Guidelines for Mid-Term Reporting in EU Projects
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Contents of Presentation
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Introduction to the upcoming Mid-Term report
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Technical reporting
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Financial reporting
•
Report timeline
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Description of work
•
Supporting documents
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Project steering structure – internal functions
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Upcoming activities, deliverables and milestones next year
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Conclusions of NEEMO monitoring team’s visit on 14 May:
•
Fixed-percentage contracts can be used by selected staff at LID and LTH. All other staff costs should be registered using
time sheets;
•
https://angensarv.se/
needs to be updated with more structured information about the project, its objectives, expected
results and the progress;
•
Financial reports from the associated beneficiaries will be collected twice-yearly for control in order to enable you to
regularly follow up the expenditure of the partners. All associated beneficiaries will need to sign an amendment to the
Partnership Agreements to be submitted along with your Mid-term Report.
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Short description of the time registration system used, covering the registration of time worked, submission of time record
by the employee and the validation of time records by the supervisor or line manager (only beneficiaries using time
sheets, i.e. daily/monthly recording of time). Please note that the timesheets are to be signed/validated and dated no
more than two weeks after the month in which the work is performed;
•
A copy of the internal rules for reimbursement of travel costs (only LTH, KWB and LRF). In Swedish or German is fine,
otherwise English;
•
Copy of the internal rules for selection of subcontractors of the associated beneficiaries (only KWB and LRF);
•
Updated “Dissemination and networking strategy” deliverable. It should add policy makers as a target group and a plan to
approach it (frequency and form of communication, planned results etc.) (only LTH);
•
Final “Information and awareness raising plan” (only LID).
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Technical reporting – introduction to mid-term and final
reports
Technical reporting – structure of mid-term and final reports
Thorough information on all aspects in the project:
1.
Table of contents
2.
List of key words and abbreviations
3.
Executive summary
4.
Introduction
5.
Administrative part
6.
Technical part
7.
Key Project-level Indicators
8.
Comments on the financial report
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•
Up to 15 pages for all partners in English
•
Submitted in electronic form via email
to the EASME and to the external monitoring team
•
Attachments:
–
Deliverables (with a short explanation)
–
Other documents requested by EASME
Technical reporting – Mid-term and Final Report Input Form
•
Each partner provides input to the Mid-term and Final reports
•
The Reporting and Support work group will distribute Mid-Term and Final Report Input Form well before
reporting deadlines.
•
Reporting period: From the initiation of the project until 31 Mars 2020.
•
A walk through of the Mid-term report:
https://ec.europa.eu/easme/en/section/life/life-reporting
The Mid-term and Final Report Input Forms focus on but are not limited to the following topics:
1.
meetings with other beneficiaries
2.
internal project management changes
3.
progress achieved for the various activities
4.
issues, delays and corrective actions
5.
indirect impacts
6.
non-LIFE actions
7.
cost spending summary
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Supporting documents when preparing the Mid-Term report
input
•
Mid-term Report Input form (will be sent out by Sweco)
•
Individual Financial statement form
•
Project Handbook (available on the project webspace)
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Submit
deliver-
ables to
Sweco
before
deadline
31 Mars
2020
Specific
deadlines
30 April
2020
15 May
2020
15 May
2020
31 July
2020
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Project steering structure – internal functions
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Objective:
ensure that all partners carry out the project in line with grant agreement
Frequency
: every three months, physical in correlation with consoirtum meetings and via Skype
Other functions:
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Objective: enable exchange of sector competence with leading experts in Sweden
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Objective
: formulate and follow up integrated monitoring plan
Frequency: in line with “
Monitoring plan to measure optimisation of circular economy (…)”
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Objective: identify strategic partners and coordinate dissemination between staff at LTH, KWB and LID
Frequency:
in line with “
Dissemination and networking strategy”
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Objective: transfer approaches and results from the project
Frequency: in line with “
Transferability and replication plan”
2024-09-27
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P
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G
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First PSG meeting in January. Suggestions on suitable date?
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)
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Ongoing activities, updates on technical progress.
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Updates on progress in action A-D. Is the project developing in accordance with the grant
agreement?
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Foreseen deviations from the GA’s time plan.
•
Status of deliverables and milestones - Action A-E.
–
Brief status update by the responsible partners.
–
Will the planned deliverables and milestones be completed on time?
•
Internal and external management,
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Internal communication,
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updates on webspace,
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planned communication activities in LID,
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upcoming consortium/partner meetings,
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NEEMO meetings and project reporting.
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Dissemination activities and exchange of expertise (i.e report from the reference group).
2024-09-27
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Timeline
2024-09-27
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Detailed guidelines for mid-term reporting in EU projects, covering technical and financial aspects, submission requirements, and necessary documentation. Includes instructions on time registration systems, reimbursement rules, subcontractor selection, dissemination strategies, and awareness plans.
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Presentation Transcript
CONSORTIUM MEETING LIWE LIFE 15/10-16/10 AMANDA HEDER N JUNIOR EU-PROJECT COORDINATOR, SWECO 1 2024-09-27
Contents of Presentation Part A Mid-Term report Introduction to the upcoming Mid-Term report Technical reporting Financial reporting Report timeline Description of work Supporting documents Part B Project steering and planning Project steering structure internal functions Upcoming activities, deliverables and milestones next year Questions? Any time, please. 2 2024-09-27
Conclusions of NEEMO monitoring teams visit on 14 May: Fixed-percentage contracts can be used by selected staff at LID and LTH. All other staff costs should be registered using time sheets; https://angensarv.se/ needs to be updated with more structured information about the project, its objectives, expected results and the progress; Financial reports from the associated beneficiaries will be collected twice-yearly for control in order to enable you to regularly follow up the expenditure of the partners. All associated beneficiaries will need to sign an amendment to the Partnership Agreements to be submitted along with your Mid-term Report. For your information; as a result of the monitoring visit in May and the administrative information that you provided, we have been asked to prepare the following information to be presented and sent on 27 March 2020: Short description of the time registration system used, covering the registration of time worked, submission of time record by the employee and the validation of time records by the supervisor or line manager (only beneficiaries using time sheets, i.e. daily/monthly recording of time). Please note that the timesheets are to be signed/validated and dated no more than two weeks after the month in which the work is performed; A copy of the internal rules for reimbursement of travel costs (only LTH, KWB and LRF). In Swedish or German is fine, otherwise English; Copy of the internal rules for selection of subcontractors of the associated beneficiaries (only KWB and LRF); Updated Dissemination and networking strategy deliverable. It should add policy makers as a target group and a plan to approach it (frequency and form of communication, planned results etc.) (only LTH); Final Information and awareness raising plan (only LID). 3 2024-09-27
PART A MID-TERM REPORTING 4 2024-09-27
Technical reporting introduction to mid-term and final reports Up to 15 pages for all partners in English Submitted in electronic form via email to the EASME and to the external monitoring team Attachments: Deliverables (with a short explanation) Other documents requested by EASME Technical reporting structure of mid-term and final reports Thorough information on all aspects in the project: 1. Table of contents 2. List of key words and abbreviations 3. Executive summary 4. Introduction 5. Administrative part 6. Technical part 7. Key Project-level Indicators 8. Comments on the financial report 5 2024-09-27
Technical reporting Mid-term and Final Report Input Form Each partner provides input to the Mid-term and Final reports The Reporting and Support work group will distribute Mid-Term and Final Report Input Form well before reporting deadlines. Reporting period: From the initiation of the project until 31 Mars 2020. A walk through of the Mid-term report: https://ec.europa.eu/easme/en/section/life/life-reporting The Mid-term and Final Report Input Forms focus on but are not limited to the following topics: 1. meetings with other beneficiaries 2. internal project management changes 3. progress achieved for the various activities 4. issues, delays and corrective actions 5. indirect impacts 6. non-LIFE actions 7. cost spending summary Supporting documents when preparing the Mid-Term report input Mid-term Report Input form (will be sent out by Sweco) Individual Financial statement form Project Handbook (available on the project webspace) 6 2024-09-27
TECHNICAL REPORTING timeline for Mid-Term report Submit deliver- ables to Sweco before deadline Specific deadlines Fill out Mid-term Input Form, send to Sweco Provide suppleme ntary informatio n, when needed LID review complete technical report and submits to EASME Receive report input form from Sweco Sweco compiles the technical report 30 April 2020 31 Mars 2020 15 May 2020 15 May 2020 31 July 2020 Sweco reviews and prepares compiled financial statement Document costs on daily basis as they are accounted Complete and send individual financial statement to Sweco Provide supple- mentary informatio nwhen needed Receive request for individual financial statement LID signs and audits complete financial statement FINANCIAL REPORTING 7 2024-09-27
PART B PROJECT STEERING AND PLANNING 8 2024-09-27
Project steering structure internal functions Project Steering Group (PSG) internal decision-making and control organization Objective: ensure that all partners carry out the project in line with grant agreement Frequency: every three months, physical in correlation with consoirtum meetings and via Skype Other functions: Reference group external organisation to exchange expertise Objective: enable exchange of sector competence with leading experts in Sweden Frequency: upon need and flexible format The Monitoring work group internal outsourcing of coordination of C actions from LID to LTH Objective: formulate and follow up integrated monitoring plan Frequency: in line with Monitoring plan to measure optimisation of circular economy ( ) Communication and Dissemination work group internal outsourcing of coordination of D actions from LID to LTH Objective: identify strategic partners and coordinate dissemination between staff at LTH, KWB and LID Frequency: in line with Dissemination and networking strategy General dissemination activities all activities targeting external partners under Action D2 Objective: transfer approaches and results from the project Frequency: in line with Transferability and replication plan 9 2024-09-27
Project Steering Group (PSG) First PSG meeting in January. Suggestions on suitable date? Meeting agenda (proposed outline of the agenda) Ongoing activities, updates on technical progress. - Updates on progress in action A-D. Is the project developing in accordance with the grant agreement? - Foreseen deviations from the GA s time plan. Status of deliverables and milestones - Action A-E. Brief status update by the responsible partners. Will the planned deliverables and milestones be completed on time? Internal and external management, - Internal communication, - updates on webspace, - planned communication activities in LID, - upcoming consortium/partner meetings, - NEEMO meetings and project reporting. - Dissemination activities and exchange of expertise (i.e report from the reference group). 10 2024-09-27
Timeline 2019 15-16 October Project Steering Group Meeting 2020 - January Project Steering Group Meeting (Skype/teleco) 28-29 April Consortium meeting III with NEEMO Monitoring visiting 30 April Deadline for input to Mid-term report - August Project Steering Group Meeting (Skype/teleco) 6-7 October Project Steering Group Meeting 2021 - January Project Steering Group Meeting (Skype/teleco) 26-27 April Project Steering Group Meeting - August Project Steering Group Meeting (Skype/teleco) 5-6 October Project Steering Group Meeting 31 October Deadline for input to Mid-term report 2022 - January Project Steering Group Meeting (Skype/teleco) 26-27 April Project Steering Group Meeting - August Project Steering Group Meeting (Skype/teleco) 4-5 October Project Steering Group Meeting 2023 - January Project Steering Group Meeting (Skype/teleco) 11 25-26 April Project Steering Group Meeting 2024-09-27
