4.2 Changes in the project implementation

Project managers are expected to manage issues within the project in cooperation with their partnership. However, at some stage during the project implementation, it may become evident that changes to the original implementation plan are needed.

Changes can be divided into administrative, minor, and major changes, each with their own procedure. For guidance, please see Table 12 below, or check with your JS Desk Officer.

4.2.1. Administrative changes

These are smaller administrative changes of project information in Jems, such as contact details or partner information, such as bank account details. Lead Partners and partners are asked to follow the Jems instructions for keeping these details up-to-date. The original application remains unchanged.  

4.2.2. Minor changes

These are changes with no or only a minor impact on project spending patterns, the work plan, and the nature and quantity of project outputs and results.

Minor changes can be handled as part of the project reporting. The original application remains unchanged.

4.2.3. Major changes

These are changes with a significant impact on the project implementation, due to major changes in the project budget, the partnership, the project duration, and the nature and quantity of project outputs and results. Alternatively, these are changes that require an update of the project application. Major changes are always considered at project level, in relation to the latest approved application.

Generally, projects are expected to have a limited number of major changes in their lifetime. It is recommended to wait with major budget changes until the second half of the project lifetime, when the minor change flexibility has been used, and the project has a better picture of the remaining costs. Projects should aim to optimise their available budget, and if needed, consider transferring budget between partners inside the same funding source. 

Major changes require prior approval by the programme administration. The application in Jems will need to be updated in line with the new decision. In addition, a new Grant Letter needs to be issued in case of changes to the eligibility period, a change of Lead Partner, and changes to the allocation per funding source.

In case of a major change, the project manager must inform the Joint Secretariat Desk Officer as soon as possible. The project manager must describe the requested change together with a justification and an assessment of the impact on the project outputs and results. The Desk Officer may require the project manager to submit a revised application and/or supporting documentation, such as a partner statement, or a formal withdrawal letter (example of withdrawal letter).

Depending on the character of the change, other programme bodies such as the Managing Authority or Monitoring Committee may be involved in the change decision.

Table 12 - Overview of project changes

Project Major change example

 The project would like to allocate €46.000 to External Expertise, by reducing its Staff budget. The change is equally split between Partners 3 and 4.

Original budget

The change impacts the budget in the following way:

Staff:  -40.000 EUR (-8%)

Office & admin:   -6.000 EUR (-8%)

External expertise: +46.000 EUR (+33%)

This meets both conditions for a major budget change:

• For cost categories staff AND external expertise, the change exceeds €10.000.

• For cost category external expertise, the change exceeds 10%.

New budget