1. PlanCoast Procedures for Non-EU Partners
Angela Schultz-Zehden
PlanCoast Coordinator
Workshop: PlanCoast Procedures for Non-EU Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

2. Common Project Coordination Tasks
Regular Half-Year Reporting to CADSES about activities carried out and finances used by all partners
Management of Common Project Activities and Costs
Co-organisation of half-yearly PlanCoast workshops
Coordination and maintenance of PlanCoast WebSite
Production and dissemination of other common promotional and informational material
Maintenance of contacts with interested parties of PlanCoast
Correspondence with CADSES Joint Secretariat and other Contracting Authorities (if necessary)
Workshop: PlanCoast Procedures for Non-EU Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

3. Contract Facts I
Application Form dated 7th Nov 2005 is the BASIS to everything!
Changes only possible with great difficulty!
Furthermore EU Regulations / CADSES, CARDS, PHARE, TACIS Programmes / etc.
On this basis OWN individual contract with Contracting Authority
Main Subsidy Contract:
Between Lead Partner and Management Authority
Stipulates rights & duties of Lead Partner / Amounted of granted ERDF funds / Application Form and Joint Conventions PART of subsidy contract
Lead Partner responsible for ENTIRE project
Make sure that also all EXTERNAL LP start contracting
Keep overview on concluded contracts and obligations of extLP
BUT: Financially liable for the ERDF part only
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

4. Contract Facts II Joint Convention:
Legal relation between Lead Partner and all Project Partners
Rights, duties, responsibilities, field of co-operation
Activities need to be in line with overall Application
12% reserved as common costs - but individual invoices
Contributions to CADSES Progress reports
LP monitors and reports on overall progress of non-EU parts
LP needs to be updated on all project changes
LP needs to update Application Form
Contributions to Common PlanCoast Tasks
LP receives copies of external progress reports
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

5. Contract Facts III Own Grant Contract
Basic Approval assured via CADSES approval
But still individual contracting necessary => in some case extra application
Probably in all cases renegotiation of budget => ask APPROVAL of LP due to 12% contribution
Extra reporting necessary beyond CADSES reporting
LP can assist you especially in terms of common information on PlanCoast activities
LP can assist you in getting external expertise - if wanted
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

6. Project Reporting / Invoicing Timetable
Period
Deadline
Project
Partner
Deadline Certification of Expenditure
Coordination Office
CADSES
1. Progress Report
Start –
2. Progress Report –
3. Progress Report –
4. Progress Report –
Final Report
Start – Closure
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

7. Partner Project Activity Reporting
Common / Summary Information:
Man achievements, outputs and deliverables, management, info activities, partnership, non-EU PPs
Brief, coherent, comprehensive description
Not simply listing of Activities & Results
Detailed Action specific information:
Action No, Start. End, Description, Involved Partners, Location, Output / Deliverables, Planned Costs => Already pre-filled from application form! No changes possible!
Description of how action was implemented during reporting period
Description of concrete outputs / deliverables achieved
Justification of any deviation and envisaged solutions
Table of expenditures incurred within this action
The descriptions should provide evidence that planned activities were carried out, milestones achieved and outputs delivered!
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

8. Principle of Comparison
Comparison between envisaged activities and milestones
foreseen in the project application
and
activities and milestones actually carried out or finished
in the respective period
All deviations will need to be explained, justified and solutions offered =>
MA / SC / MC may decide on possible consequences
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

9. Partner Project Finance Reporting I
Project Costs split according to
Actions / Partners / Budget lines
Moment of payment of NO relevance:
All partners report about physical implementation of the Action carried out so far and the connected costs
Actions which start in in one period and finish in another period have to be reported with corresponding description and part of costs in first progress report and then be mentioned again in next Progress Report with remaining part of costs and description
Source of the value of delivered goods / services
Certification of Expenditure
Paid out invoice / salaries (payrolls) / timesheets
Received invoices, bills or similar documents
Contracts, confirmed orders
Received delivery notes, costs estimations...
Reports from subcontractors, consultants, suppliers
Informal information of subcontractors, consultants, suppliers,
Personal estimatioons of the Project Partners / Lead Partner
Workshop: PlanCoast Procedures for NON-EU Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

10. Partner Project Finance Reporting II
Example 2: An activity is carried out in more than one reporting period, but paid in a single payment. The payment covers all costs of the activity (the moment of payment is of no relevance)
Progress Report 6 contains neither the costs nor the description of the Activity X
Progress Report 7 contains the description of the already delivered part of Activity X and the proportional part of total costs, according to the work carried out by the end of the Rep. Period 7.
Progress Report 8 contains the description of the remaining part of Activity X and the remaining part of the total costs, which had not been inserted in the Progress Report 7.
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

11. Sample Progress Report
Angela Schultz-Zehden, Ancona, 14th July 2006

12. Differences between ERDF and PRAG
Reimbursement of actually incurred expenditures vs. fixed instalments according to payment schedule (incl. advance payments)
BUT: Final invoice / payment also in PRAG all according to REAL expenditures
Eligibility: From Date of Project Start (even in the past) vs. from the date of concluding the contract on
Higher degree of freedom and flexibility for ERDF Partners regarding use of project funds, project changes, shifting of funds, etc.
Different kind of budget lines and higher restrictions in PRAG:
Heading 1 (personnel) ONLY for own personnel or experts on real working contracts
Consultants, etc. ALL have to go under Heading 5 (other costs)
Sub-contracts under Heading 5 have to be below EUR if to avoid tendering
Heading 2 (per diems) very specific in terms of countries of destination
Heading 3 (equipment) needs to be tendered according to EU regulations
12 % Contribution to LP needs to be calculated under Heading 5 and Heading 8 (admin. overhead)
LP will provide you with invoices accordingly - payments to be made in EUR
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

13. Partner Project Reporting: General Remarks
DO NOT WORRY! :-)
Coordination Office sends you pre-filled forms, which are AS SIMPLE AS POSSIBLE
ONLY stick to your OWN activities and costs and inputs to common tasks
WE will put together all partner reports / payment claims into ONE BIG report to be submitted by Lead Partner to JTS / MA
BUT! :-O
Stick to Timing! - No exception is made for sticking to CADSES deadline
INDICATE immediately to any kind of PROJECT CHANGES and do NOT assume automatic approval - ask BEFOREHAND
Check fit to regulations yourself - LP is NOT responsible for non-payment, but assists you in negotiations with contracting authorities in best possible way
Regulations, implementation rules, etc. all to be found under or own contracting authorities
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

14. Partner Project Promotion / Dissemination Input
Main Communication Tool:
PlanCoast Corporate Identity
ALWAYS use PlanCoast Logo (to be found on PlanCoast website)
ALWAYS use SAME PlanCoast main description (as in flyer)
ALWAYS use also EU & CADSES Logo (to be found on
Make a success!
Provide regular input (minimal requirement: half-year reporting)
Provide us with links to other useful websites
Create links FROM other websites to PlanCoast
Send as much info as possible on own organisation / sub-projects / etc.
Provide us with any kind of reports, photos, etc. (also from other sources) for download section on ICZM / maritime spatial planning
If wanted: Translation of in national languages (but from own funds)
Maintenance of exclusive with project coordination
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006

15. Angela Schultz-Zehden / Kasia Scibior
Final Remarks
We are there for you!
We want to make your project work as easy as possible so that you can concentrate on content rather than formalities
BUT: Please communicate with us!
We can only advice or solve problems, if we know about them!
The earlier we receive information - the better we can help!
If we indicate limiations, it is NOT because we do not want to help, it is because we want to avoid problems with EU and risk EU - Cofinance
If there are delays, it is NOT because we do not want to work, but due to procedural limitations!
Angela Schultz-Zehden / Kasia Scibior or
Workshop: PlanCoast Procedures for Non EU-Partners
Angela Schultz-Zehden, Ancona, 14th July 2006