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LIFE Project Management

LIFE Project Management. Estonia 16 June 201 6 Kaia Treier, NEEMO EEIG-ELLE. Key issues to remember to succeed in managing your project. Project Management Reporting Communicating with the Monitoring Team Specific Instructions for Financial Reporting. Project Management.

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LIFE Project Management

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  1. LIFE Project Management Estonia16 June 2016 Kaia Treier, NEEMO EEIG-ELLE

  2. Key issues to remember to succeed in managing your project Project Management Reporting Communicating with the Monitoring Team Specific Instructions for Financial Reporting

  3. Project Management The best advice for good Project Management is the following: read, re-read and consult often the General Conditions

  4. Project Management Always refer to the approved project and its key-components: • Description of activities • Timing • Objectives and results • Budget

  5. Project Management Possible problems should not be ignored or hidden. A good management of the partnership may be ensured by: • Coordination meetings • Frequent contacts

  6. Project Management • When identifying a Contact Person for the Project, this person should be available • It is better to avoid indicating a director or a top manager as a contact person (usually not easily available)

  7. Project Management • Contacts and exchanges of experience and information with other LIFE Projects are required • Use the LIFE database for a thematic or country search of projects: http://ec.europa.eu/environment/life/project/Projects/index.cfm

  8. Project Management Checkthe LIFE web siteon regularbasisto verify the availability and up to date versions of useful management toolse.g. • financial reporting forms • audit template • reporting templates • Layman’s Report • standard timesheets • guidelines for project modificationetc. http://ec.europa.eu/environment/life/toolkit/pmtools/index.htm

  9. Reporting (1)

  10. Reporting (2) TransmissionofReportstoEASME/EC • Send draft reports to the Monitorfor comments before formal submission • Inform the EC/EASME and the Monitoring Team in case you foresee a delay in report transmission (deadline is often 31/12 or 31/08).

  11. Communicating with the Monitoring Team (1) • It is always necessary to send to the Monitoring Team copy of all correspondence sent to the Commission (same documents, same annexes). • In case you need simple clarifications, it is better to send an email message only to the Monitor, without contacting directly the Commission. In case it is needed, the Monitor will involve the LIFE Unit/EASME. • It is advised to contact the Monitoring team by email.

  12. Communicating with the Monitoring Team (2) Monitoring visits: • Make sure that all beneficiaries (at least the National ones) are represented. • In case you foresee coordination meetings with all beneficiaries (also the foreign ones) or public events (conferences, workshops, etc.) please inform the Monitoring team to verify the possibility to carry out a monitoring visit on the same occasion.

  13. Communicating with the Monitoring Team (3) • Please be reminded that the Monitoring Team is not entitled to take any decision on behalf of the Commission/Agency (GC, II.1.4).

  14. Specific Instructions for Financial Reporting (1) • Do not wait for the formulation of the mid-term or the final report before preparing the summary of expenditures. It is required: • In all reports (Art. II. 23 of the GC) • For all Monitoring Visits • It is recommended to update the table of expenditures on a monthly basis (the Coordinating Beneficiary for all associated Beneficiaries).

  15. Specific Instructions for Financial Reporting (2) • Be careful: self-invoicing and invoicing among beneficiaries is not allowed. • Verify that all columns of the financial forms are properly filled-in without omitting any data. • Send as soon as possibile the declaration for the non-recoverability of VAT by the public beneficiaries.

  16. Specific Instructions for Financial Reporting (3) • Be careful: a possibile mistake is to ask the suppliers to issue a “VAT-exempted invoice” because of the European Project. This procedure does not apply to LIFE Projects. • VAT for provision of goods or services might be recoverable or not recoverable, but must always be included in the invoices.

  17. Thank you for your attention! http://ec.europa.eu/environment/life/index.htm

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