1. Delegation of the European Commission to Russia 1 RIGA, 26 September 2007 Quality workshop Grant Contracts Irina Kabenina Cross-Border Cooperation & Neighbourhood Programmes EU-Russia Cooperation Programme

2. Status Implementation NP – July 2007 Neighbourhood Programme Launched CallsTacis requested Projects approved Projects contracted AP2004AP2005/6 Baltic Sea Region IIIB €3,800,000 3,325,000€21,288,357 77 projects €7,125,001 29 projects €7,124,931 29 projects North “Kolartic”€1,425,000€1,900,000 €6,653,695 41 projects €3,325,000 19 projects €3,310,461 19 projects Karelia€1,900,000 €7,611,835 42 projects €3,280,490 16 projects €3,185,900 16 projects SE Finland€3,325,000 €4,350,000 (also AP2006) €19,977,389 88 projects €7,913,985 45 projects €5,943,089 34 projects Estonia/Latvia/ Russia IIIA €950,000€2,850,000 €12,013,375 74 projects €3,835,000 27 projects €1,918,755 18 projects Lithuania/Poland/ Russia €1,425,000€6,350,000 €18,982,507 99 projects €7,815,284 46 projects €5,740,364 36 projects Technical Assistance €615,000€770,000 €1,385,000- 10pr €1,384,962 10p Total€13,440,000€21,445,00 0 €87,912,158 431 projects €34,679,722 192 projects €28,608,462 162 projects

3. Delegation of the European Commission to Russia 3 8 th Call for Proposals 19 contracts: 1 project - 12 months duration 1 project – 17 months 2 projects – 18 months 1 project – 19 months 1 project - 22 months 2 projects – 23 months 11 projects – 24 months

4. Delegation of the European Commission to Russia 4 9 th Call for Proposals 10 contracts: 2 projects – 18 months 1 project – 21 months 7 projects – 24 months First pre-financing has been paid

5. Delegation of the European Commission to Russia 5 8 th Call for Proposals 16 projects need to submit Interim reports by now 3 projects submitted so far 1 project submitted Narrative report only 5 projects preferred to send update reports (1 still not received)

6. Delegation of the European Commission to Russia 6 General Observations 1.Preparation of application 2.Contract signature 3.Implementation 4.Reporting

7. Delegation of the European Commission to Russia 7 Preparation of applications Involvement of partners in design, responsibilities, budget Number of partners, level of experience in projects Language

8. Delegation of the European Commission to Russia 8 Approval, Contract signature Lengthy approval/contracting procedure by the Commission: format of DoA/budget differ in application and contract Different timing in contracting (ERDF/Tacis) Delayed start of projects, delayed timetable/mismatch of activities

9. Delegation of the European Commission to Russia 9 Implementation Management at the level of project: overall LP/Tacis LP Management in partner country/institution: multiple partnership Very busy timetable Knowledge of procedures by partners National/local specificities: procurement, per diems, accounting FAQs Training

10. Delegation of the European Commission to Russia 10 Most frequent problems/questions: How to make changes in the budget? How often to report about changes in the budget? How to confirm co-financing to the financing authority? What to do if a Partner falls out? Sample of an agreement among partners. How to transfer money to a Russian Partner, especially to an administration? Is it possible to advance money to a Russian partner? Implementation

11. Delegation of the European Commission to Russia 11 Implementation Project management by LP Project management by a consultant

12. Delegation of the European Commission to Russia 12 Why delays? Difference in reporting periods/requirements Interreg/Tacis Many partners – delayed reporting by the partners No distinction between internal/external funding Difficulties in communication/language Interim audit Reporting (external funding)

13. Delegation of the European Commission to Russia 13 Reporting (external funding) Too complicated forms? Confusing requirements? Less respect?

14. Delegation of the European Commission to Russia 14 Visibility Disclaimer !“The project is co-funded by the European Union “ !"This publication has been produced with the assistance of the European Union. The contents of this publication is the sole responsibility of … and can in no way be taken to reflect the views of the European Union."

15. Delegation of the European Commission to Russia 15 Read carefully the contract, its Annexes Read carefully Manual of Procedures Keep regular contact with the EC Delegation (Contracting Authority), especially in case of doubts Provide training to your partners for correct reporting purposes Keep regular records of the expenditure Use EU Visibility Guidelines!!! Provide timely reports Include with every report required information Best practice