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!