Workshop Reporting on activities and outcomes Tempus project representatives’ meeting

1. Workshop Reporting on activities and outcomes Tempus project representatives’ meeting Brussels, 12 and 13 December 2011

2. Outline of the Presentation • I:The Aim of Reporting • II: Structure of the Reports • Overall Structure • Report on Implementation of the Project (intermediate report) • Report on Implementation of the Project (final report) • Statistics & Indicators • Table of Achieved/Planned outcomes • Summary report for publication • III: Some Tips • IV: Submitting the Reports • V: Modifications During Project Implementation

3. Part I: The Aim of Reporting

4. Part I: The Aim of Reporting • Outline of Part I • The Aim of Reporting • Why Two Reports?

5. I: The Aim of Reporting • To help partners take stock of their achievements on the project. • To ensure that the project is complying with the funding requirements. • To communicate the project’s achievements to the Agency. • In the Intermediate Report, to communicate to the Agency, areas where the project might need support.

6. Why Two Reports? • Intermediate Report: • Progress in relation to activities • Final Report: • Overall achievement level in relation to the total • awarded grant and details on all expenses • NOTE: The reports can be either accepted/rejected • If rejected: Need to submit a new version • Rejection linked to the non compliance with the reporting requirements, not to the implementation of the project itself.

7. Part II: Structure of the Reports

8. Part II: Structure of the Reports • Outline • Overall Structure • Report on Implementation of the Project: Intermediate Report • Report on Implementation of the Project: Final Report • Statistics and Indicators • Table of Achieved and Planned Outcomes • Summary Report for Publication • EVE

9. Part II.1: Overall Structure • Both Intermediate Reports and Final Reports have the same structure (for the technical part of the report) • Declaration • Report on implementation of the project • Statistics and indicators • Table of Achieved/Planned Results • Summary report for publication

10. Part II.2: Report on Implementation of the Project : Intermediate Report • Part 3 – 5 of the Report • Overall achievement • Coherence with the work plan and comments on deviations and modifications • Obstacles and shortcomings • Development of programmes and courses • Restructuring: university management and governance • Staff (re-)training

11. Part II.2: Report on Implementation of the Project: Intermediate Report (continued) • Staff mobility • Student mobility • Academic coordination and administrative management • Equipment • Dissemination • Sustainability • Quality control and monitoring • Gender balance • Any other comment

12. Part II.3: Report on Implementation of the Project: Final Report • Part I: Activities carried out • Short description of the activities carried out since the submission of the Intermediate Report • Describe the main changes that have occurred in the plans described in the IR. • Development of programmes and courses • Restructuring: university management and governance • Mobility and training activities for staff and students • Equipment • Dissemination and Sustainability

13. Part II.3: Report on Implementation of the Project: Final Report (continued) • Part II: Project outcomes and Impact • Overall achievement level and impact • Obstacles and shortcomings • Curricular reform • Governance reform • Links with society • Mobility and training activities for staff and students • Equipment • Academic and administrative management • Dissemination and Sustainability • Gender balance • Unexpected outcomes

14. Part II.4: Statistics and Indicators Part 6 – 8 of the Report Aim: To gather statistical data and indicators of performance for the period covered by the Intermediate Report or the entire project duration • Main targets: • Teacher training • Vocational Education and Training • Education levels addressed by the project • Training and mobilities: • Training of Partner Country staff and students • Staff mobility • Student mobility • Links to European Higher Education policies

15. Part II.4: Statistics and Indicators (continued) • Indicators are “sign-posts” used to measure the performance of the project throughout its life-cycle. • They provide a basis for the monitoring of the project’s progress and should therefore be considered as an ongoing evaluation mechanism within the project. • Indicators should be SMART, specific, measurable, achievable, realistic and time-bound • Example: “Staff trained” • 5 of the 10 staff members of the Department have acquired new skills which have been evaluated and certified by the Project Board in January 2010.

16. Part II.5: Table of Achieved and Planned Outcomes Part 10 of the Report Aim: to measure achievements of the project in relation to the original proposal The report contains one table for each outcome identified in the project proposal: 1. Activities carried out and indicators of achievement 2. Planned activities and indicators of progress 3. Any proposed changes

17. Part II.6: Summary Report for Publication • Part 11 of the Report • Aim: To provide the EACEA with a summary of the main achievements and problems on the project, in a format that can be published. • The English in this section should be especially clear and concise.

18. Part II.7: EVE EspaceVirtuel d’ Echange/Virtual Platform for information sharing • Public electronic platform for the dissemination and exploitation of project results • Project coordinators can upload basic information about their project and its results (outputs, pictures, links, presentations) More information: http://www.ec.europa.eu/eve Guide for project promoters

19. Part III: Some Tips

20. Part III: Some Tips • Outline of Part III • How are Reports Assessed? • What Makes a Good Report • What Makes a Weak Report • Tips for the Dissemination Section • Tips for the Sustainability Section • General Advice for Preparing Reports

21. Part III.1: How are Reports Assessed? • The Project Officer responsible for your project assesses your report. • Compares your report to the original project proposal. • Checks if all the questions asked in each section have been answered and the quality of each answer.

22. Part III.2: What Makes for a Good Report? • All questions in each section are answered comprehensively. • Clear evidence of the project’s impact is given • Or • A frank honest account of the project’s obstacles, the methods used to overcome them and the outcome are given. • Concrete information is provided (answering ‘when’, ‘ where’, ‘ what’, ‘how’ and ‘how many’) • Not too long....and not too short

23. Part III.3: What Makes for a Weak Report? • A weak report is one where; • It’s difficult to understand from the report what’s actually happening on the project. • The table of achieved outcomes is in the future tense – copied and pasted from the proposal. • The report is a copy and paste of an internal report or a report to another donor – and doesn’t answer the questions asked. • It’s not clear from the report, which partner has been responsible for what. • It’s written by a number of people in different styles and incoherent. • The information given doesn’t relate to the period requested. E.g. Stats in the final report only cover from the IR to the LR • WEAK REPORTS CAN BE REJECTED!

24. Part III.4: Tips for the ‘Dissemination’ Section • Dissemination activities are those which communicate the project’s results to a wider audience. • E.g. Setting up a project website, brochures, newsletters of the partners, organisation of workshops, seminars, final conference and information in the newspapers. • Internal dissemination activities within your institution are as important as external dissemination activities. • If there have been any unexpected positive secondary effects from project activities, please describe them in this section.

25. Part III.5: Tips for the ‘Sustainability’ Section • By ‘sustainability’, we mean how a ‘multiplier effect’ will be achieved on the project and the activities will continue after the Tempus funding ends. • E.g. Accreditation of the new curriculum, memorandum of understanding between the project partners to continue the collaboration after the end of the project , agreements with other stakeholders. • Do you foresee any future co-operation between the beneficiaries of your project? • How do you plan to use the results of the project in the future? • What measures have been taken to formalise or institutionalise links with local non-university partners?

26. Part III.6: General advice for Preparing Reports • Do not under-estimate the time and the human resources needed for the reporting activities. • Decide who is going to write what part and then, who will be responsible for the overall editing. • Collect the supporting documents as soon as activities have taken place • Send examples of content related materials produced where appropriate

27. Part IV: Submitting the Reports

28. Part IV: Submitting the Reports • Outline of Part III • When? • Extension of the Deadline? • How to Submit • What Do I Need to Send?

29. Part IV.1: When? • Intermediate Report • When 70% of the 1st pre-financing has been disbursed • and not later than half way through the eligibility • period: • 2 year projects (15/10/2011-15/10/2013) 15/10/2012 • 3 year projects (15/10/2011-15/10/2014) 15/04/2013 • Final Report • 2 months after the end of the eligibility period: • 2 year projects (15/10/2011-15/10/2013) 15/12/2013 • 3 year projects (15/10/2011-15/10/2014) 15/12/2014

30. Part IV.2: Extension of the Deadline? • Please note that the timely submission of the reports is a contractual obligation. • If you cannot meet the deadlines, please inform the Education, Audiovisual and Culture Executive Agency in writing immediately. • An extension of the deadline for the submission of the reports can exceptionally be granted if duly justified and requested well in advance.

31. Part IV.3: How to Submit? • The Intermediate and the Final Reports are submitted as a paper copy using the forms available on the Tempus website • The reportshave to be sent by the deadline with registered mail (date as per postmark) to: • Mr Klaus Haupt • Head of Unit • Education, Audiovisual & Culture Executive Agency (EACEA) • Tempus & Bilateral cooperation with industrialised countries • BOUR 2/19 • B-1049 Brussels • The electronic version is to be sent to: • eacea-tempus-project-management@ec.europa.eu

32. Part IV.4: What do I need to send? • Intermediate Report: 1 original/ 1 copy • Report on implementation of the project (including Statistics& Indicators, Table of achieved/planned outcomes, Summary report for publication) • Statement of the costs incurred and Request for Payment • Final Report:1 original/ 2 copies • Report on implementation of the project (including Statistics& Indicators, Table of achieved/planned outcomes, Summary report for publication) • Financial statement including the Request for payment and the financial tables for each budget heading • External audit report on the action’s financial statements and underlying accounts(required if the Tempus grant as shown in Annex II of the Grant Agreement is equal or greater than EUR 750,000) • Examples of content related materials produced during the project.

33. Part V- Modifications during Project Implementation

34. Modifications & Contract Amendments • A: Modifications Simply Requiring Prior Authorisation from the Agency • Changes of contact person at the coordinator/co-beneficiary • Modification of project activities • B: Modifications Requiring a Contract Amendment; • Additionof a consortium member • Withdrawalof a consortium member • Modification of the budget • Extension of the eligibility period • Change of bank account

35. Change of contact person at the coordinator/ co-beneficiary • Change at the coordinator: • Send a written confirmation (letter) signed by: • the new contact person • the former contact person of the coordinator • the legal representative of the coordinator • Change at one of the co-beneficiaries: • The coordinator should send an email confirmation to EACEA • NOTE: The coordinatorinstitution can be changed but only • under the most exceptional circumstances and this requires a contract amendment.

36. Part V.1: Modification of the project activities • Requests for modifications should be duly justified in relation to the project objectives. i.e. Added value? • The budgetary implications of these changes will also need to be taken into account. • A revised work plan should be presented i.e. nature and type of activities • Such changes should be introduced either through a written request (e-mail) or in an Intermediate Report. • Requests should be made as early as possible before implementation of the changes.

37. PART V.2: Addition of a consortium member • A request should be sent to EACEA • The request should contain a detailed justification of the reasons why the new co-beneficiary should join. • A new co-beneficiary should be included before the final project year. • The enlargement will not lead to an increase of the maximum grant amount. • Formal requirements: • Request by the coordinator • A mandate signed between the coordinator and the new co- beneficiary • Letters from all the current co-beneficiaries, confirming their agreement to the inclusion of the new institution

38. PART V.3: Withdrawal of a consortium member • Before withdrawing a partner, ensure that it does not render the composition of the consortium ineligible and your consortium still meets the minimum partnership requirements. • The withdrawing institution should send an official letter signed by the legal representative to the coordinator confirming their withdrawal from the project. • 2. The coordinator should send written confirmation to EACEA including: • a detailed description indicating the consequences on the project’s objective(s), outcomes and activities. • the letter from the withdrawing co-beneficiary

39. PART V.4: Modification of the budget • A budget modification is required when there is an increase of more than 10% of a budget heading. (when less than 10%, no need for prior authorisation) • Need to ask for a budget modification before the additional costs are incurred. • Provide the original budget and the new budget, indicating clearly the transfers carried out between budget headings.

40. PART V.5: Extension of the eligibility period • Extensions of the eligibility period might be granted only on exceptional and well justified cases. • Only one extension granted for a maximum of 12 months. • The extension of the eligibility period will require a formal amendment of the Grant Agreement. • The request should be made as soon as possible and, in any case, no later than one month before the end of the eligibility period.

41. PART V.6: Change of bank acccount • Need to notify the change in writing to the Agency. • Send a new Financial Identification form. • http://ec.europa.eu/budget/info_contract/ftiers_en.htm?submenuheader=0 • Signed by the legal representative and by the bank.

42. Amendments: General Advice • Requests for modifications should be duly justified in relation to the project objectives. • Modifications should be detailed and asked at least one month before the changes are scheduled to take place. • Modifications can be introduced either through the Intermediate Report or through general correspondence. • The eligibility criteria indicated in the Call, Guidelines for Applicants and Grant Agreement must always be respected. • Amendments enter into force and have contractual value after signature by the EACEA and legal representative.

43. Who Can help? • Frequently Asked Questions on the Tempus website • The contact person at the Tempus Unit in EACEA EACEA-Tempus-Project-Management@ec.europa.eu • The NTO or the NCP •  The International Relations office of the University

44. Thank you for your attention! More on: http://eacea.ec.europa.eu/tempus