Transcript Folie 1 - lkzprien

Reporting
From a Lead Partner‘s point of view
Salzburg, 30. June 2005
Waltraud Hartl, project management AlpFRail
Logistik Kompetenz Zentrum Prien a. Chiemsee
www.lkzprien.de
www.alpfrail.com
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Reporting
from a Lead partner’s point of view
1.
Project Organisation
2.
Activity Report
3.
Information & Publicity Report
4.
Financial Report
5.
Sending data
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Reporting
from a Lead partner’s point of view
1.
Project Organisation
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3
1. Project Organisation
Starting a project:
- Time schedule for all „partner meetings“
- Time schedule for reporting
- Definition of the communication within the
partnership (Tasks of the WP manager)
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4
Time Schedule for partner meetings
Time Schedule for Coordination Actions
1. Meetings on the last
Thursday and Friday of
each odd month
(exceptions are in red)
2. Twice a year this
meetings are PMC
Meetings
3. Every 9 months
combined TCC and FCC
meeting (for report
preparation)
1. TCC/FCC Meeting
Do 01.04.04
1. PMC Meeting
Mi 12.05.04
2. TCC Meeting
Do 29.07.04
3. TCC Meeting
Do 23.09.04
2. PMC Meeting
DO 25.11.04
4. TCC/FCC Meeting
Do 27.01.05
5. TCC Meeting
Do 17.03.05 in Prien
3. PMC Meeting
Mi, 15.06.05 in Venice
6. TCC Meeting
Do 06.10.05 in Bozen
4. PMC Meeting
Do 24.11.05 in Prien
8. TCC Meeting
Do 26.01.06
9. TCC Meeting
Do 30.03.06
5. PMC Meeting
Do 25.05.06
10. TCC Meeting
Do 27.07.06
11 TCC Meeting
Do 28.09.06
6. PMC Meeting
Do 23.11.06
12.TCC Meeting
Do 25.01.07
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Time Schedule for partner meetings
1. project report partners to LKZ
1. project report LKZ to MA
19.11.04
10.12.04
2. project report partners to LKZ
2. project report LKZ to MA
06.05.05
27.05.05
3. project report partners to LKZ
3. project report LKZ to MA
28.10.05
25.11.05
4. project report partners to LKZ
4. project report LKZ to MA
14.04.06
12.05.06
5. project report partners to LKZ
5. project report LKZ to MA
29.09.06
27.10.06
6. Final report partners to LKZ
6. Final report LKZ to MA
16.03.07
13.04.07
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Tasks of WP Manager
-
Elaboration of an time schedule
Definition of the interfaces (with date for transferring the
information)
-
Implementation of the WP with direct communication to the
partners (incl. organisation of work package workshops, …..)
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Partners should ask questions directly to the according WP
Leader
-
Obligation to report difficulties immediately to the Lead
partner
-
Reporting of the WP status at the TCC Meetings
-
Writing an activity report  Documentation of the activities,
time, achieved results (target/actual comparison)
-
Report of all important information into the project tracking
-
Writing of a final report
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Project Organisation
Internal Organisation:
Directory structure of the project:
e.G. meetings
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Project Organisation
Internal Organisation:
Important documents for each meeting:
-
Agenda
-
Invitation incl. reply coupon
-
List of signatures
-
Minutes
-
Pictures
-
Presentations
-
Next steps
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Project Organisation
Internal Organisation:
Directory for the reporting:
-
Data of the partners
-
Activity report
-
Certifications of expenditure
-
Financial Report
-
Information & Publicity
-
Documents to JTS / MA
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Reporting
from a Lead partner’s point of view
2. Activity Report
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2. Activity Report
Chapter 2: experience from LP‘s point of view
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2. Activity Report
Chapter 3.1: together with the WP managers
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2. Activity Report
Chapter 3.2: compare with Application form
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2. Activity Report
Chapter 3.5: see the minutes, response from partners,
your own experience
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2. Activity Report
Chapter 3.6: outlook per WP
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2. Activity Report
General hints to the Activity Reports
- Attachements are not part of the monitoring
system  summary has to be part of the activity
report
- Report the problems as they are (you have less
problems if you need approvals for changes)
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Reporting
from a Lead partner’s point of view
3. Information & Publicity
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3. Information & Publicity Report
- Most important problem: Collection of the data
- Solution: one dedicated person who collects the
relevant data
- Motivation of the partner: Reminder on the
meetings or after invitations
- Motivation catalysator: Project homepage
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Reporting
from a Lead partner’s point of view
4. Financial Report
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Entrancement of the financial report
For each partner 1 table cost and 1 table WP
plus summary sheet
WP Partner 1 - 5
cost category
Partner 1 - 5
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Internal tool for financial report
summary sheet of partner sheet
Column added:
new budget
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Column added: CTA,
reported by the partner
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Financial report per partner
more than 20% shift
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4. Financial Report
Internal Excel File for controlling
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Reporting
from a Lead partner’s point of view
5.
Sending the data
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5. Sending the data
- Collection of all data in electronic way: if you have
a scanner: scan all paper documents immediately
- Copy all relevant data in a special directory (CD for
JTS)
- Collect all original paper in a special folder (for MA)
- Print out all documents and collect them in the
folder for the JTS
- Last check with a check list for all data
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