1

Working meeting

Warsaw, 20-05-2010

9:00 – 13:00 – WORKING MEETING

Progress of the project: activities, budget changes – LP-Part

Project schedule & plan – LP-Part

1st analysis: progress, discussion – PP07-Powys

Communication plan – main assumptions, messages – PP03-Inorde

Agenda study visit in France – PP06-Auvergne

13:00 – 14:00 LUNCH offered by PART

14:00 – 15:30 – WORKING MEETING

Meeting of the working group (environmental and entrepreneurship WG)

2

PROGRESS OF THE B2N PROJECTPROGRESS OF THE B2N PROJECT

Working meeting

Warsaw, 20-05-2010

3

WHERE WE ARE NOW?

C1: 1st SC meeting organised

C1: Partnership agreement is being signed

C1: 1st Internal Report received from all partners

C1: Project Handbook prepared – LP-Part

C2: Launch Conference organised!

C2: Website launched

C2: Logo and visual identity prepared – PP3-Inorde

C2: First brochure designed – PP11-Pivka

C3: Templates for 1st analysis prepared and completed – PP7-Powys

4

WHAT ELSE SHOULD WE DO?

(1st semester 2010)

C1: Partnership agreement signed by all partners

C1: 1st Progress Report submitted

C1: “Monitoring and Evaluation Plan” – LP-Part

C1: 2nd SC meeting in Auvergne

C2: “Communication and dissemination Plan” – PP3-Inorde

C2: Brochure 1 to be printed: LP-Part, PP1-WM, PP11-Pivka

C2: Press releases (5 units: PP2-WM, PP3-Inorde, PP6-Auvergne, PP8-Paradis, PP11-Pivka) and advertisments (2 units: LP-Part, PP3-Inorde)

C3: 1st analysis prepared and results discussed

C3: Study visit to France (including workshop and 2nd SC meeting)

C3: “Common methodology” prepared – PP7-Powys + LP-Part

5

COMPONENT 1: MANAGEMENT AND COORDINATION

ISSUES TO DISCUSS

1st Internal Reporting (Jan-Feb 2010) – conclusions

How to continue with internal reporting?

Formal requirements: Approbation certificates

Preparation for 1st Progress Report

6

COMPONENT 1: MANAGEMENT AND COORDINATION

Internal reporting – summary Jan-Feb 2010 (1)

Eligible expenditure by budget line - summaryAll amounts in EUR. (All fields calculated automatically on the basis of data from sheets C1-C5)

1 196.464,45 0,00 43.586,95 43.586,95 22,2% 152.877,492 26.671,29 0,00 3.412,47 3.412,47 12,8% 23.258,823 84.486,00 0,00 11.839,36 11.839,36 14,0% 72.646,644 56.390,17 0,00 3.518,31 3.518,31 6,2% 52.871,855 Equipment 1.500,00 0,00 0,00 0,00 0,0% 1.500,00

TOTAL 365.511,91 0,00 62.357,09 62.357,09 17,06% 303.154,81

Travel and accommodationExternal expertise and services

Accumulated %Remaining

BudgetSpecificationPreviously reported

Current Report

Staff Administration

Budget line Total Partner's Budget

7

COMPONENT 1: MANAGEMENT AND COORDINATION

Internal reporting – summary Jan-Feb 2010 (2)

8

COMPONENT 1: MANAGEMENT AND COORDINATION

Stick to the original figures

9

SC meeting in WarsawLC Warsaw SV France

Travel and accomodation costs

10

Administration costs

NO!!

YES!!

11

Partners who asked for budget changes

Pivka

Ostergotland

Veliko Tarnovo

Gran Paradis

Powys

As few changes as possible

Flexibility rule on the level of the partner (each component or budget line can increase by a maximum of 10%) – except for external expertise

Changes accepted by the LP

For Jan-June period – last request for changes to be sent to the LP by the 15/06

12

How to continue with internal reporting? Prolong the internal reporting periods from 2 months to 3 months

Starting from 1st July 2010

…1st July – 30th September

…1st October – 31th December

Simplified (general table + checklist) or detailed internal progress report

Timesheets

Partner’s progress report to be submitted to the FLC

COMPONENT 1: MANAGEMENT AND COORDINATION

13

Reporting and Financial Control System

Project Partner

Lead Partner (LP)

Managing AuthorityJoint Technical Secretariat (JTS)

Certifying Authority

Project PartnerProject Partner

Payment to LP

Payment to

PPs

4. CA checks and initiates payment

3. Progress Reportschecked by Project Officer and FinanceOfficer in JTS

2. LP compiles the joint progress report,collection of the partner control confirmations and expenditurecontrolled by LP-controller

1. Expenditurecontrolled by PP-controller

COMPONENT 1: MANAGEMENT AND COORDINATION

14

Forecast of costs paid out during reporting periods:January - June July – December

Projects not reporting in time and in full risk losing funds

01.01.2010 – 30.06.2010

365.512 euros to be reported

COMPONENT 1: MANAGEMENT AND COORDINATION

15

1st Progress Report 1st Progress Report - Covering the the reporting period from 1 January 2010 to 30 June 2010

- Pre-filled Excel file sent JTS to Lead Partner (e-mail)

- Completed document sent back by LP at given deadline by e-mail and by post (only the printable summary)

Deadllines:

For the LP: on 1 October 2010 (at the latest) - submission of PR by LP to JTS

For the PPs: on the 15th of August (at the latest) - Submission of PP input to PR to LP (incl. PP controller’s confirmation)

COMPONENT 1: MANAGEMENT AND COORDINATION

16

Timing for ERDF reimbursementTiming for ERDF reimbursement

Submission of PR by LP

to JTS (confirmed

by LP controller)

30/06

End of reporting

period

01/1015/08

Submission of PP input to PR to LP (incl. PP

controller’s confirmation)

01/11

Feedback on PR by

JTS to LP, clarification

request

22/11

Approval of PR +

clarification by JTS

22/06

Payment by Certifying Authority

~ 4 weeks

~ 4 weeks

3 months

COMPONENT 1: MANAGEMENT AND COORDINATION

17

All expenditure reported by a project has to be certified by an

independent controller, before submission to the JTS

=

first level control (FLC) INORDE

PERUGIA

AUVERGNE

POWYS

GRAN PARADIS

ADRAT

VELIKO TARNOVO

PART

WARMIA-MAZURY

OSTERGOTLAND

PIVKA

COMPONENT 1: MANAGEMENT AND COORDINATION

18

Selection of a first level controller and obtainingan approbation certificate (decentralised system)

1. Select a first level controller, respecting public procurement rules.

2. Propose this first level controller to the central approbation body of the Member State. A

specific checklist for approving the FLC will be provided by the MS.

3. The MS checks the information and independence of the controller. If OK, the MS

issues an approbation certificate to the partner.

4. This approbation has to be finalised before the end of the first reporting period (30th

of June 2010) so that FLC can be carried out after end of reporting period.

5. PP provide approbation certificate to LP.

INORDE, PERUGIA, AUVERGNE, POWYS, GRAN PARADIS, ADRAT, VELIKO TARNOVO

COMPONENT 1: MANAGEMENT AND COORDINATION

19

The first level controller... (2/2)Control of

Accounting documents

Project documentation

100% check

confirms the expenditure and signs the

1) Partner Control Confirmation

2) Control Report (incl. control checklist)

COMPONENT 1: MANAGEMENT AND COORDINATION

20

1) Partner Control Confirmation - ANNEX 5b programme manual

Issued by your FLC!

Send to LP-PART!

COMPONENT 1: MANAGEMENT AND COORDINATION

21

2) Control Report (incl. control checklist) –ANNEX 6 programme manual

Issued by your FLC!

Send to LP-PART!

COMPONENT 1: MANAGEMENT AND COORDINATION

22

What documents should you prepare for your FLC?

list of expenditure invoices bank statements procurement documentation: procurement note, terms of reference,

offers/quotes, order form, contract documentation of calculations (if only a share was allocated to the

project) time sheets, employees’ contracts, pay slips proofs for delivery of services and goods (studies, brochures,

newsletters, minutes of meetings, translated letters, participants’ list etc), record of assets

COMPONENT 1: MANAGEMENT AND COORDINATION

23

ISSUES TO DISCUSS

Website – translations to local languages

Website – intranet

“Communication and dissemination Plan” - Inorde

Brochure 1 to be printed: LP-Part, PP1-WM, PP11-Pivka

Brochures – translation to local languages

Press releases (5 units: PP2-WM, PP3-Inorde, PP6-Auvergne, PP8-Paradis, PP11-Pivka) and advertisments (2 units: LP-Part, PP3-Inorde)

Copies of all press releases and advertisements to be sent to PART

COMPONENT 2: COMMUNICATION AND DISSEMINATION

24

WEBSITE – TRANSLATION TO LOCAL LANGUAGES

25

WEBSITE – TRANSLATION TO LOCAL LANGUAGES

26

WEBSITE - INTRANET

27

WEBSITE - INTRANET

28

BROCHURE

29

If you have any doubt, please send to the LP before printing the final

version of each document to be published! – to make sure that it

complies with all publicity requiremets. If not, you are risking that the

related costs will not considered as eligible

Send to LP 3 copies of each project publication (brochures,

press releases, advertisement) – to be sent to the JTS later on

Scanned version of all articles on B2N project in the press in Scanned version of all articles on B2N project in the press in

your country, any media apparitions – to be included on the your country, any media apparitions – to be included on the

websitewebsite

Information & Publicity guidelines

COMPONENT 2: COMMUNICATION AND DISSEMINATION

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THANK YOU!