airLED 4th Steering Group meeting Budapest , 22nd May, 2014

1. airLED 4th Steering Group meeting Budapest, 22nd May, 2014

2. Content • Project status • Financial status • Reporting • Upcoming tasks

3. Project status We are in the 23rdmonth of implementation • Since the least partner meeting no significant progress was achieved • We need to catch up with the delays and stick to our tight schedule • Attention to the quality of outputs and tokeeping deadlines • The last period will be very busy > without internal cooperation and better internal communication we won’t be able to make it

4. Project status – delays & deviations seeWorkPlan • Is it possible to catch up with the current delays? • We need concrete, immediate actions, not just promises • More coordinative WP leaders • You are not alone – get support if you need it (LP, WP leaders, responsible partner)! • Plan in advance

5. Content • Project status • Financial status • Reporting • Upcoming tasks

6. 2. Financial status – totalbudget

7. 2. Financial status – spendingrate / PPs

8. 2. Financial status target: periods 1-3

9. 2. Financial status – budgetmodification • Pending requests: • PP2, PP5, PP6, PP8, PP9, PP10 • 10% threshold: notyetexceeded • WP1 and WP2 cannot be increased significantly – JTS willnotapproveit • especially staff costs!

10. 2. Financial status – CONCLUSIONS • financial performance „slightly” behind plans • the rest is yet to come!  • 4th and 5th periods are more intensive: 425 000 and 365 000 are the targets on project level • reasons • overestimated BLs: travel&accommodation, meetings&events • underestimated BL: administration • not fully utilized BL: equipment

11. Do you have any questions?

12. Content • Project status • Financial status • Reporting • Upcoming tasks

13. 3. Reporting – status • PR3: submittedinduetime: 1 March • 1st clarificationsubmitted: 23 April Thankyouforyourcontribution! • 2nd clarification: receivedon20 May; financial part is closed, 1 weektosubmit Youradditionaleffortsareneeded again. Youwereinterviewedduringthe meeting. 

14. 3. Reporting – 4th ProgressReport 1 January, 2014 – 30 June, 2014

15. 3. Reporting – status • Once the PR is submitted… CE JTS is very keen on • Administrative / financialAND • content-related issues, as well as • proper communication activities

16. 3. Experiencein CE: plausibilitycheck • Plausibility checks of expenditure:desk checks of invoices and other supporting documents will be carried out by the MA/JTS onprojects selected during project implementation • These checks will cover on a random basis specific expenditure items listed in the financial reports

17. 3. Experiencein CE: plausibilitycheck • JTS checks high expenditures (value-for-money principle) • more than one partner might be checkedduring AND after project lifetime • in-depth check (insomecasesbyindependentexperts) • Analysingqualitythequality of outputssubmitted • analysing real market prices • comparing them with invoiced&reported amounts • deducting the expenditures strictly • example #1: € 23 000 deduction from reported € 36 000 (promotion) • example#2: € 20000 deduction from staffcosts

18. Do you have any questions?

19. Content • Project status • Financial status • Reporting • Upcoming tasks

20. 4. Upcomingtasks – WP4

21. 4. Upcomingtasks – WP4

22. 4. Upcomingtasks – WP4

23. 4. Upcomingtasks – WP3

24. 4. Upcomingtasks – WP2 Thematic and policy makingeventsattended • On project level 8 events were attendedso far • The JTS approved the participation in the following upcomingevents: • Urban Transport 2014, 28-30 May – PP5 • 3rd International Congress of Urban Regeneration, 4-6 June- PP4 • Aerotropolis EMEA 2014, 8-10 July – LP & PP4 • IGU Conference, 18-22 August – PP6 • the cost of the participation fees and for the exhibition stand-feeto be reportedunder BL Other • Since the project reached already more than thetargeted 10 events, no more events can be participated within this activity

25. 4. Upcomingtasks – WP2 airLED Final Event Location: Warsaw Date: 4-5 November 2014 • 4 November: 3rd TransnationalThematic Workshop, Steering Group Meeting, Political Board • 5 November: ThematicConference Title? Speakers& agenda: under preparation

26. 4. Upcomingtasks – WP2

27. 4. Upcomingtasks – WP1

28. 4. Upcomingtasks: project closure • lastdaytopayimplementation related costs: 31 December, 2014 (project end date) • Exceptions: (National regulationsmaydiffer, checkitwithyour FLC!) • staff costs (incl. social charges) of the lastmonths ofimplementation can be paid after the end date(i.e. between 31 December – 31 March 2015) • all costs related to the elaboration of the last progress reportand the final report (i.e. WP1 staff/external) are eligible if paid before the due dateof submission of the last PR (i.e. between 31 December – 31 March 2015) Allcostshaveto be confirmedbyyour FLC, i.e. FLC reports has to be submittedinearlyFebruary, 2015 tohavetheconfirmationbythe end of March

29. 4. Upcomingtasks: project closure • Final Report • withthelast PR:a Final Report is alsoto be submittedtothe JTS (by 31 March, 2015) This isnotan additional Progress Report – it’s adescriptive presentation of project results! Final report cannot be put together without partners’ contribution, therefore all PPs will be requested to provide necessary level and amount of information.

30. 4. Upcomingtasks: Project closure • Retention of project documents • Allpartnersneedtostore all information and supporting documents related to the project in a safe and orderlymanneratleast until 31stDecember 2022, unlessthere are national rules that require an even longerarchivingperiod. • Partners archive the documents either as originals or as certified copies on commonly used data media, in compliance with national regulations. Follow-up of the amounts of expenditure in the context of the project must exist in digitalformatas well.

31. Thank you for your attention!Csilla SZENTIVÁNYI Eszter SZABÓDénes FÁBIÁNexternalconsultantsHBH EuroconsultingLtd