Part-financed by the European Union

Project implementation and monitoring:

What is good to know when applying?

Joint Technical Secretariat

Lead Applicant seminar, Hamburg, 2-4 April 2008

Lead Aplicant Seminar, Hamburg, 2-4 April 2008 2

Content

1. Introduction

2. Examination of the project’s progress

3. Tasks and their timeframe after approval

4. Practical hints

Lead Aplicant Seminar, Hamburg, 2-4 April 2008 3

1.Introduction

It is good to be ambitious, but ....

remember to be also realistic!!!

Lead Aplicant Seminar, Hamburg, 2-4 April 2008 4

2. Monitoring of project’s progress

(1) Project’s work plan

(2) Project’s expenditure

(3) Expected results and indicators

(4) Main outputs

Lead Aplicant Seminar, Hamburg, 2-4 April 2008 5

(1) Project’s Work plan

LP should report on:

- achievements of the milestones

- progress in the production of the main outputs

Lead Aplicant Seminar, Hamburg, 2-4 April 2008 6

LP should report on:

- actual spending

- reallocation within a 20% flexibility rule limits

- any need for other changes in the project

Spending plan should be strictly followed

Preparation costs to be reported in the first progress report

(2) Project expenditure

Lead Aplicant Seminar, Hamburg, 2-4 April 2008 7

(3) Expected results and indicators

LP should report on achievement of:

- common results by means of output indicators

- publicity and communication indicators

- selected priority specific results by means of self defined indicators

- if applicable, additional results by means of self defined indicators

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(4) Main outputs

LP should report on:

- outputs produced

- testing outcomes, if applicable

- describe the transfer of main outputs or utilisation elsewhere

All project outcomes must be made available for public

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LP is responsible for:

• the project management including monitoring of and reporting of the

project’s progress

• setting up a proper monitoring system

• regular reporting on the progress of the project to the JTS

2. Monitoring of project’s progress

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2. Monitoring of project’s progress

Reporting periods:

• 2 reporting periods per year

• set in the grant contract

• deadline: 3 months after the end of the reporting period

Example:

Reporting Period: 1 February - 30 July

Reporting deadline: 1 November

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3. Tasks and their timeframe after approval

From an approval to the first reimbursement

1st Nov. 2009

• Preparation of 1st PR

• 1st level control

3 months

beginning of 2010

Report processing by JTS Clarification (if needed)

Reporting deadlineReimbursement

of costs

1 Febr. – 30 Juli 2009

• Clarification and contracting

• Implementation of activities

according to the work plan

3 + 6 months

End of reporting periodApproval

October 2008

Lead Aplicant Seminar, Hamburg, 2-4 April 2008 12

4. Practical hints (2)

• Plan monitoring and reporting tasks and costs in the application form

• Include reporting routines in the Partnership Agreement

• Detailed and polish your reporting/monitoring system early enough

• Make the system clear to every project partner (tasks, deadlines etc)

• Keep discipline among the project partners to report timely

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4. Practical hints (2)

• Plan the mid-term self-evaluation time wise and budget its costs

in the application form

• Define indicators that are feasible and possible to measure

• Plan the time and costs for the preparation of the Final Report

• Ensure resources for clarification of the Final Progress Report

Lead Aplicant Seminar, Hamburg, 2-4 April 2008 14

Plan your project in a way

that your partnership is capable

to implement it in the agreed timeframe!

Part-financed by the European Union

Project implementation and monitoring:

What is good to know when applying?

Joanna PrzedrzymirskaProject ManagerJoint Technical Secretariat

Lead Applicant Seminar, Hamburg, 2-4 April 2008

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submission of revised Application Form (if

relevant) submission of

originals of Partner Declarations

Tasks and their timeframe after approval

(additional slide)

request for ENPI advanced payment (if

relevant) submission of draft Communication Plan

concluding the Partnership Agreement

fulfilment of MC recommendations (if relevant)

quantification of output indicators for the selected common results

defining indicators for selected specific results

request of project preparation costs (if relevant)

compilation of the 1st PR and getting 1st level controller declaration

Signing a grant

contract

End of 1st reporting

period

Deadline for submission

of the 1st PR