How to make a Progress Report Activity Reporting

How to make a Progress Report Activity Reporting Lead partner and partner seminar Voss, Norway 12 -13 June 2008 Maxi Nachtigall

Project partner: Statement of Expenditure + documentation National controller: First level control - Certificate of Expenditure Project partner: -Certificate of Expenditure + Partner Activity Report Lead Partner: - Activity report - Project Claim - Certificates of Expenditure - Summary of COE JPS-MA-CA Assessment and payment of grant - Activity report - Project Claim - Certificates of Expenditure - Summary of COE Activity Report

Why to report? Monitoring of project by - PMC - MA - Secretariat Guarantee satisfactory project implementation Continous measurement and quantifiaction of project outputs Cross-check project application/ decision vs implementation Information and knowledge to broader public

What to report? § Activity Report template on www. northernperiphery. eu (template launch 1 September 2008) § 9 Sections: § General information § Project Activities and Performance § Project Indicators § Project Financial Information § Project Management and Partnership Dynamics § Horizontal Principles § Project Communication § Additional information

Section 1 General Information § § Project title Acronym and Duration Priority and Target Area Partnership information § Based on the information from the application § Note: Changes need prior approval by the Secretariat § Lead partner’s written request to Secretariat by mail

Section 2 Project activities and performance § Executive summary of the reporting period (last 6 months) § Progress on project implementation § Overview on project activities § Information on outputs achieved so far with focus on products and services § Project activities § Highlights of the project implementation activities § Inter linkage of WPs § Description WP structure and WP activities § Accumulatively § Chronologically § In comparison to approved application § Results § All WPs

Section 2 Project activities and performance § Change of activities in comparison to approved application § Any activity changes need pre-approval by Secretariat § Justification of the change and impact on implementation of project § 1 request for change per year § Project outcomes § Overall description of project implementation process § Status of development of products and services (outcomes so far, compared with objectives set out in application) § Description of innovative features of developed products and services § Transnational impact § Could the product/ service being transferred to other countries § How does it make a difference across the region § Organisational learning? § Added value of the adopted transnational approach

Section 3 Project Indicators § General indicators based on indicators outlined in application and decision § Priority specific indicators § Activity § Output § Result § Additional project indicators § Project activity and outcome performance § Analysis of project activity and outcome performance in relation to: § Indicators § Time plan § Budget

Section 4: Project Financial Information § Analysis of the financial performance in comparison to budget § Underspendings/ Overspendings/ Unexpected expenditures § % of budget spent vs. % of time spent according to project plan § Will the project keep in the budget and still achieve outputs § Good value for money § Could have been more achieved with the same inputs of money or could same outcomes have been achieved with reduced financial inputs? § General questions on efficiency of budget use and value for money achieved § Cross referring to the financial report § Budget changes § Justification for the change § Description of impact of changes for the project implementation § 1 request for change per year

Section 5: Project management and Partnership dynamics § Description of Project Management structures § Analysis of Project Management dynamics § Arrangements that were used to implement the project, involved partners § List of issues discussed § List of decisions taken § Description of impact of decision on project implementation § Dynamics in the project partnership § Advantages of the transnational partnership approach § Challenges of international cooperation in transnational setting

Section 5: Horizontal Principles § Equal Opportunities § Gender: provision of day care for children during partner meetings § Age: Special tailored staff recruitment plan for young employees § Social: Special employment plan for indigenous people § Sustainable Development § Implementation of Sustainable impact assessment tool for resource use § Minimized travel plan for meetings – ICT solutions, use of environmental friendly transportation, voluntary carbon offset § Corporate Social Responsibility (CSR) plan § Transnational/ shared use of rescue equipment

Section 6: Project Communication § Indicating number of tools/ methods of external and internal communication used/ realised in the project implementation § Based on an communication indicator list § Accumulatively § Summary of Communication activities § Analysis of activities performed to ensure that project outcomes are publicised – status/ evaluation of success of implementation of project communication plan § Are minimum requirements met within first 6 months § How does the project ensure transnational dissemination

Section 7: Changes in project partnership, indicators and other changes § § Additional changes in comparison to the approved application/ to the decision All changes require pre-approval by Secretariat: § Partnership § Target area § Indicators § Duration § Work packages’ structure

Section 8: Additional information § Feedback and Suggestions § To NPP bodies § Cooperation and procedures § Reporting and claiming § Overview on supporting documents requested § Project claim § Certificates of expenditure § Summary of certificates of expenditure § Examples of information/ dissemination material

Processing of Activity Report § Please send the Activity report as part of the Progress report together with other required documents to: Northern Periphery Programme Secretariat Att. : Responsible Desk Officer Strandgade 91, 4. Sal DK-1401 Copenhagen-K Denmark and per email: responsible. deskofficer@northernperiphery. eu

No report – No money!!!

Thank you for your attention