Training on Project & Financial Management and Communication; Vienna, 11-12 September 2013 How to close the project JTS CENTRAL EUROPE Agenda of the workshop Time span from 10h30 – 13h00 • Welcome • • Presentation of the final report template (1) Practical exercises on how to fill in the indicators • • Presentation of the final report template (2) Practical exercises on how to fill in the financial section and on costs • Questions & Answers Goals and expected results Goal of the presentation: • To guide on how to prepare a comprehensive and accurate Final Report (FR) Expected result: • The most important achievements of the project are made visible, making them suitable for further spreading and capitalisation • To reduce the number of clarification rounds Final Report vs. Progress Report Progress Report • Focused on activities/deliverables/outputs/expenditure Final Report • Focused on the major achievements of the project and potential impacts • Highlighting the changes/improvements resulting from the project implementation • Joint reflection with the partnership on project experience and achievements, and… • …possible starting point for follow up actions Final Report structure Section 0: Executive summary Section 1: Résumé of project objectives Section 2: Key achievements – Project Outputs/Results Section 3: Project partnership Section 4: Sustainability and follow-up Section 5: Publicity, visibility and capitalisation potential Section 6: Finances Section 7: Programme Management Section 8: Annexes Summary Section 0: Executive summary Abstract • Catchy and understandable outline of project results (0,5 pages) • Prepared or checked by COM Manager • Text of project book can be used Summary • Project results in broader perspective (1,5 pages) • Main focus on objectives, key achievements (= outputs + results), transnational cooperation approach and sustainability Résumé of project objectives Section 1: Résumé of project objectives • • • Description of the project aims as in the Application Form Contribution to the CENTRAL EUROPE Programme goals Main obstacles and success factors experienced during project implementation Key achievements – outputs / results Section 2.1: Type/characteristics of achievements • Presentation of qualitative aspects of project achievements and their contribution to set objectives • Innovative aspects of project achievements • Additional results eventually reached Key achievements – outputs / results Section 2.2: Target groups and territorial dimension of achievements • • Outline of main target groups that benefit from project outputs and results at partner level Territorial dimension of project achievements – which territories are affected (geographic coverage) Key achievements – outputs / results Section 2.3: Output and results indicators • • • Ensure consistency of output indicators (accumulated) with the last PR For result indicators ensure that figures reported do not include any double or multiple counting of the same achieved result (consistency with last PR not compulsory) Provide background information on all the reported figures (e.g. describing the related outputs, concerned institutions etc.) Reminder on indicators Output Indicators: “Types of Actions” (A) The selected indicators need to • Be clearly linked to finalised (Core) outputs • Should not refer to standard outputs like e.g. project steering groups or project websites • Include a detailed description in the respective textbox • Be supported by adequate documents • Be consistent with other sections of the FR and PR such as o o “Volume of investment realised through Pilot Actions” (reported for Type of Action “Pilot action including investment”) should be consistent with the budget line investment in the Financial Report “Volume of investment prepared” and “Volume of private/public funds leveraged” (reported for Type of Action “Investment preparation”) should be consistent with reported result indicator “induced investment“ Reminder on indicators Result indicators The selected indicators need to be • Realistic and consistent • Based on accomplished outputs/activities • Focused on the own “Area of Intervention” (AoI) and on those AoIs with clear links to project aims as identified in the AF  Ensure that no multiple counting occurs  Ensure transparency of calculation and links to project activities Project partnership Section 3.1: List of project partners • Transferred automatically Section 3.2: Partnership map • Drag and drop the stars referring to the latest set-up of the partnership Section 3.3: Added value of cooperation • • • • Description of contributions and involvement of the project partners Added value of transnational cooperation Contribution to cross-sector policy development and multilevel governance Synergies with other EU-funded projects/Programmes Sustainability and follow-up Section 4.1: Sustainability and mainstreaming of project results • • • • Financial, institutional, political sustainability in mid- and long-term perspective Success stories in mainstreaming of project results e.g. into different policy levels Future transfer of results beyond the partnership Inducement and preparation of investments (if applicable) Section 4.2: Durability of cooperation • Future cooperation plans of the partnership and stakeholders Sustainability and follow-up Section 4.3: Impacts • • • • • Integration of project results into new/improved policies at regional, national, EU levels Leverage of future investments Contribution of the project to creation of new jobs Planned follow-up activities Ensure consistency with the information provided in the indicator section Publicity, visibility and capitalisation potential Section 5.1: Communication and dissemination • • • Major communication and dissemination measures Project results relevant for capitalisation Planned dissemination activities beyond the project lifetime Section 5.2: Outreach to target groups • • • Describe the most relevant target group indicators Justify the achievements in terms of targets reached, exceeded or not reached at all Ensure that the figures reported do not include any double or multiple counting of the same target group (consistency with PR not compulsory) Reminder on indicators Indicator: Outreach to selected target groups (B) The selected indicators need to • Reflect only active involvement of target groups • Consider only entities and not persons  Ensure transparency of calculation and links to project activities  Avoid multiple counting of the same entity in different periods PRACTICAL EXERCISES Closure costs • All implementation related costs must be paid before the end date of the project (with the exception of Staff Costs and social charges) • All costs related to the elaboration and submission of the last PR and Final Report are eligible until the submission date of the said reports set in the Subsidy Contract • If the submission date is postponed by the MA/JTS then it is the submission date set by the MA/JTS that applies and costs are eligible until this date • Costs related to the clarification rounds of the last PR and Final Report cannot be claimed. Closure costs What does this mean? This means that if the submission date is set as 1st February 2013: • All costs related to the elaboration and submission of the last progress report and the final report, including where applicable audit costs, are eligible for funding if paid out before the due date of submission of the report set in the subsidy contract by the MA/JTS. • The costs related to this can be validated by the FLC during the clarification rounds and the FLC documents would need to be revised. Closure costs PR & FR Submission Eligible 1.Feb. Project End date Costs related to the clarification rounds of the last PR and Final Report cannot be claimed time line Implementation Related Costs have to be paid out/ transferred* Not eligible time line Costs related to the elaboration and submission of the last progress report and the final report have to be paid out Can be validated by the FLC during the Clarifications *with the exception of Staff Costs and social charges Section 6 - Finances Table 6.1 – Financial summary “Total Accumulated” in Table 8.3 of Progress Report (except in case of irregularities during project implementation) Table 3 “Project Funding” of Application Form DOES NOT APPLY TO THE 1st CALL! “Accumulated ERDF” in Table 8.3 of Progress Report: 1) Identify partner outside CE area; 2) Include the related amount in the present field “Accumulated ERDF” in Table 7.2 of Progress Report Section 6 - Finances Table 6.1 – Financial summary During project implementation few irregular amounts have been deducted with FCFs: - Total: 518,68€ - ERDF: 389,01€ - Public: 129,67€ IMPORTANT: please ensure to reduce from ERDF, Public and/or Private Cofinancing the respective shares of irregular amounts Section 6 - Finances Table 6.2 - Revenue after project closure Article 55 of Reg. (EC) 1083/2006 If you tick “Yes”, please fill in the following table: REMEMBER!!! In case of revenues NOT LISTED in the above table and generated BEFORE 31 MARCH 2017, the LP is to promptly inform the Managing Authority Section 6 - Finances Table 6.3 - Control and audits If you tick “Yes”, please fill in the following table: PP no. • • • • • • • Type of control (e.g. on-the-spot check, plausibility check) Institution that carried out control/audit Outcome of control/audit (summary of findings and/or recommendations) Follow-up actions undertaken Joint Technical Secretariat; Managing Authority; Certifying Authority; Audit Authority; Commission Services; National and EU controlling institutions; National responsible public authorities or authorized private control institutions (e.g., FLC co-ordinating body). DO NOT include controls done by your FLC!!! Section 6 - Finances Table 6.4 - Irregularities If you tick “Yes”, please fill in the following table: PP no. • • • • • • • Partner Institution Institution that detected the irregularity Joint Technical Secretariat; Managing Authority; Certifying Authority; Audit Authority; Commission Services; National and EU controlling institutions; National responsible public authorities or authorized private control institutions (e.g. FLC). Reasons for Irregularity ERDF Ineligible Amount Follow-up actions undertaken (€) Ensure to include the ERDF share of the irregular amount Withdrawal of the irregularity by means of Financial Correction Form in the relevant PR Section 6 - Finances Table 6.5 - Location of documents after closure REMEMBER!!! • All supporting documents shall be stored in a safe and orderly manner for 3 years after the closure of the Programme, and in any case at least until 31 December 2022 • If you tick “Yes” in case of any change concerning the place of storage documentation, please DO NOT forget to fill in the table • In case of further changes in the location of the documents occurring before 31 December 2022, LP is to inform:   The national body(-ies) responsible for First Level Control; The Programme Managing Authority. Programme management Section 7: Programme management • Constructive feedback on procedures, support from JTS/MA • Suggestions on possible improvements in the current and future Programming periods Section 8: Annexes • LP Final Report self-declaration (to be signed by the legal representative) being a confirmation of e.g. correctness of the information, validated expenditures, audit trail and revenues of the project – to be delivered together with the final hardcopy version • Other annexes considered relevant (avoid overlaps with the Progress Report) PRACTICAL EXERCISES QUESTIONS ? Contact CENTRAL EUROPE Programme Joint Technical Secretariat Kirchberggasse 33-35/11 A-1070 Vienna Tel: Fax: Email: Web: FB: +43 (0) 1 8908 088 - 2403 +43 (0) 1 8908 088 - 2499 [email protected] www.central2013.eu www.facebook.com/CentralEuropeProgramme