Post on 14-Jan-2015
description
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Call 5 projects – Lead Partner Seminar
Monitoring of the project implementation
Anne-Séverine Lay, Eva Stare – JTS
10 September 2013, Munich
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Progress Reporting – Why?
+ Progress update on results, achievements
+ Monitoring against AF
+ Subsidy Contract (SC) art. 3
→ Only activities contained in the AF can be eligible
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Where to find information?
Programme Implementation Handbook (PIH):
Fact Sheet: + 6.10a: Progress Report
Annexes:+ PR form+ PR guidance
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When to report?
Reporting Periods (RP) are fixed in your AF / SC – PR1:
RP1: start of WP1 – 12/2013Template to LP: 31.1.2014Deadline submission PR1: 15 March 2014
PR2:RP2: 1/2014 – 6/2014
…
→ Postponement of reporting deadlines is not possible
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PR Process
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Documents to be submitted
Per e-mail to the JTS / Project Officer (PO): + Progress Report Form + Scans of all Certifications of Expenditure (CoE)
+ Contact data change file (if relevant)+ Updated monitoring tables
Per post to the JTS/ PO:+ Original CoE+ One copy of paper publications produced in large
quantity (e.g. brochures, leaflets, gadgets, posters)+ CD-ROM with deliverables
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Pro
gres
s R
epor
t For
m
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Section 1: General description
Cover page + Automatically generated
Section 1 - General information+ Executive summary: remains as in AF+ Publishable summary and material for communication – will be
uploaded to ASP website+ Publishable material -> important project outputs
Tips:+ Do not use abbreviations, technical language+ Focus on content and not on administration+ Use this section to give a general overview on project
achievements, highlight the interesting results+ Coherence between “Executive Summary” and “Publishable
summary”
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2.1 Internal transnational meetings organised by the project + Please list the partners that attended+ Please attach the minutes
2.2 Consolidation+ Are the partners contributing to the project as foreseen+ Are there any new Observers / Synergies
2.3 Participation of PP located outside the area+ Compare with sections 3.8.1, 3.8.2 and 6.3 of the AF
2.4 Changes/ difficulties regarding the Partnership+ Be transparent: report on problems so that we can try to help if
needed
Section 2: Partnership / Internal Cooperation
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3.1 Constraints and problems encountered+ Please list content related problems, delays etc. and foreseen solutions
3.2 Indicators + “Reported” refers to what has been achieved in this RP+ „Outlook” refers to the next PR+ Indicators should relate to the outputs in the WP section and should be further detailed in the monitoring table
Text box:+ Please provide explanations to the reported indicators, i.e. what is behind the figures. + Please report on deviations in comparison to the AF or to the outlook of the previous report.
Section 3: Project implementation
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Section 4: Work Packages (WP)
Overview on Work package + General overview on the WP implementation during this RP
Actions + Descriptions of implemented activities during this RP + Please indicate the PP involved, e.g. PP1, 2, 3+ Please select the status of each action
Outputs + Should be in line with AF outputs, please make reference to deliverables’ table+ Should be in line with monitoring tables
Deviations + Please explain why it occurred and how it will be caught up
Time schedule + Please put a cross “x” for each relevant monthPilot activities + not relevant for Call 5
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Section 4: Work Packages
4.2: Deliverables and Events
List of outputs / produced material+ Please refer to the PR guidance to find out what
material shall be submitted in which way
List of events+ List only public events organised by the project itself
→ Submit all deliverables on a CD-ROM using the same numbering as in table 4.2
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Section 4: Work Packages
4.3 Milestones
+ Describe project achievement towards milestones
+ Report deviations together with an explanation and the planned counter measures
4.4 Outlook
+ For each Work Package: please list the expected activities for the next reporting period.
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6.1 Report on Financial Situation+ Overall financial situation: exhaustion of funds vs. AF+ Deviations+ Level of expenditure foreseen per partner, WP or CC
6.2 EU Partners overview+ 1st table: automatically generated, received ERDF to be included + 2nd table:
– Currently reported expenses: all certifications reported in the current PR > check against CoE
– ERDF requested should not be higher than ‘ERDF share’– Corrections of previously reported expenses: only in case of errors occurred in
previous CoE – Beware: no insertion of formulas and copy-paste to be avoided
6.3 NON-EU Partners overview+ Same approach as 6.2 but in € and no CoE to be provided
Section 6: Financial Report
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7. Contact data of project management team+ Please fill in the latest contact information
8. Bank information+ Insert all requested data to process the payment
9. Check list+ Use the scroll down menu to confirm that all necessary steps
to complete the Progress Report have been accomplished
– END OF PROGRESS REPORT –
→ After closure of JTS checks LP will be asked to fill in and sign LP declaration
Sections 7(Contact), 8 (Bank), 9 (Checklist)
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Practical example: reporting outputs
Output is planned in the AF in section 4 under expected outputs of a WP
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Practical example: reporting outputs
This output has to be reported in different parts of the PR:
+ in section 4.1 Work packages under Achieved outputs of the respective WP
+ in section 4.2 in the Deliverables and events table
+ in section 3.2 in the Indicators table (if relevant)
and in monitoring tables
+ in output monitoring table
+ in indicator monitoring table
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Practical example: reporting outputs
Reporting in section 4.1 Work packages under Achieved outputs of the respective WP
TIPS:
+ use the same title of outputs as in AF through the whole PR+ quantify the output (coherence)+ mention the PPs contributing+ make reference to deliverables table, e.g. (D2)
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Practical example: reporting outputs
Reporting in section 4.2 in the Deliverables and events table
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Practical example: reporting outputs
Reporting in section 3.2 in the Indicators table (if relevant)
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Practical example: reporting outputs
Reporting in monitoring tables (indicators and outputs monitoring table)
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Where to find furtherinformation andassistance?
Thank you for your attention!
www.alpine-space.eu