1. Tempus Monitoring Policy
By Jacques Kemp
Tempus project representatives’ meeting
Brussels, December 2011

2. WHY Monitoring
Management instrument - for project follow up and assessment In particular,
- for projects that might be encountering problems - for projects which are enjoying particular success
Benefits extend beyond a given project: - lessons can be learnt for the Programme - best practice can be disseminated

3. WHY Monitoring 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 support, control and assess the beneficiaries’ performances
- To support, assist, advise the beneficiaries

4. Monitoring activity 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

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

6. 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
Follow up + learning process
FEEDBACK TO COORDINATORS
Coordinators MUST debrief all partners

7. Financial AUDIT (ex-post / on the spot)
Monitoring activity
Financial AUDIT (ex-post / on the spot)
By sample
Upon request by EACEA project officer, EU Delegation, EACEA financial unit, Com° DGs
At any time, usually after the end of the project (within 5 years)
EACEA Staff, Independent auditor, OLAF

8. Three functions for Field Monitoring
Preventative
 information on the rules & procedures
 review of the objectives, priorities, methodology, activities planned
 further recommendations
During the first half of the eligibility period
Recommendations  results should appear in the interim report

9. Three functions for Field Monitoring
Advisory
 advice / suggestion to accompany the project implementation / solve issues
 check content and financial aspects (based primarily on the content of the interim report)
During the second half of the eligibility period
Links between the interim report and the situation on the ground
Recommendations for the continuation of the project

10. Three functions for Field Monitoring
Control
 Assessment of the results / impact/ sustainability/
visibility
 Check financial management & accounting (tender, etc) relating to the use of the grant – use of EU funds
After the completion of the project: after the end of the eligibility period

11. FIELD Monitoring Our Objectives Our Targets To know the projects
To know the beneficiaries, to support them
To improve further the functioning of the Tempus programme
To take your opinion into account when drafting next Calls
To indentify any issue/problem
To control the implementation and the use of EU tax payer money
Our Targets
Two thirds (2/3) of the projects are visited annually (NTOs/EACEA/Other)
Each project financed, on average, is visited twice during its lifetime and beyond.

12. FIELD Monitoring 2011 projects
Scheduling Field monitoring
Upon prior appointement by NTO
Kick off meeting (EU/Partner countries)
Consortium meeting
Special event
Please inform Tempus team when event schedules - opportunity for FM / getting familiar with your project