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Training on Project Management. Vienna, 22 November 2012
General reporting principles – Activity Report.
Monika Schönerklee-Grasser – Joint Technical Secretariat
TRAINING OBJECTIVE
TO MAKE REPORTING/MONITORING
CLEARER AND MORE EFFICIENT/QUICKER
FOR BOTH PROJECTS AND MA/JTS
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REPORTING VS MONITORING
Why is reporting necessary?
• Contractual obligation of the project Lead Partner
• Collecting, summarizing and presenting information (content related and
financial) in order to reimburse the project
• Forms the basis for project monitoring
Why do we need to monitor?
• Programme management process/tool
• Check of project progress towards the set project objectives
• Verifying the quality and effectiveness of project implementation
• Ensuring that project inputs (activities and budget) and outputs are in line
with the approved Application Form
• Identifying and solving implementation problems
• Aggregation of information on the overall performance of the Programme
 Project-internal monitoring within the partnership as project management
tool
REPORTING PRINCIPLES –
INFORMATION FLOW
Basic principles - how to ensure effective reporting:
LP to take care of smooth information flow from the Programme to the
partner level and vice versa
• To pass all information Programme reporting procedures/
requirements and reporting templates on to the partner level
• To organise that partners provide the right information in order to
prepare the joint progress reports (internal reporting system, tools)
• To ensure that any feedback from the reports reaches the partners
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REPORTING
TYPES OF REPORTS
Different types of reports:
• Start up report (SUR)
• Preparation cost report (PCR)
• Progress report (PR)
• Final report (FR)
REPORTING Reporting of project progress
• Lead Partner has to regularly report on the progress of the project
• Joint Progress reports (PR) to be prepared for each reporting
period (6 months) – to be submitted to the JTS within 2 months
after the end of each reporting period
• Specific (personalised) templates will be provided to the Lead
Partner by the JTS
• Internally, projects are recommended to set up reporting schemes
from the partners towards the Lead Partner that mirror the
contents of this template
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PROGRESS REPORT
What is the content of the progress report?
•
Consists of an activity and a financial report
•
Tool for presenting the projects achievements
•
Allows for the verification of the progress of project implementation
(work plan as in the approved Application Form)
•
Activity report consists of three main sections:
 General section
 Indicator section
 Work plan section
Special attention should be paid to give clear and sufficiently detailed
information and the coherence between the different sections.
PROGRESS REPORT –
STRUCTURE
1- Management
2- Confirmation
3- Progress
Activity report
4- Indicators
5- Work plan
6- Budget lines break down
7- Partners breakdown
8- Budget overview
9- Financial Explanations
Financial
report
10- Annexes
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How to implement?
Relevant documents
Guidance on project implementation within CENTRAL
EUROPE is available on the Programme website:
www.central2013.eu
• Implementation Manual
• Control and Audit Guidelines
• Model contracts
• Reporting templates
• Informative fact-sheets
• Other templates
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