Waterways Forward. Project management issues. 3rd PWG meeting 8 September 2010, Milan

Transcription

1 Waterways Forward Project management issues 3rd PWG meeting 8 September 2010, Milan

2 Contents Presentation of project status process and administrative issues; 1st 8 months of implementation compared to plans; Internal procedures internal communication, cooperation with and among partners (role of CP and TG leaders) Financial issues AF vs original internal detailed vs revised budget; budget modification needs; experiences of internal monitoring; Reporting experiences of the 1st Progress Report, actual status Implemetntaiton plan detailed workplan for the period Sept 2010 May 2011

3 Project status process & administrative issues We are in the 9th month of implementation of WF This period had lots of experiences in terms of administrative and process related issues (as well as in terms of content) mostly according to plans, yet with slight delays especially in communication and some CP3 tasks Generally we are on the right track, but need quite a lot of improvement still

4 Project status process & CP1 Management administrative issues Kick-off meeting (February 2010) PWG and SC meeting (March 2010) 1st Progress Reporting in progress almost all PP reports submitted to FLCs. Deadline for submission to JTS: 1 October Revision of internal detailed budget Internal monitoring Participation of the LP at the INTERREG IVC Financial Seminar

5 Project status process & administrative issues CP2 Communication and dissemination Launching conference in the Hague on 11 March 2010 Initial WF flyer created Website has been prepared Press releases related to the launching + by PPs Participation of the LP at the INTERREG IVC Communication Seminar

6 Project status process & administrative issues CP3 Exchange of experiences dedicated to the identification and analysis of good practices RCS Framework + Guidelines developed by LP with the help of the two TG leaders 14 Regional Case Studies prepared by the PPs Meetings of the LP, 2 TG leaders and the communication responsible BW Interregional analysis report prepared by LP and the 2 TG leaders + 1st draft suggestion for Demo Toolbox by the TG leaders RSPs set up and first RSP meetings by Partners

7 Internal procedures - timing and deadlines Deadlines are not just for a joke! >> time available for certain activities should be used as much as possible and not start in the last month, as that is almost certain to lead to delays (eg. RCSs)

8 Internal procedures - timing and deadlines Finally everybody almost on time with the RCSs thank you! BUT slight delays eg. with website and 1st newsletter eg. with TG tasks (TG leaders) eg. with RSP meetings

9 Internal procedures internal communication Regular information and requests by LP (and/or TG leaders and BW as communication responsible) > however, replies not always smooth: - not replying by deadlines - not replying at all - not replying in enough detail Self-criticism: some delays also on the PMT s side sometimes

10 Internal procedures internal communication Experience: coordination by CP2 responsible BW and by TG leaders (VRW, VNF) in CP3 is not always smooth enough more pro-activity and higher level of coordination seems necessary on behalf of the leaders! more pro-activity and smooth responses seem necessary on behalf of other PPs!

11 Internal procedures internal communication This is not to put extra burden on PPs if we are working together over long distances, we need to help each other and communicate regulary (and need some discipline)! PLEASE READ S AND REACT TO THEM! AND THE PMT PROMISES THE SAME!

12 Internal procedures - bottlenecks of cooperation - Language barriers - Differences of national systems and of each PP organization - In case of quite some PPs only 1-2 people dealing with WF at the PP s organization >> difficulties in the summer with holidays - Materials for downloading on website for PPs only has not worked so far, but from now on we have to start to use it

13 Financial issues 1st 8 months of the project: setting up and starting to operate the project s internal monitoring system: Project Management Handbook and Financial Guidelines by March 2010 Budget revision by Sept 2010 Bi-monthly internal (financial) reporting templates by end of Sept 2010

14 Financial issues - budget budget in the AF vs detailed internal budget (original) vs detailed internal budget (revised)

15 Financial issues - original internal budget Original detailed budget: not always clear, not always realistic main problems: external expertise explanations not clear staff costs division among the 3 Components not realistic

16 Financial issues - revised internal budget Revision of budget took a long time for the PMT No change in the key numbers: - Amounts of the Components - Amounts of the budget lines - Amounts of the PPs

17 Revision includes: Financial issues - internal budget revision costs linked clearly to tasks as in the AF / implementation plan costs clearly shown by CPs and budget lines costs divided by periods will follow soon clearer explanations regarding elements of the budget shifts in staff costs in order to make it more realistic >> raises in CP1 & CP2

18 Financial issues - budget shift possibilities modification needs of PPs - to some extent have shown the same needs Mostly required: Shifts between CPs regarding staff time to have more for CP1(and CP2) Shifts between periods can be more problematic (if reduced)! Shifts between budget lines

19 Reminder Financial issues budget shift possibilities 10% flexibility rule without prior approval by the JTS 20% flexibility rule only with prior approval of the JTS and only once during the entire lifetime of the project Flexibility rules are to be handled on project level: ERDF total of Budget lines, Components or Partner budgets

20 Financial issues budget shift possibilities Requests concerning future budget shift needs Always provide detailed explanation / justification Use the budget table structure in order to be able to follow the volume of modification; the proportion of modification; the impacts of modification. Please follow the instructions/recommendations given by the LP during any modification process

21 Financial issues experiences of internal monitoring Difficulty from management side: templates could not be finalized and sent out until the revision of the detailed internal budget Difficulty from partners side: Without a template it was not possible to report

22 Financial issues experiences of internal monitoring future: templates will be provided to PPs by the end of September internal reports to be completed and sent to PMT every two months by the 10th of each 2nd month enough amount of detail will be needed from the PPs! aim: PMT needs to understand WHAT, WHY and FOR HOW MUCH

23 Reporting experiences of the 1st Progress Report Reporting process 1st reporting period: from 1 January 30 June 2010 Deadline of 1st Progress Report: 1 October 2010 Request for clarification by the JTS: expected by mid- November 2010 Finalization of clarifications: expected by end of December 2010 Approval of 1st Progress Report and transfer of ERDF: expected by January months 3 months 1,5 months 1,5 months 1 month

24 Reporting experiences of the 1st Progress Report Expected number of partners reporting and claiming costs: 15 (out of the 16+1 partnership) Expected non reporting partners: 1 (SIRGA) +? VKKI Expected amount claimed: about 293,000 EUR Planned amount in Spending Forecast: 278,196 EUR We are overspending 105% compared to plans

25 Reporting experiences of the 1st Progress Report general experience: a lot easier and quicker (and reliable) with decentralized FLC systems >> PPs with centralized FLCs have to be even more on time Especially in summer periods (every 2nd reporting!!) holidays have to be taken into consideration

26 Reporting experiences of the 1st Progress Report Centralized FLC systems Hungary Latvia Poland Sweden Northern Ireland

27 Reporting experiences of the 1st Progress Report Decentralized FLC systems The Netherlands UK Finland France Italy Spain (mixed) Norway

28 Reporting experiences of the 1st Progress Report General experiences with PPs reports: planned amounts not kept eg. in case of CP0 preparation costs not possible! eg. in case of staff costs if it is because of the not realistic planning, may be accepted >> when reporting and claiming costs planned amounts and activities have to be followed!! (higher amounts can only be possible in very well reasoned cases) Danger otherwise: available resources will be spent too soon!

29 Reporting experiences of the 1st Progress Report General experiences with PPs reports: Planned tasks / CPs not kept General mistake: kick-off in Delft claimed not in CP1, launching conference in the Hague claimed not in CP2 >> request: tasks and related costs have to appear in the CP (and in the budget line) where they had been planned - unless very well reasoned to do otherwise

30 Reporting experiences of the 1st Progress Report General experiences with PPs reports: level of details (explanations, clear designations) provided in the reports often not enough >> rounds of clarifications and ing is necessary with the PMT & re-issuing of Control Confirmation may be requested from the FLC >> if such issues are not clarified before submission of the project level Progress Report > the JTS will ask for them with this lengthening the clarification process!

31 PARTNER LP - SRN P2 - South Tipperary P3 - Ww Ireland P4 - British Waterways P5 - ARW/VRW P6 - Telemark P7 - Värmland P8 - Savonlinna P9 - VKKI P10 - Ferrara P11 - Navigli Lombardi P12 - VNF P13 - SIRGA P15 - Vidzemes P16 - Brzeg Dolny P17 - Dunaújváros Reporting experiences of the 1st Progress Report CONTROL CONIRMATION will be received in September submitted to FLC, no confirmation yet submitted to FLC, under clarification OK, original received by LP submitted to FLC? OK (but should be modified regarding CP0 costs) OK (but could be modified regarding CP1 & CP2 travel & accommodation costs submitted to FLC, no confirmation yet submitted to FLC only on 6 Sept OK, but original not received by LP yet OK, original received by LP OK, original received by LP no report in this period OK, original received by LP OK, but original not received by LP yet submitted to FLC, no confirmation yet

32 PARTNER LP - SRN P2 - South Tipperary P3 - Ww Ireland P4 - British Waterways Reporting experiences of the 1st Progress Report CONTROL CONIRMATION OK some issues to be clarified some issues to be clarified OK P5 - ARW/VRW P6 - Telemark P7 - Värmland P8 - Savonlinna P9 - VKKI P10 - Ferrara P11 - Navigli Lombardi P12 - VNF P13 - SIRGA P15 - Vidzemes P16 - Brzeg Dolny P17 - Dunaújváros OK some issues to be clarified some issues to be clarified some issues to be clarified no report received yet, so some issues definitely need to be clarified some issues to be clarified OK OK some issues to be clarified some issues to be clarified OK OK

33 Reporting to do for the Progress Report by PPs Partner Reports under confirmation Contact FLC regularly, press and try to urge them! Control Confirmation received scanned version by to the PMT See the comments of the LP (OK or amendments/clarifications needed >> back to FLC if needed!) Control Confirmation received original version by mail/courier to the LP Partner Reports confirmed Confirmation received scanned version by to the LP (if not yet) See the comments of the LP (OK or amendments/clarifications >> back to FLC if needed!) Control Confirmation received original version by mail/courier to the LP -

34 Reporting - to do for the Progress Report by the LP Collect all PPs original Control Confirmations Prepare 1st Progress Report Have the 1st PR and all Control Confirmations be checked by the LP s FLC (27 Sept) Submit the electronic version by and the signed, stamped, original paper version of the 1st PR by 1 October to the JTS

35 Implementation Plan for the period July 2010 May 2011 from a process management point of view does not include in detail yet the Action Plans of the 2 Theme Groups (TGs) >> will be incorporated after the discussions and agreements of these 3 days gives a clear overview of tasks, responsibles and contributors deadlines processes and outputs achieved as a result indicates clearly which CP tasks belong in

36 Activities Responsible Partner 2010 Participating partner(s) Jun Jul Aug Sept Oct Nov Dec Jan Feb March April May CP2 project website updated regularly PP4 ALL The original deadline was April, 2010 CP2 Input provided by all PPs regularly for updating of the project website PP4 ALL CP2 OUTPUT: first newsletter PP4 ALL The original deadline was May, 2010 CP1 finalizing the realistic internal WF budget LP The original deadline was June 2010 CP3 13 regional stakeholder platforms contacted/set up by PPs ALL 14 Regional Stakeholder Platforms CP1 all PPs prepare their 1st partner level report and submit it to their FLC by 15 July ALL 16 PP level reports submitted to FLC CP1 all PPs send the completed PP level progress report templates to the PMT ALL 16 PP level reports sent to PMT CP3 Regional analyses based on joint methodology carried out: collection of good and bad practices ALL 14 regional analysis reports developed (RA) CP3 the 13 regional analyses reports compiled by LP (assisted by the Theme Leaders) into 1 interregional analysis report LP 1 interregional analysis report CP3 13 meetings of the RSPs to discuss the outcomes of the analyses and the selected good practices for listing the selected best practices to be included in Toolbox ALL 13 RSP meetings CP3 OUTPUT: 13 reports on RSP meetings, including listing good practices ALL 13 reports on RSP meetings CP2 13 regional Press conferences following each partner's RSP meetings ALL 13 Regional Press Conferences CP1 PPs receive a control confirmation from their FLC to their 1st PP level report and send it (first scanned, than original) to PMT LP ALL 16 control confirmations arrive to the LP CP1 the PMT compiles the 1st Progress Report, including the original control confirmations of each PP LP ALL 1st Progress Report CP3 preparation of the 2nd interregional meeting to be held in Italy (including TG meetings and a WG meeting) PP11, PP10 LP, PP12, PP5 2nd interregional meeting prepared CP3 2nd meeting of the Theme Groups (drawing conclusions from synthesis report, finalising Demo Toolbox, discussion and finalisation of schedule and compositiion of intensified transfer visits) LP ALL Milan, Ferrara, September CP1 2nd WG meeting LP ALL Milan, Ferrara, September schedule for transfer visits prepared CP3 OUTPUT: plan and detailed schedule for intensified exchange visits LP ALL CP3 OUTPUT: Demo Toolbox (compiled based on the 13 reports) LP 1 Demo Toolbox CP1 sending out internal report templates to PPs LP by 30 Sept CP1 OUTPUT: 1st progress report submitted to JTS LP 1st PR submitted by 1 Oct CP1 internal reports completed and sent to PMT by all PPs ALL 16 internal PP reports by 10 Oct CP2 giving input to the 2nd newsletter by all PPs ALL input to 2nd newsletter CP2 OUTPUT: second newsletter prepared and published PP4 ALL 2nd newsletter published CP3 6 exchanges (transfer visits/training sessions/ in groups of 2-3 combining experienced and less experienced PPs, using Toolbox) organised and carried out ALL 6 exchanges carried out CP3 6 RSP meetings linked to the 6 exchanges ALL 6 RSP meetings carried out CP1 internal reports completed and sent to PMT by all PPs All 16 internal PP reports by 10 Dec CP3 preparation of the 3rd interregional meeting (TG meetings +WG meeting) to be held in Spain PP13 LP, PP12, PP5 3rd interregional meeting prepared CP3 Third Theme Groups meetings (to discuss progress of the knowledge transfer and start prepraing Masterclasses) LP ALL SP - Sirga, January

37 Thank you for your attention!