1. Part-financed by the European Union Project implementation and monitoring: What is good to know when applying? Joint Technical Secretariat Lead Applicant seminar, Hamburg, 2-4 April 2008

2. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 2 Content 1.Introduction 2.Examination of the project’s progress 3.Tasks and their timeframe after approval 4.Practical hints

3. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 3 1.Introduction It is good to be ambitious, but.... remember to be also realistic!!!

4. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 4 2. Monitoring of project’s progress (1) Project’s work plan (2) Project’s expenditure (3) Expected results and indicators (4) Main outputs

5. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 5 (1) Project’s Work plan LP should report on: - achievements of the milestones - progress in the production of the main outputs

6. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 6 LP should report on: - actual spending - reallocation within a 20% flexibility rule limits - any need for other changes in the project  Spending plan should be strictly followed  Preparation costs to be reported in the first progress report (2) Project expenditure

7. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 7 (3) Expected results and indicators LP should report on achievement of: - common results by means of output indicators - publicity and communication indicators - selected priority specific results by means of self defined indicators - if applicable, additional results by means of self defined indicators

8. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 8 (4) Main outputs LP should report on: - outputs produced - testing outcomes, if applicable - describe the transfer of main outputs or utilisation elsewhere  All project outcomes must be made available for public

9. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 9 LP is responsible for: the project management including monitoring of and reporting of the project’s progress setting up a proper monitoring system regular reporting on the progress of the project to the JTS 2. Monitoring of project’s progress

10. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 10 2. Monitoring of project’s progress Reporting periods: 2 reporting periods per year set in the grant contract deadline: 3 months after the end of the reporting period Example: Reporting Period: 1 February - 30 July Reporting deadline: 1 November

11. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 11 3. Tasks and their timeframe after approval From an approval to the first reimbursement 1st Nov. 2009 Preparation of 1st PR 1st level control 3 months beginning of 2010 Report processing by JTS  Clarification (if needed) Reporting deadline Reimbursement of costs 1 Febr. – 30 Juli 2009 Clarification and contracting Implementation of activities according to the work plan 3 + 6 months End of reporting period Approval October 2008

12. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 12 4. Practical hints (2) Plan monitoring and reporting tasks and costs in the application form Include reporting routines in the Partnership Agreement Detailed and polish your reporting/monitoring system early enough Make the system clear to every project partner (tasks, deadlines etc) Keep discipline among the project partners to report timely

13. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 13 4. Practical hints (2) Plan the mid-term self-evaluation time wise and budget its costs in the application form Define indicators that are feasible and possible to measure Plan the time and costs for the preparation of the Final Report Ensure resources for clarification of the Final Progress Report

14. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 14 Plan your project in a way that your partnership is capable to implement it in the agreed timeframe!

15. Part-financed by the European Union Project implementation and monitoring: What is good to know when applying? Joanna Przedrzymirska Project Manager Joint Technical Secretariat Lead Applicant Seminar, Hamburg, 2-4 April 2008

16. Lead Aplicant Seminar, Hamburg, 2-4 April 2008 16  submission of revised Application Form (if relevant)  submission of originals of Partner Declarations Tasks and their timeframe after approval (additional slide)  request for ENPI advanced payment (if relevant)  submission of draft Communication Plan  concluding the Partnership Agreement fulfilment of MC recommendations (if relevant)  quantification of output indicators for the selected common results  defining indicators for selected specific results request of project preparation costs (if relevant)  compilation of the 1st PR and getting 1st level controller declaration Signing a grant contract End of 1st reporting period Deadline for submission of the 1st PR