HEI ICI HIGHER EDUCATION INSTITUTIONS INSTITUTIONAL COOPERATION INSTRUMENT. Coordinator s meeting / Alva Bruun

Transcription

1 HEI ICI HIGHER EDUCATION INSTITUTIONS INSTITUTIONAL COOPERATION INSTRUMENT Coordinator s meeting / Alva Bruun

2 HEI ICI COORDINATOR S MEETING Content of the afternoon: Administrative handbook (draft) presented COFFEE Dynamic working groups Discussion on findings from working groups

3 The Administrative Handbook Currently a draft, first final version published by 6th of September 2013; Will be updated regularly

4 The Administrative Handbook Administrative handbook prepared to assist in project implementation Valid for project implementation Covering : - Administration/ Financial management / budgetary issues - Reporting - Best practices - Good governance and Human Right s Based Approach

5 Framework

6 Financial management Important that all institutions involved have and strengthen stable follow-up systems and reporting mechanisms, such as: Good bookkeeping practice Budget follow up Financial rules Transparent budgeting Guidelines Agreement betwee partners crucial

7 Payment of aid The payment schedule during the Programme Period are as follows: o 60 % of the state aid: paid in June 2013 o 30 % of the state aid: by June 2014 (after the first Annual Progress Report) o 10 % of the state aid: by June 2016 (after the final Completion Report) The following shares of the state aid are paid after each reporting deadline (reporting for each calendar year needs to be finalized by the end of March the following year).

8 Cost items A1 Salaries and fees of Coordinating Finnish HEI expert A2 Salaries and fees of Partner HEIs A3 Travel costs A4 Services (including subcontracted work assignments) A5 Overhead costs of Coordinating Finnish HEI B1 Direct Administrative costs of Finnish HEI B2 Administrative costs of Partner HEI(s) C Fixed Assets D Contingency costs

9 Transfer of Funds Funds can, when agreement between partners is in place, be transferred to partners according to normal practice for money transfers at the coordinating HEI. Funds can be transferred from the coordinating institution to partner institution but there is no obligation to do so; it is up to the Higher Education Institutions involved.

10 Budget reallocations 1/2 Deviation from intended use Changes up to 5 %: requires acceptance by the project board Changes 5-10 %: a Request for a change form is submitted to CIMO before presentation of the suggested change in the project board, upon approval from CIMO project board can make the final decision Changes above 10 %: a Request for a change form is submitted to CIMO, who consults the Ministry for Foreign Affairs and informs project representative and project board can make final decision (Project Document 9.2, below : changes above 10 %)

11 Budget reallocations 2/2 When changes are made between any cost categories, the percentage is calculated based on the total sum granted by the MFA. When a number of minor changes are performed that combined exceed 5 % the same rules apply. The request for a change form should be used for all changes that need to be verified by CIMO. Permission for budget reallocations always needs to be applied for beforehand.

12 Reporting Reporting is done by the end of March each year. If the project life span is for shorter than 2 years, or project ends before 12/2015, the completion report can be submitted earlier at any time. The contracting HEI will in collaboration with partners prepare and submit totally three reports during the project implementation period spanning over : Annual Progress Report I will be submitted to CIMO by Annual Progress Report II will be submitted to CIMO by A Final Completion Report will be submitted to CIMO by

13 Annual Progress Report 1 The Annual Progress Report I consists of: the operational completion report, up until the end of the year 2013 (max 10 pages) the financial completion report, up until the end of the previous year (excel) Annexes: bookkeeping report (printout from accounting system) Minutes of the board meeting approving the Progress report Document with compiled information on working hour reports of all partners (max 2 pages)

14 Annual Progress Report 2 The Annual Progress Report I consists of: the operational completion report, up until the end of the year 2013 (max 10 pages) the financial completion report, up until the end of the previous year (excel) Annexes: bookkeeping report (printout from accounting system) Audit report Minutes of the board meeting approving the Progress report Document with compiled information on working hour reports of all partners (max 2 pages)

15 Annual Progress Report 1. Summary, Feasibility and Effectiveness, Efficiency and resources, Relevance, Sustainability, Other issues Clearly describe changes in project implementation 2. Achievement of results 3. Expert s working days 4. Purchases 5. Board meetings, other issues

16 Final Completion Report The Operational completion report consists of: the operational completion report, covering the project phase (word, Annex 9 to be used) the financial completion report, covering the project phase (excel) Annexes: bookkeeping report (printout from accounting system) HEI specific calculations applied in the full cost model audit report minutes of the board meeting approving the final report document with compiled information on working hour reports

17 Financial Reporting The financial report should be submitted using the excel spreadsheet provided by CIMO (will be available at Coordinator Costs have to be actual, accrued costs (i.e. verifiable and acceptable costs) of the carrying out of the activities of the project. After the actual expenditure per cost item follows the description of expenditure per result area. Please fill in this information if your project has been budgeted according to result areas, too.

18 Best practices / lessons learned Collaboration Methods and content Time manageent and unforeseen changes ICT and technology Financial and budgetary issues

19 Dissemination Projects are encouraged to spread results as widely as possible Various dissemination measures Webpages Logos

20 Good governance and human rights based approach 1/2 CIMO is encouraging all participants in HEI ICI programme to familiarize themselves with the handbook on corruption and good governance published by the Finnish Ministry for Foreign Affairs in 2012 ( Anti-corruption Handbook for Development Practitioners ).

21 Good governance and human rights based approach The Ministry for Foreign Affairs in its Development Cooperation Policy of 2012 emphasizes the human rights based approach. Projects are encouraged to familiarize themselves with the 5 A-indicators (Affordability, Availability, Acceptability, Accessibility, and Accountability) of the Human right s Based Approach and apply these to each project and partnership as applicable.

22 What next? The administrative guidelines will be updated after the meeting, based on feedback from coordinators (comments by 2.9) Coordinator meetings CONTACT MEETINGS to be offered in CIMO for HEI ICI projects wishing to ask more project-specific questions

23 Contact CIMO Annica Moore Terésa Pöyhönen Kaija Pajala (13.9 ) Alva Bruun ( until 6.9)

24 Dynamic Working Groups All groups will discuss the themes in the handbook: 1. Financial mangement /budgeting 2. Reporting 3. Dissemination (best practices) 4. Good governance and human right s based approach 15 minutes/ topic for all groups 5 minutes per group to present findings Open discussion

25 Thank you!