How to make a Progress ReportActivity Reporting

Lead partner and partner seminar Voss, Norway

12-13 June 2008Maxi Nachtigall

Project partner:Statement of Expenditure +documentation

National controller:First level control

- Certificate of Expenditure

Lead Partner:- Activity report - Project Claim- Certificates of Expenditure- Summary of COE

JPS-MA-CA

Assessment and payment of grant

Project partner:-Certificate of Expenditure + Partner Activity Report

Activity Report

- Activity report - Project Claim- Certificates of Expenditure- Summary of COE

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 1General 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 2Project 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 3Project 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 SecretariatAtt.: Responsible Desk Officer

Strandgade 91, 4.SalDK-1401 Copenhagen-K

Denmark

and per email: responsible.deskofficer@northernperiphery.eu

No report – No money!!!

Thank you for your attention