ACP S&T Programme - Stakeholder conference October Implemented by the ACP Secretariat Funded by the European Union EDULINK - ACP Science and Technology Programme Joint Stakeholders’ Conference October 2011

ACP S&T Programme - Stakeholder conference October Reporting is an integral part of monitoring and evaluation: it is the systematic and timely provision of essential information at periodic intervals  Monitoring: check on progress towards objectives and results; if needed, revise means to achieve the expected results.  Evaluation: verify if objectives have been achieved and results produced.  Focus: foreseen activities and related results – vs – obtained outputs, outcomes, impacts Reporting - WHY ?

ACP S&T Programme - Stakeholder conference October And:  Accountability: ensure that funds have been used and managed appropriately – re: signed Grant Contract.  Funds have been used efficiently and effectively: activities, results and use of allocated resources.  Share lessons learnt: networking consolidation, dissemination, sustainability.  Obligation: Grant Contract - Special Conditions, art. 7; General Conditions, art 2.1. Reporting - WHY ?

ACP S&T Programme - Stakeholder conference October Project implementation a shared responsibility Applicant/Co-ordinator/Contract signatory : Implementation of the project as approved during the Call for Proposals (ensure coherence and transparency in management) and as signed (Grant Contract). Partners: Commitment to project implementation - in partnership - and to Programme objectives (since the signature of the application form). ACP Secretariat - Contracting Authority: Programme Management, coherence with the Programme’s general objectives and expected results, transparency and respect for the contract rules and conditions. European Commission : verifies EU funds are utilised appropriately. The PMU : Technical Assistance (i) to the ACP Secretariat in the accomplishment of its responsibilities (coherence, efficient management) (ii) support to Programme beneficiaries.

ACP S&T Programme - Stakeholder conference October Technical reporting 2 types of reports: Narrative reporting documents Financial reporting documents 2 types of reporting moments: Interim reports – once every 12 months Final report – at the end of the project

ACP S&T Programme - Stakeholder conference October Narrative reporting Annex VI of the Grant Contract + attachments Administrative project data Assessment of activities activities, results, modifications Final: outcomes on final beneficiaries, target groups; publications subcontracts over € 5,000 updated action plan / Final: continuation Final: gender equality, disabilities; M&E activities; lessons learned Partners relationship partners, State authorities, other organisations links with other actions previous EC grants Final: partnership to continue; services of Contracting Authority Visibility

ACP S&T Programme - Stakeholder conference October Recommendations for improved reporting Use the correct template (webpages EuropeAid and Programmes) Use the structure of the Description of the Action Describe: assessment of activities; co-operation with te partners; and visibility activities Describe constraints and solutions Show outputs (as annexes) and descsribe the outcomes and impacts, also in relation to the Programme objectives Make use of the Logframe

ACP S&T Programme - Stakeholder conference October “Aiding tool” to assess activities to be inserted as a synthesis table

ACP S&T Programme - Stakeholder conference October General Conditions, Art 6.1 “Unless the European Commission agrees or requests otherwise, the Beneficiary must take all necessary steps to publicise the fact that the European Union has financed or cofinanced the Action. Such measures must comply with the relevant rules on the visibility of external actions laid down and published by the Commission : “Communication and Visibility Manual for EU External Actions”. The Programme The Contracting Authority The Financial Support Communication and Visibility

ACP S&T Programme - Stakeholder conference October Dissemination and sharing The success of the projects and of the Programmes depends also on : The dissemination of the results: a dissemination plan and its follow-up should be part of the projects activities. How you share lessons learned. Mainstreaming : how are the contacts with the national authorities, final beneficiaries,... The Programme webpage is also be a good tool for dissemination. News on the projects can be published regularly (“Community of Practice”).

ACP S&T Programme - Stakeholder conference October ementation/practical_guide/previous_versions/2007/i ndex_en.htm n.htm Programme webpages : FAQs, Information on Narrative and Financial Reporting Further information