In the world of EU project management, one rule reigns supreme: if it is not documented, it did not happen. European evaluators place a massive emphasis on EU project dissemination and impact. They want to see exactly how you shared your results with the world. But for Project Managers, the reality of proving this dissemination is often a logistical nightmare.
A month before the final report is due, you send out a desperate email to your 8 partners: “Please send me all your dissemination activities!” What you get back (or IF you get…) is pure chaos: broken links, half-empty Excel spreadsheets, screenshots pasted directly into Word documents and missing attendance sheets.
The Solution: The AdminProject Dissemination Module
We built the Dissemination module in AdminProject to replace chaotic email chains with a structured, centralised procedure. It helps you record exactly when an activity was done, who was the recipient and what method was used.
Here is how you can use the module to turn a stressful reporting period into a few simple clicks.
Step 1: Logging a New Dissemination Activity
Instead of relying on Excel files, partners can log their activities directly into the system. On the main Dissemination screen, simply click Add a new activity and fill in the details. The system guides you through the necessary data points:
- The Basics (Required): Give the activity a name, select the reporting partner (Who?), choose the type of activity from a dropdown menu (How?), select the date (When?), and enter the exact number of people targeted.
- The Details: You can expand on the activity by adding the location (Where?), the reach level, and a short description.
- The Impact: Go beyond just the numbers by filling in the Target groups, the overall Impact of the activity, and any specific Feedback received from participants.
Worried about inaccurate numbers? Don’t be! Dissemination actions can be easily edited later. For example, if the number of social media interactions grows over the week, a partner can simply go back and amend the number.
Step 2: Uploading Evidence
This is the most crucial part for your EU evaluators. When logging an activity, partners must upload files that serve as evidence. This could be a screenshot of a social media post, a scanned PDF of an attendance sheet or pictures from a meeting.
By attaching these files directly to the activity log, the “proof” is permanently tied to the claim. No more digging through email attachments six months later.
Step 3: Generating the Final Report
The main purpose of recording all these activities is to generate a comprehensive report for the National Agency. AdminProject automates this easily.
In the main Dissemination view, you can switch from viewing actions one by one to viewing a summary. Here is how to pull the data:
- Click Show summary on the sidebar. This view lists every partner and the total number of their activities.
- Simply click ‘docx’ or ‘xlsx’ in the Report column to download the report for the selected partner.
- The Magic: AdminProject will instantly generate one compiled data report per partner. This document includes every logged activity, all the provided data (impact, feedback, numbers), AND it automatically compiles your recognised evidence files directly into the document!
Supported file types for auto-compilation: The system will automatically stitch jpg, gif, png, docx and pdf files into the generated report. (Note: You can attach other file types as evidence in the system, but they will not be visually compiled into the final generated document).
💡 PRO TIP for Coordinators: Please make sure to have an active document template set up for your project in AdminProject. This way, your generated EU project dissemination reports will automatically feature your project’s branding, logos and formatting, making them look incredibly professional! If you want to learn how to do it, read our recent blog post on this here!
Are you ready to ditch the endless spreadsheets and take control of your project’s impact? Log into AdminProject, head over to the Dissemination module, and start building your evidence base today!