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Kick-Off-MeetingApril 1st – 3rd 2009

Large Conference Hall of Hotel Riga

Riga/ Latvia

host:

Baltic Sea Region Programme 2007-2013 project

“Baltic Challenges and Chances for local and

regional development generated by Climate Change“

BalticClimate

April 2nd 2009 • Dennis Ehm, ARL 2

Kick-Off-Meeting, April 1st – 3rd 2009, Riga

„Progress Reports“

„Progress Reports“

On project level and

on Project Partner level

Dennis Ehm, ARL



„Progress reports“

What is a „Progress Report“?

A progress report documents e.g.

• the activities carried out, • milestones achieved, • outputs produced,• expenditures occurred,• expenditures controlled, and• budget used and remaining

in a pre-defined period of time passed by.




Who to whom?

A) on „project level“

LP JTS/ IB

B) on „partner level“

PP LP (or WP coordinator)

C) extra, informal: Subcontractor PP/LP




Why a Progress Report to the JTS/IB?

•To monitor the progress of planned project activities•Base for further activities

•As justification and base for the bi-annual payment of co-financing from ERDF to the project




Reporting periods and due date on project level

Reports are due 3 months after end of each reporting period.

Exactly defined in the Grant Contract:




Subjects of the progress reports

Every Progress Report:

• activities = Activity progress Report (AR)

• finances = Financial Report (FR)

remark: so far only a draft version of the progress report exists, thus amendments are still possible




Extra contents of the 1st progress report

• Partnership Agreement signed by all Project Partners

• Outputs defined, their indicators and their targets

• communication plan (due already July 31st 2009)

• preparation activities and expenditures

(remark: so far only a draft version of the progress report exists, thus amendments are still possible)




Extra content of the 4th progress report

Mid-term self evaluation

• Required but no formal structure set by EU

• Process, structure, indicators must be planned and defined by the project

• separate attachment to the 4th progress report




Content of the Activity Report (AR) to JTS/IB

probably (so far only a draft version of the progress report exists, thus

amendments are still possible):

• project summary (for official website)

• achievements

• overview of the work plan‘s progress

• progress per WP (activities and milestones)

• main outputs

• marketing information and material




Content of the Financial Report (FR) to JTS/IB

probably (so far only a draft version of the progress report exists, thus amendments are still possible):

• Eligible expenditures occurred per WP/ per BL

• specification of external services, equipment and investments

• total expenditures per Project Partner

• interests/ revenues (if applicable)

• complementary activities

• First Level Control (FLC) confirmation on project level




Progress reports on „partner level“

PP LP (or to WP coordinator)

• activities = Activity progress Report (AR)• in more detail than on project level

• selected topics for report on project level

• finances = Financial Report (FR)• expenditures basing on partner budget• First Level Control (FLC) on partner level




Timing/ Schedule

Allow one month for the LP

• to summarize single reports,

• to possibly ask for additional information and documents from single PPs and

• to get First Level Control Certification on project level.




Report due dates on partner level

Reports incl. First Level Control certification are due the latest 2 months after reporting period end (= 1 month priorprior to reports on project level!)

Period End date Deadline report on partner level

preparation 24.10.2008 30.09.2009

1 31.07.2009 30.09.2009

2 31.01.2010 30.03.2010

3 31.07.2010 30.09.2010

4 31.01.2011 30.03.2011

5 31.07.2011 30.09.2011

6 31.01.2012 30.03.2012




Reporting „system“

• reporting system is a puzzle of single reports (activity, financial)

• sum of each level is base for next higher level




Vertical reporting „system“

Level 1 (JTS/IB)

Level 2 (LP)

Level 3 (PPs)

(control/ check with application/contracts)

deliver




Horizontal reporting „system“

e.g.

output/activity WP1+WP2+WP3 = project outputs/activities

BL 2 of PP1 + PP2 + PP3-n = BL 2 of project




„System“

Every single reporting partner is part of the whole reporting system.

Only functions if everybody delivers its report(s).




Demand

Deliver

• in requested quality

• in requested volume

• in due time




Correct delivery

to ensure

next higher reporting level can sum up and

deliver requested quality and volume in due time!




Subsidy Payment base

Keep in mind:

Reports are the base for

payment of the subsidy!




Responsibility in the TEAM

Low-quality, late, or incomplete reports from

LP to IB/JTS:

late or no payment of subsidy to the whole project

later or no payment to all partners!




Consequences

E.g.

Financial report of one partner missing/ not accepted:

IB will not pay out any subsidy for the reporting period!

(even though all other partners delivered AR and FR in requested quality, volume and time!)




Awareness for work-flow

• Timing

• Every single report is base for higher level report

• Subsidy for whole project only if all single reports delivered in correct quality, volume and time




clue for success: TEAM-work

EVERYBODY must be aware of that!

WE are a project TEAM!

We rely on each others!

Let’s act this way!

Kick-Off-MeetingApril 1st – 3rd 2009

Large Conference Hall of Hotel Riga

Riga/ Latvia

host:

Baltic Sea Region Programme 2007-2013 project

“Baltic Challenges and Chances for local and

regional development generated by Climate Change“

BalticClimate

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Documents

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