Activity Reporting Lead Partner Seminar 22 February 2012 Copenhagen Rachel Burn

Activity Report in the Progress Report lifecycle

Reporting is important!

Activity Report Template Available at: (go to the main project reporting pack area.) 10 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 (Start & End date is the same as your main application, unless otherwise agreed).

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 Associated Partners are also detailed at section 1.6

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) participating in the implementation. (reporting should be accumulative, PLEASE note that a list of company names and contact persons has to be kept and provide to the Secretariat for audit purposes)

Section 3: Indicators Priority 1 or 2 specific indicators (reporting should be accumulative) Activity Output Result

Section 3: Indicators Additional project indicators as in the approved application (reporting should be accumulative) 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 (performance) 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 Make an analysis if transnational co- operation is providing cost efficient development of solutions. Are there cost efficient elements in your transnational implementation? Please elaborate. On the efficient use of the budget. Cross referring to the financial report

Section 4: Project Financial Information (Budget Changes) Budget changes Justification for the change Description of impact of changes for the project implementation 1 request for change per year Consult the Programme Manual on the differences between major and minor project changes.

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 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 peoples 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 environmentally friendly transportation, voluntary carbon offset/ reduction in carbon footprint Corporate Social Responsibility (CSR) plan How did this change the working culture in the organisations participating in the project?

When making the final report: - Please note that your project is expected to report on the following indicators related to Environmental Impact Section 7: NPP Horizontal Principles

Section 8: Project Communication Communication indicators to measure progress on the mandatory communication measures and expected attendance at NPP events Communication indicators should be reported accumulatively. 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, also report on communication challenges. 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 Accumulative changes in comparison to the approved application/ decision All changes require pre-approval by Programme Secretariat (as previously stated): Partnership Target area Duration Work package structure Please also list changes which you, at the time of reporting, have not received a formal approval for (in bold).

Section 10 cont: Additional Information Contribution to relevant strategies for your region. Name of strategy, example of contribution, how does your project contribute? Contribution to the EU Baltic Sea Region Strategy (EUBSRS) Identify if your project aligns with EUBSRS. Specify which priority area.

Section 10: Feedback and Suggestions Feedback and Suggestions To NPP bodies/ the programme Supporting Documents… remember to include with progress report: Project claim Certificates of Expenditures 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 assesses the Activity Report 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 together with the project claim

Activity Report Common Errors. Not connecting reported activities clearly against contracted activities Not reporting Budget changes (whether approved or not) Not reporting clear details of project financial status, and impact. Lack of analysis, when requested to do so. Errors mean that assessment can be slower!

No Report = No Money!!

Thank you for listening!