department of research & innovation a4b project management seminar february 11 th 2009 technium...
TRANSCRIPT
Department of Research & Innovation A4B Project Management Seminar
February 11th 2009
Technium Digital
Introduction
Ceri Jones – DRI
Sarah Haynes – DRI
Ali Parker - DRI
Leanne Richards – A4B
Howell Rees – A4B
A4B Timeline
2000 – KEF Launched within ELWa
2004 – Transferred to WDA
March 2006 – WDA Merged with WAG
April 2008 – KEF Ends = A4B launched
Background to A4B
To develop 3M activity
To support academia/industrial collaboration
To improve competitiveness of Welsh SMEs
WAG + Convergence Funds = A4B/Eligibility Issues
What are ERDF & ESF ?
ERDF supports infrastructure - both physical and revenue
e.g. Printing and Coating Centre in Engineering
ESF supports activities linked to training - e.g. SME Training,
Entrepreneurship Development, PhD Skills
Project Manager – It’s your role to…..
Ensure all related paperwork is complete, and maintained in the Project File.
Company Enrolment Form Collaboration Agreements Participant Forms Staff Timesheets (where applicable) SME Logbooks (where applicable) Minutes of Meetings Quarterly Reports Tender Documents (where applicable) Participate in A4B Quarterly Monitoring
Project Manager – You Must:
o Know what expenditure has been approvedo Know the dates when claims are due in o Consult with A4B before any changes to the projecto Know the start and end date of your project – Payments Outside This Period Are Ineligibleo Keep all records for 8 years after the final payment
The A4B Contract
Details the financial allocation
Details the agreed targets
ONLY A4B CAN AUTHORISE AMENDMENTS!
Failure to adhere to this basic rule will result in lost funding!
DRI to liaise with A4B on the PM’s behalf
Schedule 2 – The Contract
The DRI Claims Process
o Quarterly claims process organised by DRI
o Short meeting to verify financial & non-financial progress
o PM to prepare quarterly report and e-mail to DRI
o DRI Staff - Sarah Haynes, Ali Parker and Ceri Jones
The Quarterly Profile
The Quarterly Report
QR Template
Internet Project Monitor (IPM)
Web Based Monitoring Tool
A4B Remote Access
Multi passwords now available – direct access for project to
update non-financial data
DRI update IPM with financial data (e.g. salaries, expenses
etc)
IPM
DRI Monitoring & Evaluation
Role of DRI
Co-ordinate Quarterly Claims
Provide Advice & Guidance
Update IPM System:
Confirmation of Expenditure
Quarterly Progress Report (inc progress against targets)
Copies of Project Documentation (Participant Forms, etc)
Partnership Arrangements
All partners should sign and return a sub-contract (DRI templates available)
Partners must claim within the prescribed time periods – failure to do so will result in non-payment
Must claim to profile
SU will only pay partners once WAG pays us!
Maintain delivery of outputs and spend
Back-up information is needed to verify all claims
Most HEIs understand the brief!
A4B Monitoring
IPM
Ad-hoc Visits by A4B Staff
Annual Audits
Financial & Non-Financial Records
Audit Requirements/Procedures
• Have all the Answers!!
• Intelligible Audit Trail
• Everyday an Audit Day
• Consult with DRI
Areas of concern
Different to Research Council Grants
Poor systems of evaluation
Project did not deliver what it said it would
Claims mirrors application
Unjustifiably high or low costs
Good Practice Guide
Maintain Accurate Project File
Don’t move funding without A4B permission
Focus on Targets
Keep on Top of Paperwork
No Nasty Surprises
Keep DRI Informed
Revisit Milestones and Cashflow
Verify Eligibility of Expenditure with DRI
Conclusion:
Record keeping is VERY IMPORTANT
If you are unsure of something, contact DRI
An audit should not be a nightmare!