Experience in Final Reporting from INTERREG III B “Castle Tomorrow” project perspective Marika Rudzite, Project coordinator (Head of Investment and Development Dep. of Livani District Council, LATVIA) Riga, 27th September, 2007

Overview Short introduction to “Castles of Tomorrow” project PART 1 : Experiences in preparation of Final ACTIVITY Report and its Annexes (main challenges concerning the reporting requirements) What have we learned? Suggestions and proposals how to cope with the challenges in Final Activity Reporting PART 2 : Experiences in preparation of Final FINANCIAL Report (main challenges concerning the reporting requirements) What have we learned? Suggestions and proposals how to cope with the challenges in Final Financial Reporting

“Castle Tomorrow” project Full title : “Development of Castles and Manor Houses of the Baltic Sea Region as Cultural Heritage Objects and Town Centres in Rural Areas” Partners : 20 partners from 8 BSR countries Aim : to promote, safeguard, preserve and develop castles and manors as cultural heritage objects (c.h.o.) and town- centres of rural areas in the BSR by providing support and increase the capacity of c.h.o. owners, managers and operators

“Castle Tomorrow” project Activities : Research (focus on best sustainable management practices in c.h.o.), Networking (knowledge transfer, development of book on Industry Best Case practice in the BSR), Modelling (preparation of c.h.o. Development Model as a tool for identification and planning of priority actions needed in c.h.o.), Capacity building (training courses, study tours, “Handbook of Tools for Sustainable Heritage Conservation”), Pilot studies and minor investment projects, Promotion and Dissemination Project duration : 24 months (February 2005 – January 2007) Project budget : EUR (incl. ERDF funding of EUR ,75 and national co-financing of EUR ,25)

PART 1 Experience in preparation of Final ACTIVITY Report and its Annexes from “Castle Tomorrow” project perspective

Main challenges concerning Activity reporting requirements Capacity of all partners in activity reporting procedure (delays in spite of Partnership Agreements, etc.) Evaluation of ANY major activity performed Simple misunderstandings (due to the language use or lack of attention) Too short descriptions of implemented activities (need for clarifications and additional information later) Copies of relevant outputs Information and publicity requirements

Preparation of Final ACTIVITY Report and its Annexes Sometimes unclear (confusing) layout of the required information in the Activity reporting forms, e.g. Annex A Section II (Results)

Preparation of Final ACTIVITY Report and its Annexes Impression that information required in Annex A and Annex A 2.3. seems to repeat itself (e.g.Results)

Suggestions and proposals to other projects (1) Set and define your target group (s) and concrete result indicators in the begining of the project Read the Final Activity report forms in the beginning of the project (check other information on programme website) – you'll get good ideas! Read carefully the introductory page of Progress report (“Dear lead Partner, Please take notice of the following when filling in the activity report” and “Output indicators”) Read carefully and make sure you understand the titles of the Activity report sections Let your project PR specialist write “Summary description of the project” and “Achievements of the project so far”

Suggestions and proposals to other projects (2) Meet and discuss Clearly divide tasks and responsibilities among partners Sign Partnership Agreements and keep to them In the beginning of the project organise a working session for PP on reporting procedure and requirements Attend seminars and conferences organised by Interreg JS (e.g. Communication Seminar) Write articles and press releases Have your camera with you and make photos Create a clear system used by all partners for evaluation of activities Communicate with Interreg JS

Suggestions and proposals to Interreg JS To combine both Annexes in one To provide a template for Final activity report form to be used by PPs and be submited to LP To include not only quantitave but also qualitative indicators (Annex 2.3.)

PART 2 Experience in preparation of Final FINANCIAL Report from “Castle Tomorrow” project perspective

Main challenges concerning Financial reporting requirements Capacity of all partners in financial reporting procedure (delays in spite of Partnership Agreements, etc.) Underspending (lack of financial resources for pre- financing the project, long time of reimbursements) Distribution of the expenditures among BLs (e.g. “Meetings and Dissemination” and “External Expertise” Printing out the documents (Financial Report part FR V, e.g. expenditures by PPs/MSs) Formulas (e.g. difference of 1 cent due to approximation formulas) Eligibility of expenditures (e.g. costs originally listed as “Others” in AF)

Main challenges concerning Financial reporting requirements Some partners' Financial reporting forms submitted to auditors (e.g. centralized auditing system in LV) and then to LP differ from other PPs' reporting forms – difficulties in drafting the consolidated progress report Standard Confirmation by independent auditor Interreg co-financing rate Deadlines!!! (in spite of Partnership Agreements!) LP being “tolerant, understanding and human” OR being “strict and cruel”

Suggestions and proposals to other projects Involve PPs in preparation of the project budget in its very beginning Clearly divide tasks and responsibilities among partners Check your spending status every month + plan + review the planned expenditures All PPs use the same reporting forms to ease the data summary and matching in the consolidated report Find a “way of punishment” for those PPs who are late with submision of the reports Communicate among yourself and with Interreg JS

GOOD LUCK!

Thank you! Marika Rudzīte Project coordinator Livani District Council Domes iela 3, Livani LV-5316, LATVIA Phone: Fax: Mob: Skype: marikarudzite