-epfjsa ‘iriSptanawe om Project Management Guide/Check list Step Actions ‘By whom Contract award and signature phase Contract received from| the client, Contract to be signed by Eptisa’s authorised person depending on the contract value Contract to be checked especially the Special Conditions stipulations regarding the start date of the project implementation (either when the contract is signed by both parties in which case the date of Eptisa signature should depend on the availability of the experts to mobilise or an administrative order needs to be issued in which case the date should be agreed with the client and the beneficiary) ‘One copy of the contract to be retained by Eptisa, others) to be sent back to the client Project opening sheet (Hoya de Opertura) to prepared, signed and sent to Madrid Update the status of the project in CRM PD/PA ‘Advance payment Check the payment schedule in the Special Conditions Advance payment invoice to be prepared Bank Guarantee to be obtained according to the template provided in the tender dossiers Both to be sent to the client PD/PA/Madrid Internal documentation ‘Overview budget table to be prepared in line with the internal budget Project's folder with all sub-folders to be opened on the server Hard copy folders to be established for approvals, contracts... PD/PA Mobili experts Contracts to be prepared for all KEs on the basis of the pre- agreements Travel and accident insurance to be obtained Temporary accommodation to be secured PD/PA Project's logistics Start recruitment of the support staff Office premises to be secured Opening of the project’s bank account (applicable for projects out of Serbia) Registration of the project with relevant tax authority Purchase of the necessary equipment and furniture PO/TLY Contacts Contact with the client and the beneficiary to be established and kick off meeting scheduled PD Inception phase Experts arrival ‘Meeting with the TL, internal procedures and finances to be discussed Meeting with all KES Make sure that they are aware of the ToR and Technical Proposal Support staff recruitment procedure to be completed PD-ep&sa ‘aes coh Kick off meeting ‘* Presentation of the team All issues from the ToR that need clarifications to be identified and clarified PD/TL ‘Work plan, resources, milestones ‘© Updating/revision of the work plan from the technical proposal ‘* Allocation of the available resources against the activities identified in the ToR © Preparation of a calendar with all major project’s milestones such as reporting and delivery of outputs TL NKEs © Identification of NKEs needs in line with the TOR and technical proposal ‘© Preparation of ToR for each position, check by Eptisa and submission to the client for its approval * Publication of an advertisement as well as consultation with Eptisa experts’ database ‘© Recruitment procedure i.e. interviews and selection panel report preparation «Submission of the selection panel report to the client for its approval + Upon client’s approval preparation of contracts; travel insurance necessary for international staff TUKEs/ PD/PA/OM. ‘© Preparation of IE detail budget breakdown in line with the ToR and project's needs «Submission to the client for its approval TuOM lity material (business cards, signatures, memo, leaflets, web) and web design requirements to be identified '* Three offers to be obtained for the items which preparation needs outsourcing © Material to be checked and approved by Eptisa Approval to be obtained from the client TUYOM/PA Inception report '* Preparation of the inception report on the basis of the template provided by the client and/or by Eptisa © Checked and approved by Eptisa ‘* Submission to the client within the deadline prescribed by the TOR TUKES/PD ‘Steering Comi ‘© Assist the beneficiary and the client in identifying the members of the SC of Project documentation © Project database to be established on project server © Hard copy folders to be established ‘© AILCD and IE invoices to be recorded and transferred to Eptisa on a monthly basis © Timesheet template to be agreed with the client, beneficiary and client signature to be obtained on a monthly basis OM/PA Project implementation after the inception phase Project reports and outputs ‘* Preparation of the reports (monthly, quarterly or half year, In accordance with the ToR) © Checked and approved by Eptisa © Submission to the client within the deadline prescribed by the TOR TL, KEs, PDepisa Preparation of other project outputs identified in the TOR Quality control by Eptisa Presentation to the beneficiary/SC and their recommendation for approval Submission to the client for its approval internal project monitoring Monitoring on a monthly basis of the work plan achievements and spending of resources If necessary their regular updating ‘Supervising the performance (activities performed and results achieved) of KEs and NKEs (including quality control Of the mission reports) TL PD Project finances Project accounts to be updated on a monthly basis Project financial needs both for CD and IE to be prepared in advance on a monthly basis and submitted to Eptisa Preparation of all documentation (timesheets, IE invoices) for expenditure verification Expenditure verification file to be sent to Madrid for auditors on a half year basis, Interim invoice to be sent to the client PA/OM/PD Contract management/Addendum Identification of the possible needs for the main contract addendum Preparation of the request, new budget Submission for informal opinion of the client Submission of the official request Signature of the addendum by Eptisa Update the Project opening sheet as well project overview table PD/PA/TL Final phase Reporting Final report to be prepared Checked and approved by Eptisa Delivered to the client in accordance with the contract (draft, ‘one month before the end of the project, final version with the final invoice) TU/PD Finances Final expenditure verification done Final invoice submitted to the client Bank guarantee returned by the client Project bank account closed (applicable for the projects out of Serbia) PD/PA/Madrid Jom ‘Closure Certificate letter obtained from the client Project office closed D/O PD — Project Director PA Project Assistant (Eptisa) TL-Team Leader KEs ~ Key Experts KES ~ Non Key Experts OM - Office Manager (Project office) Madrid - Eptisa Headquarters