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1. Baltic Sea Region Programme 2007-2013 project“Baltic Challenges and Chances for local and regional development generated by Climate Change“BalticClimate start and break slide Kick-Off-Meeting April 1st – 3rd 2009 Large Conference Hall of Hotel Riga Riga/ Latvia host:

2. „Progress Reports“ On project level and on Project Partner level Dennis Ehm, ARL

3. What is a „Progress Report“? A progress report documents e.g. • the activities carried out, • milestones achieved, • outputs produced, • expenditures occurred, • expenditures controlled, and • budget used and remaining in a pre-defined period of time passed by.

4. Who to whom? A) on „project level“ LP  JTS/ IB B) on „partner level“ PP  LP (or WP coordinator) C) extra, informal: Subcontractor  PP/LP

5. Why a Progress Report to the JTS/IB? • To monitor the progress of planned project activities • Base for further activities • As justification and base for the bi-annual payment of co-financing from ERDF to the project

6. Reporting periods and due date on project level Reports are due 3 months after end of each reporting period. Exactly defined in the Grant Contract:

7. Subjects of the progress reports Every Progress Report: • activities = Activity progress Report (AR) • finances = Financial Report (FR) remark: so far only a draft version of the progress report exists, thus amendments are still possible

8. Extra contents of the 1st progress report • Partnership Agreement signed by all Project Partners • Outputs defined, their indicators and their targets • communication plan (due already July 31st 2009) • preparation activities and expenditures (remark: so far only a draft version of the progress report exists, thus amendments are still possible)

9. Extra content of the 4th progress report Mid-term self evaluation • Required but no formal structure set by EU • Process, structure, indicators must be planned and defined by the project • separate attachment to the 4th progress report

10. Content of the Activity Report (AR) to JTS/IB probably (so far only a draft version of the progress report exists, thus amendments are still possible): • project summary (for official website) • achievements • overview of the work plan‘s progress • progress per WP (activities and milestones) • main outputs • marketing information and material

11. Content of the Financial Report (FR) to JTS/IB probably (so far only a draft version of the progress report exists, thus amendments are still possible): • Eligible expenditures occurred per WP/ per BL • specification of external services, equipment and investments • total expenditures per Project Partner • interests/ revenues (if applicable) • complementary activities • First Level Control (FLC) confirmation on project level

12. Progress reports on „partner level“ PP  LP (or to WP coordinator) • activities = Activity progress Report (AR) • in more detail than on project level • selected topics for report on project level • finances = Financial Report (FR) • expenditures basing on partner budget • First Level Control (FLC) on partner level

13. Timing/ Schedule Allow one month for the LP • to summarize single reports, • to possibly ask for additional information and documents from single PPs and • to get First Level Control Certification on project level.

14. Report due dates on partner level Reports incl. First Level Control certification are due the latest 2 months after reporting period end (= 1 month prior to reports on project level!)

15. Reporting „system“ • reporting system is a puzzle of single reports (activity, financial) • sum of each level is base for next higher level

16. Vertical reporting „system“  Level 1 (JTS/IB)  Level 2 (LP)   Level 3 (PPs)  (control/ check with application/contracts) deliver

17. Horizontal reporting „system“ e.g. output/activity WP1+WP2+WP3 = project outputs/activities BL 2 of PP1 + PP2 + PP3-n = BL 2 of project

18. „System“ Every single reporting partner is part of the whole reporting system. Only functions if everybodydelivers its report(s).

19. Demand Deliver • in requested quality • in requested volume • in due time

20. Correct delivery to ensure next higher reporting level can sum up and deliver requested quality and volume in due time!

21. Subsidy Payment base Keep in mind: Reports are the base for payment of the subsidy!

22. Responsibility in the TEAM Low-quality, late, or incomplete reports from LP to IB/JTS:  late or no payment of subsidy to the whole project  later or no payment to all partners!

23. Consequences E.g. Financial report of one partner missing/ not accepted:  IB will not pay out any subsidy for the reporting period! (even though all other partners delivered AR and FR in requested quality, volume and time!)

24. Awareness for work-flow • Timing • Every single report is base for higher level report • Subsidy for whole project only if all single reports delivered in correct quality, volume and time

25. clue for success: TEAM-work EVERYBODY must be aware of that! WE are a project TEAM! We rely on each others! Let’s act this way!

26. Baltic Sea Region Programme 2007-2013 project“Baltic Challenges and Chances for local and regional development generated by Climate Change“BalticClimate start and break slide Kick-Off-Meeting April 1st – 3rd 2009 Large Conference Hall of Hotel Riga Riga/ Latvia host: