Activity Reporting Lead Partner Seminar 20 th January 2011, Friars Carse Hotel, Dumfries, Scotland Rachel Burn

Activity Report in the Progress Report lifecycle

Why to Report? Projects are monitored by: The PMC, MA, and Secretariat Reporting ensures continous measurement and quantification of project outputs Reporting allows for cross checking between the project application/ decision and it’s implementation Reporting helps facilitate project goals reaching the wider public

Activity Report Template Available on Sections: General information Project Activities and Performance Project Indicators Project Financial Information Analysis of Project Activity and Outcomes Performance Project Management and Partnership Dynamics NPP Horizontal Principles Project Communication Other changes (partnership, target area, other) Additional information

Section 1: General Information Report number and period Project title Acronym and Duration Priority

Section 1: General Information Target area/ location of operation Partnership information Based on the information from the application Note: Changes need prior approval by the Secretariat Lead partner’s written request to Programme Secretariat by mail

Section 1: General Information Executive summary Overall description of project implementation process Status of development of products and services (outcomes so far, compared with objectives set out in application) Will be used for wider dissemination

Section 2: Project Activities and Performance Project activities Overall description of activities so far Highlights of most important activities for project implementation progress Links between Work Packages

Section 2: Project Activities and Performance Information taken from the application Description of each project work package Activities as planned in the activity plan in the approved application Results to date

Section 2: Project Activities and Performance Change of activities in comparison to approved application Any activity changes need pre- approval by Secretariat Justification of the change and impact on implementation of project 1 request for change per year

Section 3: Indicators General indicators based on indicators outlined in application and decision (reporting should be accumulative) Indication of university involvement, Technology institutes and SMEs should be ‘ticked or crossed’. Equal opportunity indicators based on indicators outlines in the application and decision (reporting should be accumulative) Involvement of Small & Medium Sized Enterprises (SMEs) based on numbers outlined in application and decision.

Section 3: Indicators Priority 1 or 2 specific indicators Activity Output Result

Section 3: Indicators Additional project indicators as in the approved application Change of indicators in comparison to approved application Any indicator changes need pre- approval by Secretariat Justification of the change and impact on implementation of project 1 request for change per year

Project Outcomes and Transnational Impact Project Outcomes Overall description of project implementation process. Status of development of products and services (outcomes, so far, compared with objectives set out in the application) Transnational impact Could the product/ service be transferred to other countries? How does it make a difference across the region? Organisational learning, i.e. Collaboration between SMEs and universities. Added value of the adopted transnational approach?

Section 4: Project Financial Information Project Expenditures Total approved project budget Total certified expenditures Current reporting period Accumulative

Section 4: Project Financial Information Analysis of the financial performance in comparison to approved total budget Underspendings/ Overspendings/ Unexpected expenditures % of budget spent vs. % of time spent according to project plan Will the project keep spending targets and still achieve outputs Good value for money Could have been more achieved with the same inputs of money or could same outcomes have been achieved with reduced financial inputs? Efficient use of the budget Cross referring to the financial report

Section 4: Project Financial Information Budget changes Justification for the change Description of impact of changes for the project implementation 1 request for change per year

Section 5: Analysis of Project Activity and Outcomes Performance Project activity and outcome performance Analysis of project activity and outcome performance in relation to: Indicators Time plan Budget

Section 6: Project Management and Partnership Dynamics Analysis of Project Management dynamics Arrangements that were used to implement the project, involved partners List of issues discussed List of decisions taken Description of impact of decision on project implementation Dynamics in the project partnership Advantages of the transnational partnership approach Challenges of international cooperation in transnational setting Project cooperation/ Synergies with other projects Concrete cooperation activities

Section 7: NPP Horizontal Principles Equal Opportunities – concrete steps and activities Gender: provision of day care for children during partner meetings Age: Special tailored staff recruitment plan for young employees Social: Special employment plan for indigenous people How did this change the working culture in the organisations participating in the project?

Section 7: NPP Horizontal Principles Sustainable Development – concrete steps and activities Implementation of Sustainable impact assessment tool for resource use Minimized travel plan for meetings – ICT solutions, use of environmental friendly transportation, voluntary carbon offset Corporate Social Responsibility (CSR) plan Transnational/ shared use of rescue equipment How did this change the working culture in the organisations participating in the project?

Section 8: Project Communication Communication indicators to measure progress on the mandatory communication measures and expected attendance at NPP events accumulative List of all communication tools and promotional materials developed Purpose to exemplify indicators given in question 8.1 Examples: Brochure Website exhibition roll-up PowerPoint presentations Pens

Section 8: Project Communication Provide an analysis of the internal and external communication activities Purpose to get a sense of general performance on communication and best practices What activities worked well, any innovative steps to enhance performance Certification of compliance with the NPP and European publicity requirements Commission Regulation No 1828/2006, Articles 8 and 9. This is a matter of eligibility: European Commission recommends a 2% flat rate cut

Section 9: Changes in Project Partnership, Target Area and Other Changes Additional changes in comparison to the approved application/ to the decision All changes require pre-approval by Programme Secretariat: Partnership Target area Duration Work package structure

Section 10: Additional Information Contribution to relevant strategies for your region. Projects should outline the relevant international strategies which are applicable. Contribution to the EU Baltic Sea Region Strategy (EUBSRS) The project should advise if it is contributing to the strategy and note the priority area.

Feedback and Suggestions To NPP bodies/ the programme Background for evaluation activities in the programme Overview on other documents requested Project claim Certificates of Expenditure Summary of Certificates of Expenditure FLC checklists Examples of information/ dissemination material Signature

Submitting an Activity Report Please send the Activity report as part of the Progress Report together with other required documents to: Northern Periphery Programme Secretariat Att.: Responsible Desk Officer Strandgade 91, 4.Sal DK-1401 Copenhagen-K Denmark and per

Assessment of the Activity Report The Programme Secretariat is the body that receives the Progress Reports and assesses the Activity Report. The Project Claim is sent by the Secretariat to the MA for assessment in parallel. Assessment includes: Completeness of the information Eligibility of activities carried out Coherence of activities with objectives set out in the application and decision Concrete actions meeting the NPP horizontal principles Quality of partnership and distribution of roles between the partners Current degree of project progress achieved Efficiency and effectiveness of the project implementation process Measurement of quality and quantity of project outputs and results Impact, Added value and Sustainability Improvement proposed and anticipated results Analysis of project expenditure and other budgetary matters Assessment of activity report will be sent to Managing Authority

No Report = No Money!!

Thank you for listening!