Activity Reporting Lead Partner Seminar 20 th January 2011, Friars Carse Hotel, Dumfries, Scotland...

Activity Reporting

Lead Partner Seminar20th January 2011, Friars Carse Hotel, Dumfries, Scotland

Rachel Burn

Project Partner

1. Statement of Expenditure

+ Partner Activity Report

3. Certificate of Expenditure + FLC checklist

+ Transaction List+ Partner Activity

Report

12. Share of Grant

First Level Controller

2. First level control

Certificate of Expenditure +FLC checklist

Lead Partner

4. Progress Report: Project Claim + Certificates of Expenditure +

FLC checklists + Activity Report +

Promotional materials

10. Receipt of Grant

11. Distribution of Grant

Programme Secretariat

5. Assessment Activity Report

Managing Authority

6. Compilation check Progress

Report

7. Decision of Payment

Certifying Authority

8. Final payment check

9. Payment + notification

Activity Report in the Progress Report lifecycle

Why to Report?

Projects are monitored by: The PMC, MA, and Secretariat Reporting ensures continous measurement and quantification of project outputs Reporting allows for cross checking between the project application/ decision and it’s

implementation Reporting helps facilitate project goals reaching the wider public

Activity Report Template

Available on www.northernperiphery.eu

10 Sections: General information Project Activities and Performance Project Indicators Project Financial Information Analysis of Project Activity and

Outcomes Performance Project Management and

Partnership Dynamics NPP Horizontal Principles Project Communication Other changes (partnership, target

area, other) Additional information

http://www.northernperiphery.eu/

Section 1: General Information

Report number and period Project title Acronym and Duration Priority


Target area/ location of operation Partnership information

Based on the information from the application

Note: Changes need prior approval by the Secretariat Lead partner’s written request

to Programme Secretariat by mail


Executive summary Overall description of project

implementation process Status of development of

products and services (outcomes so far, compared with objectives set out in application)

Will be used for wider dissemination

Section 2: Project Activities and Performance

Project activities Overall description of activities so

far Highlights of most important

activities for project implementation progress

Links between Work Packages


Information taken from the application

Description of each project work package

Activities as planned in the activity plan in the approved application

Results to date


Change of activities in comparison to approved application Any activity changes need pre-

approval by Secretariat Justification of the change and

impact on implementation of project

1 request for change per year

Section 3: Indicators

General indicators based on indicators outlined in application and decision (reporting should be accumulative)

Indication of university involvement, Technology institutes and SMEs should be ‘ticked or crossed’.

Equal opportunity indicators based on indicators outlines in the application and decision (reporting should be accumulative)

Involvement of Small & Medium Sized Enterprises (SMEs) based on numbers outlined in application and decision.


Priority 1 or 2 specific indicators Activity Output Result


Additional project indicators as in the approved application

Change of indicators in comparison to approved application Any indicator changes need pre-

approval by Secretariat Justification of the change and

impact on implementation of project

1 request for change per year

Project Outcomes and Transnational Impact

Project Outcomes Overall description of project

implementation process. Status of development of

products and services (outcomes, so far, compared with objectives set out in the application)

Transnational impact Could the product/ service be

transferred to other countries? How does it make a difference

across the region? Organisational learning, i.e.

Collaboration between SMEs and universities.

Added value of the adopted transnational approach?

Section 4: Project Financial Information

Project Expenditures Total approved project budget Total certified expenditures

Current reporting period Accumulative


Analysis of the financial performance in comparison to approved total budget Underspendings/ Overspendings/

Unexpected expenditures % of budget spent vs. % of time

spent according to project plan Will the project keep spending

targets and still achieve outputs Good value for money

Could have been more achieved with the same inputs of money or could same outcomes have been achieved with reduced financial inputs? Efficient use of the budget

Cross referring to the financial report


Budget changes Justification for the change Description of impact of changes

for the project implementation 1 request for change per year

Section 5: Analysis of Project Activity and Outcomes Performance

Project activity and outcome performance Analysis of project activity and

outcome performance in relation to: Indicators Time plan Budget

Section 6: Project Management and Partnership Dynamics

Analysis of Project Management dynamics Arrangements that were used to

implement the project, involved partners List of issues discussed List of decisions taken Description of impact of decision on

project implementation

Dynamics in the project partnership Advantages of the transnational

partnership approach Challenges of international cooperation in

transnational setting

Project cooperation/ Synergies with other projects Concrete cooperation activities

Section 7: NPP 2007-2013 Horizontal Principles

Equal Opportunities – concrete steps and activities Gender: provision of day care for

children during partner meetings Age: Special tailored staff

recruitment plan for young employees

Social: Special employment plan for indigenous people

How did this change the working culture in the organisations participating in the project?

Section 7: NPP 2007-2013 Horizontal Principles

Sustainable Development – concrete steps and activities Implementation of Sustainable

impact assessment tool for resource use

Minimized travel plan for meetings – ICT solutions, use of environmental friendly transportation, voluntary carbon offset

Corporate Social Responsibility (CSR) plan

Transnational/ shared use of rescue equipment

How did this change the working culture in the organisations participating in the project?

Section 8: Project Communication

Communication indicators to measure progress on the

mandatory communication measures and expected attendance at NPP events

accumulative

List of all communication tools and promotional materials developed Purpose to exemplify indicators

given in question 8.1 Examples:

Brochure Website exhibition roll-up PowerPoint presentations Pens

Section 8: Project Communication

Provide an analysis of the internal and external communication activities Purpose to get a sense of general

performance on communication and best practices

What activities worked well, any innovative steps to enhance performance

Certification of compliance with the NPP and European publicity requirements Commission Regulation No

1828/2006, Articles 8 and 9. This is a matter of eligibility:

European Commission recommends a 2% flat rate cut

Section 9: Changes in Project Partnership, Target Area and Other Changes

Additional changes in comparison to the approved application/ to the decision

All changes require pre-approval by Programme Secretariat: Partnership Target area Duration Work package structure

Section 10: Additional Information

Contribution to relevant strategies for your region.

Projects should outline the relevant international strategies which are applicable.

Contribution to the EU Baltic Sea Region Strategy (EUBSRS)

The project should advise if it is contributing to the strategy and note the priority area.

Feedback and Suggestions To NPP bodies/ the programme Background for evaluation activities

in the programme

Overview on other documents requested Project claim Certificates of Expenditure Summary of Certificates of

Expenditure FLC checklists Examples of information/

dissemination material

Signature

Submitting an Activity Report

Please send the Activity report as part of the Progress Report together with other required documents to:

Northern Periphery Programme Secretariat

Att.: Responsible Desk Officer

Strandgade 91, 4.Sal

DK-1401 Copenhagen-K

Denmark

and per e-mail: [email protected]

mailto:[email protected]

Assessment of the Activity Report

The Programme Secretariat is the body that receives the Progress Reports and assesses the Activity Report. The Project Claim is sent by the Secretariat to the MA for assessment in parallel.

Assessment includes: Completeness of the information Eligibility of activities carried out Coherence of activities with objectives set out in the application and decision Concrete actions meeting the NPP horizontal principles Quality of partnership and distribution of roles between the partners Current degree of project progress achieved Efficiency and effectiveness of the project implementation process Measurement of quality and quantity of project outputs and results Impact, Added value and Sustainability Improvement proposed and anticipated results Analysis of project expenditure and other budgetary matters

Assessment of activity report will be sent to Managing Authority

No Report = No Money!!

Thank you for listening!

Activity Reporting Lead Partner Seminar 20 th January 2011, Friars Carse Hotel, Dumfries, Scotland...

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