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Study visit and 3 rd Steering Commit t ee meeting Freiburg, 14 – 18 October 2013

Study visit and 3 rd Steering Commit t ee meeting Freiburg, 14 – 18 October 2013. Project management (WP1). Alianta d.o.o. Urška Dolinar Freiburg, 16 October 2013. Project coordination Implementation Handbook. Topics. Implementation Handbook Following indicators of

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Study visit and 3 rd Steering Commit t ee meeting Freiburg, 14 – 18 October 2013

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  1. Study visit and 3rdSteering Committee meeting Freiburg, 14 – 18 October 2013

  2. Project management(WP1) Alianta d.o.o. Urška Dolinar Freiburg, 16 October 2013 Project coordination Implementation Handbook

  3. Topics • Implementation Handbook • Following indicators of • project progress • Agreement on next meetings Freiburg, 15. 10. 13

  4. Working together in (and for) Green Partnerships Who? What? (By) When? Forhowmuchmoney? Freiburg, 15. 10. 13

  5. Presenting the Green Partnerships Implementation Handbook and little bit more into details: • project ORGANISATION • project MONITORING • REPORTING Freiburg, 15. 10. 13

  6. Basicinformation • IMPLEMENTATION HANDBOOK = • What is the Implementation Handbook ? • a document with a set of instructions for project implementation • “everything you need to know” document • summary of all important “MED instructions” + internal organisational rules • Why is it important? • to assure unified approach used by all project partners for implementing activities • and delivering all outputs and results • to avoid confusion, ease the administration and enable focus on the content • When to use it? • When you have any kind of open issues • regarding the projectimplementation try first to find answers in the Implementation Handbook and later ask Project Management Group Freiburg, 15. 10. 13

  7. Handbookchapters (1) 1. Glossary 2. Project organisation • All important project expressions and abbreviations • What is AF, AB? • What does FLC, SC … stand for? • etc. • Who is who, what are their responsibilities • What is the project structure? • What is myresponsibility as project partner? What is the role of WP leader, Project Management Group? • Which are the project decision-making bodies? • How does the communication within the partnership work? Whom to turn to regarding content issues, technical issues. Who is communicating with JTS, NCP, FLC? Freiburg, 15. 10. 13

  8. Agreedcommunicationguidelines • Keep agreed deadlines – if not possible please inform partners and set a new deadline. • Answer e-mail questions within a maximum of three days. • No reaction to proposal means acceptance. • For Green Partnerships visibility and communication, all partners are expected to use the agreed project templates and communication materials only. • If you are unavailable please make sure that your substitute contact takes over. Freiburg, 15. 10. 13

  9. Handbookchapters (2) 3. Contractual relations • Contractssigned during the implementation of the project • What is a Subsidy Contract, Partnership Agreement? • Which issues should you pay attention to when starting public procurement process? Freiburg, 15. 10. 13

  10. Handbookchapters (3) 4. Project changes • Project changes can be requested only twice in the project duration, therefore a coordinated action of the partnership is crucial. • The first change request is foreseen at the end of 2013, and the second 6 months before project end (December 2014). • All project changes requiring an approval of the programme bodies can be implemented only after approval has been given. • During the project lifecycle some changes might be necessary • Which changes are major changes(with or without previous approval of the MA/MC) and which are minorchanges? • What is administrative change? • Can I changethespendingforecast? Freiburg, 15. 10. 13

  11. Handbookchapters (4) 5. Project Monitoring CONTENT – RELATED MONITORING • What you have to do? Till when? What are the standards for certain output? • Which outputs and results you have to achieve? • How much can I spend? How much money do I have in certain BL / WP? • What do I need to archive for the audit purpose? MONITORING OF INDICATORS FINANCIAL MONITORING AUDIT OF THE PROJECT & ARCHIVING Implementation Handbook explains the whole monitoring system! & and contains effective tools for monitoring theproject Freiburg, 15. 10. 13

  12. Content-relatedmonitoring • What you have to do? • How does it have to be done? • How are we doing with the implementation? • Monitoring the project indicators • Who to contact for what? APPLICATION FORM WORK PROGRAMME INSTRUCTIONS OF WP LEADERS TO DO LIST INDICATOR TABLES CONTACT LIST INFORMATION FLOW: PARTNER  WORK PACKAGE LEADER  LP/MANAGEMENT GROUP Freiburg, 15. 10. 13

  13. Financialmonitoring • SubsidyContract • Application Form • Presage CTE Freiburg, 15. 10. 13

  14. Monitoring of progress – indicators WP LEADERS FILL IN THE ACTUAL VALUES EACH 3 MONTHS + SEND THE FINISHED DELIVERABLES/UPLOAD THEM TO DROPBOX • Progress of Work Packages and achievement of deliverables • Reaching the target groups: • With pilot activities • With dissemination actions • With communication actions EACH PARTNER FILLS IN THE ACTUAL VALUES TO THE DELIVERABLES TABLE AT THE END OF REPORTING PERIOD Freiburg, 15. 10. 13

  15. Handbookchapters (5) 6. REPORTING • STEP by STEP through reporting • When and how you have to complete your Partner Report? • How to report your activities and when will you receive the money you have spent? • When you have to submit your PPR to you FLC? When you have to send the InterimCertificateto the LP? • Which costs can you report? Freiburg, 15. 10. 13

  16. Reportingdeadlines Freiburg, 15. 10. 13

  17. Handbookchapters (6) 8. ANNEXES Freiburg, 15. 10. 13

  18. Handbookchapters (7) 9. SOURCES – FURTHER READING • MED Factsheets • MED FLC Guidelines • MED websiteandotherusefuldocuments • Contracts • Application Form • EU Regulations Freiburg, 15. 10. 13

  19. QUESTIONS, CONCERNS, DILEMMAS? • Don’t hesistate to ask: • individualsessionsduringthemeeting/viaskype • contactyour First LevelControl • Contact: Stanka Klemenčič-Kosi Freiburg, 15. 10. 13

  20. Nextprojectmeetings Freiburg, 15. 10. 13

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