PROTEACH PMB meeting November 16 th 2018 Hosting

PROTEACH - PMB meeting November 16 th, 2018 Hosting institution: Kaye College, Beer-Sheva, Israel Managerial issues Presenter: Raul Drachman, Kibbutzim College 1

Contents • Mid-term report assessment • Requests of internal financial reporting • Travel plan; PO’s approval(s) • 2 nd Field Monitoring visit • Audit - Preliminary auditors’ report on interim fin. report 2

Mid-term (“Progress”) report assessment Emphases in the P. O. ’s reaction: • Difference between Hamamot and MITs. • Indicator of school teachers’ drop-out rates (see LFM) FINAL RESPONSE TO BE INCLUDED IN PROJECT’S FINAL REPORT. • A question re: a possible delay in issuing/analysing questionnaires and training units for mentors. • A concern about the proper use of budget funds. • Requesting a list of courses with some details. • A concern re: the role of the European partners in the project and their (purportedly) small number of trips to Israel. 3 All above duly and timely responded by the consortium.

Requests of internal financial reporting • Requested: To submit (to RD) by end of October (after postponements) • Status – Only 2 partners (Kaye and Gordon) sent stuff… • Purpose • Urgent need to close the issue, also in light of impending Field Monitoring meeting. 4

Travel plan; PO’s approval(s) • A long-pending issue… • The approach adopted for the solution: – Trips to Europe only as planed (except for dissem. ) re: destinations and number of trips, but likely with more participants. – More trips of European colleagues to Israel. Special (but not sole) attention to dissemination. • Need to update the P. O. and ask for her authorization re: number of travelers and days of stay. Partners requested to provide this info 5 a. s. a. p. (esp. , but not only, for trip to Salzburg).

2 nd Field Monitoring visit • Scheduled for 27. 12. 18, 09: 00 -12: 30 ILT, in Mofet, Tel-Aviv. • Content (including ppt) in preparation • To-do and tasks allocation 6

Audit Plan: General exposition now, followed by Skype talks with each partner. General issues raised by auditors: • • Invoices / receipts (or other proof of payment) • For international and Israel meetings involving all local partners, R&R will keep folders with all content supporting documentation (invitations, agendas, minutes…). Reference to these folders will be appended to the document files prepared by each partner (e. g. : “see also EXETER_March 18”) • • NIS, ILS, shekels…; use of stamp: “The PROTEACH project” Labor contracts, not only Joint Declaration (JD) forms… Issues with dates, periods covered by JDs, lack of documentation; etc. Simplicity: Same dates for JDs and reporting in “big Excel”… Organization of the supporting documents Name of file with supp. docs = ref. number quoted in Excel (see next slides) Time sheets and JDs should always come in pairs… For travel & stay: File should include all related documentation, for each traveler and each trip: forms + documentation proving the trip and stay, and its relation to the project plan, outcomes, etc. [Auditor’s comments are in Hebrew…] 7

Audit (cont. ) Reference numbers (= names of files including all relevant doc. ) Examples: P 02_STAFF_SH_1, or P 11_TRAVEL_LL_IS_1 Partner identified by its number in the project (P 01 to P 11) Budget categories: STAFF, TRAVEL (for travel & stay), EQUIP, SUBCON. Destinations: • BU - Bucharest • TA - Tallinn • EX - Exeter • SA - Salzburg • IS - Israel 2 letters identifying persons in each team, and A numeral (to differentiate among diff. occasions…) 8

Audit (cont. ) Reference numbers (cont. ) Examples of files and their contents (scanned copies of docs, concatenated in one common file) : P 02_STAFF_SH_1 • • • Time sheet Joint declaration Last page: Copy of labor contract, or general reference to letter issued by institution with info on all contracts of team members of the institution (Raul to receive a copy of those letters from all partners). P 11_TRAVEL_LL_IS_3 • • • Individual Travel Report (ITR) Boarding cards, tickets, itineraries Invoice from hotel Bus/train/taxi tickets and/or other “proofs of presence” 9 Last page: Scan of a sheet with sentence: “See ISRAEL_November 18”, available to auditors from Raul or Reuma.

Re: documentation keeping or forwarding 10