This page separates the funding programme from the project that an organisation runs. The Department sets the call, awards the funding and controls the public money. Each successful application creates a time-limited Operational Group for one project. Vedomia calls the body holding that group together an Operational Group Coordinating Organisation. Official notices may instead say lead applicant, lead partner or that the group is led by the organisation. It coordinates one project; it does not own or operate EIP-AGRI nationally. The call documents and grant agreement remain the authority for the exact conditions.
Who this process map is for
These organisations can have very different legal forms, but they carry the same central burden: turn several partners into one deliverable project and one reportable record. The examples below are publicly named in official Irish award or launch notices. They are examples, not an exhaustive register, and this shared map does not claim that their internal procedures are identical.
The lead organisation keeps one joined record while the project is running. Progress reports, payment reports, the final report, audit questions and public explanations can then reuse verified facts instead of rebuilding the project from scattered files and inboxes.
Every level here can be asked for its own process map. That is the point of yours.
The route below keeps delivery and reporting together. Each step names one accountable actor, the expected output, the record that should exist and the control to check. “Call-dependent” means the current call or grant agreement must be verified before anyone relies on the detail.
| Step | Accountable actor | Expected output | Evidence | Control point | Requirement |
|---|---|---|---|---|---|
| 1. Accept the Award and Fix the Contract Baseline | Coordinating Organisation — Authorised Signatory | Signed grant agreement and one controlled baseline | Signed grant agreement | The coordinating organisation confirms the authorised version, eligible start arrangements and any condition that must be met before activity or spending begins. | call-dependent |
| 2. Turn the Agreement into an Obligations Register | Coordinating Organisation — Programme Manager | Live register of obligations, deadlines, evidence and approvals | Obligations register | Nothing is labelled fixed unless it traces to the agreement or current programme documents; project choices remain identified as internal choices. | call-dependent |
| 3. Establish Operational Group Governance | Operational Group Chair / Coordinating Organisation | Agreed governance, decision, conflict and escalation arrangements | Partnership agreement | Internal procedures and decision-making are transparent and conflicts of interest are actively managed. | fixed principle; details call-dependent |
| 4. Onboard Partners, Staff and Participants | Coordinating Organisation — Programme Manager | People, roles, access, eligibility and record duties confirmed | Partner onboarding record | Partner, staff and participant arrangements follow the agreement, data-protection duties and any applicable eligibility or payment conditions. | call-dependent |
| 5. Build One Delivery, Budget and Evidence Plan | Coordinating Organisation — Programme and Finance Leads | Controlled workplan linking activities, people, budget and proof | Controlled delivery plan | The working plan reconciles to the awarded scope and budget; changes are not silently treated as approved. | call-dependent |
| 6. Convene Decisions and Control Project Changes | Operational Group / Coordinating Organisation | Traceable decisions, actions, risks and approved changes | Decision and change log | The Operational Group makes internal decisions transparently; contractual changes use the approval route in the grant agreement. | call-dependent |
| 7. Coordinate Trials, Activities and Partner Delivery | Partners / Work Package Leads | Completed activities with contemporaneous delivery records | Activity evidence pack | Activities, participation, methods and outputs follow the approved plan or a documented authorised change. | call-dependent |
| 8. Reconcile Costs, Procurement and Participant Payments | Coordinating Organisation — Finance Lead | Eligible costs and payments reconciled to activity and budget | Reconciled cost register | Eligibility, procurement, payment and partner-claim conditions are checked against the applicable agreement before inclusion in a claim. | call-dependent |
| 9. Maintain the Live Evidence Index | Coordinating Organisation — Programme Manager | One evidence index joining delivery, finance, results and obligations | Live evidence index | The index identifies missing, draft and accepted evidence honestly; the presence of a file is not treated as proof that a condition was met. | call-dependent |
| 10. Prepare and Submit Progress and Payment Reports | Coordinating Organisation — Programme Manager | Approved report or payment claim supported by the live record | Submitted progress report | The authorised version is complete, internally approved, submitted by the required date and retained with acknowledgements and follow-up correspondence. | call-dependent |
| 11. Monitor Results and Share Practice Knowledge | Monitoring and Communications Leads | Credible results, learning and practice knowledge shared beyond the group | Results and learning log | Claims remain proportionate to the evidence, and required plans and results are disseminated through the applicable national and EU routes. | fixed principle; format and timing call-dependent |
| 12. Close the Project and Hand Over the Audit Trail | Coordinating Organisation — Programme Manager | Accepted final report, resolved conditions and retained project record | Accepted closure record | Final outputs, expenditure, dissemination and open conditions are reconciled before the record is closed. | call-dependent |
Read against the source on 2026-09-07. This is the human-reviewed version.
Independent process overview based on publicly available information. It is not official guidance and is not endorsed by the European Union, the Department of Agriculture, Food and the Marine, the National CAP Network or any programme delivery body. Requirements may vary by call and project. Users must verify current conditions against the applicable programme documents and grant agreement.