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To deliver EU-funded project obligations (deliverables, milestones, reporting) on time, with clear internal ownership, and without disrupting core platform work.

Alexander Eklöf — Stakeholder & EU Projects Management

This process starts at the beginning of each active EU project reporting period, or when a new deliverable milestone is due within the next 60 days.

1. Deliverable mapping — At the start of each project period (or quarter), Ksenija maps all upcoming deliverables and milestones into OpenProject. Each deliverable becomes a task with: title, due date, assigned contributor(s), and project code. \\Tool: OpenProject
2. Contributor assignment — For each deliverable requiring input from Predrag, Peter, or Alexander, Ksenija assigns the task in OpenProject and notifies via Matrix (#eu-projects channel). \\Tool: OpenProject, Matrix
3. Weekly status check — Each Monday (before the L10 meeting), Ksenija updates the EU project deliverables on track (%) Scorecard metric in OpenProject. Any deliverable at risk goes on the Issues List. \\Tool: OpenProject
4. Deliverable drafted — The assigned contributor produces the deliverable content. Format follows the project consortium's template. Stored in the project folder in Nextcloud under /EU Projects/[Project Name]/Deliverables/. \\Tool: Nextcloud, relevant EU project template
5. Internal review — Alexander reviews the draft for completeness and compliance with the grant agreement requirements. Predrag reviews for strategic alignment if the deliverable is public-facing. \\Tool: Nextcloud
6. Consortium review — Draft shared with consortium partners via the project's communication channel (email or project platform) for partner review and input. Incorporate feedback. \\Tool: Email / project consortium platform
7. Submission — Final deliverable submitted via the EU project portal (e.g., PPMI, Funding & Tenders) by the due date. Ksenija confirms submission and saves the submission confirmation in Nextcloud. \\Tool: EU project portal, Nextcloud
8. Milestone reported — Alexander marks the task as complete in OpenProject and updates the project tracker. Notifies Predrag for financial/reporting records if the milestone triggers a payment. \\Tool: OpenProject
9. Financial claim (if applicable) — If the milestone triggers a payment claim, Predrag prepares the financial report in coordination with the project's financial controller and submits via the portal. \\Tool: Dolibarr (time tracking), EU project portal

The process is complete when:

• The deliverable is submitted and confirmed in the EU project portal
• The task is marked complete in OpenProject
• The deliverable is archived in Nextcloud
• Any triggered payment claim is submitted

• OpenProject — deliverable tracking, milestone management, Scorecard metric source
• Nextcloud — document storage and internal review
• Matrix — internal coordination (#eu-projects channel)
• EU project portal — formal submission (varies by project: Funding & Tenders, PPMI, etc.)
• Dolibarr — time tracking for financial reporting
• Email — consortium partner communication

Update this table when projects are added or completed.

• Confidential deliverables: Some deliverables are marked confidential in the grant agreement. Store these in a restricted Nextcloud folder; do not publish publicly.
• Platform deliverables: When a deliverable requires a specific platform feature (e.g., OSCRAT incident module), coordinate with Peter to ensure the feature is on the roadmap as a Rock.
• Consortium conflicts: Any disagreement with consortium partners on deliverable scope or content goes on the Issues List and is raised with Predrag.

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