are not met: decision tree for activity adaptation (revise, reassign, rescope)  

• Differentiating between real exploitation and superficial outputs: value-driven thinking 

• Exploitation strategy: Mapping key stakeholders and their needs → Identifying exploitable deliverables → Articulating the value proposition → Designing post-project use strategies 

• Tips & Tricks: How to ensure your results don’t end up as unused PDFs 

Workshop: Exploitation-driven visibility in action 

Participants will work in groups to develop a stakeholder-specific exploitation plan using the Exploitation Strategy Canvas for a selected deliverable (e.g., policy brief, online platform, training toolkit). They will identify key stakeholders, map value propositions, define intended outcomes, and design targeted dissemination and exploitation actions. 

Lunch break (12:30–13:30) 

Session 7: Coordination that clicks – Meetings, people & partner communication (13:30–14:30) 

Session description 

This session delves into the heartbeat of EU project delivery: internal coordination and communication. While meetings are the main vessel for progress tracking and collective decision-making, successful coordination also hinges on the ability to manage interpersonal dynamics, document decisions, and handle non-responsiveness with balance. Participants will learn how to structure meaningful meetings, ensure documentation is audit-ready, and foster smooth collaboration even amidst partner turnover or conflicting priorities. 

Topics covered: 

• Types of coordination meetings: Kick-off, Monthly Status, WP Check-ins, Steering Committees 

• Designing effective meetings: timing, agenda ownership, facilitation, and shared documentation 

• Documenting decisions and tracking tasks: good practices and audit relevance 

• Real-time tools to track partner engagement and accountability: Google Forms, Notion dashboards, MS Teams activity logs 

• Internal communication channels: striking the right balance between flexibility and control 

• Managing coordination tensions: conflicting partner priorities, passive resistance, and informal blockers 

• Soft escalation vs. formal reminders: how to re-engage non-responsive partners 

• The “human side”: onboarding new staff, role transitions, and preserving continuity 

• Tips & Tricks: How to stay in control without micromanaging 

Workshop: “What Would You Do If…?” – A coordination scenarios challenge 

Participants will work in groups to tackle real-world coordination challenges from EU-funded projects—such as silent partners, missed updates, and team turnover. Through scenario-based exercises, they’ll practice response strategies, escalation paths, and documentation techniques that stand up to audit scrutiny—all using collaborative tools like shared dashboards and trackers. 

In this interactive simulation, participants work in small breakout groups to respond to real-life coordination dilemmas faced in EU-funded projects. Each group receives a scenario card describing a realistic situation involving partner disengagement, delayed updates, silent partners, or people turnover. 

Example scenarios include: 

• A WP leader hasn’t submitted updates for three months and isn’t replying to emails. 

• A new partner contact joins mid-project and is unaware of reporting protocols. 

• Two partners are in open disagreement over task responsibilities during a call. 

• You need to finalize the deliverable, but two sections are missing due to partner inaction. 

Tasks for each group: 

1. Decide what coordination channel to use (email, 1-on-1 call, Steering Committee, etc.) 
2. Choose between a soft escalation or a formal reminder, and justify the timing. 
3. Draft a brief email or MoM excerpt capturing their decision and next steps. 
4. Propose how to track accountability moving forward (e.g., Notion tracker, shared Gantt, etc.) 

Each group presents their solution in 2 minutes. The facilitator offers feedback based on real audit/red flag examples and best practices for documenting decisions and communication with the EC. 

• Organizing meetings: Kick-off, Status, Ad-hoc, In-Person… 

• Decision-making records and task tracking 

• Conflict management and coordination challenges 

• Digital collaboration tools (Google Docs, Notion, Trello, etc.) 

• Tips & Tricks: How to avoid micromanagement and still stay in control? Simulate a consortium call with conflicting agendas 

• 🛠Workshop: “What would you do if…?” group-based decision-making simulation (fictional project) 

Coffee break (15:00–15:30) 

Session 8: Navigating Reporting & Communication in EU-Funded Projects (15:30–17:30) 

Session description 

This final session helps participants master internal and external reporting duties in EU-funded projects—especially under different funding models (lump sum vs. action-based). It emphasizes coordination-focused reporting: what’s needed, what’s excessive, and how to avoid “intellectual waste.” Participants will explore tools for tracking contributions, structuring narrative reports, and communicating with the EC through the right channels. The session also addresses how to manage changes, amendments, and people turnover, ending with a structured reflection and action planning exercise.  

Topics covered: 

• Understand how lump sum and action-based grants differ in terms of reporting requirements 

• Understand how money flows within EU-funded projects based on the Grant Agreement and funding model 

• Learn what internal reports should include versus what needs to be submitted to the EC 

• Explore effective ways to track partner contributions and ensure audit readiness 

• Know when and how to document project changes for formal records 

• Master best practices for communicating with the EC through informal updates and official channels 

• Identify when an amendment is necessary and how to manage the process smoothly 

• Discover how to avoid over-reporting while still meeting accountability standards  

Workshop: 100-Day Cooradination Roadmap + Reporting Scenarios 

Participants will co-design a simple coordination and reporting calendar for the 100 days following the Kick-Off Meeting, including partner check-ins, reporting triggers, and decision checkpoints. Using real-life scenarios, they will map escalation flows for reporting missed deadlines or structural changes. Templates will include reporting trackers, amendment checklists, and a communications log format for EC interactions. 

Final Wrap-up: Lessons Learned and Readiness Check 

• Individual reflection: identify three actions to apply in your project 

• Readiness self-assessment (1–5 scale) on coordination and reporting confidence 

• Interactive Q&A: Ask Me Anything – real-life scenarios and challenges 

1. By the end of this course, participants will be able to:
2. Confidently navigate the post-award phase of EU-funded projects, from Grant Agreement Preparation (GAP) to project launch
3. Use the SyGMA platform to complete and update the Description of the Action (DoA) and manage key institutional roles (LEAR, LSIGN, FSIGN)
4. Design project management systems (folders, calendars, dashboards) that support audit-readiness and team efficiency
5. Develop and implement a Project Management Plan (PMP) with clear governance, risk, change, and decision-making structures
6. Build a shared quality culture through collaborative review mechanisms, deliverable acceptance criteria, and continuous improvement tools
7. Map, distribute, and track KPIs for Dissemination, Exploitation & Communication (DEC), aligned with EC expectations and SyGMA reporting
8. Plan stakeholder-specific exploitation strategies that ensure project results are used—not just delivered
9. Increase visibility of the project through professional branding, website structure, and platform-specific content planning
10. Create impactful and compliant social media campaigns using tools like Canva and editorial calendars
11. Understand GDPR and image rights in the context of online visibility and communication
12. Facilitate partner meetings with clear agendas, joint ownership, and real-time tracking of tasks and decisions
13. Understand the key differences between lump sum and action-based grant models and their implications for reporting, budgeting, and coordination
14. Design internal and external reporting workflows that balance transparency, compliance, and efficiency
15. Communicate effectively with the European Commission, including how to manage amendments and project changes
16. Apply audit-proof documentation practices across quality, coordination, and reporting activities
17. Build a 100-day post-Kick-Off roadmap for structured implementation across the consortium

Standard Training Package – Individual Enrollment 

2-Day Online Training (live sessions via Zoom) 

Price: €1,100 per individual (excl. VAT) 

Special offer: €990 per participant for 3+ registrations from the same institution 

Includes: 

• Full access to all 8 interactive sessions 

• Practical workbook with 10+ ready-to-use templates 

• Certificate of completion 

• Full training workbook with ready-to-use templates and checklists 

Project/Institutional-Tailored Consortium Package 

Starting from: €10,000 (excl. VAT) 

For up to 15 participants from one or multiple institutions 

Ideal for: 

• Teams preparing to launch an EU-funded project (e.g. Horizon Europe, Erasmus+, Digital Europe, etc.) 

• Ongoing projects seeking to build internal capacity for post-award delivery 

• Coordinators aiming to align roles, responsibilities, and reporting systems

Key Features: 

• Customized agenda based on your Grant Agreement, DoA, and implementation needs 

• Pre-training diagnostic meeting with the coordinator 
• Real-data workshops using your consortium materials (e.g. deliverable templates, DEC plan, SyGMA dashboard)

Can be paid: 

• by a single coordinating institution, 

• proportionally by consortium members

Dr Danijela Ćirić Lalić

Dr. Danijela Ćirić Lalić is the Chief Project Officer at the European Academy and Assistant Professor of Project Management at the University of Novi Sad, Faculty of Technical Sciences. She currently coordinates five EU-funded projects under various
instruments—including Horizon Europe, Erasmus+, and Creative Europe—covering themes such as digital transformation, sustainable development, education innovation, and capacity building.
With over a decade of hands-on experience, she has contributed to more than 50 national and international projects in partnership with institutions such as UNDP, UNIDO, and the European Commission. Her expertise spans grant agreement preparation, SyGMA system navigation, project governance, partner coordination, DEC strategies, and post-award reporting.
Dr. Ćirić Lalić holds globally recognized certifications: PMP®, PMI-ACP®, PM² Trainer, and Scrum Master. She was one of only three researchers worldwide awarded the prestigious PMI Doctoral Research Grant, affirming the relevance and impact of her research in the field.
As the designer and lead trainer of this course, she brings a distinctive blend of academic insight and real-world execution. Her sessions translate complex compliance requirements into clear, actionable steps—backed by templates, simulations, and real project data. Participants benefit from her deep understanding of how EU-funded projects truly work beyond the paperwork.
Whether it’s about turning a Grant Agreement into an implementation plan, managing high-stakes reporting, or building consortiums that deliver results, Dr. Ćirić Lalić equips professionals with the mindset and tools to lead with confidence and purpose.