start and break slide Kick-Off-Meeting April 1 st – 3 rd 2009 Large Conference Hall of Hotel Riga Riga/ Latvia host: Baltic Sea Region Programme project “Baltic Challenges and Chances for local and regional development generated by Climate Change“ BalticClimate

April 2nd 2009 Dennis Ehm, ARL 2 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress Reports“ On project level and on Project Partner level Dennis Ehm, ARL

April 2nd 2009 Dennis Ehm, ARL 3 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ What is a „Progress Report“? A progress report documents e.g. the activities carried out, milestones achieved, outputs produced, expenditures occurred, expenditures controlled, and budget used and remaining in a pre-defined period of time passed by.

April 2nd 2009 Dennis Ehm, ARL 4 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Who to whom? A) on „project level“ LP  JTS/ IB B) on „partner level“ PP  LP (or WP coordinator) C) extra, informal: Subcontractor  PP/LP

April 2nd 2009 Dennis Ehm, ARL 5 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Why a Progress Report to the JTS/IB? To monitor the progress of planned project activities Base for further activities As justification and base for the bi-annual payment of co-financing from ERDF to the project

April 2nd 2009 Dennis Ehm, ARL 6 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Reporting periods and due date on project level Reports are due 3 months after end of each reporting period. Exactly defined in the Grant Contract:

April 2nd 2009 Dennis Ehm, ARL 7 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Subjects of the progress reports Every Progress Report: activities = Activity progress Report (AR) finances = Financial Report (FR) remark: so far only a draft version of the progress report exists, thus amendments are still possible

April 2nd 2009 Dennis Ehm, ARL 8 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Extra contents of the 1st progress report Partnership Agreement signed by all Project Partners Outputs defined, their indicators and their targets communication plan (due already July 31 st 2009) preparation activities and expenditures (remark: so far only a draft version of the progress report exists, thus amendments are still possible)

April 2nd 2009 Dennis Ehm, ARL 9 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Extra content of the 4th progress report Mid-term self evaluation Required but no formal structure set by EU Process, structure, indicators must be planned and defined by the project separate attachment to the 4 th progress report

April 2nd 2009 Dennis Ehm, ARL 10 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Content of the Activity Report (AR) to JTS/IB probably (so far only a draft version of the progress report exists, thus amendments are still possible) : project summary (for official website) achievements overview of the work plan‘s progress progress per WP (activities and milestones) main outputs marketing information and material

April 2nd 2009 Dennis Ehm, ARL 11 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Content of the Financial Report (FR) to JTS/IB probably (so far only a draft version of the progress report exists, thus amendments are still possible) : Eligible expenditures occurred per WP/ per BL specification of external services, equipment and investments total expenditures per Project Partner interests/ revenues (if applicable) complementary activities First Level Control (FLC) confirmation on project level

April 2nd 2009 Dennis Ehm, ARL 12 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Progress reports on „partner level“ PP  LP (or to WP coordinator) activities = Activity progress Report (AR) in more detail than on project level selected topics for report on project level finances = Financial Report (FR) expenditures basing on partner budget First Level Control (FLC) on partner level

April 2nd 2009 Dennis Ehm, ARL 13 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Timing/ Schedule Allow one month for the LP to summarize single reports, to possibly ask for additional information and documents from single PPs and to get First Level Control Certification on project level.

April 2nd 2009 Dennis Ehm, ARL 14 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Report due dates on partner level prior Reports incl. First Level Control certification are due the latest 2 months after reporting period end (= 1 month prior to reports on project level!) PeriodEnd dateDeadline report on partner level preparation

April 2nd 2009 Dennis Ehm, ARL 15 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Reporting „system“ reporting system is a puzzle of single reports (activity, financial) sum of each level is base for next higher level

April 2nd 2009 Dennis Ehm, ARL 16 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Vertical reporting „system“  Level 1 (JTS/IB)   Level 2 (LP)   Level 3 (PPs)  (control/ check with application/ contracts) deliver

April 2nd 2009 Dennis Ehm, ARL 17 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Horizontal reporting „system“ e.g. output/activity WP1+WP2+WP3 = project outputs/activities BL 2 of PP1 + PP2 + PP3-n = BL 2 of project

April 2nd 2009 Dennis Ehm, ARL 18 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ „System“ Every single reporting partner is part of the whole reporting system. Only functions if everybody delivers its report(s).

April 2nd 2009 Dennis Ehm, ARL 19 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Demand Deliver in requested quality in requested volume in due time

April 2nd 2009 Dennis Ehm, ARL 20 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Correct delivery to ensure next higher reporting level can sum up and deliver requested quality and volume in due time!

April 2nd 2009 Dennis Ehm, ARL 21 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Subsidy Payment base Keep in mind: Reports are the base for payment of the subsidy!

April 2nd 2009 Dennis Ehm, ARL 22 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Responsibility in the TEAM Low-quality, late, or incomplete reports from LP to IB/JTS:  late or no payment of subsidy to the whole project  later or no payment to all partners!

April 2nd 2009 Dennis Ehm, ARL 23 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Consequences E.g. Financial report of one partner missing/ not accepted:  IB will not pay out any subsidy for the reporting period! (even though all other partners delivered AR and FR in requested quality, volume and time!)

April 2nd 2009 Dennis Ehm, ARL 24 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ Awareness for work-flow Timing Every single report is base for higher level report Subsidy for whole project only if all single reports delivered in correct quality, volume and time

April 2nd 2009 Dennis Ehm, ARL 25 Kick-Off-Meeting, April 1st – 3rd 2009, Riga „Progress reports“ clue for success: TEAM-work EVERYBODY must be aware of that! WE are a project TEAM! We rely on each others! Let’s act this way!

start and break slide Kick-Off-Meeting April 1 st – 3 rd 2009 Large Conference Hall of Hotel Riga Riga/ Latvia host: Baltic Sea Region Programme project “Baltic Challenges and Chances for local and regional development generated by Climate Change“ BalticClimate