Changes in project implementation

Projects might meet challenges that require adjustments. The programme has divided changes into minor and major changes depending on their impact of the project set-up. When you foresee a change of some sort, and you are uncertain whether it will be considered a minor or a major change, you are always welcome to check this beforehand with the MA/JS. Project managers should in those cases describe the change together with a justification and an assessment of the impact on the project implementation and outputs.

Minor changes are adjustments that do not have a significant impact on project implementation. Projects shall inform the JS about the minor changes, e.g. via progress reports.

These changes do not require prior approval by the MA/JS:
Administrative changes, such as:

  • Change of contact persons and addresses
  • Minor administrative changes such as reporting periods and dates for submitting the payment applications and progress-/final reports.
  • Change of the bank account of the LP
  • Pure name changes of a partner (a change of partner is considered a major change as well as a total withdrawal of a partner).
  • Minor adjustments in the work plan like a change of format of an activity, timeline for one or more activities, involvement of partners in a work package or activity (not the planned approach, nature and use of the outputs which are considered major changes)

Minor budget changes:

  • Budget flexibility between cost categories concerns the total EU-budget and the total Norwegian budget separately. Lead partners (EU and Norway) must therefore carefully follow up the budget on the project level in EU and Norway respectively in every progress report. Overspending one or more cost categories in the total budget by 20% or EUR 10 000, whichever is higher, is considered a minor change and does not need a change decision. However, projects cannot exceed the total project budget or change the nature and use of planned purchases and outputs.
  • In case of overspending of a partner budget, this must be made in agreement with other partners, e.g some of the other partners must in such case underspend their part of the budget.
  • In case of budget changes between partners, make sure that the national co-financing (own or external) is not affected (if the financing is affected – see budget changes concerning the financing plan which must be handled via a change in the grant decision).
  • No budget changes are possible in lump sum projects and projects using the 40%-method.

Major changes are more complex adjustments that can have an impact (negative or positive) on the planned outputs and/or solutions, the partnership or the project budget. In such cases, the MA/JS has to be informed about the planned change via an application for change submitted as a completion document in Min ansökan. The change shall be described and motivated in the application for change. The Joint Secretariat will assess the change request and make a proposal for a changed decision for the Managing Authority, or if necessary, the Steering Committee. After approval of the change, the MA will issue a new grant decision, which will form the basis for future reporting.

The following changes are generally considered to be major:

  • Budget changes concerning costs, and which are not covered by the budget flexibility described as a minor change.
  • Budget changes concerning the financing plan such as change of financiers, whether it be a change from external to own financing or from one external to another external financier.
  • Changes in the partnership such as total withdrawal of project partner /Lead partner or a change of project partner / Lead partner.
  • Implementation changes with a major impact on the work plan, the project outputs, results and/or indicators.
  • An extension of the eligibility period.

Programme manual