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GROW Partner Fair18 January 2006
Workshop on Contracts and Finance
GROW SecretariatAlison Partridge and Sally Kneeshaw – Contract
Manager
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Workshop Aims
To explain the GROW contracting regime
To introduce the finance and monitoring systems
To inform GROW participants of responsibilities of project management and monitoring
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GROW Project Applications Process
1st call closed: 8 projects approved pending recommendations
2nd call deadline: 24 February 2006
Project activity:
June 2005- November 2007
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GROW Project Applications Process
Project application Appraisal Decisions: Recommended with
conditions / Not recommended Contract Negotiation Meeting with
GROW Secretariat to resolve outstanding conditions
Revisions to application Contract signatures
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GROW Project Contract Management
Delivery
Quarterly Monitoring on line
GROW Contract manager to verify
Internal and external audit
GROW Secretariat visits
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GROW Contracts
1. Contract between GROW Secretariat and Lead Partner (in English & under UK Law)
2. Partnership Agreements between project partners
3. Letter of agreement between Regional Authority and Project Partners
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GROW Contracts: GROW and Lead Partner
• Start & end date• Partners’ details• Outputs, results and milestones• Budget – by accounting period, partner
and expenditure item• ERDF Payment schedule
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GROW Monitoring
WHY- accountability and project management tool
WHO- various levels of responsibilityProject PartnerLead PartnerRegional CoordinatorGROW SecretariatJTS
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GROW Monitoring
WHEN: Quarterly HOW: Online Form + Paper copies. WHAT:
Same headings as application formNarrative:
• Outputs• Results
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GROW Monitoring
WHAT Finance:
• Investment• Staff• Administration• Meetings, seminars, conferences• Travel and accommodation• Promotion• External Expertise, consultancy, external audit• Other
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GROW Monitoring
Remember: Record Keeping and Evidence retention (3 years
after final payment) Match funding Eligibility Audit Trail Procurement & recruitment Currency VAT Assets
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GROW Reporting and Payment System
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GROW Monitoring Tips
Get your Finance colleagues on board / involved Set up monitoring systems at the start Set up audit file Go online to try out the reporting system Lead partner set internal deadlines for partner
information Attend project seminars ASK for help and advice from GROW Secretariat
and Regional Coordinators