How to make a Progress Report Activity Reporting Lead partner and partner seminar Voss, Norway June 2008 Maxi Nachtigall

Project partner: Statement of Expenditure + documentation National controller: First level control - Certificate of Expenditure Lead Partner: - Activity report - Project Claim - Certificates of Expenditure - Summary of COE JPS-MA-CA Assessment and payment of grant Project partner: -Certificate of Expenditure + Partner Activity Report Activity Report - Activity report - Project Claim - Certificates of Expenditure - Summary of COE

Why to report? Monitoring of project by - PMC - MA - Secretariat Guarantee satisfactory project implementation Continous measurement and quantifiaction of project outputs Cross-check project application/ decision vs implementation Information and knowledge to broader public

What to report?  Activity Report template on (template launch 1 September 2008)  9 Sections:  General information  Project Activities and Performance  Project Indicators  Project Financial Information  Project Management and Partnership Dynamics  Horizontal Principles  Project Communication  Additional information

Section 1 General Information  Project title  Acronym and Duration  Priority and Target Area  Partnership information  Based on the information from the application  Note: Changes need prior approval by the Secretariat  Lead partner’s written request to Secretariat by mail

Section 2 Project activities and performance  Executive summary of the reporting period (last 6 months)  Progress on project implementation  Overview on project activities  Information on outputs achieved so far with focus on products and services  Project activities  Highlights of the project implementation activities  Inter linkage of WPs  Description WP structure and WP activities  Accumulatively  Chronologically  In comparison to approved application  Results  All WPs

Section 2 Project activities and performance  Change of activities in comparison to approved application  Any activity changes need pre-approval by Secretariat  Justification of the change and impact on implementation of project  1 request for change per year  Project outcomes  Overall description of project implementation process  Status of development of products and services (outcomes so far, compared with objectives set out in application)  Description of innovative features of developed products and services  Transnational impact  Could the product/ service being transferred to other countries  How does it make a difference across the region  Organisational learning?  Added value of the adopted transnational approach

Section 3 Project Indicators  General indicators based on indicators outlined in application and decision  Priority specific indicators  Activity  Output  Result  Additional project indicators  Project activity and outcome performance  Analysis of project activity and outcome performance in relation to:  Indicators  Time plan  Budget

Section 4: Project Financial Information  Analysis of the financial performance in comparison to budget  Underspendings/ Overspendings/ Unexpected expenditures  % of budget spent vs. % of time spent according to project plan  Will the project keep in the budget and still achieve outputs  Good value for money  Could have been more achieved with the same inputs of money or could same outcomes have been achieved with reduced financial inputs?  General questions on efficiency of budget use and value for money achieved  Cross referring to the financial report  Budget changes  Justification for the change  Description of impact of changes for the project implementation  1 request for change per year

Section 5: Project management and Partnership dynamics  Description of Project Management structures  Analysis of Project Management dynamics  Arrangements that were used to implement the project, involved partners  List of issues discussed  List of decisions taken  Description of impact of decision on project implementation  Dynamics in the project partnership  Advantages of the transnational partnership approach  Challenges of international cooperation in transnational setting

Section 5: Horizontal Principles  Equal Opportunities  Gender: provision of day care for children during partner meetings  Age: Special tailored staff recruitment plan for young employees  Social: Special employment plan for indigenous people  Sustainable Development  Implementation of Sustainable impact assessment tool for resource use  Minimized travel plan for meetings – ICT solutions, use of environmental friendly transportation, voluntary carbon offset  Corporate Social Responsibility (CSR) plan  Transnational/ shared use of rescue equipment

Section 6: Project Communication  Indicating number of tools/ methods of external and internal communication used/ realised in the project implementation  Based on an communication indicator list  Accumulatively  Summary of Communication activities  Analysis of activities performed to ensure that project outcomes are publicised – status/ evaluation of success of implementation of project communication plan  Are minimum requirements met within first 6 months  How does the project ensure transnational dissemination

Section 7: Changes in project partnership, indicators and other changes  Additional changes in comparison to the approved application/ to the decision  All changes require pre-approval by Secretariat:  Partnership  Target area  Indicators  Duration  Work packages’ structure

Section 8: Additional information  Feedback and Suggestions  To NPP bodies  Cooperation and procedures  Reporting and claiming  Overview on supporting documents requested  Project claim  Certificates of expenditure  Summary of certificates of expenditure  Examples of information/ dissemination material

Processing of Activity Report  Please send the Activity report as part of the Progress report together with other required documents to: Northern Periphery Programme Secretariat Att.: Responsible Desk Officer Strandgade 91, 4.Sal DK-1401 Copenhagen-K Denmark and per

No report – No money!!!

Thank you for your attention