Work package 1: Project management and coordination

Efficient project management is crucial for its successful implementation. Notranjska Regional Park has experience with leading LIFE projects and other European projects. We are familiar with the strict rules of financial and administrative management and the responsibility for executing project activities. The project manager is in charge of providing support and supervising the execution of activities by all partners and coordinating joint activities. The manager has an overview of finances, all documentation, and the schedule for the implementation of activities of all partners. Project coordinators are responsible for coordinating and executing the project activities of each partner.

Status: Task is in progress

Results:

• Partnership agreements signed;
• Agreement signed with the accounting service provider for managing the project’s cost centres;
• Co-financing agreement signed with the Ministry of the Environment and Spatial Planning;
• Participation in the European Commission’s LIFE Welcome Meeting on 3–4 October 2023;
• MILESTONE: Project team members appointed;
• DELIVERABLE: First Progress Report submitted on 28 February 2025;
• Regular communication with the Monitoring Helpdesk regarding questions, clarifications and changes.

A detailed work plan will be prepared in the beginning of the project, in which every action will be elaborated, breaking it down to separate tasks. For each task we will identify the timeframe and the project team member responsible for it. The work plan will be revised regularly.

Status: Task is in progress

Results:

• A project implementation plan was prepared and is updated on a monthly basis;
• Annual planning of the financial flow and activities envisaged for the following year;
• An established system for quarterly reporting by project partners to the coordinating beneficiary on the tasks carried out;
• An established reporting system from the Project Manager to the Director of the Notranjska Park.

Every member of the project staff is responsible for keeping an up-to-date archive of activities and tasks he/she is responsible for and is obliged to fill out the timesheet forms regularly. Monthly, all timesheets are checked and signed by the project manager or project coordinators. We will pay special attention to financial documentation.

Status: Task is in progress

Results:

• A certificate from the Financial Administration of the Republic of Slovenia (FURS) confirming the performance of non-taxable activities was obtained;
• Regular recording of working time by work package and monthly signing of attendance records by all employees;
• All costs eligible under the LIFE TRSCA project are recorded in a single consolidated table;
• Salaries of all project team members are recorded in a single consolidated table, including the preparation of annual salary calculations for employees working on the project;
• A regular quarterly financial reporting system for all project partners to the coordinating beneficiary has been established;
• On Thursday, 14 March, and Friday, 15 March 2024, the first visit of the external project monitor, Dr Mitja Kaligarič, took place at the Notranjski Regional Park. During the meeting, progress under the individual project actions was reviewed, together with explanations related to the management and financial aspects of the project. A field visit was also carried out;
• In November 2024, a report on the work carried out was submitted to the external project monitor;
• In November 2025, a report on the work carried out was submitted to the external project monitor;
• On 15 and 16 April 2026, the second regular visit of the external project monitor, Dr Mitja Kaligarič, took place at the Notranjski Regional Park. During the meeting, progress under the individual project actions was reviewed, together with explanations related to the management and financial aspects of the project. A field visit was also carried out.

In the course of the project, regular meetings of project staff are foreseen to guarantee the unhindered realization of all project objectives and the smooth performance of project actions. The Project’s steering & technical committee composed of representatives of all beneficiaries will be established.

Status: Task is in progress

Results:

We have set up regular partnership meetings to review the work we have done and agree what needs to be done in the future.

Meetings held:

• 2023.09.22._Kick-off meeting_01
• 2023.10.26._Coordination meeting_02 (online)
• 2024.02.15._Coordination meeting_03
• 2024.06.20._Coordination meeting_04 (online)
• 2024.11.07._Coordination meeting_05
• 2025.04.07._Coordination meeting_06
• 2025.07.02._Coordination meeting with UL BF_07
• 2025.07.07._Coordination meeting with ZRSVN_08
• 2025.07.21._Coordination meeting with IZRK_09
• 2025.07.23._Coordination meeting with DOPPS_10
• 2025.10.07._Coordination meeting_11
• 2026.01.28._Coordination meeting with DOPPS_12
• 2026.03.04._Coordination meeting_13
• 2026.08.07._Coordination meeting with UL BF_14