start and break slide Kick-Off-Meeting April 1 st – 3 rd 2009 Large Conference Hall of Hotel Riga Riga/ Latvia host: Baltic Sea Region Programme project “Baltic Challenges and Chances for local and regional development generated by Climate Change“ BalticClimate

April 2nd 2009 Dennis Ehm, ARL 2 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ Dennis Ehm, ARL

April 2nd 2009 Dennis Ehm, ARL 3 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ What is meant by „Formal Requirement“? EU and programme formal requirements, e.g. Partnership Agreement Project phases and deadlines Progress reports, First Level Controls Mid-term self evaluation Result indicators’ definitions and targets Public Procurement Communication Plan Publication guidelines plus: application form (=project data form) content

April 2nd 2009 Dennis Ehm, ARL 4 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ Partnership Agreement To be signed by all Project Partners Before submission of first progress Report Minimum requirements (Programme Manual 2.5), e.g. definition of the joint objectives roles/ responsibilities of the Project Partners project budget and spending plan per PP cost sharing method liability an obligations recovering fund unduly paid etc...

April 2nd 2009 Dennis Ehm, ARL 5 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ Project Phases Preparation Phase (May 31 st 2007 – Oct 24 th 2008) Contracting Phase (October 25 th 2008 – January 24 th 2009) Implementation Phase (January 25 th 2009 – January 24 th 2012) Closure Phase (January 25 th 2012 – April 24 th 2012)

April 2nd 2009 Dennis Ehm, ARL 6 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ Progress reports, First Level Controls Progress Reports on Project level and on partner level (partly different) activities = Activity progress Report (AR) finances = Financial Report (FR) First Level Controls (on each level!)

April 2nd 2009 Dennis Ehm, ARL 7 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ Mid-term self evaluation (section programme manual) Required but no formal structure set by EU In 4th reporting period (2nd half 2010) Process, methods and structure must be planned and defined by the project Implementation by the project Outcome of the mid-term evaluation shall be considered in further project process Separate attachment to the 4 th progress report

April 2nd 2009 Dennis Ehm, ARL 8 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ (Set of) Deadlines for the whole programme for the project phases for reports (on partner level and on project level) for single milestones and activities within single activities within one’s own institution within one’s personal schedules  set deadlines and respect them, otherwise it causes stepwise delays for others and for the whole project

April 2nd 2009 Dennis Ehm, ARL 9 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ Result indicator‘s definitions and targets To be delivered with first progress report Definition of applicable indicators Targets on project level, summarised from Target Area/ Project Partner level Monitoring: with every progress report as specific request in the final report

April 2nd 2009 Dennis Ehm, ARL 10 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ Public Procurement For external services, equipment and investments considering (whatever is stricter) EU and programme legislation national rules and legislation institutional rules Informing LP and WP leaders on the process!

April 2nd 2009 Dennis Ehm, ARL 11 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ Communication plan of the project To be delivered until July 31 st 2009! main messages of the project strategy and content of measures aims and target groups indicative budget, breakdown to activities revised WP 2 as annex 1 indication for evaluation (mid-term and at end) list of indicators and their targets as annex 2

April 2nd 2009 Dennis Ehm, ARL 12 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ Publication guidelines for projects from EU and programme Guidelines and Commission Regulation ensuring visibility of the co-financing proper use of EU and programme logo from the Project project logo and corporate design details of the communication plan proper use of EU and programme logo from the own institution

April 2nd 2009 Dennis Ehm, ARL 13 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Formal Requirements“ Requirements from the Application Form the “bible” for implementation Annex to the Grant Contract (“project data form”) (=one base for subsidy payment)  what is promised (duty) must be delivered main focus on project’s main outputs and their targets result indicators and their targets budget tables

start and break slide Kick-Off-Meeting April 1 st – 3 rd 2009 Large Conference Hall of Hotel Riga Riga/ Latvia host: Baltic Sea Region Programme project “Baltic Challenges and Chances for local and regional development generated by Climate Change“ BalticClimate