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					LIFELONG LEARNING PROGRAMME

"National Teams of Bologna experts 2008-2009"

Reporting Guidelines

TABLE OF CONTENTS

1. Purpose of the report 2. Structure of the report 3. Instructions 3.1 General rules 3.2 How to complete the template provided 3.3 Public part 3.4 Confidential part 3.4.1 Section 1 – Implementation of the work programme 3.4.2 Section 2 – Financial reporting 3.4.3 Section 3 – Other Supplementary Information (Optional) 3.4.4 Section 4 – Declaration of Honour by the Beneficiary

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LIFELONG LEARNING PROGRAMME National Teams of Bologna Experts Reporting Guidelines Version June 2009

1.

PURPOSE OF THE REPORT

Reporting on your project's achievements is both a crucial and beneficial part of the project management process. The report you are required to submit serves a dual purpose:  For your own benefit and use. The report is a means of communication between you and your peers about the activities you are undertaking - you place information on the achievements obtained through your activities at the disposal of a wider community. Through the dissemination of this information, you increase the potential for being contacted by interested parties with useful input or feedback.  For the Agency's benefit and use. The Final Report at the end of the eligibility period allows an overall evaluation of the activities' outcomes and their impact and European added value. The assessment of the report enables the Agency to take a decision on the launch of the final payment. In order to provide a practical and structured means for a project to report its achievements, the Agency has prepared a pair of report templates – including a financial reporting table – accompanied by instructions on how to complete them. The link to the templates can be found further down in this section. The approach that has been taken is expected to facilitate compliance with reporting obligations towards the Agency as well as enable the identification of best practice and the extraction of qualitative and quantitative analysis and statistics. 2. STRUCTURE OF THE REPORT

The Final Report consists of two parts:  a Public Part;  a Confidential Part. The Public Part presents a summary of the content of the project and its achievements. It is aimed at peers and is intended for widespread public dissemination. The Confidential Part contains information about the execution of individual activities, the management of the project, the project finance, and any supplementary information the beneficiary would like to communicate to the Executive Agency/Commission (DG EAC). The legal representative of the National Agency must confirm that the data and information contained in the report are accurate and in accordance with the facts. This is aimed at the Agency and remains confidential. If there is any information or issue that the project wishes to raise but which it does not consider suitable for external communication then it should be included in the Confidential Part. Please note: the Public and Confidential Parts of the report when put together should offer the complete picture of a project thus enabling it to be fully evaluated. However, the two parts should not contain the same information. 3
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3.

INSTRUCTIONS FOR THE FINAL REPORT

3.1 General rules Please note the following points before you produce and submit your report to the Agency:  You must use the appropriate reporting templates and financial tables provided by the Agency on the Agency's webpage for the Guidelines for Administrative and Financial Management and Reporting.  All sections and tables of the report templates must be completed.  Each page of the report must bear the grant agreement number.  The declaration of honour has to be signed in original by the legal representative of the National Agency.  The report should be written in one of the official working languages of the EU (English, French or German) and be submitted within two months following the end of the eligibility period.  The report must be sent both electronically on 1 CD ROM and on paper (1 original and 1 copy) to the address specified in article I.7 of your grant agreement and before the deadline indicated in article I.5. For products/results, 1 copy of each product/result must be supplied. If you refer to websites, passwords should be given for all private areas (in the Confidential Parts of the report). The Agency reserves the right to request further copies of reports and products.  The report should not be used as a means to signal major changes (such as changes to the budget, work programme, partnership, etc). These are subject to formal amendment requests that should be submitted separately, at any event, within a minimum of 60 days before the end of the eligibility period.  You are strongly advised to send your reports by registered post in order to ensure a record of postage. Additionally, you are advised to keep a copy of the full report, including any annexes. 3.2 How to complete the template provided Please note: these instructions assume a reasonable proficiency in Microsoft Word and in the Microsoft Windows environment generally.  Save your file using the following naming convention: o o bologna_2008_nnnnn_FR Where nnnnn is the number of your grant agreement (after the year value).

 The document is unprotected. 4
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 The areas/fields where report content is required are set up as text form fields i.e. space for entering free text.  When you click on the text form field it will become selected allowing you to enter your own content (replacing any text command). Please ensure you do not leave the original text commands in the finished report.  Graphical elements such as photos and logos as well as diagrams, charts and tables etc may be embedded. Please ensure that you use suitably sized images and logos. GIF files should be avoided. Cover page  Enter your project's title and logo, if available.  Enter your project information including your full grant agreement number (this can be found on the front page of your grant agreement). 3.3 Public Part Guidelines on the preparation of the content Please bear in mind that the summary part should be of a quality that would allow it to be published as it is i.e. without revision or editing.  The font used for the reports should be Arial with a font size no smaller than 11.  If permissions are required for the publication of any of your report content e.g. photographs that include images of people, please ensure that the necessary permission has been obtained.  Please note that a late submission of the report may result in penalties or even cancellation of the grant agreement, in accordance with the General Conditions of the grant agreement.

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Report Structure – Public Part
Required Headings Realisation of the Programme Objectives Work Suggested Content       Describe the realisation of tangible objectives and the needs addressed. Highlight the potential impact upon and benefits to the target user groups. Describe the project outcomes/achievements. Explain the impact and relevance outcomes/achievements on the target groups. of

Work programme Activities and Outcomes

Indicate where results can be found e.g. website details, contact details. Describe the added value of the multi-country partnership in executing the project and activities executed by the partners (if applicable). Describe how this project has contributed to key EU policies, objectives and priorities (implementation of the Bologna action lines; promotion of a lifelong learning strategy as part of the Lisbon strategy for growth and jobs, priorities set out in the Invitation 2008-2009, etc…) and its short and long-term impact.

Contribution to EU Policies, Impact and Dissemination



3.4 Confidential Part 3.4.1  Section 1 - Implementation of the Work Programme Execution of individual Work Programme activities Describe the activities that you planned (see Annex 1 of the Grant Agreement) and the success in accomplishing these activities. In case of problems encountered provide information on how they have been solved. Also provide information, where new activities have been added during the eligibility period. Provide information on the deliverables/outcomes (along with details of variations from the initial plan, if relevant).  Overall Management of the Work Programme Under this heading information should be provided on meetings that were held in order to execute the Work Programme. Please indicate the meeting date, town and objective 6
LIFELONG LEARNING PROGRAMME National Teams of Bologna Experts Reporting Guidelines Version June 2009

and indicate the number of Bologna experts and/or organisations that participated (and other relevant information). Explain also which other networking activities have been set up. Provide information on how communication with the target groups (website, newsletters, etc) has been implemented and major results.

3.4.2

Section 2 - Financial Reporting

The financial reporting for your project must be carried out using the Excel workbook that has been provided by the Agency for that purpose. The template can be found on the Agency's webpage for the Guidelines for Administrative and Financial Management and Reporting. Please make also sure that you are familiar with the rules for eligible costs as stated in the call for proposals 2008 and your grant agreement. To help you complete the financial reporting table, instructions are provided below for each of the sheets that it contains. Please note:     When completing this table you should refer to the Specific Financial Guidelines indicated in Annex III of the contract for management. Data in cells with a light grey background do not have to be filled in – these cells are either auto-calculated or copied automatically from other cells. When entering dates, please use the format 'dd/mm/yyyy'. If you use formats other than this it may lead to errors in the table. When selecting countries, please refer to the 'Ceilings' sheet for more details. If a country does not appear in the list, please use the code 'IN' (for ineligible countries).

Sheet - Summary This sheet contains the general data the final financial figures of your project. Enter the general data of your project. For the budget data, you should only enter data in the white cells. This section should be completed before to start the individual worksheets. For the actual costs, all budget categories are calculated automatically from the costs declared in individual worksheets. The LLP EC grant and the Contribution from the regular budget of the National Agency are also calculated automatically. However, in order to balance the budget, you should enter all other sources of revenue manually. If an amount appears in red it means that the budget is not balanced. Please report here the amount of pre-financing payments received and also the amount of interest generated on the pre-financing payment if it exceeds 50 000 EUR as stated in article I.6 of the contract.

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The column 'LLP limits applied to calculate the grant' gives you an indication of the maximum amounts that will be taken into consideration for the calculation of the final grant. These amounts are based on the rules stated in article I.3.4 of the contract. Sheet 1 - National Agency Staff Costs Please report the number of days and the total cost per staff category. The average daily cost is calculated automatically. Sheet 2 - National Agency Staff Travel and subsistence costs Enter data in all of the columns. Please always use one line per person, per trip. For journey of only 1 day, please enter the same date in both "start date" and "end date". Please note that if there is no overnight, subsistence costs are limited to 50 % of the maximum ceiling. Sheet 3.A - Bologna Experts: daily rates for organising and participating in national and international seminars Enter data in all of the columns. Please always use one line per person, per activity. The maximum daily rate per day is based on Staff Category 2 as indicated in sheet "ceilings". Sheet 3.B - Bologna Experts: travel and subsistence costs for organising and participating in national and international seminars Enter data in all of the columns. Please always use one line per person, per trip. For journey of only 1 day, please enter the same date in both "start date" and "end date". Please note that if there is no overnight, subsistence costs are limited to 50 % of the maximum ceiling. Sheet 4.A - Bologna Experts: daily rates for the ECTS - DS label and the promotion of the Erasmus programme Enter data in all of the columns. Please always use one line per person, per activity. The maximum daily rate per day is based on Staff Category 2 as indicated in sheet "ceilings". Sheet 4.B - Bologna Experts: travel and subsistence costs for the ECTS - DS label and the promotion of the Erasmus programme Enter data in all of the columns. Please always use one line per person, per trip. For journey of only 1 day, please enter the same date in both "start date" and "end date". Please note that if there is no overnight, subsistence costs are limited to 50 % of the maximum ceiling.

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Sheet 5 - Equipment and materials costs When equipment is 'rent/leased', it is not necessary to complete the columns 'annual depreciation rate' and 'period of use in the project (months)'. On the other hand, when the equipment has been purchased, it is necessary to complete these two columns. However, in the case of purchase costing 1.000 € or less, the depreciation rate to use is 100 %. The 'date of purchase/rent' is not the date of invoicing/payment but the date the expense was actually incurred. When it relates to a renting/leasing period, enter only the end date of the period concerned. Sheet 6 – Subcontracting, consultancy and other external services Enter data in all of the columns. Please always use one line per activity. The 'cost date' is not the date of invoicing/payment but the date the expense was actually incurred. When it relates to a period rather than a single date, enter the end date of the period concerned. Sheet 7.A – Organisation of Conferences and Seminars: direct organisation costs Enter data in all of the columns. Please always use one line per activity. The 'cost date' is not the date of invoicing/payment but the date the expense was actually incurred. When it relates to a period rather than a single date, enter the end date of the period concerned. Sheet 7.B – Organisation of Conferences and Seminars: travel and subsistence costs of participants and speakers who are NOT NA staff or Bologna experts Enter data in all of the columns. Please always use one line per person, per trip. For journey of only 1 day, please enter the same date in both "start date" and "end date". Please note that if there is no overnight, subsistence costs are limited to 50 % of the maximum ceiling. Sheet 7.C – Organisation of Conferences and Seminars: interpreters Enter data in all of the columns. Sheet 8 – Other direct costs Enter data in all of the columns. Please always use one line per activity. The 'cost date' is not the date of invoicing/payment but the date the expense was actually incurred. When it relates to a period rather than a single date, enter the end date of the period concerned. Sheet – Ceilings These sheets are for information only. No data is to be input.

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3.4.3

Section 3 – Other Supplementary Information (Optional)

This section should be used for information or issue you do not consider suitable for Sections 1 and 2 and which you wish to communicate to the Executive Agency/Commission (DG EAC).

3.4.4

Section 4 - Declaration of Honour by the Beneficiary

Provide the formal declaration of the accuracy of the information provided in your report. In the 'Declaration by the Beneficiary' please enter the sum that you are requesting for payment and provide the stamp and the signature of the legal representative of the beneficiary organisation on the paper version that has to be submitted.

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