1 Reporting From a Lead Partner‘s point of view Salzburg, 30. June 2005 Waltraud Hartl, project management AlpFRail Logistik Kompetenz Zentrum Prien a. Chiemsee

2 1.Project Organisation 2.Activity Report 3.Information & Publicity Report 4.Financial Report 5.Sending data Reporting from a Lead partner’s point of view

3 1.Project Organisation Reporting from a Lead partner’s point of view

Project Organisation Starting a project: -Time schedule for all „partner meetings“ -Time schedule for reporting -Definition of the communication within the partnership (Tasks of the WP manager)

TCC/FCC MeetingDo PMC MeetingMi TCC MeetingDo TCC MeetingDo PMC Meeting DO TCC/FCC MeetingDo TCC MeetingDo in Prien 3. PMC MeetingMi, in Venice 6. TCC MeetingDo in Bozen 4. PMC Meeting Do in Prien 8. TCC MeetingDo TCC MeetingDo PMC Meeting Do TCC MeetingDo TCC MeetingDo PMC Meeting Do TCC MeetingDo Meetings on the last Thursday and Friday of each odd month (exceptions are in red) 2.Twice a year this meetings are PMC Meetings 3.Every 9 months combined TCC and FCC meeting (for report preparation) Time Schedule for Coordination Actions Time Schedule for partner meetings

project report partners to LKZ project report LKZ to MA project report partners to LKZ project report LKZ to MA project report partners to LKZ project report LKZ to MA project report partners to LKZ project report LKZ to MA project report partners to LKZ project report LKZ to MA Final report partners to LKZ Final report LKZ to MA Time Schedule for partner meetings

7 -Elaboration of an time schedule Definition of the interfaces (with date for transferring the information) -Implementation of the WP with direct communication to the partners (incl. organisation of work package workshops, …..) -Partners should ask questions directly to the according WP Leader -Obligation to report difficulties immediately to the Lead partner -Reporting of the WP status at the TCC Meetings -Writing an activity report  Documentation of the activities, time, achieved results (target/actual comparison) -Report of all important information into the project tracking -Writing of a final report Tasks of WP Manager

8 Project Organisation Internal Organisation: Directory structure of the project: e.G. meetings

9 Project Organisation Important documents for each meeting: -Agenda -Invitation incl. reply coupon -List of signatures -Minutes -Pictures -Presentations -Next steps Internal Organisation:

10 Project Organisation Directory for the reporting: - Data of the partners - Activity report - Certifications of expenditure - Financial Report - Information & Publicity - Documents to JTS / MA Internal Organisation:

Activity Report Reporting from a Lead partner’s point of view

Activity Report Chapter 2: experience from LP‘s point of view

Activity Report Chapter 3.1: together with the WP managers

Activity Report Chapter 3.2: compare with Application form

Activity Report Chapter 3.5: see the minutes, response from partners, your own experience

Activity Report Chapter 3.6: outlook per WP

Activity Report General hints to the Activity Reports -Attachements are not part of the monitoring system  summary has to be part of the activity report -Report the problems as they are (you have less problems if you need approvals for changes)

18 Reporting from a Lead partner’s point of view 3. Information & Publicity

Information & Publicity Report -Most important problem: Collection of the data -Solution: one dedicated person who collects the relevant data -Motivation of the partner: Reminder on the meetings or after invitations -Motivation catalysator: Project homepage

Financial Report Reporting from a Lead partner’s point of view

21 Entrancement of the financial report For each partner 1 table cost and 1 table WP plus summary sheet cost category Partner WP Partner 1 - 5

22 Internal tool for financial report summary sheet of partner sheet Column added: new budget Column added: CTA, reported by the partner

23 Financial report per partner more than 20% shift

Financial Report Internal Excel File for controlling

25 Reporting from a Lead partner’s point of view 5.Sending the data

Sending the data -Collection of all data in electronic way: if you have a scanner: scan all paper documents immediately -Copy all relevant data in a special directory (CD for JTS) -Collect all original paper in a special folder (for MA) -Print out all documents and collect them in the folder for the JTS -Last check with a check list for all data