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IBPP

Narrative reporting

European Commission

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Structure

• Narrative reporting

• Communication

• Monitoring

• Networking

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Reporting (Introduction)

Grant is EU taxpayers’ money ( control)

We care about our projects and we are interested

Each project is required to inform

the EC about project related activities, achieved results, relevant changes and problems during project implementation

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Reporting (Requirements)

• Inception report (after 3 months)

• Interim report (by the end of the 1st year)

• Final report (within 3 or 6 months after the end of the project)

Interim and Final include narrative & financial parts

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Reporting (General

principles) What do we expect?

A detailed picture of project activities and achievements, but also of problems (if any)

An assessment of the cooperation between the project partners but also between your organisations & local authorities, communities, stakeholders, media

An assessment of the impact of project activities as far as this is possible to quantify

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Reporting (Practical

aspects) • All Reports should be submitted in

English • Reports should follow the structure

of the templates (see Annex VI)• They should be dated and signed• Reports should be bound• They should be sent in one original +

electronic copy by E-Mail (or CD-ROM)

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• Interesting to read!

• Analytical enough!

• Submitted by the deadline

• Clear structure

• Full picture (honestly & objectively)

• Creative approach – not a copy and paste» exercise!

What is a good report?

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• High emphasis on results & impact

• Joint work of applicant and partner(s) (assessment & evaluation)

• Feedback from the target groups

• Balance between the text and annexes (could be in Russian)

• Changes described (correspondence with the Project Officer attached)

What is a good report?

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Dissemination strategy described (publications + press dossier attached)

Weaknesses revealed, lessons learnt analysed

Recommendations to the EC and IBPP formulated (e.g. new priorities for the calls)

+ Nice relevant photos

What is a good report?

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Good project reports good project management and efficient partnership

Reports help you to focus on impact and achievements

Reports are the basis for publicising your success, best practices, etc.

No report = recovery of pre-financing

The better you prepare the report, the quicker you are paid

Importance of a good report

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After the 3rd month

Follows the inception visit

To be sent by e-mail only

Any modifications needed? Addendum or just exchange of correspondence?

Problems of any kind?

Coordination with other projects & stakeholders

Inception Report

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submission and approval of the interim report (narrative and financial) is a pre-condition for the payment of the second installment of the grant amount!

the delivery of the interim report is compulsory at the end of the first project year

if the Report (and a request for payment) is not submitted, Beneficiary should explain the reason

Hard copy + electronic version

Interim Report

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• You can request further pre-financing within the 1st year of implementation, EVEN if the 70% criteria (see above) is not fulfilled.

• In that case, an amount of the 2nd pre-financing will be reduced by the unused amounts of the previous pre-financing payment.

Interim Report

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Deadline: see 2.3 of the Gen. Conditions

• If the Beneficiary is based in Russia – within 3 months after the implementation

• If the Beneficiary has no headquarters in Russia – within 6 months

The final report should cover the entire project duration

Approval of the Final report is a pre-condition for the balance payment

Final Report

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Reports: structure

Both Interim and Final Reports have the following structure:

• Description

• Assessment of implementation

• Partners & other cooperation

• Visibility

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Assessment

• List of activities

• Any problems and if yes, how have they been addressed?

• Which activities have been modified or have not taken place?

• Results Impact Feedback

• Action plan for next period (if applicable)

• List awarded contracts (work, supplies, services) under 5000 EUR & indicate the award procedure

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Partners & cooperation

• How do you assess the relationship between the formal partners of this Action?

• Relationship with the local authorities (if applicable)

• Other links (Beneficiaries, Associates, etc.)

• Has this action been able to build on previous EC-grants?

• Relationship with the EC?

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Visibility

• How is the visibility of the EU contribution being ensured in the Action?

• Visibility Guidelines

• Please list all materials and publications produced by the project and send us a copy together with the

Report

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EC and Reports

• EC has 45 days to make a payment after the approval of the Int/Fin Report

• EC has 45 days to approve the Reports

• EC may suspend the time-limit for a approval of a report by notifying the Beneficiary about the additional requests

• EC may request additional info at any time, that info must be submitted within 30 days of the request

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 Formal Informal

More we know about the project, more efficiently we could work together

All aspects important for the project implementation should be agreed in written

For operational aspects your contact is the Project Officer; for purely financial issues – the Finance Officer (with a copy to the PO)

Communication

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 What the EC should know asap?

• Any menace to the implementation (conflict between partners, conflict with the authorities, target groups cannot be reached, force majeure, etc.)

• Changes in the project description and/or budget

• Info about the upcoming major events (festivals, exhibitions, etc.)

• Important publications in the press

Communication

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Changes (Art.9 of the General Conditions)

No prior approval:• small changes in the schedule• insignificant changes (number of seminar participants, format of the event, title of the publication, etc.)

Notification:• change of the bank account• change of contact details• change of the auditor

Prior approval (addendum or exchange of letters):• content changes• budget changes• partnership structure

Communication

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Contract AddendumPRIOR – NOT RETROACTIVE

Takes up to 1 month to prepareMost typical cases:• extension of duration• changes in the partnership• budget changes (>15%)new table should be submitted• increase of Administrative costs (up to 7%)

An official request with proper justification should be sent to the Project Manager

A copy of the request with all supporting documents should be sent to the Project Officer by e-mail.

Communication

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 Small changes

NO PRIOR APPROVAL – BUT ASK EC FOR ADVICE

• transfer within the budget heading• transfer between budget headings involving a variation of 15% or less of each heading

Administrative costs and Contingency = AN EXEPTION!

Communication

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• Field Visit

• Activity Monitoring

• External Monitoring

Please inform us about all major events at least 2 weeks in advance.

Monitoring

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Contacts us!E-mail:

For IBPP-Civil Society:• gerhard.salzer@eeas.europa.eu• berni.mcnally@eeas.europa.eu• irina.kabenina@eeas.europa.eu

For IBPP Cultural Cooperation:• tatiana.bokareva@eeas.europa.eu

Telephone:+7 (495) 721 2000/2036

Fax:+7 (495) 721 2040

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Happy Reporting!