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Kick Off Meeting with Beneficiaires

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Each project is required to inform the EC about project related activities, ... Reports are the basis for publicising your success, best practices, etc. ... – PowerPoint PPT presentation

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Title: Kick Off Meeting with Beneficiaires


1
IBPP Narrative reporting
European Commission
2
Structure
  • Narrative reporting
  • Communication
  • Monitoring
  • Networking

3
Reporting (Introduction)
  • Grant is EU taxpayers money (? control)
  • We care about our projects and we are interested
  • ?
  • Each project is required to inform the EC
    about project related activities, achieved
    results, relevant changes and problems during
    project implementation

4
Reporting (Requirements)
  • Inception report (after 3 months)
  • Interim report (by the end of the 1st
    year)
  • Final report (within 3 or 6 months after the
    end of the project)
  • Interim and Final include narrative
    financial parts

5
Reporting (General principles)
  • What do we expect?
  • A detailed picture of project activities and
    achievements, but also of problems (if any)
  • An assessment of the cooperation between the
    project partners but also between your
    organisations local authorities, communities,
    stakeholders, media
  • An assessment of the impact of project
    activities as far as this is possible to quantify

6
Reporting (Practical aspects)
  • All Reports should be submitted in English
  • Reports should follow the structure of the
    templates (see Annex VI)
  • They should be dated and signed
  • Reports should be bound
  • They should be sent in one original electronic
    copy by E-Mail (or CD-ROM)

7
What is a good report?
  • Interesting to read!
  • Analytical enough!
  • Submitted by the deadline
  • Clear structure
  • Full picture (honestly objectively)
  • Creative approach not a copy and paste
    exercise!

8
What is a good report?
  • High emphasis on results impact
  • Joint work of applicant and partner(s)
    (assessment evaluation)
  • Feedback from the target groups
  • Balance between the text and annexes (could be
    in Russian)
  • Changes described (correspondence with the
    Project Officer attached)

9
What is a good report?
  • Dissemination strategy described (publications
    press dossier attached)
  • Weaknesses revealed, lessons learnt analysed
  • Recommendations to the EC and IBPP formulated
    (e.g. new priorities for the calls)
  • Nice relevant photos ?

10
Importance of a good report
  • Good project reports ? good project management
    and efficient partnership
  • Reports help you to focus on impact and
    achievements
  • Reports are the basis for publicising your
    success, best practices, etc.
  • No report recovery of pre-financing?
  • The better you prepare the report, the quicker
    you are paid ?

11
Inception Report
  • After the 3rd month
  • Follows the inception visit
  • To be sent by e-mail only
  • Any modifications needed? Addendum or just
    exchange of correspondence?
  • Problems of any kind?
  • Coordination with other projects stakeholders

12
Interim Report
  • submission and approval of the interim report
    (narrative and financial) is a pre-condition for
    the payment of the second installment of the
    grant amount!
  • the delivery of the interim report is compulsory
    at the end of the first project year
  • if the Report (and a request for payment) is not
    submitted, Beneficiary should explain the reason
  • Hard copy electronic version

13
Interim Report
  • You can request further pre-financing within the
    1st year of implementation, EVEN if the 70
    criteria (see above) is not fulfilled.
  • In that case, an amount of the 2nd
    pre-financing will be reduced by the unused
    amounts of the previous pre-financing payment.

14
Final Report
  • Deadline see 2.3 of the Gen. Conditions
  • If the Beneficiary is based in Russia within 3
    months after the implementation
  • If the Beneficiary has no headquarters in Russia
    within 6 months
  • The final report should cover the entire project
    duration
  • Approval of the Final report is a pre-condition
    for the balance payment

15
Reports structure
  • Both Interim and Final Reports have the following
    structure
  • Description
  • Assessment of implementation
  • Partners other cooperation
  • Visibility

16
Assessment
  • List of activities
  • Any problems and if yes, how have they been
    addressed?
  • Which activities have been modified or have not
    taken place?
  • Results ? Impact ? Feedback
  • Action plan for next period (if applicable)
  • List awarded contracts (work, supplies,
    services) under 5000 EUR indicate the award
    procedure

17
Partners cooperation
  • How do you assess the relationship between the
    formal partners of this Action?
  • Relationship with the local authorities (if
    applicable)
  • Other links (Beneficiaries, Associates, etc.)
  • Has this action been able to build on previous
    EC-grants?
  • Relationship with the EC?

18
Visibility
  • How is the visibility of the EU contribution
    being ensured in the Action?
  • Visibility Guidelines
  • Please list all materials and publications
    produced by the project and send us a copy
    together with the Report

19
EC and Reports
  • EC has 45 days to make a payment after the
    approval of the Int/Fin Report
  • EC has 45 days to approve the Reports
  • EC may suspend the time-limit for a approval of
    a report by notifying the Beneficiary about the
    additional requests
  • EC may request additional info at any time, that
    info must be submitted within 30 days of the
    request

20

Communication
  • Formal ??Informal
  • More we know about the project, more efficiently
    we could work together
  • All aspects important for the project
    implementation should be agreed in written
  • For operational aspects your contact is the
    Project Officer for purely financial issues
    the Finance Officer (with a copy to the PO)

 
21

Communication
  • What the EC should know asap?
  • Any menace to the implementation (conflict
    between partners, conflict with the authorities,
    target groups cannot be reached, force majeure,
    etc.)
  • Changes in the project description and/or budget
  • Info about the upcoming major events (festivals,
    exhibitions, etc.)
  • Important publications in the press

 
22
Communication
  • Changes (Art.9 of the General Conditions)
  • No prior approval
  • small changes in the schedule
  • insignificant changes (number of seminar
    participants, format of the event, title of the
    publication, etc.)
  • Notification
  • change of the bank account
  • change of contact details
  • change of the auditor
  • Prior approval (addendum or exchange of
    letters)
  • content changes
  • budget changes
  • partnership structure

 
23

Communication
  • Contract Addendum
  • PRIOR NOT RETROACTIVE
  • Takes up to 1 month to prepare
  • Most typical cases
  • extension of duration
  • changes in the partnership
  • budget changes (gt15)?new table should be
    submitted
  • increase of Administrative costs (up to 7)
  • An official request with proper justification
    should be sent to the Project Manager
  • A copy of the request with all supporting
    documents should be sent to the Project Officer
    by e-mail.

 
24

Communication
  • Small changes
  • NO PRIOR APPROVAL BUT ASK EC FOR ADVICE
  • transfer within the budget heading
  • transfer between budget headings involving a
    variation of 15 or less of each heading
  • Administrative costs and Contingency AN
    EXEPTION!

 
25

Monitoring
  • Field Visit
  • Activity Monitoring
  • External Monitoring
  • Please inform us about all major events at least
    2 weeks in advance.

 
26
Contacts us!
  • E-mail
  • For IBPP-Civil Society
  • Gerhard.Salzer_at_ec.europa.eu
  • Berni.McNally_at_ec.europa.eu
  • For IBPP Cultural Cooperation
  • Tatiana.Bokareva_at_ec.europa.eu

27
Happy Reporting!
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