Objectives

WP will build on WP3 and aim to deliver the documents required for the Step-1 ERIC application. Board of Governmental Representatives (BGR) meetings will be organized to ensure proper progress and level of commitment of the member states as work on the documents progresses. The work will include the development of a sound and robust financial plan, ready for approval by the BGR together with the ERIC application documents, as well as the development of human capacities and to ensure the financial stability of EIRENE in long run.

Tasks (months 19-36)

T4.1 Finalization of the legal framework including implementing rules and policies (Task leader: X-Officio, partners all)
Relying on the deliverables from EIRENE PPP and based on the outcomes of T3.1, T3.2 and T3.3., the work in this WP will focus on the implementing rules and any missing documents that are required for the Step-1 application. The statutes will continue to be developed together with the BGR and will be brought for the BGR’s consultation and possible approval. Second set of documents (D4.1, M30) ready to be presented to the BGR for consultation and, as applicable, with other relevant stakeholders. These documents will be essential for EIRENE ERIC operation and will allow for its effective and legally compliant management. The suit of documents includes the procurement rules, employment policy, finalized set of KPIs to monitor the EIRENE’s performance, HR plan as well as the RoP and/or ToR for the EIRENE ERIC bodies. X-Officio will coordinate the task and together with the MU will ensure the legal framework will be prepared and ready to be implemented in cooperation with all partners.

T4.2 Developing of human resources in EIRENE (Task leader: X-Officio)
T4.2 will define among others, the Human capacities development plan (D4.2, M30). This task should contribute to its implementation, namely to the development of human capacities, the knowledge and skills of EIRENE staff. This will include the development and implementation of staff mobility schemes, training programs, and support of continuous development and education of EIRENE staff. The plan will be formally developed by X-Officio identifying managerial needs, while MU will analyze the professional needs for ERIC.

T4.3 Finalising long-term financial plan of EIRENE and EIRENE-ERIC (Task leader: MU, partners all)
Based on the feedback of partners and in particular the BGR, the Financial plan of EIRENE ERIC will be developed and submitted for the approval of the BGR (D4.3, M30). The interim model will be upgraded to include the modelling of different scenarios (based on the certainty level) and include also the modeling of risks. The model will be developed for 5 years, being the period for which the national contributions are usually approved and assigned. The model will be continuously improved and used as the key tool for financial management of EIRENE. The model will allow the analysis of different financial and capacity scenarios and potential changes in the size, scope and strategies of EIRENE and will facilitate the drafting of Annex 2 (members contributions) of the Statutes. MU will develop the financial plan based on ERIC structure, X-Officio will support it and provide feedback based on experiences of ither RIs to meet the formal criteria and procedures. All partners will feed the data and principles of national funding.

T4.4 Ensuring EIRENE’s sustainability in long-run (Task leader: MU, partners all)
The task will be dedicated to gaining the support of the BGR and national representatives, partners and funding bodies and to define the principles and processes of periodic validation of EIRENE activities, both on central level and of all the EIRENE Hubs and Nodes. The capacities of monitoring tools developed in WP3 will be utilized. The meetings of BGR will be supported and ensured by the project coordinator and will be held at least twice a year. Each BGR meeting will be followed by meeting minutes and list of tasks. MU will update the business plan and coordinate national and international efforts to ensure sustainability. X-Officio will support EIRENE at the BGR meetings where all the partners participate and support the delegates.

T4.5 Managing the implementation risks (Task leader: MU, partners all)
The risk registry developed in EIRENE PPP project will be updated and will be used as the input for the risk management strategy and for developing the EIRENE Contingency plan (Del 4.4, M24). The risks registry will be continuously updated to be used as the input for the financial plan. MU will update the risk registry, develop the contingency plan, ensure its inclusion into the Financial plan. X-Officio will analyse namely the financial, political, organisational and managerial risk. All partners contribute with relevant observations to risks to be considered.