1. www.alpfrail.com 1 Reporting From a Lead Partner‘s point of view Salzburg, 30. June 2005 Waltraud Hartl, project management AlpFRail Logistik Kompetenz Zentrum Prien a. Chiemsee www.lkzprien.de

2. www.alpfrail.com 2 1.Project Organisation 2.Activity Report 3.Information & Publicity Report 4.Financial Report 5.Sending data Reporting from a Lead partner’s point of view

3. www.alpfrail.com 3 1.Project Organisation Reporting from a Lead partner’s point of view

4. www.alpfrail.com 4 1. Project Organisation Starting a project: -Time schedule for all „partner meetings“ -Time schedule for reporting -Definition of the communication within the partnership (Tasks of the WP manager)

5. www.alpfrail.com 5 1. TCC/FCC MeetingDo 01.04.04 1. PMC MeetingMi 12.05.04 2. TCC MeetingDo 29.07.04 3. TCC MeetingDo 23.09.04 2. PMC Meeting DO 25.11.04 4. TCC/FCC MeetingDo 27.01.05 5. TCC MeetingDo 17.03.05 in Prien 3. PMC MeetingMi, 15.06.05 in Venice 6. TCC MeetingDo 06.10.05 in Bozen 4. PMC Meeting Do 24.11.05 in Prien 8. TCC MeetingDo 26.01.06 9. TCC MeetingDo 30.03.06 5. PMC Meeting Do 25.05.06 10. TCC MeetingDo 27.07.06 11 TCC MeetingDo 28.09.06 6. PMC Meeting Do 23.11.06 12.TCC MeetingDo 25.01.07 1.Meetings on the last Thursday and Friday of each odd month (exceptions are in red) 2.Twice a year this meetings are PMC Meetings 3.Every 9 months combined TCC and FCC meeting (for report preparation) Time Schedule for Coordination Actions Time Schedule for partner meetings

6. www.alpfrail.com 6 1. project report partners to LKZ19.11.04 1.project report LKZ to MA10.12.04 2. project report partners to LKZ06.05.05 2. project report LKZ to MA27.05.05 3. project report partners to LKZ28.10.05 3. project report LKZ to MA25.11.05 4. project report partners to LKZ14.04.06 4. project report LKZ to MA12.05.06 5. project report partners to LKZ29.09.06 5. project report LKZ to MA27.10.06 6. Final report partners to LKZ16.03.07 6. Final report LKZ to MA13.04.07 Time Schedule for partner meetings

7. www.alpfrail.com 7 -Elaboration of an time schedule Definition of the interfaces (with date for transferring the information) -Implementation of the WP with direct communication to the partners (incl. organisation of work package workshops, …..) -Partners should ask questions directly to the according WP Leader -Obligation to report difficulties immediately to the Lead partner -Reporting of the WP status at the TCC Meetings -Writing an activity report  Documentation of the activities, time, achieved results (target/actual comparison) -Report of all important information into the project tracking -Writing of a final report Tasks of WP Manager

8. www.alpfrail.com 8 Project Organisation Internal Organisation: Directory structure of the project: e.G. meetings

9. www.alpfrail.com 9 Project Organisation Important documents for each meeting: -Agenda -Invitation incl. reply coupon -List of signatures -Minutes -Pictures -Presentations -Next steps Internal Organisation:

10. www.alpfrail.com 10 Project Organisation Directory for the reporting: - Data of the partners - Activity report - Certifications of expenditure - Financial Report - Information & Publicity - Documents to JTS / MA Internal Organisation:

11. www.alpfrail.com 11 2. Activity Report Reporting from a Lead partner’s point of view

12. www.alpfrail.com 12 2. Activity Report Chapter 2: experience from LP‘s point of view

13. www.alpfrail.com 13 2. Activity Report Chapter 3.1: together with the WP managers

14. www.alpfrail.com 14 2. Activity Report Chapter 3.2: compare with Application form

15. www.alpfrail.com 15 2. Activity Report Chapter 3.5: see the minutes, response from partners, your own experience

16. www.alpfrail.com 16 2. Activity Report Chapter 3.6: outlook per WP

17. www.alpfrail.com 17 2. Activity Report General hints to the Activity Reports -Attachements are not part of the monitoring system  summary has to be part of the activity report -Report the problems as they are (you have less problems if you need approvals for changes)

18. www.alpfrail.com 18 Reporting from a Lead partner’s point of view 3. Information & Publicity

19. www.alpfrail.com 19 3. Information & Publicity Report -Most important problem: Collection of the data -Solution: one dedicated person who collects the relevant data -Motivation of the partner: Reminder on the meetings or after invitations -Motivation catalysator: Project homepage

20. www.alpfrail.com 20 4. Financial Report Reporting from a Lead partner’s point of view

21. www.alpfrail.com 21 Entrancement of the financial report For each partner 1 table cost and 1 table WP plus summary sheet cost category Partner 1 - 5 WP Partner 1 - 5

22. www.alpfrail.com 22 Internal tool for financial report summary sheet of partner sheet Column added: new budget Column added: CTA, reported by the partner

23. www.alpfrail.com 23 Financial report per partner more than 20% shift

24. www.alpfrail.com 24 4. Financial Report Internal Excel File for controlling

25. www.alpfrail.com 25 Reporting from a Lead partner’s point of view 5.Sending the data

26. www.alpfrail.com 26 5. Sending the data -Collection of all data in electronic way: if you have a scanner: scan all paper documents immediately -Copy all relevant data in a special directory (CD for JTS) -Collect all original paper in a special folder (for MA) -Print out all documents and collect them in the folder for the JTS -Last check with a check list for all data