Transcript Latvia-Lithuania

Project implementation,
changes, reporting
Edmunds Sniķeris
[email protected]
Joint Technical Secretariat
16 April 2012, Kuldīga
Project Implementation
Key aspects:
Application Form
Feasibility Study
Cost estimations
Technical Project
=
Project results
Specifications of equipment
Project monitoring and control
2
Monitoring
Programme level
Progress reports every 6 months, Project visits
by the JTS, construction experts
Project Level
Constantly by the Lead Partner/periodically by
the Steering Group
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Changes in projects
Minor deviations that are not
considered as Project changes:
Changes in contact info, minor
rescheduling, deviations from the
spending targets, small deviations
from specifications, changes
between the costs of items within
one budget line and work package.
Can be reported as
„deviations‟ to the JTS
through the Progress Report
Project have to make changes:
1.
Project Partnership;
2.
Budget Reallocation;
3.
Project Activities and Outputs;
4.
Modification of the Duration of the
reporting Period;
5.
Prolongation of the Project Duration.
Request for changes
procedure - www.latlit.eu,
section “How to Implement”
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Budget rellocation
Requirements:

reallocation must be justified;

cannot request to increase the ERDF co-financing;

foster more efficient achievement of project objectives and
results;

the project can reallocate the budget between the BLs and/or
work packages up to 30% of the total eligible project budget;

as an exception, changes exceeding 30% reallocation between
BLs/work packages are to be considered by the JMSC.
As a rule, the budget reallocation can be requested only once during
the project implementation. Only in well justified cases, the
project can apply for subsequent budget reallocation.
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Project Activities and Outputs
Following cases are possible:

increase/decrease amount of the existing project output,
extension/reduction of range of the existing activity
(considerable change of the project output/activity that was
initially planned in the project application);

creation of a new project output and/or activity (inclusion of
new output and/or activity that was not previously planned in
the project application).
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Project Changes Procedure
It is strongly recommended to consult with the JTS
before submitting request for changes!
1. LP sends electronic version of the request for
changes, AF, FS, technical documents, budget
reallocation to the JTS
2.Harmonization of documents
3.LP sends paper version of harmonized documents
4.Decision taking process: JMSC, MA, JTS
5.Notification Letter to the LP
6.If changes are approved – LP
Application Form and Feasibility Study
sends
updated
7.Addendum of Subsidy Contract is signed
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Construction works
Information to the JTS
According to the Subsidy Contract (Paragraph 5; Point 6.18.)
Lead Partner is responsbile for submission of all the PPs’
calendars for the planned construction/renovation works to the
responsible project manager of the JTS within 2 weeks after the
contract on construction/renovation works is signed by including:
1. the start date of the works;
2. location;
3. deadlines;
4. Indicative payment plan.
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Changes in construction works - 1
1.
Small deviations from the works and amounts planned in
the technical documentation as sub-items in the cost
estimation for planned (re)construction works could be eligible
if total amount for works does not exceed the planned in the
project application:
LP/PP prepares acts on changes;
Submits acts to the first level controller;
in case there are any doubts if it is small deviation or
additional (re)construction works JTS could be contacted for
exhaustive explanation.
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Changes in construction works - 2
2.
Unexpected works:
During the (re)construction works, unexpected works are
possible and such works are being evaluated by controllers on
case by case bases (could be harmonised as deviations);
Acts, where justification of changes is described, should be
submitted by PPs to controllers.
3.
Additional works → If additional works have to be
implemented by the project partners, LP shall submit Request
for Changes in accordance with existing procedure
(http://www.latlit.eu/eng/how_to_implement/project_changes)
.
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Reporting Procedure
 Six-months Reporting Periods (RP):
 1 November – 30 April
 1 May – 31 October
 PP sends to the FLC Partner Reports: 10 days after the end
of the RP
 LP submits filled Progress Report to the FLC 2 weeks (latest)
before deadline for submission to the JTS
 In 3 months after the end of the RP the LP submits Progress
Report to the JTS
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Reporting Procedure
First Level Control
FLC
FLC
Partner Reports to LP
FLC
LP
LP
LP
LP
FLC
Consolidated Progress
Report to FLC
PP1
PP1
Pre-filled PR form to LP
PP2
PP2
JTS
JTS
End of reporting period
Partner Reports to FLC
10 working days
Progress Report to JTS
3 months
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Reporting/ Payment Procedure
JTS
Within 3 months
after the end of
Reporting Period
Lead
Partner
Pre-filled
Reporting
Form
Progress
Report
70%
payment, if
1st check of
PR is passed
PP 1
PP 2
PP 3
Max period for
check &
clarification 6
months after
submission
Full check of
PR
Preparation
of payment
Clarification
Answers
Payment
CA
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Forms
Forms:
 JTS sends out a pre-filled Progress Report form to LP
 Partner report, timesheet, list of participants form available
as attachment to FLC guidelines
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Reporting
LP sends the following documents to the JTS:


Original Certificate of Proficiency of the LP Controller
Copies of Confirmations of all the PP’s controllers
Verified Progress Report:



Signed by LP and FLC
In electronic and paper version
In English language
Information provided in the PR
should be comparable with
information provided in the AF.
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Reporting
LP sends the following supporting documents to the JTS:
 Events documents (e.g. agenda, list of participants with
signatures for each day, photos, see full list in PM, 10.1.2)
 Copies of outputs produced (e.g. studies, press articles,
leaflets, pictures of infrastructure, recordings of TV or
radio broadcasts, etc.)
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