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Erasmus+ Erasmus Mundus Joint Master Degrees

PROJECT MONITORING & REPORTING

EACEA A3

Fissoun Caliskan, Dagmar Höpcke

Mette Learie, Franz Thomas Steidele

Coordinators' Conference

22-23 October 2018

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1. Monitoring

2. (E-)Reporting

Agenda

Monitoring - objectives

• Sound project management

• On track with initial objectives

(assessment criteria = award criteria)

Project level

• Project in line with EMJMD policy objectives

•Compliance with EU rules Programme level

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RECIPROCAL APPROACH

Monitoring - outcomes

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Achieve results

Improve performance

Maximise impact

Identify good practices

Provide Policy feedback

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Types of monitoring

PREVENTIVE

Beginning of project life time

Project Life Cycle

ADVISORY

During project whole life time

CONTROL

After project completion

Linked and complementary

FIELD MONITORING (on the spot)

DESK MONITORING (Brussels HQ)

REMOTE MONITORING (Brussels/spot)

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Preventive monitoring

•Advice and guidance

• Information on rules & procedures

PURPOSE

•Coordinators' conference and bilateral meetings

•Correspondence

•Technical report

ACTIVITIES

ensure sound project implementation

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Advisory monitoring

PURPOSE

•Check progress and provide guidance

•Ensure compliance with EU financial and administrative rules

•Apply corrective mechanisms if needed

• Identify good practices and potential success stories

ACTIVITIES

DESK MONITORING CORRESPONDENCE, PROGRESS REPORTS STUDENT VOICE

FIELD MONITORING MONITORING VISITS

VIDEO CONFERENCE, AD-HOC VISITS OF

BENEFICIARIES TO THE AGENCY

• Normally during mid-term phase (2nd/3rd year)

Timing

• On the spot – Organised around a key project event

Location

• Feedback to the beneficiaries – to be followed up via desk monitoring

Feedback

Advisory monitoring - Monitoring visits

Monitoring visits (on site) - Actors

Advisory monitoring

AGENCY ACTORS:

• Project/Financial Officer

PROJECT ACTORS:

• Coordinator's contact person

• Consortium partners

• Administrative/financial/international offices

• Students and scholars

• Senior management in the University, etc.

To hear the views of key project actors

Control monitoring

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PURPOSE

• Check achievement of objectives, results, impact and sustainability

• Check compliance with EU rules and procedures

• Identify good practices and potential success stories

ACTIVITIES

DESK MONITORING FINAL REPORT

FIELD MONITORING SPECIAL MONITORING VISITS:

BEST PRACTICES PROJECTS AUDITS

E-REPORTING (Overview)

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WHEN WHAT & HOW

E-Reporting milestones

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First pre-financing payment (25%)

3rd pre-financing request (25%)

(4th pre-financing) (only if grant amount was not paid in full in

previous pre-financings)

Technical Report

2nd pre-financing request (50%)

Final Report

Report type (E-report type)

NO

Preparatory year

Preparatory year

ECTS 60 ECTS 120 ECTS 60 ECTS 120 ECTS

Technical Report (31/10/2018) 31/10/2019

2nd pre-financing request (Interim 1)

28/02/2019

31/08/2019

28/02/2020 31/08/2020

3rd pre-financing request (Interim 2)

31/08/2020 28/02/2021 31/08/2021 28/02/2022

4th pre-financing request (optional)

No later than one year before the end date of the project

Final Report No later than 60 calendar days after the end date of the project

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Reporting Calendar (EMJMD 2018)

(cf. Art.I.4.1 of the Grant Agreement)

Report type OPERATIONAL PART FINANCIAL PART

Technical Report

2nd pre-financing request (50%) +

3rd pre-financing request (25%) +

(4th pre-financing request)

Final Report (full contractual period) +

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E-Reporting Types

E-REPORTING (1)

• E-Reports (Annex V/Annex VI of the Grant Agreement)

•Operational part (Annex V) • Financial part (Annex IV)

• Annexes: e.g. Beneficiary Declaration

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Supported by annexes,

including EMT

Print-outs

E-REPORTING (2)

EMJMD Beneficiaries Website (all relevant information) https://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space/key-action-1-erasmus-mundus-joint-master-degrees-2018_en

• Reporting: General information and advice Specific information about due reports (e-report user guide, link to

'Funding & Tenders Portal' ) Annexes to e-reports (Beneficiary Declaration, EMT print outs, etc.)

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E-REPORTING (3) E-Report example

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Complete

Substantial

To the point

Avoid repetitions

Accurate

Coherent

Up-to-date

Timely submission

Some tips for reporting

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EACEA-EM-Consortia@ec.europa.eu

(Your project officer)@ec.europa.eu

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