INTERREG V-B ADRIATIC IONIAN PROGRAMME ADRION. Guidelines for the submission of the Project Progress Report via ems

Transcription

1 INTERREG V-B ADRIATIC IONIAN PROGRAMME ADRION Guidelines for the submission of the Project Progress Report via ems

2 Table of contents 1. General information Generation of project progress report Accessing the Project Progress Report Filling-in the Project Progress Report Content part Work packages tab Financial part Certificates tab Project Reports Tables Attachments tab Submitting a Project Progress Report

3 1. General information Project progress reports (PPR) can only be created by the Lead Partner (LP) of a project, starting from the moment the project status is changed to contracted. The LP shall manage two different users role: as a project partner (for the elaboration of its project report); as a lead partner (for the management of Partner Reports PRs and the eventual request for modification). 2. Generation of project progress report After the project has been contracted, the Reports overview is the default view when accessing the project. The PPR covers activities and expenditure on project level in the reference period. PPR created by the LP is based on Partner Reports (PRs) including expenditure previously validated by the respective PPs controllers. In order to create a new PPR, the LP has to: 1) select the role LP from the drop menu: 2) click on the Project button in the left-side menu and then select Reporting : 3

4 3) Select the respective reporting period, and 4) Create new report. Please always remember to press SAVE REPORT before leaving a section! All PRs have statuses from which the LP can find out if they were validated by the respective controllers. The LP can access the PRs and the certificates of all project partners (PPs). The screenshot below shows the overview on the PRs visible to the LP: 4

5 In order to create a PPR, the LP must click Create Report For and select a period in relation to which the report has to be created. The system redirects the LP to the PPR corresponding to the selected reporting period. Each PPR is given a number, which consists of the period and report number (see example below). The PPRs to be created must be consecutive (e.g.: it is not possible to create PPR No 3 if the PPR No 1 has not been created and submitted). 3. Accessing the Project Progress Report The LP has to log in and select the project from the overview table. It is possible to delete the PPR if it has not yet been submitted to the JS. In order to do this, the LP needs to click on the Delete Report button in the left-side menu. 5

6 4. Filling-in the Project Progress Report PPR consists of a content part and a financial part. The content part needs to be filled in directly by the LP. The financial part is compiled automatically by the system based on available controllers certificates included in the PRs. It is also possible to upload attachments. 4.1 Content part The Report section focuses on activities implemented throughout the reporting period. It must contains general descriptions of activities as well as reporting per Work Package. In this section, the LP is asked to describe activities during the reporting period subject of the reporting ( Highlights of main achievements ). Information on the level of achievement of the project specific objectives (as defined in the approved AF) needs to be provided (drop down menu with different levels of achievement). An overview of project main indicators ( project main outputs achievement ) is also provided. This table is automatically generated from information provided in the Workpackages section of PPR. Information on the level of outputs achievement is automatically displayed in an overview table based on the information provided per work package. 6

7 Information on the level of the reached target groups reported in the AF needs to be provided. The targets (as defined in the AF) and cumulative figures reported are automatically displayed. The LP is also asked to provide information on any financial related problems/delays/deviations/use of budget flexibility and solutions adopted. The LP must provide information on horizontal principles: 7

8 The LP has to tick the box reported below to indicate that the project has fully implemented what planned. The section Reporting per work-packages overview can be used to access individual work packages. In the list of partners certificates all available certificates of the PPs are automatically listed by ems and can be uploaded by ticking in the section Include in project finance report. The related expenditure is then automatically included in the Certificates and Project Report Tables section. The LP can decide which of the available certificates to include in the PPR. Only the selected certificates will be taken into account for the creation of the project finance report. 8

9 4.2 Work packages tab The LP must select a work package from the drop-down menu of the Workpackages to report the implemented activities. In this section the LP can describe the implementation of each work package in detail, including information on activities carried out and contributions by the PPs as well as information on any problems or deviations from the initial plan. Expenditure of the report in subject is transferred from the section Certificates ; the percentage of expenditure reported so far is automatically calculated. The status of the work packages and progress of activities and deliverables has to be selected from the respective drop-down menus. For deliverables, explanations on their progress have to be provided and related documentation can be uploaded (obligatory for finalised deliverables). As only one file can be uploaded per deliverable, in case the evidence documents are more than one, please create a zip folder before uploading. 9

10 For the communication work package, the description must include the involvement of the PPs, the problems and deviations from the work plan, as well as the level of contribution of communication activities (as defined in the AF) to the project objectives. 5. Financial part 5.1. Certificates tab All uploaded controllers certificates are also listed in this section and accessible for checks by the LP. By selecting a controller s certificate, the related list of expenditure (LoE) is shown and single expenditure can be accessed by clicking on the item in the overview table. The LP can decide which of the available controllers certificates to include in the PPR under Include in project finance report. Only the selected certificates will be taken into account for project report. Controllers certificates, which are not included in a PPR, can be included in the following one. The ems does not check whether all the controllers certificates have been included in a PPR by the LP and whether they refer to the same reporting period. This means that controllers certificates could originate from different reporting periods. 10

11 Finally, the LP may decide not to include one specific expenditure in the request for payment. If this case occurs, the JS must be consulted about Project Reports Tables This section provides various summary tables of the expenditure included in the PPR. Please note that the tables are updated before the report is submitted. Eventual budget revision performed by the LP are immediately visible. PPR tables follow the same logic as those in the PR and take into account all included certificates. Please note that the Currently reported column changes its values (and name) each time a PRR changes its status. Before the PPR is submitted it is Amount to be declared to the JS and once it is submitted it changes to Amount declared to the JS. Likewise, the column Previously reported (certified by CA) also changes if new CA confirmations become available. After submission of the report to the JS, the values do not change anymore. Tables can be exported to xls-files. 11

12 5.3. Attachments tab Documents required to be attached to the PPR are uploaded in this section. 6. Submitting a Project Progress Report Before submitting a PPR, its saved version needs to be checked by clicking Check Saved Report in the leftside menu. Once the PPR is successfully checked, it can be submitted by clicking Submit Report, which will appear instead of Check Saved Report button. 12

13 The PPR is submitted to the JS. The PPR state is changed from In progress into Report Submitted to JS and a submission date is displayed in the overview table. After submission, the LP can see the report but it cannot modify it anymore. A new PPR can be opened once the previous one has been submitted to JS. More than one PPR can be submitted per period. 13