Narrative reporting

13-14 August 2013Rezekne

…allows marketing the project to the external environment (Programme, monitoring experts, audit, EC, etc.)

…is an easy way to prove that your project is a leaving being rather

than a bunch of papers and accounts.

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Narrative Report…

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Timeline of reporting. Option 1

Time

Project implementation period

Final Report

GC signing

START(services, supplies, works, events, etc.)

Grant Contract

FINISH(preliminary

acceptance of works/services

/supplies)

Interim Report Interim Report(upon request)

Reports, wrap up of activities, warranties (supplies, works),

etc. 3 months

Ineligible costs

Final payment and/or final

acceptance (works and supplies)

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Timeline of reporting. Option 2

Time

Implementation Period

Final Report

Grant Contract

Interim Report 2

Interim Report …

Ineligible costs

Interim Report 1

N of months

GC signing

START(services, supplies, works,

activities, etc.)FINISH

(preliminary acceptance

of works and supplies

Final payment and/or final

acceptance (works and supplies)

Reports, wrap-up of activities, warranties (works and supplies),

etc. 3 months

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Option 2

Reporting period formulas

≤6 months Interim report can be submitted earlier if further pre-installment is required

(6 + 1) months

Interim reporting period can be extended in exceptional cases.NB. (1) not applicable to cases when further pre-installment is requested; (2) solid reasons & individual basis

6 months Desired standard.

NB. After 45 days are expired Beneficiary may deem the interim report approved. However, the JTS informs the project about this fact by e-mail.

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JTS and Beneficiary:Cooperation scheme

45 daysfor JTS to

comment on report

30 daysafter reporting

period for project to complete interim

report

Report approved by

the JTS

Report generated by

JTS and sent to Beneficiary by

e-mail

Once report is generated no changes may apply to current reporting period.

Report in accordance with the latest updated Application Form (i.e. including changes approved in the current reporting period).

Should you have any change after report is generated – plan it for the next reporting period!

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Report vs. Changes

Changesapplicable

START R1 R2

Reporting period

Reportgenerated

Reportgenerated

Changesapplicable

(t)

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Aspects of narrative reporting

Narrative part of report should include the following aspects, BUT not be limited to them.

Description of all activities carried out and all outputs produced during the reporting period.

Reflection of project partners (incl. Beneficiary) on results of activities during the reporting period.

List of all contracts (services, supplies, works) awarded above EUR 10 000,00.

Description of visibility and communication measures backed up by relevant attachments.

Any information, which allows stakeholders to evaluate the project.

Use Activity Package logic to report

Distinguish between Outputs and Results

Demonstrate how you measure your planned results!

Report only about actual actions taken and actual partners participated

Do not afraid to report deviations. Complement them with ideas, how to overcome problems

Be precise: put figures, names, dates

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Section 2.2. Worksheets IV-VIII

Activities and results

Output is…

productevent

serviceaction

deliverable, etc.

…directly comes out of planned activity.

…as a rule, measured in physical or monetary units.

Result is…

consequence of the output

...direct and immediate effect of the output.

…what the output/set of outputs led to or allowed achieving.

...basis for performance indicators to measure the project.

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Outputs vs. Results

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Measuring the project !!!

Qualitative and quantitative indicators.

Set and use indicators, which are clearly linked to project results.

Indicators are the tool to measure– project results,

– achievement of overall and specific objectives of the project.

Indicators are the best way to– report about the progress in the project,– evidence the performance of the project.

How you measure the project is the focal point for evaluation of the project by stakeholders.

“6 +3” formula:

– report for 6 months;

– forecast activities for the next 3 months.

Report only about actual

– actions carried out

– implementing bodies (project partners) involved.

NB. Next request for payment is for the next 12 months.

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Section 2.3. Worksheet IX

Activities timetable

The list of annexes supplementing report gives the JTS PM a message on how the project is being implemented

Beneficiary and project partners are expected to provide the list of annexes to back up the report.

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Section 10. Worksheet XIV

List of annexes

Annexes aredocumentary of project!

Beneficiary submits the

list of annexes

JTS PM revises and tells what to add/delete

Beneficiary sends annexes according to finalised list

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Responsibilities…

Beneficiary JTS Project Manager

first consult about extension of reporting period with project partners before applying to JTS;

ensure the interests of all partners are consulted while preparing the consolidated report;

Provide fully completed and sound consolidated report.

provision of pre-filled template of report;

provide exhaustive comments about the report (if any) in 45 days;

inform that the report was approved;

provide timely report-related information.

that partnership is a core of your project;

to show in the report, how

− partners have been involved in the project implementation,

− project implementation was coordinated,

− Activities, implemented by different partners, build upon one another to produce joint results;

to make reporting a part of your administrative routine;

to keep JTS regularly informed about project events;

to submit the reports on time;

to regularly monitor project implementation against work plan and logframe indicators;

to make sure your report is easy to read and to understand.

Do not forget…

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Joint Technical Secretariat

Thank you!

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