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. Generally, projects are expected to have a limited number of major changes in their lifetime.
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
Type | Administrative Changes | Minor Changes | Major Changes |
Action | To be updated in Jems by project | To be included in project report by LP | To be updated in application and/ or Grant Letter by programme administration |
Budget | - |
|
|
Partnership |
| -
|
|
Implementation plan, including outputs and results | - |
|
|