Transcript United by borders theme

Narrative reporting
13-14 August 2013
Rezekne
Narrative Report…
…allows marketing the project to the
external environment (Programme,
monitoring experts, audit, EC, etc.)
…is an easy way to prove that your
project is a leaving being rather
than a bunch of papers and accounts.
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Timeline of reporting. Option 1
Grant Contract
Reports, wrap up of activities,
warranties (supplies, works),
etc.
3 months
Ineligible costs
Project implementation period
Time
Interim Report
GC signing
Interim Report
(upon request)
Final payment
and/or final
acceptance (works
and supplies)
START
(services, supplies,
works, events, etc.)
Final
Report
FINISH
(preliminary
acceptance of
works/services
/supplies)
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Timeline of reporting. Option 2
Grant Contract
Reports, wrap-up of activities,
warranties (works and supplies),
etc.
3 months
Ineligible costs
Implementation Period
Time
GC signing
N of
months
START
(services, supplies, works,
activities, etc.)
Interim
Report 1
Interim
Report 2
Interim
Report …
Final
Report
FINISH
Final payment
and/or final
acceptance (works
and supplies)
(preliminary
acceptance
of works and
supplies
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Option 2
Reporting period formulas
≤6 months
Interim report can be submitted earlier if further
pre-installment is required
(6 + 1) months
Interim reporting period can be extended in
exceptional cases.
NB. (1) not applicable to cases when further
pre-installment is requested; (2) solid
reasons & individual basis
6 months
Desired standard.
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JTS and Beneficiary:
Cooperation scheme
Report
generated by
JTS and sent to
Beneficiary by
e-mail
30 days
after reporting
period for project to
complete interim
report
NB.
45 days
for JTS to
comment on
report
After 45 days are expired Beneficiary may deem the
interim report approved. However, the JTS informs the
project about this fact by e-mail.
Report
approved by
the JTS
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Report vs. Changes
Changes
applicable
Changes
applicable
(t)
START
R1
R2
Reporting period
Report
generated
Report
generated
 Once report is generated no changes may apply to current reporting
period.
 Report in accordance with the latest updated Application Form (i.e.
including changes approved in the current reporting period).
 Should you have any change after report is generated – plan it for
the next reporting period!
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Aspects of narrative reporting
Narrative part of report should include the following aspects,
BUT not be limited to them.

Description of all activities carried out and all outputs
produced during the reporting period.

Reflection of project partners (incl. Beneficiary) on results of
activities during the reporting period.

List of all contracts (services, supplies, works) awarded above
EUR 10 000,00.

Description of visibility and communication measures backed
up by relevant attachments.

Any information, which allows stakeholders to evaluate the
project.
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Section 2.2. Worksheets IV-VIII
Activities and results
 Use Activity Package logic to report
 Distinguish between Outputs and Results
 Demonstrate how you measure your planned results!
 Report only about actual actions taken and actual
partners participated
 Do not afraid to report deviations. Complement them
with ideas, how to overcome problems
 Be precise: put figures, names, dates
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Outputs vs. Results
Output
is…
product
event
service
action
deliverable, etc.
…directly comes out of planned
activity.
…as a rule, measured in physical or
monetary units.
...direct and immediate effect of the
output.
Result
is…
consequence of
the output
…what the output/set of outputs led
to or allowed achieving.
...basis for performance indicators
to measure the project.
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Measuring the project !!!
 Qualitative and quantitative indicators.
 Set and use indicators, which are clearly linked to
project results.
 Indicators are the tool to measure
– project results,
– achievement of overall and specific objectives of the project.
 Indicators are the best way to
– report about the progress in the project,
– evidence the performance of the project.
 How you measure the project is the focal point for
evaluation of the project by stakeholders.
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Section 2.3. Worksheet IX
Activities timetable

“6 +3” formula:
– report for 6 months;
– forecast activities for the next 3 months.
 Report only about actual
– actions carried out
– implementing bodies (project partners) involved.
NB. Next request for payment is for the next 12 months.
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Section 10. Worksheet XIV
List of annexes
Annexes are
documentary of project!

The list of annexes supplementing report gives the JTS PM
a message on how the project is being implemented

Beneficiary and project partners are expected to provide
the list of annexes to back up the report.
Beneficiary
submits the
list of annexes
JTS PM
revises and
tells what to
add/delete
Beneficiary
sends annexes
according to
finalised list
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Responsibilities…
Beneficiary
 first consult about extension of
reporting period with project
partners before applying to JTS;
 ensure the interests of all
partners are consulted while
preparing the consolidated
report;
 Provide fully completed and
sound consolidated report.
JTS Project Manager
 provision of pre-filled template
of report;
 provide exhaustive comments
about the report (if any) in 45
days;
 inform that the report was
approved;
 provide timely report-related
information.
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Do not forget…
 that partnership is a core of your project;
 to show in the report, how
− partners have been involved in the project implementation,
− project implementation was coordinated,
− Activities, implemented by different partners, build upon one
another to produce joint results;
 to make reporting a part of your administrative routine;
 to keep JTS regularly informed about project events;
 to submit the reports on time;
 to regularly monitor project implementation against
work plan and logframe indicators;
 to make sure your report is easy to read and to
understand.
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Joint Technical Secretariat
Thank you!
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