1 Working meeting Warsaw, :00 – 13:00 – WORKING MEETING Progress of the project: activities, budget changes – LP-Part Project schedule & plan – LP-Part 1 st analysis: progress, discussion – PP07-Powys Communication plan – main assumptions, messages – PP03-Inorde Agenda study visit in France – PP06-Auvergne 13:00 – 14:00 LUNCH offered by PART 14:00 – 15:30 – WORKING MEETING Meeting of the working group (environmental and entrepreneurship WG)

2 PROGRESS OF THE B2N PROJECT Working meeting Warsaw,

3 WHERE WE ARE NOW?  C1: 1st SC meeting organised  C1: Partnership agreement is being signed  C1: 1st Internal Report received from all partners  C1: Project Handbook prepared – LP-Part  C2: Launch Conference organised!  C2: Website launched  C2: Logo and visual identity prepared – PP3-Inorde  C2: First brochure designed – PP11-Pivka  C3: Templates for 1st analysis prepared and completed – PP7- Powys

4 WHAT ELSE SHOULD WE DO? (1st semester 2010)  C1: Partnership agreement signed by all partners  C1: 1st Progress Report submitted  C1: “Monitoring and Evaluation Plan” – LP-Part  C1: 2nd SC meeting in Auvergne  C2: “Communication and dissemination Plan” – PP3-Inorde  C2: Brochure 1 to be printed: LP-Part, PP1-WM, PP11-Pivka  C2: Press releases (5 units: PP2-WM, PP3-Inorde, PP6-Auvergne, PP8-Paradis, PP11-Pivka) and advertisments (2 units: LP-Part, PP3- Inorde)  C3: 1st analysis prepared and results discussed  C3: Study visit to France (including workshop and 2nd SC meeting)  C3: “Common methodology” prepared – PP7-Powys + LP-Part

5 COMPONENT 1: MANAGEMENT AND COORDINATION ISSUES TO DISCUSS  1st Internal Reporting (Jan-Feb 2010) – conclusions  How to continue with internal reporting?  Formal requirements: Approbation certificates  Preparation for 1st Progress Report

6 COMPONENT 1: MANAGEMENT AND COORDINATION Internal reporting – summary Jan-Feb 2010 (1)

7 COMPONENT 1: MANAGEMENT AND COORDINATION Internal reporting – summary Jan-Feb 2010 (2)

8 COMPONENT 1: MANAGEMENT AND COORDINATION Stick to the original figures

9 SC meeting in Warsaw LC Warsaw SV France Travel and accomodation costs

10 Administration costs NO!! YES!!

11 Partners who asked for budget changes  Pivka  Ostergotland  Veliko Tarnovo  Gran Paradis  Powys  As few changes as possible  Flexibility rule on the level of the partner (each component or budget line can increase by a maximum of 10%) – except for external expertise  Changes accepted by the LP  For Jan-June period – last request for changes to be sent to the LP by the 15/06

12 How to continue with internal reporting?  Prolong the internal reporting periods from 2 months to 3 months  Starting from 1st July 2010  …1st July – 30th September  …1st October – 31th December  Simplified (general table + checklist) or detailed internal progress report Timesheets Partner’s progress report to be submitted to the FLC COMPONENT 1: MANAGEMENT AND COORDINATION

13 Reporting and Financial Control System Project Partner Lead Partner (LP) Managing Authority Joint Technical Secretariat (JTS) Certifying Authority Project Partner Payment to LP Payment to PPs 4. CA checks and initiates payment 3. Progress Reports checked by Project Officer and Finance Officer in JTS 2. LP compiles the joint progress report, collection of the partner control confirmations and expenditure controlled by LP-controller 1. Expenditure controlled by PP-controller COMPONENT 1: MANAGEMENT AND COORDINATION

14  Forecast of costs paid out during reporting periods: January - June July – December  Projects not reporting in time and in full risk losing funds – euros to be reported COMPONENT 1: MANAGEMENT AND COORDINATION

15 1st Progress Report - Covering the the reporting period from 1 January 2010 to 30 June Pre-filled Excel file sent JTS to Lead Partner ( ) - Completed document sent back by LP at given deadline by and by post (only the printable summary) Deadllines:  For the LP: on 1 October 2010 (at the latest) - submission of PR by LP to JTS  For the PPs: on the 15th of August (at the latest) - Submission of PP input to PR to LP (incl. PP controller’s confirmation) COMPONENT 1: MANAGEMENT AND COORDINATION

16 Timing for ERDF reimbursement Submission of PR by LP to JTS (confirmed by LP controller) 30/06 End of reporting period 01/10 15/08 Submission of PP input to PR to LP (incl. PP controller’s confirmation) 01/11 Feedback on PR by JTS to LP, clarification request 22/11 Approval of PR + clarificati on by JTS 22/06 Payment by Certifying Authority ~ 4 weeks 3 months COMPONENT 1: MANAGEMENT AND COORDINATION

17 All expenditure reported by a project has to be certified by an independent controller, before submission to the JTS = first level control (FLC) First Level Control Centralised First Level Control central public controller central private controller Decentralised First Level Control chosen from a shortlist proposed by partner and approved by MS  INORDE  PERUGIA  AUVERGNE  POWYS  GRAN PARADIS  ADRAT  VELIKO TARNOVO  PART  WARMIA-MAZURY  OSTERGOTLAND  PIVKA COMPONENT 1: MANAGEMENT AND COORDINATION

18 Selection of a first level controller and obtaining an approbation certificate (decentralised system) 1.Select a first level controller, respecting public procurement rules. 2.Propose this first level controller to the central approbation body of the Member State. A specific checklist for approving the FLC will be provided by the MS. 3.The MS checks the information and independence of the controller. If OK, the MS issues an approbation certificate to the partner. 4.This approbation has to be finalised before the end of the first reporting period (30 th of June 2010) so that FLC can be carried out after end of reporting period. 5.PP provide approbation certificate to LP.  INORDE, PERUGIA, AUVERGNE, POWYS, GRAN PARADIS, ADRAT, VELIKO TARNOVO COMPONENT 1: MANAGEMENT AND COORDINATION

19 The first level controller... (2/2) Control of Accounting documents Project documentation 100% check confirms the expenditure and signs the 1) Partner Control Confirmation 2) Control Report (incl. control checklist) COMPONENT 1: MANAGEMENT AND COORDINATION

20 1) Partner Control Confirmation - ANNEX 5b programme manual Issued by your FLC! Send to LP-PART! COMPONENT 1: MANAGEMENT AND COORDINATION

21 2) Control Report (incl. control checklist) – ANNEX 6 programme manual Issued by your FLC! Send to LP-PART! COMPONENT 1: MANAGEMENT AND COORDINATION

22 What documents should you prepare for your FLC? list of expenditure invoices bank statements procurement documentation: procurement note, terms of reference, offers/quotes, order form, contract documentation of calculations (if only a share was allocated to the project) time sheets, employees’ contracts, pay slips proofs for delivery of services and goods (studies, brochures, newsletters, minutes of meetings, translated letters, participants’ list etc), record of assets COMPONENT 1: MANAGEMENT AND COORDINATION

23 ISSUES TO DISCUSS  Website – translations to local languages  Website – intranet  “Communication and dissemination Plan” - Inorde  Brochure 1 to be printed: LP-Part, PP1-WM, PP11-Pivka  Brochures – translation to local languages  Press releases (5 units: PP2-WM, PP3-Inorde, PP6- Auvergne, PP8-Paradis, PP11-Pivka) and advertisments (2 units: LP-Part, PP3-Inorde)  Copies of all press releases and advertisements to be sent to PART COMPONENT 2: COMMUNICATION AND DISSEMINATION

24 WEBSITE – TRANSLATION TO LOCAL LANGUAGES

25 WEBSITE – TRANSLATION TO LOCAL LANGUAGES

26 WEBSITE - INTRANET

27 WEBSITE - INTRANET

28 BROCHURE

29  If you have any doubt, please send to the LP before printing the final version of each document to be published! – to make sure that it complies with all publicity requiremets. If not, you are risking that the related costs will not considered as eligible  Send to LP 3 copies of each project publication (brochures, press releases, advertisement) – to be sent to the JTS later on  Scanned version of all articles on B2N project in the press in your country, any media apparitions – to be included on the website Information & Publicity guidelines COMPONENT 2: COMMUNICATION AND DISSEMINATION

30 THANK YOU!