Narrative reporting: good practices. Joint Technical Secretariat Seminar for Beneficiaries February 2012 Narva, Estonia

 A contractual obligation designed to -inform the JMA on progress in project implementation; -request further pre-financing or the payment of the balance.  A monitoring tool to ensure reliable, relevant and timely information about activities, outputs and outcomes of the project.  A communication tool that – if report is jointly agreed – allows all partners -to be aware of each others activities, joint project results; -to communicate externally with one voice. 2 What is narrative reporting? Why to report?

General provisions The narrative report must support and demonstrate the eligibility of costs included in the financial report! Reporting should cover the whole of the project, not only the part financed by the grant; Though the Beneficiary is responsible for submission of reports, ALL partners must input to project reporting; The framework for narrative reporting is set forth in Article 4 “Narrative and Financial Reporting” and complemented by Article 2 “Obligation to provide information and financial and narrative Report” and Article 15 “Payment and interest on late payment” of General Conditions to Grant Contract; Templates for reporting are provided in Annex VI of Grant Contract. Both interim and final reports consist of narrative and financial components integrated in one document. 3

Reporting scheme set forth in the Article of Special Conditions to Grant Contract depends on the payment option applicable to the project.  Option 1 (≤18 months AND ≤EUR ,00);  Option 2 (≥18 months [max 36 months] OR ≥EUR ,00). Report is submitted to JTS both – by post in paper version (JTS postal address), and – by to responsible Project Manager. 4 When and whom to report?

5 Timeline of reporting Option 1 Timeline ReportRequest for payment Expenditure Verification Report Interim ReportYesNo Final ReportYes (balance payment) Yes Implementation period Final report GC signature START (provision of services, delivery if supplies, works, execution of activities, etc.) Contract execution period END (provisional acceptance of supplies and works) Interim report (optional) Reporting, closure activities, warranty period (supply), defects liability period (works), etc. 3 months Costs non- eligible Final payment and/or final acceptance (the latter only for supplies and works)

6 Timeline of reporting Option 2 ReportRequest for payment Expenditure Verification Report Interim Report …Yes Interim Report …No Final ReportYes (balance payment) Yes Timeline Implementation period Final report Contract execution Period Interim report 2 Interim report … Costs non- eligible Interim report 1 6 months GC signature START (provision of services, delivery if supplies, works, execution of activities, etc.) END (provisional acceptance of supplies and works) Final payment and/or final acceptance (the latter only for supplies and works) Reporting, closure activities, warranty period (supply), defects liability period (works), etc. 3 months

Beneficiary: including lead partner  Contents of narrative report is a consolidated input of all project partners (including lead partner).  Compulsory form attached to Grant Contract (Annex VI) serves to submit narrative report to the Programme. Project partners have no standard form for narrative reporting. They may follow: same structure as in Annex VI; any template developed and agreed within the partnership. Content of narrative report - 1 7

The minimum information each partner should include into interim and/or final narrative report:  A description of all activities carried out and all outputs (materials, etc.) produced during the reporting period;  An assessment of the results of the activities during the reporting period;  A list of all contracts (services, supplies and works) awarded above €10,000;  A description of fulfillment of visibility and communication requirements with relevant attachments (such as copies of publications);  Information, which allows the Programme (and external assessors) to evaluate the project impact. 8 Content of narrative report - 2

9 Narrative reporting: interim and final report templates interim/final reportName of section Sheet III: Section 1Overall information on the Project Sheet III, IV–VIII, IX: Section 2 Information on the implementation of the project activities: 2.1 Summary of the project activities so far 2.2 Activity Packages (AP1 – AP5) 2.3 Time plan 2.4 Contracts Sheet IX: Section 3Partners and other cooperation Sheet IX: Section 4Visibility Sheet XIII: Section 8Revenue- partially narrative. (Comments on obtained revenues) …to be provided within final report…. Sheet XIV: Section 10Indicators: 10.1 List of information and visibility outputs 10.2 Fulfillment of Programme indicators Sheet XIV: Section 11Overall project achievements: 11.1 Summary of the project implementation 11.2 Achievements of the project 11.3 Project partners and cooperation 11.4 Final conclusions

 Follow the agreements set in the Partnership Agreement: -Reporting obligations and deadlines for partners; -role of each partner in reporting -Reporting form to be used by partners -Retention (and collection) of documents  Make reporting part of your administrative routine  Keep JTS regularly informed of project events  Make your reports easy to read and understand, focus on key issues  Submit the reports on time! Good practice in project reporting 10

Tips for effective reporting Regularly monitor project implementation against your project work plan and logical framework indicators so you can check if it is progressing as planned and take early corrective measures if necessary. Remember partnership is a core component of your project. In your report, explain how partners have been involved and project implementation coordinated, and how activities implemented by different partners are building upon one another to produce joint results. Make sure your report is easy to read and to understand. 11

Joint Technical Secretariat Questions welcomed! Thank you! 12