Transcript Finance Guide - ADAM Leonardo da Vinci Portal

Partnership Cooperation
Agreement (PCA)
Transfer of Innovation Project
Restart PCA
The PCA outlines how the partners will work
together over the next 2 years and includes:
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Financial management, administration & reporting
procedures
Conflict resolution
Communication and Information Plan
Terms of Reference for the Steering Group
Logo, project materials, products and website
Financial
Management
Transfer of Innovation Project
Rachel McAree
GINGERBREAD NI
Restart Overall Budget
TOTAL
STAFF COSTS
250,815 €
TRAVEL & SUBSISTANCE
59,690 €
SUBCONTRACTING
26,550 €
OTHER
45,899 €
EQUIPMENT
DIRECT COSTS
INDIRECT COSTS
967 €
383,921 €
16,068 €
TOTAL 100% BUDGET
399,988 €
TOTAL 75% BUDGET
296,574 €
PARTNERS OWN FUNDING
103,414 €
399,988 €
Staff Costs
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Staff must be employed with permanent or fixed term
contracts. - can include NIC/Social Security and Pension
costs
Rates in application are maximum amounts – must take the
real daily cost for each member of staff
Cannot exceed maximum amounts
Must calculate = working days x daily rate for each member
of staff
Cannot pay bonuses, incentive payments and profit sharing
Can include salary increases, if appropriate
Must not be related to subcontractor
Travel and Subsistence
Travel
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Can only claim for staff named on application
All costs from starting destination
Cheapest means of transport
NB:if you rent a car (max. Cat.B) or take a taxi you
must give the reason
Mileage rate – €0.22 per Km
Travel and Subsistence
Subsistence
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Maximum rates per country for local transport,
hotel, boarding
Must be real cost, proved with an invoice
Whole day usually includes an overnight stay
Equipment
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Must be necessary to the Project
As agreed on application
Depreciation rate
Covered by Insurance
Subcontracting & Other
Costs
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Professionals, Freelancers etc
- must provide invoices
Advertising
Video products
Translation
Printing
Travel costs for participants at final event
Indirect Costs
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7% from direct costs
Can be used to cover running costs associated
with the project
- Telephone
- Postage
- Heat
No invoice required
Documentation Required
Salary Costs – Need to be sent to Gingerbread
 Timesheets
- Need to be sent to Gingerbread quarterly
- Staff members name
- Daily rate
- Time worked (fractions of a day rather than hours)
- Work number & brief description nature of work
- Signed by staff member and organisations legal
representative
 Copies of contracts of Employment & CVs
Documentation Required
Salary Costs - Originals of these documents need to
be kept by all partners and must be available in the
event of an audit.
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All original payslips or official accounting
documentation
Contracts of Employment and CVs
Documentation Required
Travel and Subsistence
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Must be claimed on claim form supplied by
Gingerbread
Receipts must be submitted with claim forms as
required (parking, hotel, food, etc)
Must be actual costs
Documentation Required
Equipment
 Invoice for actual costs from supplier
 Only equipment which has been agreed on
application
Subcontracting and other costs
 Invoice for actual costs from supplier or service
provider
Documentation Required
Indirect Costs
 Will be issued automatically at 7%
 No invoices or evidence required
PCA continued
Transfer of Innovation Project
Conflict resolution
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Mutual respect and open communication
Dealing with concerns as early as possible
A4 method of conflict resolution: Acknowledge,
Assure and Agree and Advance.
Chair/ Deputy Chair to resolve conflicts
Communication & Information Plan
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Clear and open communication essential
Use of IT based communication between
meetings (email, website, skype)
All partners to take responsibility for
ensuring effective communication
Need to keep documents confidential
Keep originals for audit for 5 years.
Terms of Reference for Steering
Group
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One representative from each partner
Chair and Deputy Chair
Will oversee the project
Will meet regularly
Ensure good communication within the
project, own organisation departments and
externally (eg Stakeholder Forum)
Logo, project materials,
products and website
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Need to agree project logo
Website page for project has been created
Research report on CD - NOVA
Adaptation report (printed) – WSINF
Translated training packs - NET
Case studies film (DVD) - INDEX
Project report (printed) – Possibilities
Promotional materials – pens, bags, pop up
banners – Possibilities
Newsletters and articles – CO.N.E.CT
Partnership Framework
Agreement (PFA)
Transfer of Innovation Project
Partnership Framework
Agreement (PFA)
FPA - strategies & plans for ensuring the
effectiveness and high quality delivery of the
project:
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Valorisation and Dissemination Strategy
Monitoring and Evaluation Strategy
Commercialisation Strategy and IP
Quality Management Plan
Valorisation and Dissemination Strategy
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Results + exploitation = valorisation
Dissemination = letting relevant people know about
what we are doing from the start of the project
Dissemination led by CO.NE.C.T but responsibility
of all partners
Methods – newsletter, website, project leaflet,
articles in your own countries, reports, final event
in Brussels
Monitoring and Evaluation Strategy
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Internal evaluation
External evaluation
Stakeholder involvement
Beneficiary involvement – lone parents
All aspects of project including partnership &
activities
Commercialisation Strategy and IP
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TOI Projects are encouraged to prepare
products for commercial use (sales)
Possibilities will prepare a
commercialisation strategy
Intellectual Property Rights: Restart
materials and products are copy right of
Gingerbread/ Possibilities
Quality Management Plan
Quality Management Plan will be sent to partners in January
2011 and will cover :
– Management and coordination
– Financial management
– Delivery of work packages
– Involvement of lone parent users
– All project products and materials produced
– Project monitoring and evaluation
– Strategies and policies
Planning for Norway
Transfer of Innovation Project
NOVA: January – May 2011
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Undertake research to assess, in each partner country
context, how complex barriers can lead to poverty and
social exclusion due to exclusion from the labour
market.
Co-ordinate research with input from partner countries
(Italy, Poland, Cyprus, NI)
Collation, analysis and presentation of the findings in
report form to the partners.
INDEX, NET, WSNIF & NOVA
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Establish Stakeholder Forum by March 2011
Involve policy / practice experts in working with lone
parents returning to the labour market, government
bodies, VET providers, accreditation bodies, NGO’s,
employers and lone parent representatives .
Organise meetings of Stakeholder Forums agreeing
terms of reference, objectives, time scales,
responsibilities and work plans
Meeting in Norway
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Nova will host 2 day meeting
NOVA to present research findings to partners
Possibilities to discuss agenda with NOVA and circulate to
partners
Partners make meet and make presentations to Stakeholder
Forum (invited to attend part of the meeting)
Steering group meet to review progress against targets and plan
for work package 3 and meeting in Cyprus
Terms of Reference for
Stakeholder Group
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To input to research for their country
To input into the development of the Restart
training model for their country– adaptation,
accreditation, piloting, mainstreaming, evaluation
To help with recruitment of participants and
identify employers to provide placements
To assist with dissemination and
commercialisation of Restart
Terms of Reference for
Stakeholder Group
Who?
 Training/ accreditation experts eg Colleges, awarding bodies
 Employers, business organisations
 Organisations working with lone parents – all sectors
 Government bodies – training, social welfare
 Policy experts – Universities, policy institutes
 Trade unions
 Lone parents