1. Name, Surname, Position Event, Date, Place Managing a LIFE project

2. Name, Surname, Position Event, Date, Place Your project was selected! 1.Congratulations!!! Your project is now part of the LIFE programme!!! 2.For LIFE (and you) it is crucial that your project is implemented successfully and that the expected results are obtained 3.LIFE is managed in a strict manner: so do what you promised and closely follow the administrative and financial guidelines

3. Name, Surname, Position Event, Date, Place The Rules and Regulations The LIFE Regulation (1655/2000 amended by 1682/2004) The Special Provisions of the Commission’s Grant Agreement The Common Provisions (CPs) –Previously known as SAPs The project proposal –Defines scope and objectives of the project –Contains the baseline for technical and financial planning –Confirms the partnership and management/team structure –Summarises objectives and methods envisaged These documents are your references to proper implementation READ them!!!

4. Name, Surname, Position Event, Date, Place Role of the Beneficiary - 1 Sole legal and financial responsibility Single point of contact with the Commission Receives the financial contribution from the EC Maintain up-to-date accounts –including partners Bears a part of the costs of the project Directly involved in technical implementation / dissemination CP Art 4

5. Name, Surname, Position Event, Date, Place Role of the Beneficiary - 2 Responsible for partnership agreements Responsible for sub-contractors –Invoices must reference project Assures publicity for Community support Shares know-how freely with partners Does not act as sub-contractor to beneficiary or other partners LIFE is managed in a strict manner!!! Obtain the expected results Closely follow administrative and financial guidelines CP Art 4

6. Name, Surname, Position Event, Date, Place Role of the Partners Directly involved in technical implementation and bear a part of the costs Benefit from the Commission’s contribution Maintain up-to-date accounts Provide all necessary documents to the beneficiary Responsible for sub-contractors –Invoices must reference project Shares know-how freely with beneficiary and other partners Assures publicity for Community support Does not act as sub-contractor to beneficiary or other partners CP Art 5

7. Name, Surname, Position Event, Date, Place Notes about Sub-Contractors - 1 For specific tasks of fixed duration Fully funded by beneficiary/partners Make no financial investment and do not benefit from Intellectual Property Rights Awards by a public beneficiary/partner must comply with locally applicable and, where applicable, EU rules CP Art 6

8. Name, Surname, Position Event, Date, Place Notes about Sub-Contractors - 2 Private beneficiaries/partners must invite competitive tenders and award to the bid offering best value for money - (These rules also apply to purchase of durable goods) All invoices must include a clear reference to the project Contract must allow Commission/Court of Auditors to exercise powers of control CP Art 6

9. Name, Surname, Position Event, Date, Place Notes about Co-financiers Contribute financial resources but do not benefit from the EU contribution –except if they are also partners Not directly involved in technical implementation Beneficiary and/or partners responsible for agreements with co-financiers CP Art 7

10. Name, Surname, Position Event, Date, Place Deliverables: Project Reporting One complete copy including the annexes and two copies of the statement of expenditure and income to the Commission One complete copy including the annexes and a copy of the statement of expenditure and income to the monitoring team Periodic Progress Reports Mid-term Report Final Report Model for reports – see LIFE website CP Art 11

11. Name, Surname, Position Event, Date, Place Progress Reports On a regular basis (6-monthly or yearly) Summary of activities performed in this period Work progress overview –Status of the different work packages 1 st + 2 nd progress reports should integrate “Go-NoGo exercise” Overall project timing Financial summary 10-20 pages

12. Name, Surname, Position Event, Date, Place The Mid-Term Report May be linked to second pre-financing payment Must be a complete, stand-alone report Technical Report –Detailed report of activities performed in the project to date –Work progress overview –Future work plan –Overall project timing (slippage etc) Statement of Expenditures and Income –for information only or as claim for second payment Outputs in annexes

13. Name, Surname, Position Event, Date, Place The Final Report Linked to final payment Must be a complete, stand-alone report Technical Report –Executive summary –Detailed Technical Report, including annexes –Layman’s Report –After LIFE Communications Plans for 2005 and 2006 LIFE-ENV and LIFE- NAT projects Financial –Statement of Expenditures and Income When? –At latest, 3 months after end date of project

14. Name, Surname, Position Event, Date, Place Final Technical Report Project objectives against project achievements Project background and organisation Detailed account of activities Problems encountered, solutions, lessons learned Dissemination activities Cost benefit analysis, impact assessment Re-use of results, transfer potential, scale Link with expenditure statement In paper and electronic format

15. Name, Surname, Position Event, Date, Place Audit The Statement of Expenditure and Income needs to be audited if… –The maximum amount of the grant equals or exceed €500,000 –The final payment requested exceed €150,000 –The pre-financing payment(s) requested exceed(s) €750,000 per financial year The audit must verify compliance with national legislation and accounting rules and also compliance with the common provisions for the LIFE Programme CP Art 27

16. Name, Surname, Position Event, Date, Place Request for Amendment Why? –A change in project scope or objectives –Changes to key actions/ deliverables –Changes to legal status of beneficiary/partners –Changes to start/end date –Changes to the finance plan –Changes to technical role of beneficiary/partners –Changes in budget categories CP Art 13

17. Name, Surname, Position Event, Date, Place Request for Amendment When? –No later than 3 months before project end How? –Prior written agreement of the Commission Guidelines? –See the LIFE website Please note: -any amendment to the project is granted only exceptionally and after thorough evaluation and thus any request has to be prepared very carefully CP Art 13

18. Name, Surname, Position Event, Date, Place Monitoring Visits Don’t Panic! Usually once a year May coincide with Steering Group Meetings Opportunity to troubleshoot Interesting site visits - photo opportunities Invite the Desk Officer and the Monitoring Team to all dissemination events Possibility to invite the press or a Member of the European Parliament

19. Name, Surname, Position Event, Date, Place Ownership of Project Results The beneficiary and partners own all documents, possibly patentable or patented inventions and expertise deriving from the project You undertake to make such documents, patents and know-how available in the EC as soon as they are available, on non-discriminatory and reasonable commercial conditions You undertake to follow these rules for five years after the close of the project CP Art 17

20. Name, Surname, Position Event, Date, Place What we haven’t talked about! Civil liability Conflict of interests Delayed performance Termination of the project Confidentiality Applicable law and competent court

21. Name, Surname, Position Event, Date, Place Making LIFE easier READ the CPs Work with the Monitoring Team Draw up a strong Partnership Agreement Request any amendments in good time Arrange for monitoring visits to coincide with reporting Keep the reporting format consistent - use the Commission’s templates Disseminate - and remember the LIFE & Natura logos Network with other LIFE projects …and READ the CPs again!