IGLO - Workshop About Simplification

IGLO recently organised a workshop on the simplification of governance and reporting in Horizon Europe projects. One of the key messages from the European participants was that dialogue with users is crucial when the European Commission changes regulations and systems for funding and reporting.

The purpose of the workshop was to explore opportunities for simplifying funding and reporting arrangements within the EU’s framework program for research and innovation, Horizon Europe. The event, organized by the IGLO-offices KoWi and NorCore, brought together nearly 30 participants from all over Europe who are responsible for project portfolios and reporting within Horizon Europe. Representatives of the Commission and relevant agencies were present on the second day when the findings from the workshop were presented and discussed.

The discussions were based on a preliminary report stemming from a survey conducted by IGLO among European research managers. The findings show significant variation in perceptions of where the greatest challenges lie, and which parts of the systems for proposal evaluation, contract management, and project implementation are most in need of simplification. Nevertheless, the participants reached some common conclusions.

“Research communities have long been calling for clearer and more user-friendly regulations. It is a challenge that there are many different views on what should be simplified, and how,” says Per Inge Andresen from NTNU in Norway. He also highlights the value of gaining insight into the Commission's perspectives—particularly on the simplification of application forms and processes in general.

“The rules for financial management have changed from one framework programme to the next, and while views vary, many stakeholders have experienced a growing sense of complexity. This is exactly why meeting places that allow for direct dialogue with Commission representatives are so important,” Andresen emphasizes.

©Norcore/Karin Totland, 2025

The Lump Sum Model Central to the Discussion

One of the topics discussed at the workshop was the use of so-called lump sum grants, where funding is paid as a predefined lump sum based on the budget submitted in the proposal. Reporting is then based on completed work packages, rather than actual incurred costs. From the Commission’s perspective, the intention has been to reduce the administrative burden on recipients. “This works well for some projects, and less so for others. That’s why it was valuable to share experiences and practical advice,” Andresen notes.

Personnel costs make up by far the largest portion of the budget in most Horizon Europe projects, and it is within this area that the greatest need for simplification is being voiced. “There is a need for more flexible solutions related to various aspects of financial management. This includes, among other things, clearer guidelines on which costs should be included and how time usage should be documented,” says Hege Dysvik Høiland from the University of Bergen. She also points out that many stakeholders are asking for more integrated and unified system solutions.

Among other things discussed at the workshop were ways to simplify the application form and processes. Findings from the workshop will be synthesized into a report by the organisers at KoWi and NorCore.

The Importance of Dialogue

The Norwegian participants emphasize the significance of IGLO as a platform for dialogue with representatives from the Commission and relevant agencies. “The feedback from the Commission was generally positive. There is a shared recognition of the need for improvements. The fact that IGLO took the initiative for this workshop is important—not least because the Commission itself took part in the discussions.”

The Commission has signaled a willingness to continue the dialogue with the sector, with the aim of ensuring that changes to systems and regulations truly address the needs of users. A key message from participants was precisely this: increased user involvement is crucial for developing solutions that make it easier to follow up on projects within the framework programme.