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Call 5 projects – Lead Partner Seminar

Monitoring of the project implementation

Anne-Séverine Lay, Eva Stare – JTS

10 September 2013, Munich

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Your Application Form

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Progress Reporting – Why?

+ Progress update on results, achievements

+ Monitoring against AF

+ Subsidy Contract (SC) art. 3

→ Only activities contained in the AF can be eligible

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Where to find information?

Programme Implementation Handbook (PIH):

Fact Sheet: + 6.10a: Progress Report

Annexes:+ PR form+ PR guidance

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When to report?

Reporting Periods (RP) are fixed in your AF / SC – PR1:

RP1: start of WP1 – 12/2013Template to LP: 31.1.2014Deadline submission PR1: 15 March 2014

PR2:RP2: 1/2014 – 6/2014

…

→ Postponement of reporting deadlines is not possible

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PR Process

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Documents to be submitted

Per e-mail to the JTS / Project Officer (PO): + Progress Report Form + Scans of all Certifications of Expenditure (CoE)

+ Contact data change file (if relevant)+ Updated monitoring tables

Per post to the JTS/ PO:+ Original CoE+ One copy of paper publications produced in large

quantity (e.g. brochures, leaflets, gadgets, posters)+ CD-ROM with deliverables

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Pro

gres

s R

epor

t For

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Section 1: General description

Cover page + Automatically generated

Section 1 - General information+ Executive summary: remains as in AF+ Publishable summary and material for communication – will be

uploaded to ASP website+ Publishable material -> important project outputs

Tips:+ Do not use abbreviations, technical language+ Focus on content and not on administration+ Use this section to give a general overview on project

achievements, highlight the interesting results+ Coherence between “Executive Summary” and “Publishable

summary”

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2.1 Internal transnational meetings organised by the project + Please list the partners that attended+ Please attach the minutes

2.2 Consolidation+ Are the partners contributing to the project as foreseen+ Are there any new Observers / Synergies

2.3 Participation of PP located outside the area+ Compare with sections 3.8.1, 3.8.2 and 6.3 of the AF

2.4 Changes/ difficulties regarding the Partnership+ Be transparent: report on problems so that we can try to help if

needed

Section 2: Partnership / Internal Cooperation

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3.1 Constraints and problems encountered+ Please list content related problems, delays etc. and foreseen solutions

3.2 Indicators + “Reported” refers to what has been achieved in this RP+ „Outlook” refers to the next PR+ Indicators should relate to the outputs in the WP section and should be further detailed in the monitoring table

Text box:+ Please provide explanations to the reported indicators, i.e. what is behind the figures. + Please report on deviations in comparison to the AF or to the outlook of the previous report.

Section 3: Project implementation

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Section 4: Work Packages (WP)

Overview on Work package + General overview on the WP implementation during this RP

Actions + Descriptions of implemented activities during this RP + Please indicate the PP involved, e.g. PP1, 2, 3+ Please select the status of each action

Outputs + Should be in line with AF outputs, please make reference to deliverables’ table+ Should be in line with monitoring tables

Deviations + Please explain why it occurred and how it will be caught up

Time schedule + Please put a cross “x” for each relevant monthPilot activities + not relevant for Call 5

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Section 4: Work Packages

4.2: Deliverables and Events

List of outputs / produced material+ Please refer to the PR guidance to find out what

material shall be submitted in which way

List of events+ List only public events organised by the project itself

→ Submit all deliverables on a CD-ROM using the same numbering as in table 4.2

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Section 4: Work Packages

4.3 Milestones

+ Describe project achievement towards milestones

+ Report deviations together with an explanation and the planned counter measures

4.4 Outlook

+ For each Work Package: please list the expected activities for the next reporting period.

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6.1 Report on Financial Situation+ Overall financial situation: exhaustion of funds vs. AF+ Deviations+ Level of expenditure foreseen per partner, WP or CC

6.2 EU Partners overview+ 1st table: automatically generated, received ERDF to be included + 2nd table:

– Currently reported expenses: all certifications reported in the current PR > check against CoE

– ERDF requested should not be higher than ‘ERDF share’– Corrections of previously reported expenses: only in case of errors occurred in

previous CoE – Beware: no insertion of formulas and copy-paste to be avoided

6.3 NON-EU Partners overview+ Same approach as 6.2 but in € and no CoE to be provided

Section 6: Financial Report

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7. Contact data of project management team+ Please fill in the latest contact information

8. Bank information+ Insert all requested data to process the payment

9. Check list+ Use the scroll down menu to confirm that all necessary steps

to complete the Progress Report have been accomplished

– END OF PROGRESS REPORT –

→ After closure of JTS checks LP will be asked to fill in and sign LP declaration

Sections 7(Contact), 8 (Bank), 9 (Checklist)

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Practical example: reporting outputs

Output is planned in the AF in section 4 under expected outputs of a WP

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Practical example: reporting outputs

This output has to be reported in different parts of the PR:

+ in section 4.1 Work packages under Achieved outputs of the respective WP

+ in section 4.2 in the Deliverables and events table

+ in section 3.2 in the Indicators table (if relevant)

and in monitoring tables

+ in output monitoring table

+ in indicator monitoring table

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Practical example: reporting outputs

Reporting in section 4.1 Work packages under Achieved outputs of the respective WP

TIPS:

+ use the same title of outputs as in AF through the whole PR+ quantify the output (coherence)+ mention the PPs contributing+ make reference to deliverables table, e.g. (D2)

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Practical example: reporting outputs

Reporting in section 4.2 in the Deliverables and events table

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Practical example: reporting outputs

Reporting in section 3.2 in the Indicators table (if relevant)

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Practical example: reporting outputs

Reporting in monitoring tables (indicators and outputs monitoring table)

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Where to find furtherinformation andassistance?

Thank you for your attention!

www.alpine-space.eu