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	-	Minor budget changes between cost categories within the flexibility: 10% or 10.000 EUR per cost category on project level, whichever is the highest amount. Minor deviations from spending targets Change of external partner contribution source	Major budget changes between cost categories beyond the flexibility: 10% or 10.000 EUR per cost category on project level, whichever is the highest amount. Budget transfers between project partners. Note: Transferring budgets between partners in different funding sources is not permissible.
Partnership	Change of project management contact details (project manager, project communication officer, etc.) Administrative changes of partner details, e.g. bank details, location of documents.	-	Partner changes, including mergers or changes of the partner organisation’s setup. Partner withdrawals
Implementation plan, including outputs and results	-	Minor deviations from the work plan Minor deviations from indicator targets	An extension of the eligibility period. Major implementation changes, significantly affecting the work plan, and the quantity and nature of outputs and results