project start-up and monitoring: beneficiaries ... · project start - up targeted calls for...

ProjectStart-upandMonitoring:beneficiaries’obligationsandtools

Infoday on project implementation Bari – Pyrgos September 2019

Tina Ranieri ProjectOfficer,JointSecretariat

EUROPEAN UNIONGreece-ItalyEuropean Regional Development Fund

PROJECTIMPLEMENTATION

ProjectStart-up&

Monitoring

Beneficiaries’Obligations&

Tools

TinaRanieri,ProjectOfficer,JointSecretariat

PROJECTSTART-UP1°Call&ProgrammeBodyDecisions


1stCall

Greece-Italy2014-2020

(from22/07/2016to15/12/2016) Su

bmitted

Prop

osals:349

1^Phase:Admissibility&Eligibility

check(06/2017)

192ProjectP

ropo

sals

passed

tothe2^pha

se

2^Phase:Quality

assessment(10/2017)

51ProjectPropo

salsSelected

MCDe

cision

7/11/2017

and27/09/2018

BudgetOptimization

N.OFPROPOSALSSUBMITTED 349 1^Phaseofevaluation–AdmissibilityandEligibilitycheck(March2017–June2017)

51B

ilateralM

eetin

gs

Betw

eenMA/

JSand

LBs

349 192 51 51

PROJECTSTART-UPBudgetOptimizationResults


OptimizedBudgetfor51Projects:1^Call“GreeceItaly2014-2020”FIRSTCALLFORPROPOSALSINTERREGV-AGREECE-ITALY2014-2020

PRIORITYAXIS SPECIFICOBJECTIVE PROJECTNo BUDGETSUBMITTED BUDGETOPTIMIZED DIFFERENCE

SO1.1 13 11.814.477,97€ 10.706.244,92€ 1.108.233,05€ SO1.2 8 7.600.167,22€ 6.830.587,76€ 769.579,46€

21 19.414.645,19€ 17.536.832,67€ 1.877.812,52€

SO2.1 17 26.659.542,48€ 23.724.518,91€ 2.935.023,57€ SO2.2 4 5.008.000,00€ 4.610.829,59€ 397.170,41€ SO2.3 3 2.998.304,00€ 2.688.689,35€ 309.614,65€

24 34.665.846,48€ 31.024.037,85€ 3.641.808,63€

SO3.1 3 8.936.750,00€ 8.088.295,00€ 848.455,00€ SO3.2 3 4.858.190,00€ 4.316.318,07€ 541.871,93€

6 13.794.940,00€ 12.404.613,07€ 1.390.326,93€

provisionalamount provisionalamountTOTAL 51 67.875.431,67€ 60.965.483,59€ 6.909.948,08€

PA2IntegratedEnvironmentalManagement

PA1InnovationandCompetitiveness

PA3MultimodalSustainableTransportSystem

PROJECTSTART-UPTargetedCallsforStrategicprojects5TargetedcallslaunchedonNovember2018withatotalbudgetof€60.165.600(ApprovedMonitoringCommittee27September2018)Addressedtothespecificobjectives2.1,2.2,3.1and1.1withthefollowingallocatedbudget:FirstTargetedcall:€21.115.000AxisII,S.O.2.1(TheRout_Net)SecondTargetedcall:€6.420.600AxisII,S.O.2.1(CoHeN)ThirdTargetedcall:€5.380.000AxisII,S.O.2.2(BEST)FourthTargetedcall:€17.250.000AxisIII,S.O.3.1(AISMART)FifthTargetedcall:€10.000.000AxisI,S.O.1.1(CREATIVE@HUBs)


PROJECTSTART-UPBudgetOptimizationOverview

Theprojectbudgethasbeenoptimizedaccordingtothe

suggestionsemergingthroughoutthemeetingswiththeLBsandincompliancewiththe"BudgetOptimizationMethodological

Approach"approvedbytheJMC.AllPBshavebetterrationalizedandreducedtheirbudgetinrespectoftheexpenditure

eligibilityrulesforeseenintheProgrammeandProjectmanual.

Thebudgetofthe51projectshasbeenoptimizedbyanaveragepercentageof

10,18%

TheNewJoB"JustificationofBudgetcosts"withtheoptimized

financialresourcesforeachprojectproposalhasbeen

submittedbytheLBtotheJSandapprovedbytheJMCviawritten

procedure.


PROJECTSTART-UPFromBudgetOptimisationtoProjectContracting

PRE-CONTRACTINGPHASEAfterthebudgetoptimization(andrequestsforModificationtothe

compositionofthepartnershipwhereoccurred)inordertocompletethestepsleadingtothecontractsigningtheLB

andPBssubmittotheMA/JS:

ProcurementPlan¹&

Milestones¹GreekBeneficiarieshavealsopreparedapre-procurementplan

CONTRACTINGPHASE

PartnershipAgreement(PBs)&SubsidyContract(LB)Bothcontractsare:a)filledinbytheLBb)senttotheJSforreviewandc)afterJSapprovalforwardedtoPBsbytheLBfor

signatures

UpdatedApplicationForm(editableversion2.0)isuploadedinMIS

alongwiththenewversionoftheJoB


StateAidAssessementbytheJS

PRE-CONTRACTINGPHASEProcurementPlanAnnex1_Procurementplan_template.xlsx


  AnoverviewofPBTendersmainlyunderthebudget¹lines²:•  ExternalExpertiseandservices•  Equipment•  InfrastructureandWorks¹amountsincludedinthePPtemplateshouldbeidenticaltoLB/PBbudgetinJoBandAF² PBsmustavoidcontractsplittinggroupingdeliverablesthatrefertosimilarservices

  ForeachDeliverableorsetofDeliverablesincludedinaTenderthePPPlanprovidesinfoon:

•  DeliverableTitleandNo.•  Procurementtitle/shortdescription•  BudgetLine•  TypeofProcurementProcedure/Contract•  Amount(ColumnK_TotalAmountProcured:MentionthetotalAmountofthetenderifitincludesmorethanone

Deliverablesmergingtherelevantcells.MergeAlsothecellsinColumnA_Nr.IndicatingthatXXdeliverablesreferto1tender)

•  StartingdateandenddateoftheProcurement•  Durationofthecontract  VerifythePBVATstatusincomparisonwiththeVATinfodeclaredintheAF

•  Ifthereisadiscrepancy(i.e.ifintheProcurementPlanthePBdeclaresVAT“eligible”andintheAF“recoverable”andviceversa)thenthePBmustinformtheLBandtheLBactivatestheadministrativeadjustmentprocedureasforeseenbytheProgrammeandProjectManual(i.esendalettertotheJSandthePBAnagraphicForm)

  TheprocurementplanwillbeupdatedannuallybythePBs•  providingrealtimeinformationtotheJSonthetendersactivatedandcontractssigned

  Anoverviewofthefirst9-12monthprojectactivitiesinphysical&financialterms•  ThetimingoftheKickoffmeeting•  ThePBdeliverablesactivatedandtheoutputsproducedinthefirst6-9months•  ForecastofPaidoutexpensesscheduledunderthe1^-2^-3^quarterof2019andlinkedwiththe

Partnerbudgettobecommitted•  ForecastofVerifiedexpensesthroughoutthefirst12monthsofprojectimplementation(1^-2^-

semester2019).

  Attheendofthestart-upperiod,orearlierifnecessaryaccordingtotheprogress,theprojectshallundergoaninternalreviewwiththeresponsibilityoftheLeadBeneficiaryinordertoassesswhetherthemilestoneshavebeenmetforallbeneficiaries.TheresultsofthisinternalreviewshallbebroughtforwardtotheJS/MAanditshallbeassessedwhethercorrectiveoranyotheractionsarenecessary.

  Incaseofmajordelaysandnon-achievementofthemilestonesleadingtopossiblefailureoftheprojectscope,theJS/MAreservestherighttoproposereductionofthephysicalobjectand/orreductionofthebudget,giventhattheprojectremainsoperational.


PRE-CONTRACTINGPHASEStart-upMilestonesAnnex2_Milestones_template.xlsx

CONTRACTINGPHASEPartnership_agreement2014-2020_template.doc&Subsidy_contract_2014-2020_template.docx

AftertheStart-upMilestonesand

ProcurementPlanisagreedwiththe

JS/MA.

PartnershipAgreement:

1)filledinbytheLB2)Reviewedbythe

JS&3)signedbyallPBsandAssociated

Partners[Prepareasmany

copiesasthePBs+2andhavethem

signedandstampedandeachpageinitialledbytherelevantlegalrepresentative]4)LBsendstotheMA/JS2copies

[1forMA+1forJS]5)LBsendstothePBstheremaining

copies

NB:ThedateofsigningthePartnership

Agreementmustbepriortothedate

ofsigningtheSubsidyContractasitmakespartofthedocumentsrecitedbytheSCinpp.1-2.

SubsidyContract:1)filledinbytheLB2)Reviewedbythe

JS&

3)signedbytheLB[Prepare3copies,havethemallsignedandstampedandeachpageinitialled

bythelegalrepresentativeof

theLB]4)LBsendstotheMA/JS3copies

[1fortheLB+1forMA+1forJS]

OncethedocumentsarereceivedandprocessedbytheJSandMA,1ofthecopiesoftheSCis

returnedtotheLBviaofficial

correspondence,signedandstampedbytheManagingAuthority.This

originalversionmustbefiledintheProjectfolderbytheLeadBeneficiaryanda

scannedversionmustbecommunicatedto

allbeneficiaries

PAandSCwillbeuploadedintheMISsystem


TheprojectcontractingphasemustbeoverviewedbytheLBsoashavethemsignedin1MonthbythetimeofreceiptfromtheJS

CONTRACTINGPHASEApplicationFormversion2.0&thenewJoB

ThenewversionoftheApplicationForm(editable

version2.0)hasbeencreatedandisavailable

inMIS.

•  LBsarerequestedtocomplywiththefollowingprocedureinordertoa)updatetheAF2.0&b)uploadthenewversionoftheJoB:

MISProcedure

• EnterintheMISsystemwiththesamelogin(asusedinthee-submissionprocess)

• Clickon“ProjectandMonitoringsystem”,inserttheLBMIScodeandselectthestatus“UnderSubmission”

• ProceedtoupdatetheAFwiththenewfinancialdataanduploadthenewJOBfile(inexcelandpdfversion-signedbythelegalrepresentative)

• Inserton“SectionC”oftheAFthebankaccountdetailsoftheLB+FinancialIdentificationForm

• CommunicatetotheJS’ProjectOfficerthattheAFisreadytobesent• LeavetheAFinadraftversion:YourProjectofficerwillverifythecorrectnessofallinserteddataandwillinformtheLBofanychangestobemadebeforeformallysendingtheAF

• AllnecessaryminorchangesrelatedtoPBadministrativedataneedtobeverifiedbeforevalidatingthenewAF(PBrequestofchangeswillbesentbytheLBtotheProjectofficerusingtheavailablestandardformtemplate).


PROJECTMONITORINGJSmonitoringactivities

AsforeseenintheProgrammeandProjectmanualtheJSwillmonitortheapprovedprojectsandsupportLeadBeneficiariesvia:

VerificationoftheProcurementPlanandMilestonesLBsareexpectedto•  a)collectthetendernotificationsfromallPBsandsendthemtotheJSaswellasforwardthesignedcontractswithsub-

contractors•  b)conductaninternalreviewoftheMilestonesandPPwithinthefirst6-8monthsnotifyingJSJSmonitoringforpaidoutamountandspendingforecast

FLCDesignationforItalianandGreekPartners

AssistingtheMAinprojectPre-financing•  EPDEprocedureforpre-financingoftheGreekBeneficiaries-MISsystemsubmenu3.1GreekPDEfundingclaim.

VerificationofProjectImplementation•  JScontrolsthePRtobesubmittedby30thJanuaryand30thJulyandoverviewspaidoutandverifieddata•  IncaseofdelaysorseriousinprojectimplementationmayarrangeriskassessmentmeetingswithLBs•  TableofexpendituresinMISsect.3.2•  BudgetchangeprocedureandupdateoftheAF

ParticipationtothekickoffMeetingand/orotherprojectmeetings(uponLBrequest)


Tina Ranieri Project Officer Interreg V-A Greece-Italy Programme 2014-2020

Puglia Region Coordination of International

Policies – Territorial Cooperation Section

Lungomare Nazario Sauro 31,33 - 70100 Bari

[email protected]

Office +39 080 540 7641

Mobile +39 338 6898427

Thank you for your attention


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