coordinators` meeting - europa · monitoring of the activities will be on -going until the end of...
TRANSCRIPT
Civil Society Cooperation 2017
Coordinators` Meeting Erasmus+ - Key Action 3: Support for Policy Reform
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Operational procedures and reporting by
Cristina Camaiani Project Adviser
EACEA, Unit 1: Support for Policy Reform and Online Linguistic Support
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Presentation overview
Renewal in 2017 Amendments Reporting:
Analysis of 2016 Final Reports Info for 2017 Reporting
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State of play – Renewal 2017
All the 20 organisations selected in 2015 and renewed in 2016 have been re-
confirmed in 2017
20 Specific Grant Agreements sent out for your signature at the end of March
All Specific Grant Agreements are now co-signed & pre-financing paid (when applicable)
Monitoring of the activities will be on-going until the end of 2017
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Amendments Some flexibility may be necessary as a reaction to a situation or as an initiative to add value to the work programme implementation Submission of the request: Who? Beneficiary – request duly signed by the Legal Representative
How? Requests should be duly justified - Modifications should be detailed When? Modifications should be introduced before they take place and at least one month before the end of the eligibility period (30/11/2017). (Art. II.12 of the FPA) Where? To the Agency – the relevant Unit responsible for the action, mentioned in the Specific Grant Agreement (Art. I.3. of the FPA)
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Amendments Reference document: Amendment Guidelines
Some changes should be made via the Participation Portal
http://ec.europa.eu/education/participants/portal/desktop/en/organisations/register.html
a) Change of the legal status of the beneficiary
b) Change of legal name of the beneficiary organisation (but still the same organisation)
c) Change of address of the beneficiary
The Agency should be informed by e-mail when one of the 3 above mentioned modification is made via the Participation Portal.
The Agency will ensure that the change(s) introduced is in line with the eligibility and selection criteria of the Call, originally applied.
After this verification, the Agency will confirm by letter that the change(s) was introduced in the Participant Portal by the beneficiary and that has been accepted
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Amendments
Other changes should be made via exchange of letters Change of the legal representative
Change of contact person
For changes of legal representative and contact person it is sufficient: A scanned letter, signed by the legal representative with all the contact details of the new legal representative or contact person, together with an official document confirming the capability of the new legal representative (e.g. statutes and minutes of the Board) should be sent by email only to the Agency. The Agency will confirm that the change(s) has been accepted.
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• Change of bank account
• Change to the annual work programme or of the Strategic Plan
For changes of bank account and work programme, a specific amendment form should be sent with the scanned letter and the requested annexes.
The amendment form and guidelines are available on: http://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space_en
Changes in budget are not possible via amendments (with unit costs)
Amendments
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Reporting: Purpose of the reports
For the beneficiary: Measure the state of progress of planned activities
Adopt solutions to improve certain aspects
Improve the visibility of the organisation in the wider community
Reinforce the dissemination strategy
For the Agency: Overall evaluation on the activities' outcomes, their impact and European added
value
Decision on the final payment
Identification of good practices or of organisations needing following up in the future
Feedback to the Commission for policy-making
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State of play: Analysis of Final Reports 2016
Out of 20 Final Reports expected:
20 Final Reports arrived
19 Final Reports analysed with final payment initiated 1 Final Report's evaluation still on-going
All payments done in 60 days
A total of 5 requests of information (less than last year) were made during the analysis, mainly for missing docs, financial clarifications or technical errors
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Phases in processing the reports Submission to the Agency:
Reports should be submitted to the Agency not later than the date mentioned in the grant agreement (Art. 4 of SPA & Art II.23.2) (28/02/2018) signed by the Legal Representative, with all requested documentation provided
Analysis of the Report (operational and financial)
Request for supplementary information on content or financial matters if necessary
Decision on final payment and feedback on the report to the beneficiary including recommendations from the Agency, no later than 60 days after submission of the report (excluding suspension for additional information)
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Structure of the final report 2017
Operational part
A. PUBLIC PART Relevance to objectives &
strategic plan Work programme, activities
& outcomes Dissemination and
exploitation results Impact & sustainability
Operational part B. CONFIDENTIAL PART Implementation of the work programme Overall Management of the WP:
Staff Statutory activities Internal Communication Information about the evolution of
the organisation other information
Financial Statement
Declaration of Honour by the Beneficiary
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Final Reports Structure
Relevance to objectives & strategic plan •How activities implemented are relevant to the objectives of the Call and to your strategic plan?
Work Programme, Activities & Outcomes: •Which were the activities performed, results reached and members' involvement? •Has the work programme been implemented according to the original WP included in the application? •Have variations been explained & duly justified?
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Final Reports
Dissemination and exploitation results:
• How results have been processed to your stakeholders (dissemination) & used by policy makers, at local, regional, national and European level (exploitation)?
Impact & sustainability:
• Which indicators were identified by your organisation to measure impact?
• Which was the internal monitoring strategy put in place?
• Has the beneficiary addressed the issues related to the medium/long term sustainability of the organisation?
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Final Reports
Operating management of the organisation:
• Information about the staff involved in the work programme implementation and the statutory meetings organised.
• How was organised the networking with the member organisations? Has the coordination been effective in decision making and problem solving?
• How effective was the internal communication strategy?
• Any significant changes in the evolution of your organisation?
Weaknesses: 1. Inconsistency between the work programme realised and the WP presented in the application 2. Significant changes from the original WP not
justified, which would have requested amendments 3. Impact too vague
4. Dissemination activities not well defined 5. Website not well developed
6. E+ Logo missing
Strengths: 1. Correct and consistent implementation of the work
programme 2. Participants/stakeholders used according to their
competences with clear added value 3. Specific and tangible impact indicators 4. Well developed and targeted web-site
Common strengths and weaknesses
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Submission of the Reports
Reference documents:
Reporting Guidelines, Report Template & Financial FAQs
Important info: the Agency is currently revising its reporting procedure and is moving towards an eReporting system.
The Civil Society action is pilot for this new eReport system. If confirmed that for reporting 2017 the eReporting system will have to be used, beneficiaries will be informed in due time and all the technical explanations provided.
The Final Report Template and all the reference documents will remain unchanged, only the submission procedure may change.
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Contacts and INFO
BENEFICIARIES SPACE in EACEA - ERASMUS + website
https://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space_en
Contact mailbox for Civil Society Operating Grants
