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DRINKADRIA PROJECT PM Presentation eng. Enrico Altran 20 May 2014. PURPOSE OF PM PRESENTATION 20.05.2014 . Thanks for presence and collaboration . State of art of the project . Opportunities and risk . Problems found and solutions suggested . Next steps. EXPENDITURES INCREASE. - PowerPoint PPT Presentation
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DRINKADRIA PROJECT PM Presentation eng. Enrico Altran20 May 2014
PURPOSE OF PM PRESENTATION 20.05.2014
. Thanks for presence and collaboration
. State of art of the project
. Opportunities and risk
. Problems found and solutions suggested
. Next steps
PM Presentation 20.05.2014
2
TOTAL VARIANCE OR SPENDING GAP
FINAL BENEFICIARY TOTAL BUDGET 1ST
PERIOD TOTAL BUDGET 2°
PERIOD
PROGRESSIVE BUDGET AT THE END
2° PERIOD
ACTUAL COSTS OR EXPENDITURES ON
30/04/2014
TOTAL VARIANCE (+
UNDERSPENDING) TOTALVARIANCE (-OVERBUDGET)
LB 262.919 238.923 501.842 104.528 397.313 - B1 18.000 70.000 88.000 37.738 50.262 - B2 103.212 106.863 210.075 7.246 202.829 - B3 20.000 40.000 60.000 47.470 12.530 - B4 17.218 44.285 61.503 19.715 41.787 - B5 76.552 76.211 152.764 39.178 113.585 - B6 11.419 24.691 36.109 3.007 33.102 - B7 7.853 12.860 20.713 4.183 16.530 - B8 19.831 39.446 59.277 13.922 45.355 - B9 23.881 126.681 150.563 28.174 122.389 - B10 33.500 40.000 73.500 64.081 9.419 - B11 33.286 46.795 80.081 - 80.081 - B12 31.109 52.423 83.532 18.973 64.559 - B13 25.503 23.003 48.505 9.696 38.810 - B14 16.158 15.105 31.263 16.029 15.234 - B15 13.720 40.400 54.120 - 54.120 - TOTAL 714.161 997.686 1.711.846 413.939 1.297.907 - ACTUAL COSTS AND SPLIT UP OF TOTAL VARIANCE
FINAL BENEFICIARY
ACTUAL COSTS OR EXPENDITURES ON
31/01/2014
ACTUAL COSTS OR EXPENDITURES ON
30/04/2014 EXPENDITURES
INCREASE % INCRESE (P2-
P1)/P1
TOTAL VARIANCE (=+UNDERSPENDIN
G /-OVERBDG)
PERIOD VARIANCE (P2)
PREGRESS VARIANCE (P2)
LB 10.755 104.528 93.773 872% 397.313 145.150 252.164 B1 3.014 37.738 34.725 1152% 50.262 35.275 14.986 B2 4.752 7.246 2.493 52% 202.829 104.369 98.460 B3 3.160 47.470 44.309 1402% 12.530 - 4.309 16.840 B4 5.176 19.715 14.539 281% 41.787 29.746 12.041 B5 10.842 39.178 28.336 261% 113.585 47.875 65.710 B6 743 3.007 2.264 305% 33.102 22.426 10.676 B7 - 4.183 4.183 16.530 8.677 7.853 B8 4.014 13.922 9.908 247% 45.355 29.538 15.818 B9 9.052 28.174 19.122 211% 122.389 107.559 14.830 B10 26.595 64.081 37.486 141% 9.419 2.514 6.905 B11 - - - 80.081 46.795 33.286 B12 4.012 18.973 14.960 373% 64.559 37.462 27.097 B13 1.588 9.696 8.107 510% 38.810 14.896 23.914 B14 7.006 16.029 9.023 129% 15.234 6.082 9.152 B15 - - - 54.120 40.400 13.720 TOTAL 90.710 413.939 323.229 356% 1.297.907 674.456 623.450
EXPENDITURES INCREASEEXPENDITURES INCREASE TOTAL VARIANCE PER PERIODTOTAL VARIANCE PER PERIOD
Handbook – Trieste 22.04.2014
startstart
FBs LP RG
MonitoringMonitoring
Micro Act. (monthly) and Activities
(reporting periods)
Micro Act. (monthly) and Activities
(reporting periods)
Micro Act. (monthly) and Activities
(reporting periods)Definition of MICRO-ACTIVITIES PLANNED
for the next two planning Periods
Definition of MICRO-ACTIVITIES PLANNED
for the next two planning Periods
delay
endend
WEB + MIS
MONTHLY uploading of MICRO-ACVITIES DONE on Software
project management (PIF-AR) and
periodically ACTIVITIES AR on MIS
MONTHLY uploading of MICRO-ACVITIES DONE on Software
project management (PIF-AR) and
periodically ACTIVITIES AR on MIS
Production of outputs and results
Production of outputs and results
FEED BACKFEED BACK
Flow chart Project Management (handbook extract)
Uploading ACTIVITIES on AR and PR on MISUploading ACTIVITIES on AR and PR on MIS
Take note of overdue tasks
In line
Handbook – Trieste 22.04.2014
Schedule for activities monitoring (Handbook extract)
REPORTING PERIODS (PREFERABLY MONTHLY)
LAST DATE FOR: CLOSURE OF
MICROACTIVITIES DONE AND ACTIVITIES WITH
INVOICES
LAST DATE FOR: UPLOADING MICROCTIVITIES ON WEB PIF-AR (MONTHLY) AND ACTIVITIES DONE ON AR MIS (EACH REPORTING
PERIOD)
LAST DATE FOR: LP CECK OF PIF-AR AND AR ON MIS AND ALERT FEEDBACK
(silence=approval)
LAST DATE FOR: FBs' TRANSMISSION TO LP OF
AR IN PDF (signed by FB legal representative) AND CLOSURE OF PR ON MIS
LAST DATE FOR: LP TRASMISSION OF SIGN AR TO FBs
LAST DATE FOR: FBs SENDING HARD COPY
OF AR TO FLCO SIGNED BY LP
n
A = Last day of the month before
REPORTING PERIODB = A + 15 CDs² C = B + 5 CDs D = C + 3 CDs D=E+5 CDs F=D+2 CDs
0 01/08/2012 - 30/06/2013
1 01/11/2013 - 31/01/2014 31/12/2013 15/01/2014 20/01/2014 23/01/2014 28/01/2014 30/01/2014
2 01/02/2014 - 30/04/2014 31/03/2014 15/04/2014 20/04/2014 23/04/2014 28/04/2014 30/04/2014
3 01/05/2014 - 30/06/2014 31/05/2014 15/06/2014 20/06/2014 23/06/2014 28/06/2014 30/06/2014
4 01/07/2014 - 31/10/2014 30/09/2014 15/10/2014 20/10/2014 23/10/2014 28/10/2014 30/10/2014
5 01/11/2014 - 31/01/2015 31/12/2014 15/01/2015 20/01/2015 23/01/2015 28/01/2015 30/01/2015
6 01/02/2015 - 30/04/2015 31/03/2015 15/04/2015 20/04/2015 23/04/2015 28/04/2015 30/04/2015
7 01/05/2015 - 30/06/2015 31/05/2015 15/06/2015 20/06/2015 23/06/2015 28/06/2015 30/06/2015
8 01/07/2015 - 31/10/2015 30/09/2015 15/10/2015 20/10/2015 23/10/2015 28/10/2015 30/10/2015
9 01/11/2015 - 31/01/2016 31/12/2015 15/01/2016 20/01/2016 23/01/2016 28/01/2016 30/01/2016
10 01/02/2016 - 30/04/2016 31/03/2016 15/04/2016 20/04/2016 23/04/2016 28/04/2016 30/04/2016
¹ PIF - AR = Project Internal form for transnational Activity Reporting ² CDs = Calendar days or Working Day before CD
Handbook – Trieste 22.04.2014
startstart
FBs LP RG
MonitoringMonitoringdelay
endend
MIS
Sending of receipted expenditures ‘
documents to MA
Sending of receipted expenditures ‘
documents to MA
FEED BACKFEED BACK
Flow chart Financial Management (handbook extract)
CLOSURE of PR on MISCLOSURE of PR on MIS
Take note of VARIANCE
In line
MONTHLY Uploading of ACTUAL VALUE for
each Activities on MIS
MONTHLY Uploading of ACTUAL VALUE for
each Activities on MIS
LP MONTHTLY Copy of PLANNED value AND
ACTUAL VALUE for each Activities of MIS on Supported Softvare financial management
(PIF-AR)
LP MONTHTLY Copy of PLANNED value AND
ACTUAL VALUE for each Activities of MIS on Supported Softvare financial management
(PIF-AR)
WEB
MIS
INSTRUCTION GUIDE FOR THE CONSTRUCTION AND READING OF ATTACHED FILES:
a)In the following tables you can find the expenditures of all partners planned for the whole project (see the sheet below "Budget")b)We extracted the data downloaded by each partner on the MIS for the 1st period and reported singularly for each partner in the MIS (FBn) sheets below (see sheet below "MIS (LP) etc.)c)We reported the actual expenditures of period 1 from MIS (FBn) sheet into another file that has the same structure of budget (see sheet below "Actual PER1)d) We created a third table with the same structure of budget with the variance imports. (see sheet below "Total Variance PER1)e)The last table is the model that we presented at the meeting for the monitoring of the project expenses through the EVM Model for your own purpouse only (see sheet "EVM (MODEL)")f)Next step we will present the same information through a dedicated FINANCIAL section on the WEB platform where data will be derived directly from MIS system.
Schedule for financial monitoring (handbook extract)
REPORTING PERIODS (PREFERABLY MONTHLY)
LAST DATE FOR: CLOSURE OF
ACTIVITIES AND INVOICES (h staff
uploaded on Timeesheets, receving goods and
services=delivery date)
LAST DATE FOR: UPLOADING COSTS ON
MIS FR
LAST DATE FOR: LP CECK, COPY COSTS ON PIF-FR,
VARIANCE'S CALCULATION AND ALERT FEEDBACK
(silence=approval)
LAST DATE FOR: FBs' TRANSMISSION TO LP OF
AR IN PDF (signed by FB legal representative) AND CLOSURE OF PR ON MIS
LAST DATE FOR: LP TRASMISSION OF
SIGNED AR TO FBs (saved as deliverable)
LAST DATE FOR SENDING HARD COPIES OF EXPENDITURES AND PAYMENTS EVIDENCE
TO FLCO (receipeted invoices, pay lips, bank receipts of payments)
n
A = Last day of the month before
REPORTING PERIODB = A + 15 CDs² C = B + 5 CDs D = C + 3 CDs D=E+5 CDs F=D+2 CDs
0 01/08/2012 - 30/06/2013
1 01/11/2013 - 31/01/2014 31/12/2013 15/01/2014 20/01/2014 23/01/2014 28/01/2014 30/01/2014
2 01/02/2014 - 30/04/2014 31/03/2014 15/04/2014 20/04/2014 23/04/2014 28/04/2014 30/04/2014
3 01/05/2014 - 30/06/2014 31/05/2014 15/06/2014 20/06/2014 23/06/2014 28/06/2014 30/06/2014
4 01/07/2014 - 31/10/2014 30/09/2014 15/10/2014 20/10/2014 23/10/2014 28/10/2014 30/10/2014
5 01/11/2014 - 31/01/2015 31/12/2014 15/01/2015 20/01/2015 23/01/2015 28/01/2015 30/01/2015
6 01/02/2015 - 30/04/2015 31/03/2015 15/04/2015 20/04/2015 23/04/2015 28/04/2015 30/04/2015
7 01/05/2015 - 30/06/2015 31/05/2015 15/06/2015 20/06/2015 23/06/2015 28/06/2015 30/06/2015
8 01/07/2015 - 31/10/2015 30/09/2015 15/10/2015 20/10/2015 23/10/2015 28/10/2015 30/10/2015
9 01/11/2015 - 31/01/2016 31/12/2015 15/01/2016 20/01/2016 23/01/2016 28/01/2016 30/01/2016
10 01/02/2016 - 30/04/2016 31/03/2016 15/04/2016 20/04/2016 23/04/2016 28/04/2016 30/04/2016
¹ PIF - FR = Project Internal form for transnational Financial Reporting ² CDs = Calendar days or Working Day before CD
Hanc ego cum tene sententiam – Trieste 22.04.2014
