1. Department of Research & Innovation A4B Project Management Seminar February 11 th 2009 Technium Digital

2. Introduction Ceri Jones – DRI Sarah Haynes – DRI Ali Parker - DRI Leanne Richards – A4B Howell Rees – A4B

3. A4B Timeline 2000 – KEF Launched within ELWa 2004 – Transferred to WDA March 2006 – WDA Merged with WAG April 2008 – KEF Ends = A4B launched

4. Background to A4B To develop 3M activity To support academia/industrial collaboration To improve competitiveness of Welsh SMEs WAG + Convergence Funds = A4B/Eligibility Issues

5. What are ERDF & ESF ? ERDF supports infrastructure - both physical and revenue e.g. Printing and Coating Centre in Engineering ESF supports activities linked to training - e.g. SME Training, Entrepreneurship Development, PhD Skills

6. Project Manager – It’s your role to….. Ensure all related paperwork is complete, and maintained in the Project File. Company Enrolment Form Collaboration Agreements Participant Forms Staff Timesheets (where applicable) SME Logbooks (where applicable) Minutes of Meetings Quarterly Reports Tender Documents (where applicable) Participate in A4B Quarterly Monitoring

7. Project Manager – You Must: o Know what expenditure has been approved o Know the dates when claims are due in o Consult with A4B before any changes to the project o Know the start and end date of your project – Payments Outside This Period Are Ineligible o Keep all records for 8 years after the final payment

8. The A4B Contract  Details the financial allocation  Details the agreed targets  ONLY A4B CAN AUTHORISE AMENDMENTS!  Failure to adhere to this basic rule will result in lost funding!  DRI to liaise with A4B on the PM’s behalf

9. Schedule 2 – The Contract

10. The DRI Claims Process o Quarterly claims process organised by DRI o Short meeting to verify financial & non-financial progress o PM to prepare quarterly report and e-mail to DRI o DRI Staff - Sarah Haynes, Ali Parker and Ceri Jones

11. The Quarterly Profile

12. The Quarterly Report QR Template

13. Internet Project Monitor (IPM)  Web Based Monitoring Tool  A4B Remote Access  Multi passwords now available – direct access for project to update non-financial data  DRI update IPM with financial data (e.g. salaries, expenses etc)

14. IPM

15. DRI Monitoring & Evaluation Role of DRI Co-ordinate Quarterly Claims Provide Advice & Guidance Update IPM System: Confirmation of Expenditure Quarterly Progress Report (inc progress against targets) Copies of Project Documentation (Participant Forms, etc)

16. Partnership Arrangements All partners should sign and return a sub-contract (DRI templates available) Partners must claim within the prescribed time periods – failure to do so will result in non-payment Must claim to profile SU will only pay partners once WAG pays us! Maintain delivery of outputs and spend Back-up information is needed to verify all claims Most HEIs understand the brief!

17. A4B Monitoring  IPM  Ad-hoc Visits by A4B Staff  Annual Audits  Financial & Non-Financial Records

18. Audit Requirements/Procedures Have all the Answers!! Intelligible Audit Trail Everyday an Audit Day Consult with DRI

19. Areas of concern  Different to Research Council Grants  Poor systems of evaluation  Project did not deliver what it said it would  Claims mirrors application  Unjustifiably high or low costs

20. Good Practice Guide  Maintain Accurate Project File  Don’t move funding without A4B permission  Focus on Targets  Keep on Top of Paperwork  No Nasty Surprises  Keep DRI Informed  Revisit Milestones and Cashflow  Verify Eligibility of Expenditure with DRI

21. Conclusion: Record keeping is VERY IMPORTANT If you are unsure of something, contact DRI An audit should not be a nightmare!