1. Project Implementation training session for actions financed under the 2nd Call for Proposals 14.3.2011-13.6.2011 Joint Managing Authority, Branch Offices Inari, 29. – 30.05.12

2. 1. Project reporting

3. Reporting is a contractual obligation –Special Conditions, Article 4 of the Grant Contract –General Conditions, Article 2 and 15.1 Prerequisite to receive further pre-financing/interim payments and final payments from the JMA Interim report(s) must be submitted to the JMA at least once a year or as the share of actually incurred expenditures reaches 70% of the previous pre-financing payments. Reports must be written in English Reports are done in EMOS (You can start right now!) Printed, signed original report must be submitted to the JMA

4. 1. Project reporting – Interim report(s) The Interim report includes the following parts:  Narrative Interim and Financial report;  Expenditure verification report (PraG Annex VII) issued by the auditor must be attached to each interim report in case a payment request is submitted;  Examples of the material produced by the project (visibility actions, publications etc.);  Any other supporting documents required. The Lead Partner compiles the report and submits to the JMA Within 45 days the JMA should approve the report or ask for further clarifications NOTE: Norwegian Partners do not need an audit report when sending the Interim report. The audit report has to be sent to Norwegian Branch Office (Vadsø) only when sending the Final Report.

5. 1. Project reporting – Project updates Project update has to be submitted:  at the request of the JMA or  by own initiative of the LP when changes are needed (project plan and/or project budget) Project updates should be done in EMOS and submitted within 15 working days after the JMA’s request.

6. 1. Project reporting – Final report Must be submitted to the JMA within three months after the project end The Final report should cover:  The whole project implementation period  Experiences gained / ‘lessons learnt’  Sustainability of the results and impacts? The Final report consists of the following sections:  Narrative Final Report (in EMOS) and Financial report;  Expenditure verification report issued by the auditor (PraG Annex VII);  Examples of the materials produced by the project;  Any other supporting documents required.

7. 1. Project reporting – Submission of reports  Interim and  Final reports  Payment requests  Project updates signed original paper version submitted to EMOS sent to JMA

8. 1. Project reporting – Narrative report Narrative report should  Give a detailed picture of activities and achieved results of the current reporting period  Reflect the project plan:  Have the planned activities been implemented? If not, why?  Have the expected results been achieved? If not, why?  Analyze cooperation between the project partners and other stakeholders  Assess impacts on target groups and final beneficiaries  Describe possible added values gained  Specify visibility actions implemented by the project  Be in balance with the Financial report!

9. 1. Project reporting – Content of the Interim report 1. Description 2. Executive summary 3. Assessment of activities –3.1 Activities and results –3.2 Activities that have not taken place –3.3 Assessment of the results –3.4 Outcomes –3.5 Materials –3.6 Awarded contracts 4. Indicators 5. Cooperation and Visibility report –5.1 Cooperation with partners –5.2 Visibility of the action

10. 1. Project reporting – Indicators Numerical indicators were set on the application phase –On Programme level –By Priority –Own indicators Give the achieved results covering the current reporting period Cumulative final results will be stated in the Final report Who is responsible in your project organization of collecting the needed information systematically?

11. 1. Project reporting –Logframe Matrix Logframe: your project in a nutshell –Logframe was done during the application phase, but can be updated during the project implementation and submitted within reports to the JMA –Background information: In 1992 the EC adopted the Project Cycle Management (PCM) as its primary set of project design and management tools The PCM is based on the Logical Framework Approach (LFA) The EC has required the use of Logical Framework Approach as part of its Project Cycle Management system since 1993. –Logframe is used as an analytical and management tool Includes a hierarchy of inputs, activities and objectives, as well as the indicators, risks and assumptions about internal and external factors. –ROM monitors´ feedback: logframes should be updated and used as a management tool within the projects

12. 1. Project reporting –Logframe Matrix Why to update the project Logframe? –A well prepared logframe gives an understandable picture of your project “in a nutshell”: helps to monitor the project progress and achievements –Helps to follow-up the project implementation: Where are we going? Where should we go? Are we doing the “right” things? Includes: –Overall objectives and the specific objective –Resources, which are needed for achieving the expected results –Assumptions: How to meet possible risks? “Plan B” for risks/ assumptions to happen. –Objectively Verifiable Indicators (OVI´s) Describe the project´s objectives in measurable terms (quantity, quality, time) Objective data: not information, produced from subjective point of view of the project!

13. 1. Project reporting –Logframe Matrix –OVI´s should be SMART: Specific to the objective it is supposed to measure Measurable (either quantitative or qualitative) Available at an acceptable costs Relevant to the information needs of managers Time-bound – we should know when we can expect the objective/target to be achieved

14. 2. Contract amendments

15. Grant contracts can be modified for duly justified reasons if the circumstances of project implementation have changed significantly. When changes are being proposed, NOTE the following:  Grant contract can be modified only within the execution period of the contract;  no modifications can be made retroactively  request for changes must be submitted to JMA at least one month before the required changes have to enter into force  maximum grant amount of the Grant contract cannot be increased;

16. 2. Contract amendments - through an addendum Contract amendments in the form of an addendum are used for:  Modification of budget headings exceeding 15%;  Changes of the planned activities, if allowed by the JMA;  Change of partner(s), if allowed by the JMA;  Extension of the contract period. Signed by both contracting parties.

17. 3. Closure of the project

18. All actions should close the activities within the time frame indicated in the Grant contract. Final report has to be submitted to the JMA within three months after the end of the Project’s duration The Lead Partner must appoint a contact person for at least six months after the project’s end to enable a smooth closure of the project and communication with the JMA. The Programme rules on information and publicity must be respected for all products produced with the assistance from the Programme including the time after the closure of the project.

19. 3. Closure of the project - Transfer of Ownership Intellectual and industrial property rights and ownership of project results and documents  belong to the Beneficiary (and Partners). NOTE! Both JMA and EC have the right to freely use all the documents deriving from the projects (except the project reports) provided. Equipment and supplies which should be used for project purpose to benefit the Programme regions and final beneficiaries of the project  the equipment, vehicle and supplies purchased by the partner outside Programme’s eligible area must be transferred to the beneficiary and/or any partners located inside the Programme’s eligible area, at the latest by the end of the implementation of the Action.  for equipment and vehicles of a unit cost of more than 5000 EUR at purchase, please fill in and sign the Transfer of Ownership and attach it in original to the final financial report.

20. 3. Closure of the project - Interest accrued Only for final report: a statement by the bank on the amount of interest accrued on the balance of EC pre-financing payments should be submitted  If the Beneficiary is a part of the administration of EU Member State any interest accrued from pre-financing remains the property of the Beneficiary and does not reduce the final amount to be received from the Contacting Authority  In case of the Russian Beneficiary the section 15.9 of the Article 15 - Payment and interest on late payment of the General conditions is followed.

21. 3. Closure of the project – Open-to-control period (1) All documents related to the project must be kept for at least seven years after the receipt of the final payment:  The institution and organizations acting as the Beneficiary or Partners should understand their obligations during the open-to-control-period (access to documents, information systems, equipment, etc.)  The original documents and computerised systems need to be easily accessible during the full open-to-control period  Even if equipment/supplies property is transferred after the project closes, the agreement with the recipient has to include the right of access during the open-to-control period (as needed, copies of the technical documents can be given to the owners of the equipment/supplies)

22. 3. Closure of the project – Open-to-control period (2) All documents related to the project must be kept for at least seven years after the receipt of the final payment:  Any equipment at the end of its useful life (obsolete computers) needs to be removed from the organization’s inventory following recorded procedures which have to be archived with the projects documents, even after project closure  Technical documentation must include all supporting documents proving all the activities financed during project implementation, both tangible and intangible  Financial documentation must be accessible in its original form or equivalent (according to national law) and must include proof delivery of services and supplies  The Beneficiary organization and all Partners must agree to appoint a contact person during the open-to-control period with adequate knowledge of the project, its content, its archives and records.

23. Thank you for attention!