Cross-Border Cooperation Serbia - North Macedonia, funded by the European Union

STARTING PROJECT
IMPLEMENTATION

11 STEPS FOR A SUCCESSFUL PROJECT START

Early preparation, transparency and joint commitment are key to achieving results and delivering long-term benefits to the cross-border community.

1

Study the Grant Contract

  • Read the contract immediately after signature.
  • Share obligations with the whole project team.
  • Mark key deadlines and procedures.
7

Create communication channels

  • Set up a project email group.
  • Hold regular monthly coordination meetings.
  • Use shared calendars and a central digital workspace.
2

Sign the Partnership Agreement

  • Define roles, responsibilities and decision-making rules.
  • Adapt the model template to the real partnership.
  • Keep signed copies with all partners.
Annex 1.3
8

Organise project documentation

  • Set up one filing system from the very start.
  • Separate technical and financial documents by budget line.
  • Keep both paper and digital archives ready for checks.
3

Allocate the budget

  • Distribute the budget between partners transparently.
  • Inform every partner of their allocation in writing.
  • Review spending against the Grant Contract regularly.
Annex 1.4
9

Start procurement early

  • Prepare a realistic Procurement Plan from day one.
  • Allow extra time — procedures almost always run long.
  • Draft clear ToRs and technical specifications; inform suppliers about EU rules.
Annex 1.8
4

Establish the project team

  • Nominate all team members immediately after signature.
  • Define administrative, financial and technical roles.
  • Submit one consolidated team decision and contact list.
Annex 1.2 · Annex 1.9
10

Use JTS support

  • Read the Programme Implementation Manual (PIM) carefully.
  • Contact the JTS for practical guidance — its role is advisory.
  • Final responsibility for implementation stays with beneficiaries.
5

Develop monitoring tools

  • Track activities and achievements monthly.
  • Monitor budget execution per budget line.
  • Identify risks early and document corrective actions.
Annex 1.5 · Annex 1.6
11

Prepare Communication & Visibility Plan

  • Develop the plan from day one of implementation.
  • Display the Programme logo and EU emblem correctly.
  • Follow EU visibility rules and inform target groups throughout.
Annex 1.7
6

Plan reporting

  • Prepare an internal reporting calendar.
  • Collect supporting documents continuously, not at the end.
  • Share draft reports with co-beneficiaries before submission.
Documents to be submitted to the CA/IBFM within the first month, following consultation with the JTS
1

Decision on the project team

(Annex 1.2)
2

Partnership Agreement

(Annex 1.3)
3

Budget allocation between partners

(Annex 1.4)
4

Communication & Visibility Plan

(Annex 1.7)
5

Procurement Plan

(Annex 1.8)
6

Project team contact list

(Annex 1.9)
7

Sustainability Declaration

(Annex 1.10)