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WorkshopReporting on activities and outcomes

Project representatives’ meetingBrussels 15-16 March 2010

Outline of the presentation Outline of the presentation

I- Submission of the reports

II- Structure of the reports Description of the project’s progress Statistics & Indicators Table of Achieved/Planned outcomes Summary report for publication Statement on the costs incurred/Financial statement

III- Modifications during the project implementation

I- Submission of the reports

Submission of the reportsSubmission of the reports

When?

Intermediate ReportWhen 70% of the 1st pre-financing has been disbursed and not later than half way through the eligibility period:• 2 year projects (15/01/2010-15/01/2012) 15/01/2011• 3 year projects (15/01/2010-15/01/2013) 15/07/2011

Final Report2 months after the end of the eligibility period:• 2 year projects (15/01/2010-15/01/2012) 15/03/2012• 3 year projects (15/01/2010-15/01/2013) 15/03/2013


Please note that the timely submission of the reports is a contractual obligation.

Any delay in reporting may have an impact on the monitoring of the project.

If you cannot meet the deadlines, please inform the Education, Audiovisual and Culture Executive Agency in writing immediately.

An extension of the deadline for the submission of the reports can exceptionally be granted if duly justified and requested well in advance.

SubmissionSubmission of the reports of the reports

The Intermediate and the Final Reports are submitted as a paper copy using the forms available on the Tempus website

Three copies of which one original to be sent by the deadline with registered mail (date as per postmark) to:

Mr Klaus HauptHead of UnitEducation, Audiovisual & Culture Executive Agency (EACEA)Tempus Unit/P10BOUR 2/19B-1049 Brussels

An electronic version to be sent to: [email protected]

What do I need to send?What do I need to send?

Intermediate Report: 1 original/ 2 copies Report on implementation of the project (including Statistics&

Indicators, Table of achieved/planned outcomes, Summary report for publication)

Statement of the costs incurred and Request for Payment

Final Report: 1 original/ 2 copies Report on implementation of the project (including Statistics&

Indicators, Table of achieved/planned outcomes, Summary report for publication)

Financial statement including the Request for payment and the financial tables for each budget heading

External audit report on the action’s financial statements and

underlying accounts (required if the Tempus grant as shown in Annex II of the Grant Agreement is equal or greater than EUR 750,000)


Why two reports?

Intermediate Report:

Progress in relation to activities

Final Report:

Overall achievement level in relation to the totalawarded grant and details on all expenses

NOTE: The reports can be either accepted/rejected If rejected: Need to submit a new version Rejection linked to the non compliance with the reporting

requirements, not to the implementation of the project itself.

II-Structure of the reports

Intermediate and Final ReportsIntermediate and Final Reports

Report on implementation of the project Statistics and indicators Table of Achieved/Planned Outcomes Summary report for publication

Report on implementation of the projectReport on implementation of the project

Intermediate Report

Overall achievement Coherence with the workplan and comments on

deviations and modifications Obstacles and shortcomings Development of programmes and courses Restructuring: university management and governance Staff (re-)training


Intermediate Report

Staff mobility Student mobility Academic coordination and administrative management Equipment Dissemination Sustainability Quality control and monitoring Gender balance Any other comment


Final Report

Part I Activities carried out

Short description of the activities carried out since the submission of the Intermediate Report

Describe the main changes that have occurred in the plans described in the IR.

Development of programmes and courses Restructuring: university management and governance Mobility and training activities for staff and students Equipment Dissemination and Sustainability


Final Report

Part II Project outcomes and Impact Overall achievement level and impact Obstacles and shortcomings Curricular reform Governance reform Links with society Mobility and training activities for staff and students Equipment Academic and administrative management Dissemination and Sustainability Unexpected outcomes Gender balance

Statistics and IndicatorsStatistics and Indicators

To gather statistical data and indicators of performance for the period covered by the Intermediate Report or the entire project

duration

Main targets: Teacher training Vocational Education and Training Qualification levels addressed by the project

Training and mobilities: Training of partner country staff Staff mobility Student mobility

Links to European Higher Education policies

Table of Achieved/Planned OutcomesTable of Achieved/Planned Outcomes

Aim: to provide the achievements of the project in relation to the original proposal

The report contains one table for each outcome identified in the project proposal:

1. Activities carried out and indicators of achievement2. Planned activities and indicators for progress3. Any proposed changes

Table of Achieved/Planned Table of Achieved/Planned OutcomesOutcomes

ExampleExample

Description of the project’s progress: some Description of the project’s progress: some tipstips

Identify questions that are relevant to your project

Build upon the information provided in previous report (applicable to the Final Report)

Don’t hesitate to report any shortcomings

Don’t hesitate to give us background information

Be as detailed as possible, demonstrating progress with indicators


What do we mean by indicators?

They are the “sign-posts” used to measure the performance of the project throughout its life-cycle.

They provide a basis for the monitoring of the

project’s progress and should therefore be considered as an ongoing evaluation mechanism within the project.

Indicators should be specific in terms of quantity, quality, time and target group.

Some examples of “Tempus” indicators:

“Staff trained” 5 of the 10 staff members of the Department have acquired new

skills which have been evaluated and certified by the Project Board in January 2010.

“Centre established” Centre formally established through Statute dated 1 September

2010 as a Unit of the Faculty, with 2 staff members, equipment, 3 classrooms and additional Faculty financial resources until 2015.

“Student mobility achieved” 3 undergraduate students in their final year acquire in July 2009

20 ECTS following a 3-month study period in the EU during Spring 2009.



Dissemination

Describe what has been done to disseminate the results of the activities carried out, both within the framework of the project and outside the project.

Indicate: the type of activities and the dissemination channels used to make the project results available to larger beneficiary groups.

If there have been any unexpected positive secondary effects from project activities, please describe them in this section.


Examples of dissemination activities

Set up a project website (indicate the link)

Brochures, newsletters of the partners

Organisation of workshops, seminars, final conference

Information in the newspapers


Sustainability

How did you achieve a multiplier effect of the project? Do you think that the successes will go beyond the immediate target group?

Do you think that the beneficiaries (institutions) will be able to sustain and develop the achievements of the project?

Do you foresee any future co-operation between the beneficiaries of your project?

How do you plan to use the results of the project in the future?

What measures have been taken to formalise or institutionalise links with local non-university partners?


Examples of Sustainability

Accreditation of the new curriculum

Memorandum of understanding between the project partners to continue the collaboration after the end of the project

Agreements with other stakeholders

Summary Report for PublicationSummary Report for Publication

Aim:

To provide the EACEA with the main information about the project, the progress, any problems, next steps and

any other remarks in a format that can be published

Statement on the costs incurred and Statement on the costs incurred and Request for paymentRequest for payment

Intermediate Report

To provide the EACEA with an overview of the projectexpenses and the co-financing situation together with thestate-of-play of project activities.

Intermediate Report

Example of Statement of costs incurred and Request for payment

Financial statementFinancial statement

Final Report

Financial statement: To provide the EACEA with the final statement on all expenditure incurred in the framework of the project.

Fill the accompanying financial tables in the Financial statement excel file published on the website

Fill each of the 9 different excel worksheets For each budget heading: you must declare all expenditure

incurred by the project during the eligibility period, both paid by Tempus and co-financed.

NOTE: Request for payment of the balance (Annex 13)


Final Report

Supporting documents for expenditureOnly for:

Equipment if the costs exceeds EUR 25.000 (invoices)

Sub-contracts if the costs exceeds EUR 25.000 (conventions/contracts and invoices)


Final Report

External audit report on the action’s financial statements and underlying accounts

Required if the Tempus grant as shown in Annex II of the Grant Agreement is equal or greater than EUR 750,000.

Cost of the external audit report can be charged under “Other costs”.

Final Report

Example of Financial Statement

Reports & Payment CycleReports & Payment Cycle

Payment of 1st pre-financing: 60% of the amount specified at I.4.3 of the Grant Agreement within 45 days of:- the date when the last of the parties signs the GA

- upon receipt of a financial guarantee if required in Annex I

INTERMEDIATE REPORT: when 70% of the first pre-financing has been disbursed and not later than half-way through the eligibility period

- report on the action’s implementation (IR) - summary report for publication - statement on the costs actually incurred and request for payment of the 2nd pre-

financing (30% of the amount specified at I.4.3 of GA) when 70% of the 1st pre-financing has been disbursed)

Payment representing the 30% of the amount specified at I.4.3 of GA within 45 days following reception of request for payment

FINAL REPORT - 2 months after the end of the eligibility period - final report on the action’s implementation (FR) - summary report for publication - financial statement and supporting documents

Payment representing the balance of the grant within 45 days following approval of FR

III- Modifications during the project implementation

ModificationsModifications

Prior written request to the EACEA for authorisation is needed for:

Addition of a consortium member Withdrawal of a consortium member Changes of contact person at the coordinator/co-beneficiary Modification of project’s activities Modification of the budget Extension of the eligibility period

NOTE: Some modifications lead to an Amendment to the Grant

Agreement

Modifications: general adviceModifications: general advice

Modifications in terms of budget and activities acquire contractual value after prior written approval of the EACEA.

Requests for modifications should be duly justified in relation to the project objectives.

Modifications should be detailed and asked well in advance.

Modifications can be introduced either through the Intermediate Report or through general correspondence.

Addition of a consortium memberAddition of a consortium member

A request should be sent to EACEA: a new partner is eligible for funding only after approval by the EACEA.

A new co-beneficiary should be included before the final project year.

The request should contain a detailed justification of the reasons why the new co-beneficiary should join.

The enlargement will not lead to an increase of the maximum grant amount.

Formal requirements: Request by the coordinator A mandate signed between the coordinator and the new co- beneficiary Letters from all the current co-beneficiaries, confirming their

agreement to the inclusion of the new institution

Withdrawal of a consortium memberWithdrawal of a consortium member

Procedure

1. The withdrawing institution should send an official letter signed by the legal representative to the coordinator confirming their withdrawal from the project.

2. The coordinator should send written confirmation to EACEA including: a detailed description indicating the consequences on

the project’s objective(s), outcomes and activities. the letter from the withdrawing co-beneficiary

NOTE: The eligibility criteria of the partnership indicated in the Call for Proposals must always be respected.

Change of contact person at the Change of contact person at the coordinator/ co-beneficiarycoordinator/ co-beneficiary

Procedure

Change at the coordinator:Send a written confirmation (letter) signed by: the new contact person the former contact person of the coordinator the legal representative of the coordinator

Change at one of the co-beneficiaries: The coordinator should send an email confirmation to

EACEA

NOTE: The coordinator can be changed but only under the most exceptional circumstances.

Modification of the project activitiesModification of the project activities

Requests for modifications should be duly justified in relation to the project objectives.

The budgetary implications of these changes will also need to be taken into account.

Requests for modifications should be detailed (nature and type of activities, overall added value, etc.)

Such changes should be introduced either through a prior written request or in an interim report.

Requests should be made well in advance.

Modification of the budgetModification of the budget

Budget modification is required when more than 10% of increase of a budget heading.

(when less than 10%, no need of prior authorisation)

Need to ask a budget modification before the additional costs are incurred.

Provide the original budget and the new budget, indicating clearly the transfers done between the budget headings.

Extension of the eligibility periodExtension of the eligibility period

Extension of the eligibility period might be granted on an exceptional basis.

Delays inherent to the project and in the implementation

of the work plan will not be considered sufficient reasons.

Only one extension granted for a maximum of 12 months.

The extension of the eligibility period will require a formal amendment of the Grant Agreement.

The request should be made as soon as possible and, in any case, no later than one month before the end of the eligibility period.

General advice for your reportingGeneral advice for your reporting

Schedule the co-ordination meetings in due time

Coordinator should be involved in the reporting

Provide clear and concise information

Do not under-estimate the time and the human resources needed for the reporting activities

Collect the supporting documents as soon as activities have taken place

Who may help?Who may help?

Frequently Asked Questions on the Tempus website

The contact person at the Tempus Unit in EACEA [email protected]

The NTO or the NCP

The International Relations office of the University

mailto:[email protected]

EVEEVEEspace Virtuel d’ Echange/Virtual Platform for Espace Virtuel d’ Echange/Virtual Platform for

information sharinginformation sharing

Public electronic platform for the dissemination and exploitation of project results

Project coordinators can upload basic information about their project and its results (outputs, pictures, links, presentations)

More information:http://www.ec.europa.eu/eveGuide for project promoters

http://www.ec.europa.eu/eve

More on:

http://eacea.ec.europa.eu/tempus

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