3Reporting (Introduction) Grant is EU taxpayers’ money ( control)We care about our projects and we are interestedEach project is required to inform the EC about project related activities, achieved results, relevant changes and problems during project implementation
4Reporting (Requirements) Inception report (after 3 months)Interim report (by the end of the 1st year)Final report (within 3 or 6 months after the end of the project)Interim and Final include narrative & financial parts
5Reporting (General principles) What do we expect?A detailed picture of project activities and achievements, but also of problems (if any)An assessment of the cooperation between the project partners but also between your organisations & local authorities, communities, stakeholders, mediaAn assessment of the impact of project activities as far as this is possible to quantify
6Reporting (Practical aspects) All Reports should be submitted in EnglishReports should follow the structure of the templates (see Annex VI)They should be dated and signedReports should be boundThey should be sent in one original + electronic copy by (or CD-ROM)
7What is a good report? Interesting to read! Analytical enough! Submitted by the deadlineClear structureFull picture (honestly & objectively)Creative approach – not a copy and paste» exercise!
8What is a good report? High emphasis on results & impact Joint work of applicant and partner(s) (assessment & evaluation)Feedback from the target groupsBalance between the text and annexes (could be in Russian)Changes described (correspondence with the Project Officer attached)
9+ Nice relevant photos What is a good report?Dissemination strategy described (publications + press dossier attached)Weaknesses revealed, lessons learnt analysedRecommendations to the EC and IBPP formulated (e.g. new priorities for the calls)+ Nice relevant photos
10Importance of a good report Good project reports good project management and efficient partnershipReports help you to focus on impact and achievementsReports are the basis for publicising your success, best practices, etc.No report = recovery of pre-financingThe better you prepare the report, the quicker you are paid
11Inception Report After the 3rd month Follows the inception visit To be sent by onlyAny modifications needed? Addendum or just exchange of correspondence?Problems of any kind?Coordination with other projects & stakeholders
12Interim Reportsubmission and approval of the interim report (narrative and financial) is a pre- condition for the payment of the second installment of the grant amount!the delivery of the interim report is compulsory at the end of the first project yearif the Report (and a request for payment) is not submitted, Beneficiary should explain the reasonHard copy + electronic version
13Interim ReportYou can request further pre-financing within the 1st year of implementation, EVEN if the 70% criteria (see above) is not fulfilled.In that case, an amount of the 2nd pre-financing will be reduced by the unused amounts of the previous pre-financing payment.
14Final Report Deadline: see 2.3 of the Gen. Conditions If the Beneficiary is based in Russia – within 3 months after the implementationIf the Beneficiary has no headquarters in Russia – within 6 monthsThe final report should cover the entire project durationApproval of the Final report is a pre-condition for the balance payment
15Reports: structureBoth Interim and Final Reports have the following structure:DescriptionAssessment of implementationPartners & other cooperationVisibility
16Assessment List of activities Any problems and if yes, how have they been addressed?Which activities have been modified or have not taken place?Results Impact FeedbackAction plan for next period (if applicable)List awarded contracts (work, supplies, services) under 5000 EUR & indicate the award procedure
17Partners & cooperation How do you assess the relationship between the formal partners of this Action?Relationship with the local authorities (if applicable)Other links (Beneficiaries, Associates, etc.)Has this action been able to build on previous EC-grants?Relationship with the EC?
18VisibilityHow is the visibility of the EU contribution being ensured in the Action?Visibility GuidelinesPlease list all materials and publications produced by the project and send us a copy together with the Report
19EC and ReportsEC has 45 days to make a payment after the approval of the Int/Fin ReportEC has 45 days to approve the ReportsEC may suspend the time-limit for a approval of a report by notifying the Beneficiary about the additional requestsEC may request additional info at any time, that info must be submitted within 30 days of the request
20Communication Formal Informal More we know about the project, more efficiently we could work togetherAll aspects important for the project implementation should be agreed in writtenFor operational aspects your contact is the Project Officer; for purely financial issues – the Finance Officer (with a copy to the PO)
21What the EC should know asap? CommunicationWhat the EC should know asap?Any menace to the implementation (conflict between partners, conflict with the authorities, target groups cannot be reached, force majeure, etc.)Changes in the project description and/or budgetInfo about the upcoming major events (festivals, exhibitions, etc.)Important publications in the press
22Changes (Art.9 of the General Conditions) CommunicationChanges (Art.9 of the General Conditions)No prior approval:small changes in the scheduleinsignificant changes (number of seminar participants, format of the event, title of the publication, etc.)Notification:change of the bank accountchange of contact detailschange of the auditorPrior approval (addendum or exchange of letters):content changesbudget changespartnership structure
23PRIOR – NOT RETROACTIVE Takes up to 1 month to prepare CommunicationContract AddendumPRIOR – NOT RETROACTIVETakes up to 1 month to prepareMost typical cases:extension of durationchanges in the partnershipbudget changes (>15%)new table should be submittedincrease of Administrative costs (up to 7%)An official request with proper justification should be sent to the Project ManagerA copy of the request with all supporting documents should be sent to the Project Officer by .
24NO PRIOR APPROVAL – BUT ASK EC FOR ADVICE CommunicationSmall changesNO PRIOR APPROVAL – BUT ASK EC FOR ADVICEtransfer within the budget headingtransfer between budget headings involving a variation of 15% or less of each headingAdministrative costs and Contingency = AN EXEPTION!
25Monitoring Field Visit Activity Monitoring External Monitoring Please inform us about all major events at least 2 weeks in advance.
26For IBPP-Civil Society: For IBPP Cultural Cooperation: Contacts us!For IBPP-Civil Society:For IBPP Cultural Cooperation:Telephone:+7 (495) /2036Fax:+7 (495)