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European planning is the methodological and technical process that leads to the conception, elaboration, presentation and subsequent management of a project proposal aimed at obtaining funding from the European Union (EU).
In simpler terms, it is the art and science of transforming an innovative idea or a response to a specific need into a formally structured project, consistent with EU policies and priorities, and then submitting it to European funding calls.
A EU project manager must master these skills:
- Analysis: Understanding European policies and priorities.
- Writing: Drafting clearly, precisely, and persuasively, adhering to guidelines.
- Networking: Knowing how to build and manage effective partnerships.
- Management: Ability to manage budget, time and reporting.
Opportunity Identification (Before Writing)
- Needs Analysis and Ideas:
- Clearly define the problem your project wants to solve or the innovation you want to introduce.
- Assess your operational capacity (human, financial, technical resources) to implement the project.
- Identification of the Funding Program:
- European funds are disbursed through various programs (e.g. Horizon Europe for research, Erasmus+ for education, regionally managed European Structural and Investment Funds (ESIF ), etc.).
- You need to find the Priority Axis and the Call for Proposals (call) that is most consistent with your idea. Consistency is key.
- Careful Reading of Official Documentation:
- Each call has a package of fundamental documents: the Work Programme, the Call Document, and the Guide for Applicants.
- These specify: objectives of the call, eligible beneficiaries, eligible activities, evaluation criteria and available budget.
Writing and Project Development (The Proposal)
At this stage, the idea is transformed into a formal document.
- Partnership Building (Consortium):
- Most programmes require the participation of international partners from different Member States or Associated Countries.
- Choose partners with complementary skills, necessary to achieve the objectives and with proven experience.
- Logical Structure of the Project:
- Objectives: Define the General Objectives (long-term impact) and the Specific Objectives (measurable results of the project).
- Work Packages (WP): Break down work into logical, sequential packages, assigning each a leader and a budget.
- Outputs and Impact: Specifies the concrete results that the project will produce (e.g. software, training, report) and how these will contribute to the objectives of the EU.
- Methodology: Describe how activities will be implemented and risks managed.
- Budgeting:
- The budget must be consistent with the activities and eligible (only costs foreseen and accepted by the call).
- Direct costs (personnel, travel, equipment) and indirect costs (lump sums) are calculated.
Evaluation and Management (After Submission)
- Submission: The proposal is uploaded and submitted electronically through dedicated portals (e.g. Funding & Tenders Portal for centralised programmes).
- Evaluation: External (independent) experts evaluate the proposal based on pre-established criteria (e.g. excellence, impact, quality and implementation).
- Negotiation: If the project is selected, a negotiation phase is initiated with the European Commission or the Managing Authority (to refine the details).
- Initialization: Once the Grant Agreement has been signed, the implementation of the project begins, which requires constant monitoring of activities and expenses and periodic reporting (technical and financial) to the Commission.
For this reason, our PROJECT MANAGEMENT OFFICE can support you throughout the entire process of project creation and reporting. Learn more on the dedicated page or contact us.
