SARMa project development WP1 Project management and coordination SARMa internal handbook Alianta d.o.o., Ljubljana Split, 4-5 February 2010

Main milestones  Submission of 5 Partner reports (October – November 2009)  Submission of first Progress Report (1 December)  Time consuming, a lot of paperwork – but we learned a lot, next time it will be much easier  Updated Handbook  New PPR model

Why SARMa, why we are here  SEE – territorial cooperation programme  Individual and common benefits  Why are we doing this?  What will be the benefits?  What will we learn?  Who will we meet?

Project management  Achieving project aims and objectives  Achieving desired impact in cooperating organisations and at stakeholders  Preparing planned deliverables  Project management aims to –Make implementation effective –Assure proper reporting –Enable receiving EU funds

SARMa internal handbook  Aims of the handbook  Structure of the handbook  Useful templates

Aims of the handbook  Compile most important project management topics  One source of most important instructions  To make project management –easier –more effective –less time consuming

Aims of the annexes & templates  To simplify the work of partners  To minimise time needed for the preparation of documents  To have unified SARMa visual identity

Structure of the handbook I.Glossary II.Project organisation III.Contractual relations IV.Project changes V.Information and publicity requirements VI.Management plan of the project VII.Guidelines for preparation of outputs VIII.Internal and external evaluation IX.Financial management X.Reporting XI.Monitoring and audit ANNEXES – TEMPLATES!!!

II. Project organisation

III. Contractual relations  Subsidy Contract  Partnership Agreement  Annex soon  IPA Grant contracts  10 % partners and procedures  External expertise & public procurement !!!

Contractual relations – ANNEXES  Notification to the LP on project change  Template for the Report of a subcontractor  Template for the Partner’s confirmation about accurately implemented external service

IV. Project changes

V. Information and publicity requirements, organisation of events  Visibility & communication = our shared responsibility  WP2 – Communication plan with detailed instructions  To be respected with ALL internal and external communication  External communication  use 3 logos AND disclaimer  Internal communication  use the 3 logos in header  Other logos: can be placed in the footer/common agreement

Visual identity – TEMPLATES Meeting templates: –Meeting agenda –Meeting minutes –Attendance list –Checklist for meetings/events –Evaluation Questionnaire for Meetings –Evaluation Report for Meetings –Badges for participants –Registration form Dissemination report !!! Word PPT Poster

VI. Management plan of the project WP/activity Duration Leaders Outputs Results

VII. Guidelines for preparation of outputs  Output standards  Editing guidelines  Output cover page  2nd page of the output

VIII. Internal and external evaluation  Internal evaluation: a.Quality Management Board = planning & ecvaluation of outputs & results b.Internal technical evaluation – Alianta c.Evaluation of events - TUC  External evaluation:  Advisory Board = 3 external experts  Scientific evaluation of results and achieved objectives

X. Reporting  Reimbursement of costs  Reporting methods  Reporting procedure  Eligibility of costs –Staff costs - Overheads –Travel and accommodation- Equipment –Financial charges and guarantees  10 % flexibility rule  Partner Report 2nd period  after the coffee break

Reporting – TEMPLATES  Basis Partner Report tool  Indicators table  Timesheets  Internal monthly activity report

XI. Monitoring and audit List of documents to be retained (1) No.DocumentLead PartnerProject Partner 1Approved Application Formoriginalcopy 2Partnership Agreement (and its amendments)original 3Subsidy Contractoriginalcopy 4Amendments of the Subsidy Contractoriginalcopy 5Progress ReportsoriginalNot relevant 6Applications for ReimbursementoriginalNot relevant 7Partner Reportscopyoriginal 8Declarations on validation of expenditureoriginal 9Each invoice and accounting document of probative value related to project expenditure (originals to be retained at the premises of the project partner concerned) only the LP’s invoices in originalonly PP’s invoices in original

XI. Monitoring and audit List of documents to be retained (2) No.DocumentLead PartnerProject Partner 1Approved Application Formoriginalcopy 2Partnership Agreement (and its amendments)original 3Subsidy Contractoriginalcopy 4Amendments of the Subsidy Contractoriginalcopy 5Progress ReportsoriginalNot relevant 6Applications for ReimbursementoriginalNot relevant 7Partner Reportscopyoriginal 8Declarations on validation of expenditureoriginal 9Each invoice and accounting document of probative value related to project expenditure (originals to be retained at the premises of the project partner concerned) only the LP’s invoices in originalonly PP’s invoices in original

Thank you for your attention. We continue after the coffee break.