Department of Research & Innovation A4B Project Management Seminar

1. Department of Research & Innovation A4B Project Management Seminar February 11th 2009 Technium Digital

2. Introduction • Ceri Jones – DRI • Sarah Haynes – DRI • Ali Parker - DRI • Leanne Richards – A4B • Howell Rees – A4B

3. A4B Timeline • 2000 – KEF Launched within ELWa • 2004 – Transferred to WDA • March 2006 – WDA Merged with WAG • April 2008 – KEF Ends = A4B launched

4. Background to A4B • To develop 3M activity • To support academia/industrial collaboration • To improve competitiveness of Welsh SMEs • WAG + Convergence Funds = A4B/Eligibility Issues

5. What are ERDF & ESF ? • ERDF supports infrastructure - both physical and revenue e.g. Printing and Coating Centre in Engineering • ESF supports activities linked to training - e.g. SME Training, Entrepreneurship Development, PhD Skills

6. Project Manager – It’s your role to….. Ensure all related paperwork is complete, and maintained in the Project File. • Company Enrolment Form • Collaboration Agreements • Participant Forms • Staff Timesheets (where applicable) • SME Logbooks (where applicable) • Minutes of Meetings • Quarterly Reports • Tender Documents (where applicable) • Participate in A4B Quarterly Monitoring

7. Project Manager – You Must: • Know what expenditure has been approved • Know the dates when claims are due in • Consult with A4B before any changes to the project • Know the start and end date of your project – Payments Outside This Period Are Ineligible • Keep all records for 8 years after the final payment

8. The A4B Contract • Details the financial allocation • Details the agreed targets • ONLY A4B CAN AUTHORISE AMENDMENTS! • Failure to adhere to this basic rule will result in lost funding! • DRI to liaise with A4B on the PM’s behalf

9. Schedule 2 – The Contract

10. The DRI Claims Process • Quarterly claims process organised by DRI • Short meeting to verify financial & non-financial progress • PM to prepare quarterly report and e-mail to DRI • DRI Staff - Sarah Haynes, Ali Parker and Ceri Jones

11. The Quarterly Profile

12. The Quarterly Report • QR Template

13. Internet Project Monitor (IPM) • Web Based Monitoring Tool • A4B Remote Access • Multi passwords now available – direct access for project to update non-financial data • DRI update IPM with financial data (e.g. salaries, expenses etc)

14. IPM

15. DRI Monitoring & Evaluation • Role of DRI • Co-ordinate Quarterly Claims • Provide Advice & Guidance • Update IPM System: • Confirmation of Expenditure • Quarterly Progress Report (inc progress against targets) • Copies of Project Documentation (Participant Forms, etc)

16. Partnership Arrangements • All partners should sign and return a sub-contract (DRI templates available) • Partners must claim within the prescribed time periods – failure to do so will result in non-payment • Must claim to profile • SU will only pay partners once WAG pays us! • Maintain delivery of outputs and spend • Back-up information is needed to verify all claims • Most HEIs understand the brief!

17. A4B Monitoring • IPM • Ad-hoc Visits by A4B Staff • Annual Audits • Financial & Non-Financial Records

18. Audit Requirements/Procedures • Have all the Answers!! • Intelligible Audit Trail • Everyday an Audit Day • Consult with DRI

19. Areas of concern • Different to Research Council Grants • Poor systems of evaluation • Project did not deliver what it said it would • Claims mirrors application • Unjustifiably high or low costs

20. Good Practice Guide • Maintain Accurate Project File • Don’t move funding without A4B permission • Focus on Targets • Keep on Top of Paperwork • No Nasty Surprises • Keep DRI Informed • Revisit Milestones and Cashflow • Verify Eligibility of Expenditure with DRI

21. Conclusion: • Record keeping is VERY IMPORTANT • If you are unsure of something, contact DRI • An audit should not be a nightmare!