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WorkshopReporting on activities and outcomes
Tempus project representatives’ meetingAntwerp 6-7 December 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 (15/10/2010-15/10/2012) 15/10/2011• 3 year projects (15/10/2010-15/10/2013) 15/04/2012
Final Report2 months after the end of the eligibility period:• 2 year projects (15/10/2010-15/10/2012) 15/12/2012• 3 year projects (15/10/2010-15/10/2013) 15/12/2013
Submission of the reportsSubmission of the reports
Please note that the timely submission of the reports is a contractual obligation.
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
The reports have 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 & Bilateral cooperation with industrialised countriesBOUR 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/ 1 copy 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)
Submission of the reportsSubmission of the reports
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
Report on implementation of the projectReport on implementation of the project
Intermediate Report
Staff mobility Student mobility Academic coordination and administrative management Equipment Dissemination Sustainability Quality control and monitoring Gender balance Any other comment
Report on implementation of the projectReport on implementation of the project
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
Report on implementation of the projectReport on implementation of the project
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 Gender balance Unexpected outcomes
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 and students 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 of progress3. Any proposed changes
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
Description of the project’s progress: some Description of the project’s progress: some tipstips
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.
Description of the project’s progress: some Description of the project’s progress: some tipstips
Description of the project’s progress: some Description of the project’s progress: some tipstips
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 a wider audience.
If there have been any unexpected positive secondary effects from project activities, please describe them in this section.
Description of the project’s progress: some Description of the project’s progress: some tipstips
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
Description of the project’s progress: some Description of the project’s progress: some tipstips
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?
Description of the project’s progress: some Description of the project’s progress: some tipstips
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 the
state-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)
Financial statementFinancial statement
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)
Where a higher salary rate has been applied: supporting documents such as payslips.
Financial statementFinancial statement
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 should be charged under “Other costs”.
Reports & Payment Cycle (1)Reports & Payment Cycle (1)
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
Reports & Payment Cycle (2)Reports & Payment Cycle (2)
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 Change of bank account
NOTE: Most of the modifications lead to an Amendment to the Grant
Agreement. The eligibility criteria indicated in the Call for Proposals must
always be respected.
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 at least one month 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
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 institution 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 Intermediate 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 for prior authorisation)
Need to ask for 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
Extensions of the eligibility period might be granted only on exceptional and well justified cases.
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.
Change of bank acccountChange of bank acccount
Need to notify the change in writing to the Agency. Send a new Financial Identification form. http://ec.europa.eu/budget/info_contract/ftiers_en.htm?submenuheader=0
Signed by the legal representative and by the bank.
General advice for your reportingGeneral advice for your reporting
Schedule the co-ordination meetings in due time
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
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
More on:
http://eacea.ec.europa.eu/tempus
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