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USUDS Kick-off meeting Al Fayhaa, 26 October 2011

USUDS Kick-off meeting Al Fayhaa, 26 October 2011. Implementing an ENPI-MED project: Basic elements for the start up. Yosr Nehdi – Project Officer - Joint Technical Secretariat. ENPI CBC MED JOINT STRUCTURES. the Joint Monitoring Committee (JMC), decision-making body of the Programme

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USUDS Kick-off meeting Al Fayhaa, 26 October 2011

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  1. USUDS Kick-off meetingAl Fayhaa, 26 October 2011 Implementing an ENPI-MED project: Basic elements for the start up Yosr Nehdi – Project Officer - Joint Technical Secretariat

  2. ENPI CBC MED JOINT STRUCTURES • the Joint Monitoring Committee (JMC), decision-making body of the Programme • the Joint Managing Authority (JMA), the Autonomous Region of Sardinia, in charge of the operational and financial management of the Programme • the Joint Technical Secretariat (JTS) provides technical and administrative support to the Joint Managing Authority • two Branch Offices ensure the diffusion of opportunities offered by the Programme in the eligible territories: Branch Office for the Eastern Mediterranean (Aqaba, Jordan) Branch Office for the Western Mediterranean (Valencia, Spain)

  3. Successful start up in three moves • Focus on objectives and results • Know the rules! • Smooth communication flow

  4. 1. Focus on objectives and expected results Before starting the implementation of your project: • be sure that all partners have a share understanding of the project purpose, activities, expected results and working plan • re-read carefully: • the Partnership Agreement • the Logical Framework

  5. The Logical Framework as an implementation tool: • The Logframe provides the basis for operational work plans • Indicators and Means of Verification provide the framework for Monitoring and Evaluation Plan • Results, Indicators and Means of Verification provide the framework for preparing project progress reports • Assumptions provide the basis for an operational risk management plan • The Logframe provides a basis on which contracts can be prepared

  6. 2. Know the rules! • Contract provisions apply to the whole project in particular: costs eligibility, procurement procedures and visibility • It is very important that both the Beneficiary and all Partners are fully aware of: • Grant Contract (Special and General conditions) and Annexes • Partnership Agreement

  7. Special conditions Article 1 – Purpose Article 2 - Implementation period of the Action Article 3 - Financing the Action Article 4 - Narrative and financial reporting and payment arrangements Article 5 - Contact addresses Article 6 – Annexes Article 7 - Other specific conditions applying to the Action • Annexes: Annex I: Grant Application Form Annex II: General Conditions applicable to EC-financed grant contracts Annex III: Budget Annex IV: Contract-award procedures Annex V: Standard request for payment and financial identification form Annex VI: Model narrative and financial report Annex VII: ToRs for an expenditure verification of an EC financed grant contract for external actions Annex VIII: Modelfinancialguarantee Annex IX: Partnership Agreement

  8. What comes first? The provisions of the Special Conditions take precedence over ALL the Annexes Annex II (General Conditions applicable to European Community-financed grant contracts for external Actions) takes precedence over the other annexes 8

  9. Implementation timeline Image courtesy of Regional Capacity Building Initiative (RCBI)

  10. Partnership agreement: Article 6 • According to Article 7.4.1 of the Special Conditions of the Grant Contract the Beneficiary alone shall be accountable to the JMA for the implementation of the project, but the Partners undertake that the conditions applicable to the Beneficiary under Articles 1, 3, 4, 5, 6, 7, 8, 9.2, 10, 11.2, 12.2, 14, 15.5, 15.6, 16, 17 and 18.4 shall also apply to them. • The Partners undertake that the conditions under Articles 1, 3, 4, 5, 6, 7, 8, 10 and 16 apply to all their subcontractors. In particular, the Beneficiary undertakes that the conditions applicable to it under Article 18.6 on the recovery procedure by the EU Member States and the Commission shall also apply to its Partners.

  11. 3. Smooth communication flow Good internal communication: • is a critical factor for success • helps all involved parties to understand the project aims and activities and their roles • implies regular and effective two-way communication with all project partners • is a prerequisite for efficient external communication and both should be consistent with each other

  12. To start up: agree on communication procedures • Agree on when and how and on what are you and your partners communicating • Make a format for (monthly) internal reports • Agree on tools that will be used: e-mail, internal newsletters, skype meetings, real meetings • Agree on who is responsible for the website and who and when will contribute for the updates

  13. ... and once your project has started • project coordinator keeps in regular touch with all partners • organises regular electronic meetings with all partners together (also by Skype) at least once a month • makes and circulates minutes of the meetings to be used as working documents

  14. Reporting to the JMA and JTS Beneficiary (Lead Partner) obligation: Interim report (consisting of both narrative and financial section) complying to the model in Annex VI must accompany every request for payment be submitted at least once a year together with a request for payment (Paragraph 3.3.1, point 2. of the Operational Programme) Final report shall be submitted at the end of the implementation period 14

  15. Which templates? • Lead partner: compulsory forms (Annex VI of the Grant Contract) • Partners: • Technical part: • Progress on workplan (explain deviations from workplan) • Results and impact • Indicators • Attachments (publications…) Results = The immediate effects of the outputs on the target group Impact = Project contribution to the overall objective

  16. Good practice in project reporting • Agreeamongpartners and Leadpartnerfromprojectstart: • Reporting obligations and deadlines for partners, role of eachpartner in reporting • Reportingform to beused by partners • Retention (and collection) of documents • Makereporting part of your administrative routine • Keep JTS regularlyinformed of projectevents

  17. Visibility Project contractual requirements Contract General conditions – art.6 visibility • Art. 6.1: the Beneficiary must take all necessary steps to publicise the fact that the EU has financed or cofinanced the Action. Such measures must comply with the Communication and Visibility Manual for EU External Actions • Art. 6.2: In particular, the Beneficiary shall mention the Action and the EU’s contribution in information given to the final recipients of the Action, in its internal and annual reports, and in any dealings with the media. It shall display the EU logo wherever appropriate

  18. EU Communication and Visibility Manual • Download the guidelines and useit for all yourcommunication! http://ec.europa.eu/europeaid/work/visibility/index_en.htm

  19. How to reachus ENPI CBC MED http://www.enpicbcmed.eu

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