1 Project Coordinators’ meeting March 2010 TEMPUS MONITORING POLICY

WHY Monitoring  Management instrument, both for projects that might be encountering problems & for projects which are enjoying particular success  Benefits extend beyond a given project: lessons can be learnt - best practice can be disseminated  General objectives: - To maximise the impact of the Tempus programme - To maximise the return on investment of EU funds - To ensure proper use of tax-payer money - To control and assess the beneficiaries’ performances

DESK Monitoring (Brussels HQ) -Written reports by Coordinators -Minutes of beneficiaries’ meetings -Exchange of mails with coordinators/beneficiaries -Publications; websites of the projects / of the beneficiaries Monitoring activity

Monitoring activity FIELD Monitoring (on the spot)  Actors: EACEA staff, NTOs, EU Delegations, External consultants  Locations: Any place concerned by the project  Wish/request:As much concerned partners involved

Monitoring activity FIELD Monitoring (on the spot) - To monitor the progress and achievements in their real context - To judge whether the project is progressing according to plan - To assess whether the project is producing the expected benefits - To scrutinise the context in which the programme is operating - To highlight the added value for modernising HE policy - To assess the visibility and the potential for sustainability of the project - To be informed about financial management / accounting system put in place FEEDBACK TO COORDINATORS

Monitoring activity Financial AUDIT (on the spot)  By sample  Upon request by EACEA project officer, EU Delegation, EACEA financial unit, EC DGs  At any time, usually after the end of the project (within 5 years)  EACEA Staff, Independent auditor, OLAF

Three functions for Field Monitoring  Preventative  information on the rules & procedures  review of the objectives, priorities, methodology, activities planned  further recommendations  3-12 months after the beginning of the eligibility period  Recommendations  results should appear in the interim report

Three functions for Field Monitoring  Advisory  advice to accompany the project implementation  check content and financial aspects (based primarily on the content of the interim report)  In the last 6-12 months of the eligibility period  Links between the interim report and the situation on the ground  Recommendations for the continuation of the project

Three functions for Field Monitoring  Control  check and assessment of the results  assessment of impact, sustainability, tender procedures, accounts  After the completion of the project: 3-15 months after the end of the eligibility period  Financial management & accounting relating to the use of the grant

FIELD Monitoring Our Objectives To know the projects To know the beneficiaries, to support them To improve further the functioning of the Tempus programme Our Targets Two thirds (2/3) of the projects are visited annually Each project financed, on average, is visited twice during its lifetime and beyond