Green Partnerships Local Partnerships for Greener Cities and Regions Study visit and 3 rd Steering...
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Green Partnerships Local Partnerships for Greener Cities and Regions Study visit and 3 rd Steering Committee meeting Freiburg, 14 – 18 October 2013
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Transcript of Green Partnerships Local Partnerships for Greener Cities and Regions Study visit and 3 rd Steering...
Green Partnerships Local Partnerships for Greener Cities and Regions
Study visit and 3rd Steering
Committee meeting
Freiburg, 14 – 18 October 2013
Green Partnerships Local Partnerships for Greener Cities and Regions
Project management
(WP1)
Alianta d.o.o.Urška Dolinar
Freiburg, 16 October 2013
Project coordination
Implementation Handbook
3
Topics
Freiburg, 15. 10. 13
o Implementation Handbook
o Following indicators of project progress
o Agreement on next meetings
4
Working together in (and for) Green Partnerships
Freiburg, 15. 10. 13
Who?What?
(By) When?
For how much
money?
5Freiburg, 15. 10. 13
Presenting the Green Partnerships
Implementation Handbook
and little bit more into details:• project ORGANISATION• project MONITORING• REPORTING
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IMPLEMENTATION HANDBOOK =
What is the Implementation Handbook ?o a document with a set of instructions for project implementationo “everything you need to know” documento summary of all important “MED instructions” + internal organisational rules
Why is it important?o to assure unified approach used by all project partners for implementing activities and delivering all outputs and resultso to avoid confusion, ease the administration and enable focus on the contentWhen to use it?o When you have any kind of open issues regarding the project implementation
try first to find answers in the Implementation Handbook and later ask Project Management Group
Basic information
7Freiburg, 15. 10. 13
Handbook chapters (1)
1. Glossary
All important project expressions and abbreviations
o What is AF, AB? o What does FLC, SC … stand for?o etc.
2. Project organisation
Who is who, what are their responsibilities
o What is the project structure?
o What is my responsibility as project partner? What is the role of WP leader, Project Management Group?
o Which are the project decision-making bodies?
o How does the communication within the partnership work? Whom to turn to regarding content issues, technical issues. Who is communicating with JTS, NCP, FLC?
Financial and Administrative
Manager
Work Package Leaders
Contributing partnersCom
mun
icati
on
Man
ager
Transnational Coordinator
Project Manager
GREEN PARTNERSHIPS
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Agreed communication guidelines
Keep agreed deadlines – if not possible please inform
partners and set a new deadline.
Answer e-mail questions within a maximum of three days.
No reaction to proposal means acceptance.
For Green Partnerships visibility and communication, all
partners are expected to use the agreed project
templates and communication materials only.
If you are unavailable please make sure that your
substitute contact takes over.
9Freiburg, 15. 10. 13
Handbook chapters (2)
3. Contractual relations
Contracts signed during the implementation of the project
o What is a Subsidy Contract, Partnership Agreement?
o Which issues should you pay attention to when starting public procurement process?
10Freiburg, 15. 10. 13
Handbook chapters (3)
4. Project changes
During the project lifecycle some changes might be
necessary
o Which changes are major changes (with or without previous approval of the MA/MC) and which are minor changes?
o What is administrative change?
oCan I change the spending forecast?
Project changes can be requested only twice in the project duration, therefore a coordinated action of the partnership is crucial.
The first change request is foreseen at the end of 2013, and the second 6 months before project end (December 2014).
All project changes requiring an approval of the programme bodies can be implemented only after approval has been given.
11Freiburg, 15. 10. 13
Handbook chapters (4)
5. Project Monitoring
o What you have to do? Till when? What are the standards for certain output?
o Which outputs and results you have to achieve?
o How much can I spend? How much money do I have in certain BL / WP?
o What do I need to archive for the audit purpose?
CONTENT – RELATED MONITORING
MONITORING OF INDICATORS
FINANCIAL MONITORING
AUDIT OF THE PROJECT & ARCHIVING
& and contains effective tools for monitoring the project
Implementation Handbook explains the whole monitoring system!
12Freiburg, 15. 10. 13
Content-related monitoring
o What you have to do?
o How does it have to be done?
o How are we doing with the implementation?
o Monitoring the project indicators
o Who to contact for what?
APPLICATION FORMWORK PROGRAMME
INSTRUCTIONS OF WP LEADERS
TO DO LIST
INDICATOR TABLES
INFORMATION FLOW:
PARTNER WORK PACKAGE LEADER LP/MANAGEMENT GROUP
CONTACT LIST
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Financial monitoring
o Subsidy Contract
o Application Form
o Presage CTE
14Freiburg, 15. 10. 13
Monitoring of progress – indicators
o Progress of Work Packages and achievement of deliverables
o Reaching the target groups:o With pilot activitieso With dissemination actionso With communication actions
WP LEADERS FILL IN THE ACTUAL VALUES EACH 3 MONTHS
+ SEND THE FINISHED DELIVERABLES/UPLOAD THEM TO DROPBOX
EACH PARTNER FILLS IN THE ACTUAL VALUES TO THE DELIVERABLES TABLE AT THE END OF REPORTING PERIOD
15Freiburg, 15. 10. 13
Handbook chapters (5)
6. REPORTING
STEP by STEP through reporting
o When and how you have to complete your Partner Report?
o How to report your activities and when will you receive the money you have spent?
o When you have to submit your PPR to you FLC? When you have to send the Interim Certificate to the LP?
o Which costs can you report?
STEP 1
What? When?
Till day 5 after the end of reporting period
Day 5 after the end of reporting periodSTEP 2
STEP 3
Submission of the Partner Progress Report
to the First Level Control (FLC)
Day 15 after the end of reportig period
STEP 4Submission of the Interim
Certificate to the Lead Partner
10 days before the deadline for submission of the
Progress Report
STEP 5
Preparation of joint Progress Report and Payment Claim
by Lead Partner and submission to the JTS
2 months after the end of reporting period
STEP 6Verification of the Progress Report and Payment Claim
by the JTS
2 months after submission of the PR to the JTS
STEP 7 Reimbursement of ERDF and IPA funds
1 month after the JTS & MA approve the report
Validation of the Partner Progress Report by the Lead
Partner
Preparation of the Partner Progress Report for First
Level Control and notifying LP
16Freiburg, 15. 10. 13
Reporting deadlines
Period no.
Reporting period duration
Informing LP – inserting data in Presage
Submission of PPR to the FLC
Submission of the Interim Certificate to LP
Deadline for submission of Progress Report
I 1.1.2013 – 30.6.2013 5.7.2013 15.7.2013 20.8.2013 31.8.2013 II 1.7.2013 – 31.12.2013 5.1.2014 15.1.2014 20.2.2014 28.2.2014 III 1.1.2014 – 30.6.2014 5.7.2014 15.7.2014 20.8.2014 31.8.2014 IV 1.7.2014 – 31.12.2014 5.1.2015 15.1.2015 20.2.2015 28.2.2015 V 1.1.2015 – 31.5.2015 5.6.2015 15.6.2015 20.7.2015 31.7.2015
17Freiburg, 15. 10. 13
Handbook chapters (6)
8. ANNEXES
Annex 1 Contact list
Annex 2 Green Partnerships Work Programme
Annex 3 Indicators tables
Annex 4a
Template for the Report of a subcontractor
Annex 4b
Template for the confirmation about accurately implemented external service
Annex 5 Template for budget changes (to be added)
Annex 6 Checklist for project meetings
COUNTRYPARTNER NUMBER
ACRONYMPARTICIPATING ORGANISATION
- official name (original)PARTICIPATING ORGANISATION
- English namePARTICIPATING ORGANISATION
- addressCONTACT PERSON
Name and SurnameE-MAIL Telephone Number Mobile Number FAX Skype
Veronika Valentar [email protected] +386 2 228 49 16 +386 51 317 105 +386 2 251 94 82 veronika.valentar
Stanka Klemenčič [email protected] + 386 2 228 49 16 +386 31 421 591 stanka.kle
Mateja Softić [email protected] +386 590 80 953 +386 40 436 767 +386 590 80 941 mateja.softic
Urška Dolinar [email protected] +386 590 80 957 +386 40 298 111 +386 590 80 941 uzelic
Klavdija Polutnik [email protected] +386 223 42 362 / +386 223 42 361
Vlasta Krmelj [email protected] +386 223 42 3 60 +386 31 334 376 + 386 223 42 361
Simona Tekavec [email protected] 38622342363 / + 386 223 42 361
Natasa Xenophontos Koudouna*on maternity leave until 06/13
[email protected] +357 22 364 084 + 357 99 440 475 +357 223 80 688
Aristos Melis [email protected]
France Cyril Jarny [email protected] +33 4 42 18 55 88 +33 4 42 03 01 56 c.jarny
Amélie Himpens [email protected] +33 4 42 18 55 88 +33 4 42 03 01 56 a.himpens
Oriane Assali [email protected] +33 4 42 18 55 88 +33 4 42 03 01 56 o.assali
Theocharis Tsoutsos [email protected] +30 282 103 78 25 +30 69 746 666 96 +30 282 103 78 58
[email protected] +302821037861 +302821037861 stournaki
Kostis Voumvourakis [email protected] +302821037734 + 30 693 210 00 48
Piero Pelizzaro [email protected] +39-06-48 55 39 /48 82 137 +39-347-96 87 258 +39-06-48 98 70 09 piero.pelizzaro
Sergio Andreis [email protected] +39-06-48 55 39 / 48 82 137 +39-335-82 88 637 +39-06-48 98 70 09 sergio.andreis1
Irene Pinardi [email protected] +39-06-48 55 39 / 48 82 137 +39-338-4960206 +39-06-48 98 70 09 iliana_pi
Tiago Gaio [email protected] +351 245 309 084 +351 964 170 102 +351 245 309 086 tiagomgaio
Ana Lacão [email protected] ana.lacao
Angel Gonzalo Marti [email protected] + 34 938 426 858
Virginia Domingo Reig [email protected] + 34 93 860 32 06 +34 93 879 60 82
IPA PARTNERSFatbardh SALLAKU [email protected] +355 68 409 61 80
Ilir Kristo [email protected]
Seit Shallari [email protected]
IPA-PP10 HEIS Branko Vucijak [email protected] +387 33 212 464 +387 61 220 289 +387 33 207 949 brankovucijak
Aleksandra Tomic Cato [email protected] +387 33 212 464 +387 33 207 949 aleksandra.tomic.cato
Lejla Jahić [email protected] +387 33 212 464 +387 61 545 798 +387 33 207 949
Mladen Matica [email protected] +385 48 621 861 +385 998 124 067 +385 48 624 405 mladen.matica
Jelena Kovač [email protected] +385 48 621 862 jelenakkc
Maja Turinski [email protected] +385 48 624 991
Montenegro IPA-PP12 ISSPINSTITUT ZA STRATESKE STUDIJE I
PROJEKCIJEINSTITUTE FOR STRATEGIC STUDIES AND PROGNOSES
Crnogorskih serdara L C I-II81000 Podgorica
Ivan Jovetic [email protected] +382 20 634 329 +382 67 529 777 +382 20 634 338 ivan.jovetic
Vinarska ulica 14, 2000 Maribor
TUC
2 cours Foch13400 AUBAGNE
Agricultural University of Tirana
Plaça Porxada 6, 08401, Granollers
Cyprus ERDF-PP3
Verovškova ulica 60, SI-1000 Ljubljana
Alianta d.o.o. (external) Alianta d.o.o.
Via Genova 2300184 Roma
Kyoto Club
AREANATejo – Agência Regional de Energia e Ambiente do Norte
Alentejano e Tejo
Stjepana Tomica 1, 71 000 Sarajevo, Bosnia and
Herzegovina
AUT
Hydro Engineering Institute Sarajevo (HEIS)
GERES – Group for the Environment, Renewable Energy and Solidarity
Kmetijsko gozdarska zbornica Slovenije- kmetijsko gozdarski zavod
Maribor
Slovene Chamber of Agriculture and Forestry-Institute of Agriculture and
Forestry Maribor
ΔΗΜΑΡΧΕΙΟ ΛΑΚΑΤΑΜΙΑΣ LAKATAMIA MUNICIPALITY
Kyoto Club
Spain
Portugal
Universiteti Bujqësor i TiranësAlbania IPA-PP9
Granollers city councilERDF-PP8 GRANOLLERS
CroatiaTrg bana Josipa Jelačića 15/II.
48000 Koprivnica
ERDF PARTNERS
Energetska agencija za Podravje – zavod za trajnostno rabo energije
Energy agency of Podravje – institution for sustainable energy use
Smetanova ulica 31, SI- 2000 Maribor
AREANATejo - Regional Energy and Environment Agency from North
Alentejo
ERDF-PP5
ERDF-PP7
Ajuntament de Granollers
Bosna in Hercegovina
Institut za hidrotehniku G.F. u Sarajevu d.d.
Slovenia
KGZS MB
ENERGAP
LP-PP1
ERDF-PP2
ERDF-PP6
ERDF-PP4
Greece
Italy
No. 11, 1st April Street, 2310 Lakatamia
AREANATejo
University Campus, Kounoupidiana - To the attention of Prof.Theocharis
TsoutsosPostal Code: 73100, Chania
Rua D. Nuno Álvares Pereira, n.º 61, 1.º esq. | 7300-200 Portalegre
ΠΟΛΥΤΕΧΝΕΙΟ ΚΡΗΤΗΣ
KYOTO CLUB
TECHNICAL UNIVERSITY OF CRETE
GERES
LM
GERES – Groupe Énergies Renouvelables, Environnement et
Solidarités
Stavroula Tournaki
Agricultural University Of Tirana100, Kamez, Tirana
Institut for spatial planning of the Koprivnica-Križevci County
IPA-PP11 ZAVODZavod za prostorno uređenje
Koprivničko-križevačke županije
18Freiburg, 15. 10. 13
Handbook chapters (7)
9. SOURCES – FURTHER READING
o MED Factsheets
o MED FLC Guidelines
o MED website and other useful documents
o Contracts
o Application Form
o EU Regulations
19Freiburg, 15. 10. 13
QUESTIONS, CONCERNS, DILEMMAS?
Don’t hesistate to ask:
• individual sessions during the meeting/via skype
• contact your First Level Control
• Contact: Stanka Klemenčič-Kosi
20Freiburg, 15. 10. 13
Next project meetings
# Meeting planned in the Application Form
Alternative/agreed month and location
Exact dates of the meeting
4 Bosnia-Herzegovina – Sarajevo ??March 2014
Late January/early February 2014 – after the end of reporting period
5., 6., 7.th February
5 Cyprus – Lakatamia?? August 2014
June 2014 9- 13th of June,
6 Montenegro – Podgorica?? December 2014
2nd to 6th of December
7 Final meeting+conference Slovenia, MariborMay 2015
18th – 22nd of May 2015, Habakuk
- Additional meeting needed?
