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  • Project management: 5 tips for R&D projects execution to secure European funding

    by Jason Lakkiss, Alberto Vallejo & Alba Saldaña | Jul 29, 2022 | Reading time: 4 minutes | Blog


    When taking innovative and disruptive projects to reality, the whole project lifecycle becomes a complex and lengthy process. To fit all our initiative’s expectations, Project Management plays an essential role in meeting all your business needs and obligations. 

    We asked Jason Lakkiss and Alberto Vallejo, from our expert Project Management EU team to give you 5 tips to help you avoid common mistakes and ensure your project achieves everything it aspires. What should you do with your R&D project? How do we make it easier for you at Evolution? More information below!


    1. Stay on top of your expenses

    This is the most common mistake we encounter when working with clients. Suppose you fail to keep track of your expenses and records relevant to specific cost categories from day 1. In this instance, you will most certainly run into some issues later during the reporting phase.


    2. Change in Project Scope

    If there is a change in the scope of the project and/or in a description of a task linked to a work package that is contained in the grant agreement, the beneficiary should communicate this to the Project Officer immediately to avoid answering clarifications from the European Commission during the reporting phase. The project officer may advise if the change is significant to submit an amendment to the Grant.

    3. Change of Subcontractor

    Talking about important changes on your project, if there is a modification of the subcontractor, the beneficiary should communicate this to the Project Officer immediately and explain how it will meet the “best value for money principle” to avoid clarifications from the European Commission during the reporting phase. It usually involves an amendment to the Grant.


    4. Equipment costs


    Concerning the depreciation of equipment, a client must consider the following and calculate according to the following principles:

    • The purchase price of the equipment must be allocated on a systematic basis over its useful life (i.e. the period during which the equipment is expected to be usable). If the equipment’s useful life is more than a year, the beneficiary can not charge the total cost of the item in a single year.
    • Depreciated equipment costs can not exceed the purchase price. 
    • Devaluation can not be spread over a period longer than the equipment’s useful life.

    5. Prioritise the Audit Report (CFS)


    It’s essential to plan and prioritise well to avoid delays in receiving the final payment or answering further clarifications from the European Commission regarding errors.


    Bonus track: Evolution’s Project Management services


    At Evolution, our Project Management department seeks to guide and accompany our clients throughout the process to help them obtain the most favourable results.

    How? From the initial Kick-off Meeting that follows the post-grant signature, we use that opportunity to explain exactly how to prevent running into various financial complications regarding claiming expenses. In addition, we also inform our clients of the importance of communicating essential changes to avoid difficulties in later addressing the content within the technical report or cost justification.

    We invite you to experience for yourself first-hand our continuous expert guidance and support services to optimise your project results. 

    Interested? If so, reach out to us today and let’s talk!