The Age-Friendly City (TAFCITY)

Meeting 1San Sebastian

19-20 December 2011

WELCOME

TAFCITY

Paloma Enriquez

Marijo Irastorza

Welcome

The Project Team

• Introductions (all partners)

• How we can best work

together

Meeting objectives

• Understand project objectives• Understand work packages and each partner

responsibilities• Agreement on Needs Analysis, questionnaires• Timescales work packages, responsibilities of partners• Reporting requirements; timesheets and financial • Valorisation and dissemination plans for each country• Communication and collaboration with all partners;

identify any potential problems• Project evaluation

Project Objectives (I)

• Project objectives

• Target groups

• Transfer of Innovation– TACTALL (ES)– VICaDIS (RO)

• Key milestones, work packages and end products

Project Objectives (II)

• Project Aim The project aims to develop a training

programme for delivery through social networks to promote “The Age Friendly City” and thus improve the competences and knowhow of current and future workers involved in the tourism and other service sectors and local government services for ensuring elderly people remain integrated in society

Target groups

• Target groups

-Current and future workers involved in the tourism and other service sectors

-Local government services for ensuring elderly people remain integrated in society

-Teachers and students involved in the tourism and other service sectors

TACTALL

TACTALL www.tactall.org (Marijo)

Objective

To create new learning packages for on-line delivery, promoting “The Accessible City” concept and improving the skills, knowledge and awareness of companies and employees associated with the tourism sector. (transfer of ERTD European Rural Tourism Development” www.ertd.info

TACTALL

TACTALL Target Groups

-People who work within the Tourism and Hospitality sector (or any other service sector)

-Teachers and new learners in the Tourism and Hospitality sector (or any other service

sector)

-Staff in political and social institutions and organisations who make decisions and policy regarding tourism.

Meeting Objectives (I)

Meeting objectives (1)

• WP1 Understand the overall objectives of the project, work packages, timescales & partner responsibilities 10/2011- 09/2013

• WP1 Understand budgeting and finance requirements 10/2011- 09/2013

• WP2 Agree external evaluation & the quality management plan 10/2011- 09/2013

VICADIS

ViCaDIS presentation (Diana + Tibor)

Meeting Objectives (II)

Meeting objectives (2)

• WP3 Agree needs analysis methodology, Target groups (Teachers, students, policy makers, SMEs) 10/2011- 05/2012

-Findings from TACTALL and VICaDIS

-Vancouver Protocol WHO

• WP4 Product Development 02/2011- 12/2012

Meeting Objectives (III)

Meeting objectives (3)

• WP5 Pilot course product 02/2013- 06/2013

• WP6 Dissemination 11/2011- 09/2013

• WP7 Sustainability/exploitation and impact 06/2012- 09/2013

Work Package 110/2011-09/2013

• roles and responsibilities of partners

• communication between partners

• the TAFCITY website

• links with other websites including partner websites

• communication between meetings and monthly status reports, timesheets

WP2 10/2011-09/2013

WP2 - External evaluation and quality (Pete)• evaluating product and process during the

project• ensuring cultural suitability of the product• ensuring quality of the products/results• brief overview of external

evaluation and requirements

from partners

WP3 – Needs Analysis (leaflet)

• Target groups (Teachers, students, policy makers, SMEs)

• Findings from TACTALL and VICaDIS

• Vancouver Protocol WHO/OMS

WP 3 10/2011 - 05/2012

WP3–Training needs analysis (Pete and Marijo)• Agree design questionnaire to identify training needs,

December 2011• Translate questionnaire January 2012• Partners to work with “support” partners Feb. 2012• Country reports (partner language) and synthesis report

in English March 2012• Synthesis report in English, end April 2012• Translate synthesis report in partner language and

communicate (dissemination), end May 2012

Age Friendly Cities –

an introduction to

The Age Friendly City and Guide

Aitziber Zubillaga and Marijo Moreno

Guide (WHO/OMS)

Checklist (WHO/OMS)

General situation each country

(Background, simple desk)

• Any Age-Friendly actions?

• Plan regarding Needs Analysis completion

• Questionnaire: Understand and agree (Aitziber, Marijo M., Marijo I.)

WP 4 02/2011 - 12/2012

WP4 –Adaptation of Vicadis and Tactall models and tools. Product development phase

• To create the e-learning platform and link with project web site, end July 2012

• Adapt training materials from Tactall, July 2012• Define the ViCadis tools required for TAFCity Sept. 2012• Produce first draft of training product, mid Oct 2012• Final form of TAFCity training product, mid Nov. 2012• All partners to translate training package, end Dec.2012• To upload training package to learning platform in all

partner languages, end Jan. 2013• To produce hard copy of training package,end Jan. 2013

• Project approach to dissemination and exploitation (group work)

• Intellectual Property Rights• Valorisation plans and records by country • Database of contacts in target groups by country• Europe wide dissemination – the role of EfVET• Project brochure• Newsletters• Dissemination strategy

WP6 – Dissemination (Pete)

European Forum of Technical and Vocational Education and Training

(EfVET) (Pete)• Peter Hodgson President • Promotes quality & innovation, sharing of good

practice, platform of influence

www.efvet.org (visit)

GROUP WORK (dissemination)

• How do we raise awareness of the project throughout our own countries and Europe?

• How do we make it

sustainable?

Age Friendly Cities –

A municipality perspective

Kepa Korta,

director Estrategia 2020

(Donostia-San Sebastián)

Summary of outcomes and agreements from Day 1

Work package 1 Project Management

Work package 2 Quality Management and internal and external evaluation

Work package 6 Dissemination

Meeting Objectives (II)

Meeting objectives (2)

• WP3 Agree needs analysis methodology, Target groups (Teachers, students, policy makers, SMEs) 10/2011- 05/2012

-Findings from TACTALL and VICaDIS

-Vancouver Protocol WHO

• WP4 Product Development 02/2011- 12/2012

General situation each country

(Background, simple desk)

• Any Age-Friendly actions?

• Plan regarding Needs Analysis completion

• Questionnaire: Understand and agree (Aitziber, Marijo M., Marijo I.)

Age Friendly Cities –

A municipality perspective

Kepa Korta,

director Estrategia 2020

(Donostia-San Sebastián)

Overview

• WP4 Product Development

• WP5 Pilot course/product

• WP7 Sustainability / exploitation and impact

• Project approach to dissemination and exploitation (group work)

• Intellectual Property Rights• Valorisation plans and records by country • Database of contacts in target groups by country• Europe wide dissemination – the role of EfVET• Project brochure• Newsletters• Dissemination strategy

WP6 – Dissemination (Pete)

Budgets, finance and reporting

Income

• Leonardo grant 69,90%

• Contribution by partners 30,10%

• Any national support to be declared

Budgets, finance and reporting

WP1 – Financial Overview

• Agreement/partner agreements• 1st payment 40%• National agency monitoring visit & feedback in 1st year• Interim report by Oct. 2012• Feedback from interim report• 2nd payment of 40% (must spend 70% of 1st payment)• Final report by Oct. 2013• Final payment of 20% on approval of Final Report

Staff costs (I)

Staff costs• Statutory staff, having

either a permanent or a temporary employment contract with the partner

• Staff members of project

partners are not allowed to operate any sub-contracts on the project

Staff costs (II)

• May not exceed the maximum for country • May be audited• Real daily staff cost rates –

– based on average rates corresponding to the applicant's usual policy on remuneration, comprising actual salaries plus social security charges and other statutory costs included in the remuneration

– non statutory costs like bonuses, lease car, expense account schemes, incentive payments or profit-sharing schemes are excluded.

Staff costs (III)

• Example for organisations in ES - salary cost is basic salary plus National Insurance contributions made by the employer plus any pension contribution made by the employer.

• This should then be divided by the number of working days in a year (Monday to Friday) to give a daily rate.

• For each individual the total staff costs for the project are calculated by multiplying their daily rate by the number of days spent on the project

• If the actual salary of an employee increases then this should be reflected in the costs charged to the project from the date the change was made

• We don’t need to see evidence, you need to keep in case of audit by NA or Commission

• We do need Timesheets and Daily Rates for each member of staff, staff type (1,2,3,4) plus start and end dates working on the project

Staff costs (IV)

If the project is audited you will need to show for your own staff:– A list of all personnel employed on the project giving the exact

dates of their work plus their position– Employment contracts for both permanent and temporary staff– Official document or internal accounting record displaying

National Insurance Numbers (or equivalent) of staff– Payroll/salary slips for the project duration– Calculation of related charges (e.g. pensions)– Bank statements showing payments made to personnel– Evidence of calculation of daily rates– Timesheets

Partners to be aware

Staff costs (V)

Timesheets should clearly show:

• Individual staff member’s name• Partner organisation name• The time worked as hours/day – (as this is what the

Interim/Final Reports request)• The daily rate• Work Package number, and (briefly) the nature of the

work undertaken, and• Signed by the individual and the legal representative.

Staff costs (VI)

• Two ways of paying subsistence:1. If your organisation’s normal mode of operation is to

claim the subsistence daily rate, you must still produce the boarding cards and hotel bill

2. Otherwise, receipts to be kept as evidence of all costs, plus boarding cards

• Travel by car can be claimed up to € 0.22 per km, or the price for a rail, bus or plane ticket whichever is the cheapest

Travel

Staff costs (VII)• Travel tickets and boarding passes for journeys charged to the

project (originals for the promoter, copies for partners)

• When calculating the number of days for which to apply the Daily Subsistence Rate it should be noted that a FULL day normally includes an overnight stay. In duly substantiated cases, where there is no overnight stay, a pro rata reduction of a full day’s allowance may be allowed, resulting in a maximum cost claimed of up to 50% for that day.

• Receipts and invoices to evidence all expenditure on the project for all partners to be submitted with the Final Report, with the exception of indirect costs for which no supporting evidence is required to be submitted.

• Indirect costs should however be actual costs, and be able to be substantiated in the event of an audit.

Next meetings

• next meetings: – Budapest – 14-15 May 2012

– Fatima - 24-25 September 2012

- Maribor -09-10 May 2013

- Brussels - 09-10 September 2013

• progress required before this meeting

• key topics for discussion

• dates for the diary

Next steps

• summary of outcomes and actions required

• expected results and any likely problem areas where help required

Evaluation

Evaluation