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Erasmus+ Erasmus Mundus Joint Master Degrees
PROJECT MONITORING & REPORTING
EACEA A3
Fissoun Caliskan, Dagmar Höpcke
Mette Learie, Franz Thomas Steidele
Coordinators' Conference
22-23 October 2018
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1. Monitoring
2. (E-)Reporting
Agenda
Monitoring - objectives
• Sound project management
• On track with initial objectives
(assessment criteria = award criteria)
Project level
• Project in line with EMJMD policy objectives
•Compliance with EU rules Programme level
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RECIPROCAL APPROACH
Monitoring - outcomes
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Achieve results
Improve performance
Maximise impact
Identify good practices
Provide Policy feedback
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Types of monitoring
PREVENTIVE
Beginning of project life time
Project Life Cycle
ADVISORY
During project whole life time
CONTROL
After project completion
Linked and complementary
FIELD MONITORING (on the spot)
DESK MONITORING (Brussels HQ)
REMOTE MONITORING (Brussels/spot)
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Preventive monitoring
•Advice and guidance
• Information on rules & procedures
PURPOSE
•Coordinators' conference and bilateral meetings
•Correspondence
•Technical report
ACTIVITIES
ensure sound project implementation
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Advisory monitoring
PURPOSE
•Check progress and provide guidance
•Ensure compliance with EU financial and administrative rules
•Apply corrective mechanisms if needed
• Identify good practices and potential success stories
ACTIVITIES
DESK MONITORING CORRESPONDENCE, PROGRESS REPORTS STUDENT VOICE
FIELD MONITORING MONITORING VISITS
VIDEO CONFERENCE, AD-HOC VISITS OF
BENEFICIARIES TO THE AGENCY
• Normally during mid-term phase (2nd/3rd year)
Timing
• On the spot – Organised around a key project event
Location
• Feedback to the beneficiaries – to be followed up via desk monitoring
Feedback
Advisory monitoring - Monitoring visits
Monitoring visits (on site) - Actors
Advisory monitoring
AGENCY ACTORS:
• Project/Financial Officer
PROJECT ACTORS:
• Coordinator's contact person
• Consortium partners
• Administrative/financial/international offices
• Students and scholars
• Senior management in the University, etc.
To hear the views of key project actors
Control monitoring
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PURPOSE
• Check achievement of objectives, results, impact and sustainability
• Check compliance with EU rules and procedures
• Identify good practices and potential success stories
ACTIVITIES
DESK MONITORING FINAL REPORT
FIELD MONITORING SPECIAL MONITORING VISITS:
BEST PRACTICES PROJECTS AUDITS
E-REPORTING (Overview)
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WHEN WHAT & HOW
E-Reporting milestones
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First pre-financing payment (25%)
3rd pre-financing request (25%)
(4th pre-financing) (only if grant amount was not paid in full in
previous pre-financings)
Technical Report
2nd pre-financing request (50%)
Final Report
Report type (E-report type)
NO
Preparatory year
Preparatory year
ECTS 60 ECTS 120 ECTS 60 ECTS 120 ECTS
Technical Report (31/10/2018) 31/10/2019
2nd pre-financing request (Interim 1)
28/02/2019
31/08/2019
28/02/2020 31/08/2020
3rd pre-financing request (Interim 2)
31/08/2020 28/02/2021 31/08/2021 28/02/2022
4th pre-financing request (optional)
No later than one year before the end date of the project
Final Report No later than 60 calendar days after the end date of the project
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Reporting Calendar (EMJMD 2018)
(cf. Art.I.4.1 of the Grant Agreement)
Report type OPERATIONAL PART FINANCIAL PART
Technical Report
2nd pre-financing request (50%) +
3rd pre-financing request (25%) +
(4th pre-financing request)
Final Report (full contractual period) +
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E-Reporting Types
E-REPORTING (1)
• E-Reports (Annex V/Annex VI of the Grant Agreement)
•Operational part (Annex V) • Financial part (Annex IV)
• Annexes: e.g. Beneficiary Declaration
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Supported by annexes,
including EMT
Print-outs
E-REPORTING (2)
EMJMD Beneficiaries Website (all relevant information) https://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space/key-action-1-erasmus-mundus-joint-master-degrees-2018_en
• Reporting: General information and advice Specific information about due reports (e-report user guide, link to
'Funding & Tenders Portal' ) Annexes to e-reports (Beneficiary Declaration, EMT print outs, etc.)
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E-REPORTING (3) E-Report example
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Complete
Substantial
To the point
Avoid repetitions
Accurate
Coherent
Up-to-date
Timely submission
Some tips for reporting
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(Your project officer)@ec.europa.eu
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