1. Slide n°1 LIFE09 Kick- off meeting 13 January 2011, Warsaw COMMON PROVISIONS : 1. TECHNICAL ASPECTS Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

2. Slide n°2 LIFE09 Kick- off meeting 13 January 2011, Warsaw LIFE+ regulation Grant Agreement Common + Special Provisions Revised Proposal Programme implemented through individual financing decisions Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

3. Slide n°3 LIFE09 Kick- off meeting 13 January 2011, Warsaw Coordinating beneficiary Associated beneficiaries Co-financiers Subcontractors WHO IS INVOLVED IN THE PROJECT ? Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

4. Slide n°4 LIFE09 Kick- off meeting 13 January 2011, Warsaw Sole legally and financially responsible to the Commission for the implementation of the project Concludes agreements with the associated beneficiaries within 9 months, following «Guidelines» and including the «mandate» Is granted power of attorney by associated beneficiaries (mandate) Single Contact point for the Commission Only participant reporting directly to the Commission The Coordinating Beneficiary (art. 4) Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

5. Slide n°5 LIFE09 Kick- off meeting 13 January 2011, Warsaw Provide the coordinating beneficiary with all supporting documents necessary for technical and financial reporting The Associated Beneficiaries (art. 5) Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

6. Slide n°6 Community support is published Freely share know-how Prohibition of acting as subcontractors All Beneficiaries (art. 6) LIFE09 Kick- off meeting 13 January 2011, Warsaw Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

7. Slide n°7 Contribute financially to the project but do not benefit from the Community contribution Are not directly involved in the technical implementation of the project All beneficiaries shall conclude with co-financers any agreement to ensure co-funding THE CO-FINANCIERS (art. 7) LIFE09 Kick- off meeting 13 January 2011, Warsaw Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

8. Slide n°8 LIFE09 Kick- off meeting 13 January 2011, Warsaw Provide external services to the coordinating beneficiary / associated beneficiaries and receive the corresponding full price no financial investment in the project Public tendering for Public coordinating beneficiary / Associated beneficiaries Private coordinating beneficiaries/Associated beneficiaries: for purchase exceeding € 125 000: Competitive tenders and bid offering best value/money THE SUB-CONTRACTORS (art. 8) Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

9. Slide n°9 LIFE09 Kick- off meeting 13 January 2011, Warsaw One Inception report within 9 months from project start Final Report within 3 month of project completion Mid-term Report (if duration exceeds 24 months and EC contribution € 300.000) Periodic Progress Reports (to ensure reporting with no more than 18 months interval) TECHNICAL ACTIVITY REPORTS Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

10. Slide n°10 LIFE09 Kick- off meeting 13 January 2011, Warsaw All reports shall contain information on: State of project implementation Respect of the work plan Financial situation of the project If projects’ objectives have been reached or are still achievable Form and content of the reports shall be in accordance with guidelines issued by the EC and available on LIFE website (art. 12) TECHNICAL ACTIVITY REPORTS Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

11. Slide n°11 LIFE09 Kick- off meeting 13 January 2011, Warsaw One complete copy of the technical reports in both paper and electronic version including the annexes, the statement of expenditure and income shall be sent simultaneously to the Commission and the monitoring team A copy of the Final reports shall also be submitted to the MS authorities. (art. 12) TECHNICAL ACTIVITY REPORTS Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

12. Slide n°12 LIFE09 Kick- off meeting 13 January 2011, Warsaw Special focus: Shall include an assessment if the project objectives and and work plan are still feasible. If this is not the case the Commission may launch early termination procedure. Shall identify and quantify output indicators and other monitoring indicators. (art. 12) INCEPTION REPORT Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

13. Slide n°13 LIFE09 Kick- off meeting 13 January 2011, Warsaw Special focus: Shall contain a statement of expenditure and income and sufficient information to allow for a preliminary assessment of costs incurred so far. (art. 12.6) MID-TERM REPORT Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

14. Slide n°14 LIFE09 Kick- off meeting 13 January 2011, Warsaw Special focus: Shall contain a statement of expenditure and income and all the information necessary to allow the Commission to evaluate the eligibility of costs incurred Shall assess the sustainability in the future of project results. The technical part should cover the whole duration of the project. (art. 12.7) FINAL REPORT Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

15. Slide n°15 LIFE09 Kick- off meeting 13 January 2011, Warsaw A separate presentation is dedicated to this issue!!! COMMUNICATION ACTIONS (art. 13) Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

16. Slide n°16 LIFE09 Kick- off meeting 13 January 2011, Warsaw Significant changes to nature or content of actions and/or deliverables Changes of the legal status of coordinating or associated beneficiary Changes to partnership structure Changes to duration of project Changes in provisional budget categories exceeding € 30.000 and 10% AMENDMENT TO THE AGREEMENT (art. 15) Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

17. Slide n°17 LIFE09 Kick- off meeting 13 January 2011, Warsaw Prior written agreement of the Commission Fundamental changes in overall objectives will NOT be accepted! Guidelines- See the LIFE website http://ec.europa.eu/environment/life/toolkit/pmtools/lifeplus/documents/amendment_guidelines2007.doc REQUEST FOR CHANGES (art. 15.3) Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

18. Slide n°18 LIFE09 Kick- off meeting 13 January 2011, Warsaw May be granted only in unforeseeable, exceptional circumstances which make the implementation of one or more project actions impossible for a certain period of time A request for postponement must be submitted in accordance with guidelines issued by the Commission and include sufficient information to assess the justification of delays and feasibility of a revised work-plan. POSTPONEMENT OF THE END DATE (art. 17) Izabela Madalinska,Technical Desk Officer, LIFE Unit, European Commission

19. Slide n°19 Project Management The best advice for a good Project Management is the following: read, re-read and consult often the Common Provisions LIFE09 Kick- off meeting 13 January 2011, Warsaw

20. Slide n°20 Project Management The second best advice for a good Project Management is the following: read, re-read and consult often the Common Provisions LIFE09 Kick- off meeting 13 January 2011, Warsaw

21. Slide n°21 Always refer to the approved project and its key-components: - Description of activities - Timing - Objectives and results - Budget Project Management LIFE09 Kick- off meeting 13 January 2011, Warsaw

22. Slide n°22 Possible problems shall not be ignored or hidden. A good management of the partnership (Art. 4.8 CP) may be ensured by:  Coordination meetings  Frequent contacts Project Management LIFE09 Kick- off meeting 13 January 2011, Warsaw

23. Slide n°23 When identifying a Contact Person for the Project, this person should actually be available and easy to find. It is better to avoid indicating a Director or a Top Manager (usually not easily available). Project Management LIFE09 Kick- off meeting 13 January 2011, Warsaw

24. Slide n°24 Do not forget the compulsory elements (even if not mentioned in the project):  Website (Art. 13.4 CP) within 6 months from project start and for 5 years after its end.  Project reference in all correspondence (Art. 2.2 CP) – also in email messages!  Layman’s report (see the template for Final Report)  Info panels (Art. 13.5 CP)  All reports also in electronic format (Art. 12.3 CP)  AfterLIFE plans (template for Final Report) LIFE09 Kick- off meeting 13 January 2011, Warsaw

25. Slide n°25 Contacts and exchanges of experience and information with other LIFE Projects are highly appreciated. Use the LIFE database for a thematic search of national or foreign projects: http://ec.europa.eu/environment/life/project/Projects/index.cfm Project Management LIFE09 Kick- off meeting 13 January 2011, Warsaw

26. Slide n°26 It is necessary to check often the LIFE website, to verify the availability and updating of useful management tools (e.g. financial reporting forms, audit template, reporting templates, Layman’s Report samples, standard timesheets, guidelines for project modification, etc.). http://ec.europa.eu/environment/life/toolkit/pmtools/ index.htm Project Management LIFE09 Kick- off meeting 13 January 2011, Warsaw

27. Slide n°27 Dealing with the LIFE Units Transmission of Reports to the EC (1):  Do not neglect any section of the report, as described in the available official templates;  Quantify the achieved objectives and results, in comparison with what was foreseen in the project (avoid generic descriptions);  Verify that all foreseen elements (deliverables and other) are annexed,easily identified and well ordered. LIFE09 Kick- off meeting 13 January 2011, Warsaw

28. Slide n°28 Dealing with the LIFE Units Transmission of Reports to the EC (2):  It is necessary to send also an electronic copy of all documents (report + annexes);  Always indicate the foreseen / actual start and end date of each project Action;  Inform the EC and the Monitoring Team in case you foresee to delay the transmission of a report (often projects indicate as deadline the 31/12 or the 31/08). LIFE09 Kick- off meeting 13 January 2011, Warsaw

29. Slide n°29 LIFE09 Kick- off meeting 13 January 2011, Warsaw  Civil liability  Conflict of interests  Spatial data  Delayed performance  Reduction in performance and technical failures  Termination of the project  Confidentiality  Protection of data  Ownership and exploitation of results  Applicable law and competent court WHAT WE HAVENT TALKED ABOUT… Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

30. Slide n°30 LIFE09 Kick- off meeting 13 January 2011, Warsaw Good luck ! Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission