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RIGA, 26 September 2007

RIGA, 26 September 2007. Quality workshop Grant Contracts. Irina Kabenina Cross-Border Cooperation & Neighbourhood Programmes EU-Russia Cooperation Programme. 8 th Call for Proposals. 19 contracts: 1 project - 12 months duration 1 project – 17 months 2 projects – 18 months

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RIGA, 26 September 2007

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  1. RIGA, 26 September 2007 Quality workshop Grant Contracts Irina Kabenina Cross-Border Cooperation & Neighbourhood Programmes EU-Russia Cooperation Programme

  2. 8th Call for Proposals 19 contracts: • 1 project - 12 months duration • 1 project – 17 months • 2 projects – 18 months • 1 project – 19 months • 1 project - 22 months • 2 projects – 23 months • 11 projects – 24 months

  3. 9th Call for Proposals 10 contracts: • 2 projects – 18 months • 1 project – 21 months • 7 projects – 24 months First pre-financing has been paid

  4. 8th Call for Proposals • 16 projects need to submit Interim reports by now • 3 projects submitted so far • 1 project submitted Narrative report only • 5 projects preferred to send update reports (1 still not received)

  5. General Observations • Preparation of application • Contract signature • Implementation • Reporting

  6. Preparation of applications • Involvement of partners in design, responsibilities, budget • Number of partners, level of experience in projects • Language

  7. Lengthy approval/contracting procedure by the Commission: format of DoA/budget differ in application and contract • Different timing in contracting (ERDF/Tacis) • Delayed start of projects, delayed timetable/mismatch of activities Approval, Contract signature

  8. Implementation • Management at the level of project: overall LP/Tacis LP • Management in partner country/institution: multiple partnership • Very busy timetable • Knowledge of procedures by partners • National/local specificities: procurement, per diems, accounting • FAQs • Training

  9. Implementation Most frequent problems/questions: • How to make changes in the budget? • How often to report about changes in the budget? • How to confirm co-financing to the financing authority? • What to do if a Partner falls out? • Sample of an agreement among partners. • How to transfer money to a Russian Partner, especially to an administration? • Is it possible to advance money to a Russian partner?

  10. Implementation • Project management by LP • Project management by a consultant

  11. Reporting (external funding) Why delays? • Difference in reporting periods/requirements Interreg/Tacis • Many partners – delayed reporting by the partners • No distinction between internal/external funding • Difficulties in communication/language • Interim audit

  12. Reporting (external funding) • Too complicated forms? • Confusing requirements? • Less respect?

  13. Visibility Disclaimer !“The project is co-funded by the European Union “ !"This publication has been produced with the assistance of the European Union. The contents of this publication is the sole responsibility of … and can in no way be taken to reflect the views of the European Union."

  14. Best practice • Read carefully the contract, its Annexes • Read carefully Manual of Procedures • Keep regular contact with the EC Delegation (Contracting Authority), especially in case of doubts • Provide training to your partners for correct reporting purposes • Keep regular records of the expenditure • Use EU Visibility Guidelines!!! • Provide timely reports • Include with every report required information

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