EUI-IA project lifespan consist of 4 phases illustrated also on the graph below (Figure 2):
- Project Preparation (covered by a lump sum) comprises all activities related to the elaboration of the project application and ends with the approval of the project for funding by the EUI Authorities.
- Project Initiation Phase (covered by a lump sum) lasts 6 months and it starts after the project’s official approval. It is disconnected from the Implementation phase, conducted before the official start of the project implementation and dedicated solely to the project readiness check (including ex-ante audit), as well as for the project management activities to create the conditions for a smooth start and implementation of project activities (see Chapter 4 “Initiation Phase and Contracting” for the details).
- Project Implementation phase lasts 3,5 years; it starts after the project’s successful completion of the Initiation Phase (project start date indicated in the Subsidy Contract) and lasts until the approved project implementation end date.
Please note, that there are certain differences regarding the length of the project Work Packages implemented during the Implementation phase:
- “Horizontal” Work Packages: Project Management, Monitoring and Evaluation, as well as Communication and Capitalisation last for the entire period of the Implementation phase (3,5 years). It is expected that during the last 6 months of the Implementation phase (after piloting of the innovative solution, i.e. implementation of the Thematic Work Packages, is completed) “horizontal” Work Packages will be focused on: summarising and evaluating project activities; preparing project conclusions; further communicating, disseminating and capitalising on project’s results and lessons learnt; preparing the legacy of the project by reflecting on prospects to continue and upscale the tested solutions proved to be successful once the EUI funding is over, adapting tested innovative solution in the Transfer Partners’ cities and its further replication across Europe; as well as on the final reporting (for more details see Chapter 2.2 “Project Work Plan”).
- Thematic Work Packages can last up to a maximum of 3 years and should end 6 months before the Implementation phase end date, in order to – as presented above – allow for a proper evaluation of the project implementation and experimented innovative solution towards the achievement of objectives and expected results, foster transfer activities and further capitalise on the project’s achievements. The evaluation of the performance of the project and the tested innovative solution is crucial for allowing the scale up in the project’s urban area and the replicability in further cities across Europe, therefore a 6-month period after the experimentation should be dedicated to evaluation activities.
- Transfer Work Package starts the latest 12 months after the project start date and lasts until the end of the Implementation phase. The start of this Work Package should be decided by the MUA and the Transfer Partners after analysing the most feasible and beneficial moment to launch the cooperation. It should allow Transfer Partners to become involved at the most opportune moment already during the initial stages of implementation of a project.
In justified circumstances, projects can request up to 6 months of extension – see Chapter 6.2 “Project changes” for details. Extension can be requested regarding the implementation of any Work Package at any stage of their implementation, but it will be granted only in duly justified cases clearly supporting implementation, evaluation or transfer of the innovative solution.
- Administrative Closure phase (covered by a lump sum) lasts 3 months and is related to all administrative activities taking place after the Implementation phase in to close the project and obtain validation of the narrative and financial reporting documents. Please note that it is expected that during this phase, EUI-IA project representative(s) are still available to take part in the knowledge capitalisation and dissemination activities initiated by the Permanent Secretariat (for more details please see Chapter 8 “Project Communication and Capitalisation”).
Figure 2. EUI-IA project lifespan