Activity Reporting
Lead Partner Seminar20th January 2011, Friars Carse Hotel, Dumfries, Scotland
Rachel Burn
Project Partner
1. Statement of Expenditure
+ Partner Activity Report
3. Certificate of Expenditure + FLC checklist
+ Transaction List+ Partner Activity
Report
12. Share of Grant
First Level Controller
2. First level control
Certificate of Expenditure +FLC checklist
Lead Partner
4. Progress Report: Project Claim + Certificates of Expenditure +
FLC checklists + Activity Report +
Promotional materials
10. Receipt of Grant
11. Distribution of Grant
Programme Secretariat
5. Assessment Activity Report
Managing Authority
6. Compilation check Progress
Report
7. Decision of Payment
Certifying Authority
8. Final payment check
9. Payment + notification
Activity Report in the Progress Report lifecycle
Project Partner
1. Statement of Expenditure
+ Partner Activity Report
3. Certificate of Expenditure + FLC checklist
+ Transaction List+ Partner Activity
Report
12. Share of Grant
First Level Controller
2. First level control
Certificate of Expenditure +FLC checklist
Lead Partner
4. Progress Report: Project Claim + Certificates of Expenditure +
FLC checklists + Activity Report +
Promotional materials
10. Receipt of Grant
11. Distribution of Grant
Programme Secretariat
5. Assessment Activity Report
Managing Authority
6. Compilation check Progress
Report
7. Decision of Payment
Certifying Authority
8. Final payment check
9. Payment + notification
Activity Report in the Progress Report lifecycle
Why to Report?
Projects are monitored by: The PMC, MA, and Secretariat Reporting ensures continous measurement and quantification of project outputs Reporting allows for cross checking between the project application/ decision and it’s
implementation Reporting helps facilitate project goals reaching the wider public
Activity Report Template
Available on www.northernperiphery.eu
10 Sections: General information Project Activities and Performance Project Indicators Project Financial Information Analysis of Project Activity and
Outcomes Performance Project Management and
Partnership Dynamics NPP Horizontal Principles Project Communication Other changes (partnership, target
area, other) Additional information
Section 1: General Information
Report number and period Project title Acronym and Duration Priority
Section 1: General Information
Target area/ location of operation Partnership information
Based on the information from the application
Note: Changes need prior approval by the Secretariat Lead partner’s written request
to Programme Secretariat by mail
Section 1: General Information
Executive summary Overall description of project
implementation process Status of development of
products and services (outcomes so far, compared with objectives set out in application)
Will be used for wider dissemination
Section 2: Project Activities and Performance
Project activities Overall description of activities so
far Highlights of most important
activities for project implementation progress
Links between Work Packages
Section 2: Project Activities and Performance
Information taken from the application
Description of each project work package
Activities as planned in the activity plan in the approved application
Results to date
Section 2: Project Activities and Performance
Change of activities in comparison to approved application Any activity changes need pre-
approval by Secretariat Justification of the change and
impact on implementation of project
1 request for change per year
Section 3: Indicators
General indicators based on indicators outlined in application and decision (reporting should be accumulative)
Indication of university involvement, Technology institutes and SMEs should be ‘ticked or crossed’.
Equal opportunity indicators based on indicators outlines in the application and decision (reporting should be accumulative)
Involvement of Small & Medium Sized Enterprises (SMEs) based on numbers outlined in application and decision.
Section 3: Indicators
Priority 1 or 2 specific indicators Activity Output Result
Section 3: Indicators
Additional project indicators as in the approved application
Change of indicators in comparison to approved application Any indicator changes need pre-
approval by Secretariat Justification of the change and
impact on implementation of project
1 request for change per year
Project Outcomes and Transnational Impact
Project Outcomes Overall description of project
implementation process. Status of development of
products and services (outcomes, so far, compared with objectives set out in the application)
Transnational impact Could the product/ service be
transferred to other countries? How does it make a difference
across the region? Organisational learning, i.e.
Collaboration between SMEs and universities.
Added value of the adopted transnational approach?
Section 4: Project Financial Information
Project Expenditures Total approved project budget Total certified expenditures
Current reporting period Accumulative
Section 4: Project Financial Information
Analysis of the financial performance in comparison to approved total budget Underspendings/ Overspendings/
Unexpected expenditures % of budget spent vs. % of time
spent according to project plan Will the project keep spending
targets and still achieve outputs Good value for money
Could have been more achieved with the same inputs of money or could same outcomes have been achieved with reduced financial inputs? Efficient use of the budget
Cross referring to the financial report
Section 4: Project Financial Information
Budget changes Justification for the change Description of impact of changes
for the project implementation 1 request for change per year
Section 5: Analysis of Project Activity and Outcomes Performance
Project activity and outcome performance Analysis of project activity and
outcome performance in relation to: Indicators Time plan Budget
Section 6: Project Management and Partnership Dynamics
Analysis of Project Management dynamics Arrangements that were used to
implement the project, involved partners List of issues discussed List of decisions taken Description of impact of decision on
project implementation
Dynamics in the project partnership Advantages of the transnational
partnership approach Challenges of international cooperation in
transnational setting
Project cooperation/ Synergies with other projects Concrete cooperation activities
Section 7: NPP 2007-2013 Horizontal Principles
Equal Opportunities – concrete steps and activities Gender: provision of day care for
children during partner meetings Age: Special tailored staff
recruitment plan for young employees
Social: Special employment plan for indigenous people
How did this change the working culture in the organisations participating in the project?
Section 7: NPP 2007-2013 Horizontal Principles
Sustainable Development – concrete steps and activities Implementation of Sustainable
impact assessment tool for resource use
Minimized travel plan for meetings – ICT solutions, use of environmental friendly transportation, voluntary carbon offset
Corporate Social Responsibility (CSR) plan
Transnational/ shared use of rescue equipment
How did this change the working culture in the organisations participating in the project?
Section 8: Project Communication
Communication indicators to measure progress on the
mandatory communication measures and expected attendance at NPP events
accumulative
List of all communication tools and promotional materials developed Purpose to exemplify indicators
given in question 8.1 Examples:
Brochure Website exhibition roll-up PowerPoint presentations Pens
Section 8: Project Communication
Provide an analysis of the internal and external communication activities Purpose to get a sense of general
performance on communication and best practices
What activities worked well, any innovative steps to enhance performance
Certification of compliance with the NPP and European publicity requirements Commission Regulation No
1828/2006, Articles 8 and 9. This is a matter of eligibility:
European Commission recommends a 2% flat rate cut
Section 9: Changes in Project Partnership, Target Area and Other Changes
Additional changes in comparison to the approved application/ to the decision
All changes require pre-approval by Programme Secretariat: Partnership Target area Duration Work package structure
Section 10: Additional Information
Contribution to relevant strategies for your region.
Projects should outline the relevant international strategies which are applicable.
Contribution to the EU Baltic Sea Region Strategy (EUBSRS)
The project should advise if it is contributing to the strategy and note the priority area.
Feedback and Suggestions To NPP bodies/ the programme Background for evaluation activities
in the programme
Overview on other documents requested Project claim Certificates of Expenditure Summary of Certificates of
Expenditure FLC checklists Examples of information/
dissemination material
Signature
Submitting an Activity Report
Please send the Activity report as part of the Progress Report together with other required documents to:
Northern Periphery Programme Secretariat
Att.: Responsible Desk Officer
Strandgade 91, 4.Sal
DK-1401 Copenhagen-K
Denmark
and per e-mail: [email protected]
Assessment of the Activity Report
The Programme Secretariat is the body that receives the Progress Reports and assesses the Activity Report. The Project Claim is sent by the Secretariat to the MA for assessment in parallel.
Assessment includes: Completeness of the information Eligibility of activities carried out Coherence of activities with objectives set out in the application and decision Concrete actions meeting the NPP horizontal principles Quality of partnership and distribution of roles between the partners Current degree of project progress achieved Efficiency and effectiveness of the project implementation process Measurement of quality and quantity of project outputs and results Impact, Added value and Sustainability Improvement proposed and anticipated results Analysis of project expenditure and other budgetary matters
Assessment of activity report will be sent to Managing Authority
No Report = No Money!!
Thank you for listening!