Training on Project & Financial Management and Communication; Vienna, 11-12 September 2013 How to close the project JTS CENTRAL EUROPE
Agenda of the workshop Time span from 10h30 13h00 Welcome Presentation of the final report template (1) Practical exercises on how to fill in the indicators Presentation of the final report template (2) Practical exercises on how to fill in the financial section and on costs Questions & Answers
Goals and expected results Goal of the presentation: To guide on how to prepare a comprehensive and accurate Final Report (FR) Expected result: The most important achievements of the project are made visible, making them suitable for further spreading and capitalisation To reduce the number of clarification rounds
Final Report vs. Progress Report Progress Report Focused on activities/deliverables/outputs/expenditure Final Report Focused on the major achievements of the project and potential impacts Highlighting the changes/improvements resulting from the project implementation Joint reflection with the partnership on project experience and achievements, and possible starting point for follow up actions
Final Report structure Section 0: Executive summary Section 1: Résumé of project objectives Section 2: Key achievements Project Outputs/Results Section 3: Project partnership Section 4: Sustainability and follow-up Section 5: Publicity, visibility and capitalisation potential Section 6: Finances Section 7: Programme Management Section 8: Annexes
Summary Section 0: Executive summary Abstract Catchy and understandable outline of project results (0,5 pages) Prepared or checked by COM Manager Text of project book can be used Summary Project results in broader perspective (1,5 pages) Main focus on objectives, key achievements (= outputs + results), transnational cooperation approach and sustainability
Résumé of project objectives Section 1: Résumé of project objectives Description of the project aims as in the Application Form Contribution to the CENTRAL EUROPE Programme goals Main obstacles and success factors experienced during project implementation
Key achievements outputs / results Section 2.1: Type/characteristics of achievements Presentation of qualitative aspects of project achievements and their contribution to set objectives Innovative aspects of project achievements Additional results eventually reached
Key achievements outputs / results Section 2.2: Target groups and territorial dimension of achievements Outline of main target groups that benefit from project outputs and results at partner level Territorial dimension of project achievements which territories are affected (geographic coverage)
Key achievements outputs / results Section 2.3: Output and results indicators Ensure consistency of output indicators (accumulated) with the last PR For result indicators ensure that figures reported do not include any double or multiple counting of the same achieved result (consistency with last PR not compulsory) Provide background information on all the reported figures (e.g. describing the related outputs, concerned institutions etc.)
Reminder on indicators Output Indicators: Types of Actions (A) The selected indicators need to Be clearly linked to finalised (Core) outputs Should not refer to standard outputs like e.g. project steering groups or project websites Include a detailed description in the respective textbox Be supported by adequate documents Be consistent with other sections of the FR and PR such as o o Volume of investment realised through Pilot Actions (reported for Type of Action Pilot action including investment ) should be consistent with the budget line investment in the Financial Report Volume of investment prepared and Volume of private/public funds leveraged (reported for Type of Action Investment preparation ) should be consistent with reported result indicator induced investment
Reminder on indicators Result indicators The selected indicators need to be Realistic and consistent Based on accomplished outputs/activities Focused on the own Area of Intervention (AoI) and on those AoIs with clear links to project aims as identified in the AF Ensure that no multiple counting occurs Ensure transparency of calculation and links to project activities
Project partnership Section 3.1: List of project partners Transferred automatically Section 3.2: Partnership map Drag and drop the stars referring to the latest set-up of the partnership Section 3.3: Added value of cooperation Description of contributions and involvement of the project partners Added value of transnational cooperation Contribution to cross-sector policy development and multilevel governance Synergies with other EU-funded projects/programmes
Sustainability and follow-up Section 4.1: Sustainability and mainstreaming of project results Financial, institutional, political sustainability in mid- and long-term perspective Success stories in mainstreaming of project results e.g. into different policy levels Future transfer of results beyond the partnership Inducement and preparation of investments (if applicable) Section 4.2: Durability of cooperation Future cooperation plans of the partnership and stakeholders
Sustainability and follow-up Section 4.3: Impacts Integration of project results into new/improved policies at regional, national, EU levels Leverage of future investments Contribution of the project to creation of new jobs Planned follow-up activities Ensure consistency with the information provided in the indicator section
Publicity, visibility and capitalisation potential Section 5.1: Communication and dissemination Major communication and dissemination measures Project results relevant for capitalisation Planned dissemination activities beyond the project lifetime Section 5.2: Outreach to target groups Describe the most relevant target group indicators Justify the achievements in terms of targets reached, exceeded or not reached at all Ensure that the figures reported do not include any double or multiple counting of the same target group (consistency with PR not compulsory)
Reminder on indicators Indicator: Outreach to selected target groups (B) The selected indicators need to Reflect only active involvement of target groups Consider only entities and not persons Ensure transparency of calculation and links to project activities Avoid multiple counting of the same entity in different periods
PRACTICAL EXERCISES
Closure costs All implementation related costs must be paid before the end date of the project (with the exception of Staff Costs and social charges) All costs related to the elaboration and submission of the last PR and Final Report are eligible until the submission date of the said reports set in the Subsidy Contract If the submission date is postponed by the MA/JTS then it is the submission date set by the MA/JTS that applies and costs are eligible until this date Costs related to the clarification rounds of the last PR and Final Report cannot be claimed.
Closure costs What does this mean? This means that if the submission date is set as 1 st February 2013: All costs related to the elaboration and submission of the last progress report and the final report, including where applicable audit costs, are eligible for funding if paid out before the due date of submission of the report set in the subsidy contract by the MA/JTS. The costs related to this can be validated by the FLC during the clarification rounds and the FLC documents would need to be revised.
Closure costs Eligible PR & FR Submission 1.Feb. Not eligible time line Project End date Costs related to the clarification rounds of the last PR and Final Report cannot be claimed Implementation Related Costs have to be paid out/ transferred* Costs related to the elaboration and submission of the last progress report and the final report have to be paid out time line Can be validated by the FLC during the Clarifications *with the exception of Staff Costs and social charges
Section 6 - Finances Table 6.1 Financial summary Total Accumulated in Table 8.3 of Progress Report (except in case of irregularities during project implementation) Table 3 Project Funding of Application Form DOES NOT APPLY TO THE 1 st CALL! Accumulated ERDF in Table 8.3 of Progress Report: 1) Identify partner outside CE area; 2) Include the related amount in the present field Accumulated ERDF in Table 7.2 of Progress Report
Section 6 - Finances Table 6.1 Financial summary During project implementation few irregular amounts have been deducted with FCFs: - Total: 518,68 - ERDF: 389,01 - Public: 129,67 IMPORTANT: please ensure to reduce from ERDF, Public and/or Private Cofinancing the respective shares of irregular amounts
Section 6 - Finances Table 6.2 - Revenue after project closure Article 55 of Reg. (EC) 1083/2006 If you tick Yes, please fill in the following table: REMEMBER!!! In case of revenues NOT LISTED in the above table and generated BEFORE 31 MARCH 2017, the LP is to promptly inform the Managing Authority
Section 6 - Finances Table 6.3 - Control and audits If you tick Yes, please fill in the following table: PP no. Type of control (e.g. on-the-spot check, plausibility check) Institution that carried out control/audit Outcome of control/audit (summary of findings and/or recommendations) Follow-up actions undertaken Joint Technical Secretariat; Managing Authority; Certifying Authority; Audit Authority; Commission Services; National and EU controlling institutions; National responsible public authorities or authorized private control institutions (e.g., FLC co-ordinating body). DO NOT include controls done by your FLC!!!
Section 6 - Finances Table 6.4 - Irregularities If you tick Yes, please fill in the following table: PP no. Partner Institution Institution that detected the irregularity Reasons for Irregularity ERDF Ineligible Amount ( ) Follow-up actions undertaken Joint Technical Secretariat; Managing Authority; Certifying Authority; Audit Authority; Commission Services; National and EU controlling institutions; National responsible public authorities or authorized private control institutions (e.g. FLC). Ensure to include the ERDF share of the irregular amount Withdrawal of the irregularity by means of Financial Correction Form in the relevant PR
Section 6 - Finances Table 6.5 - Location of documents after closure REMEMBER!!! All supporting documents shall be stored in a safe and orderly manner for 3 years after the closure of the Programme, and in any case at least until 31 December 2022 If you tick Yes in case of any change concerning the place of storage documentation, please DO NOT forget to fill in the table In case of further changes in the location of the documents occurring before 31 December 2022, LP is to inform: The national body(-ies) responsible for First Level Control; The Programme Managing Authority.
Programme management Section 7: Programme management Constructive feedback on procedures, support from JTS/MA Suggestions on possible improvements in the current and future Programming periods Section 8: Annexes LP Final Report self-declaration (to be signed by the legal representative) being a confirmation of e.g. correctness of the information, validated expenditures, audit trail and revenues of the project to be delivered together with the final hardcopy version Other annexes considered relevant (avoid overlaps with the Progress Report)
PRACTICAL EXERCISES
QUESTIONS?
Contact CENTRAL EUROPE Programme Joint Technical Secretariat Kirchberggasse 33-35/11 A-1070 Vienna Tel: +43 (0) 1 8908 088-2403 Fax: +43 (0) 1 8908 088-2499 Email: info@central2013.eu Web: www.central2013.eu FB: www.facebook.com/centraleuropeprogramme