In our earlier article, we already wrote about how you can avoid the pitfalls of the EPTK system when preparing maintenance reports.
Now we’ll go further: let’s see why the maintenance period is so dangerous, and how you can get through it without penalties!
The biggest misconception: the project ends after the final report
Many think that once the final report is submitted, the project is over and there are no further obligations. This is a huge mistake. The obligations of the maintenance period are just as important as those of the implementation phase. If you fail to comply, you could easily lose everything you worked for over the years.
What are your obligations during the maintenance period?
Your Grant Agreement or Funding Document specifies the exact expectations. These may differ depending on the call, but some typical commitments include:
- operating and maintaining the project at the designated location,
- business utilization and generating revenue from the project’s results,
- dissemination: publications, conferences, participation in professional forums,
- maintaining staff levels,
- committing to research and development expenditures.
Ignoring even a single obligation can have serious consequences.
What to watch out for to survive?
The most important thing is never to leave preparation to the last minute: even during the project itself, it is worth mapping out exactly what your maintenance obligations will be. Just as essential is preparing dissemination in advance, get in touch early with exhibition organizers, editors of professional journals, or conference organizers, so you won’t have to rush later to fulfill these commitments. Within the company, assign clear responsibilities for different tasks: someone for writing publications, someone for liaising with partners, and someone for compiling the required documentation. In addition, don’t forget about ongoing communication, not only with your project manager but also with the authority managing your grant.
Conclusion: maintenance is not optional!
Complying with maintenance reports and obligations is not just administrative red tape, it is the key to keeping your funding. If you are not careful, you risk losing not only the grant itself but also your company’s reputation and stability.
Don’t fall into the biggest trap: don’t think everything ends with the final report. The project only truly closes once you have successfully completed the maintenance period as well!