Activity Report in the Progress Report lifecycle

1. Activity ReportingLead Partner Seminar14th November 2012City Hotel, Londonderry/Derry, Northern Ireland, UKRachel Burn

2. Activity Report in the Progress Report lifecycle

3. Reporting is important!

4. Activity Report Template • Available at: www.northernperiphery.eu (go to the main project reporting pack area.) • 10 Sections: • General information • Project Activities and Performance • Project Indicators • Project Financial Information • Analysis of Project Activity and Outcomes Performance • Project Management and Partnership Dynamics • NPP Horizontal Principles • Project Communication • Other changes (partnership, target area, other) • Additional information

5. Section 1: General Information • Report number and period • Project title • Acronym and Duration • Priority • (Start & End date is the same as your main application, unless otherwise agreed).

6. Section 1: General Information • Target area/ location of operation • Partnership information • Based on the information from the application • Note: Changes need prior approval by the Secretariat • Lead partner’s written request to Programme Secretariat by mail • Associated Partners are also detailed at section 1.6

7. Section 1: General Information • Executive summary • Overall description of project implementation process • Status of development of products and services (outcomes so far, compared with objectives set out in application) • Will be used for wider dissemination

8. Section 2: Project Activities and Performance • Project activities • Overall description of activities so far • Highlights of most important activities for project implementation progress • Links between Work Packages

9. Section 2: Project Activities and Performance • Information taken from the application • Description of each project work package • Activities as planned in the activity plan in the approved application • Results to date

10. Section 2: Project Activities and Performance • Change of activities in comparison to approved application • Any activity changes need pre-approval by Secretariat • Justification of the change and impact on implementation of project • 1 request for change per year

11. Section 3: Indicators • General indicators based on indicators outlined in application and decision (reporting should be accumulative) • Indication of university involvement, Technology institutes and SMEs should be ‘ticked or crossed’. • Equal opportunity indicators based on indicators outlines in the application and decision (reporting should be accumulative) • Involvement of Small & Medium Sized Enterprises (SMEs) participating in the implementation. (reporting should be accumulative, PLEASE note that a list of company names and contact persons has to be kept and provide to the Secretariat for audit purposes)

12. Section 3: Indicators • Priority 1 or 2 specific indicators (reporting should be accumulative) • Activity • Output • Result

13. Section 3: Indicators • Additional project indicators as in the approved application (reporting should be accumulative) • Change of indicators in comparison to approved application • Any indicator changes need pre-approval by Secretariat • Justification of the change and impact on implementation of project • 1 request for change per year

14. Project Outcomes and Transnational Impact • Project Outcomes • Overall description of project implementation process. • Status of development of products and services (outcomes, so far, compared with objectives set out in the application) • Transnational impact • Could the product/ service be transferred to other countries? • How does it make a difference across the region? • Organisational learning, i.e. Collaboration between SMEs and universities. • Added value of the adopted transnational approach?

15. Section 4: Project Financial Information • Project Expenditures • Total approved project budget • Total certified expenditures • Current reporting period • Accumulative

16. Section 4: Project Financial Information (performance) • Analysis of the financial performance in comparison to approved total budget • Underspendings/ Overspendings/ Unexpected expenditures • % of budget spent vs. % of time spent according to project plan • Will the project keep spending targets and still achieve outputs? • Good value for money • Make an analysis if transnational co-operation is providing cost efficient development of solutions. Are there cost efficient elements in your transnational implementation? Please elaborate. On the efficient use of the budget. • Cross referring to the financial report

17. Section 4: Project Financial Information (Budget Changes) • Budget changes • Justification for the change • Description of impact of changes for the project implementation • 1 request for change per year • Consult the Programme Manual on the differences between major and minor project changes. • All changes should be recorded on the NPP budget change template (accumulatively). • Important! • All project budget changes should be submitted & approved by the Secretariat prior to eligible activities ending & prior to final project claim.

18. Section 5: Analysis of Project Activity and Outcomes Performance • Project activity and outcome performance • Analysis of project activity and outcome performance in relation to: • Indicators • Time plan • Budget

19. Section 6: Project Management and Partnership Dynamics • Analysis of Project Management dynamics • List of issues discussed • List of decisions taken • Description of impact of decision on project implementation • Dynamics in the project partnership • Advantages of the transnational partnership approach • Challenges of international cooperation in transnational setting • Project cooperation/ Synergies with other projects • Concrete cooperation activities

20. Section 7: NPP 2007-2013 Horizontal Principles • Equal Opportunities – concrete steps and activities • Gender: provision of day care for children during partner meetings • Age: Special tailored staff recruitment plan for young employees • Social: Special employment plan for indigenous peoples • How did this change the working culture in the organisations participating in the project?

21. Section 7: NPP 2007-2013 Horizontal Principles • Sustainable Development – concrete steps and activities • Implementation of Sustainable impact assessment tool for resource use • Minimized travel plan for meetings – ICT solutions, use of environmentally friendly transportation, voluntary carbon offset/ reduction in carbon footprint • Corporate Social Responsibility (CSR) plan • How did this change the working culture in the organisations participating in the project?

22. Section 7: NPP 2007-2013 Horizontal Principles When making the final report: - Please note that your project is expected to report on the following indicators related to Environmental Impact

23. Section 8: Project Communication • Communication indicators • to measure progress on the mandatory communication measures and expected attendance at NPP events • Communication indicators should be reported accumulatively. • List of all communication tools and promotional materials developed • Purpose to exemplify indicators given in question 8.1 • Examples: • Brochure • Website • exhibition roll-up • PowerPoint presentations • Pens

24. Section 8: Project Communication • Provide an analysis of the internal and external communication activities • Purpose to get a sense of general performance on communication and best practices • What activities worked well, any innovative steps to enhance performance, also report on communication challenges. • Certification of compliance with the NPP and European publicity requirements • Commission Regulation No 1828/2006, Articles 8 and 9. • This is a matter of eligibility: European Commission recommends a 2% flat rate cut.

25. Section 9: Changes in Project Partnership, Target Area and Other Changes • Accumulative changes in comparison to the approved application/ decision • All changes require pre-approval by Programme Secretariat (as previously stated): • Partnership • Target area • Duration • Work package structure • Please also list changes which you, at the time of reporting, have not received a formal approval for (in bold).

26. Section 10 cont: Additional Information • Contribution to relevant strategies for your region. • Name of strategy, example of contribution, how does your project contribute? • Contribution to the EU Baltic Sea Region Strategy (EUBSRS) • Identify if your project aligns with EUBSRS. • Specify which priority area.

27. Section 10: Feedback and Suggestions • Feedback and Suggestions • To NPP bodies/ the programme • Supporting Documents… remember to include with progress report: • Project claim • Certificates of Expenditures • Summary of Certificates of Expenditure • FLC checklists • Examples of information/ dissemination material • Signature!

28. Submitting an Activity Report • Please send the Activity report as part of the Progress Report together with other required documents to: Northern Periphery Programme Secretariat Att.: Responsible Desk Officer Strandgade 91, 4.Sal DK-1401 Copenhagen-K Denmark • and per e-mail: secretariat@northernperiphery.eu

29. Assessment of the Activity Report • The Programme Secretariat is the body that assesses the Activity Report • Assessment includes: • Completeness of the information • Eligibility of activities carried out • Coherence of activities with objectives set out in the application and decision • Concrete actions meeting the NPP horizontal principles • Quality of partnership and distribution of roles between the partners • Current degree of project progress achieved • Efficiency and effectiveness of the project implementation process • Measurement of quality and quantity of project outputs and results • Impact, Added value and Sustainability • Improvement proposed and anticipated results • Analysis of project expenditure and other budgetary matters • Assessment of activity report will be sent to Managing Authority together with the project claim

30. Activity Report Common Errors. • Not connecting reported activities clearly against contracted activities • Not reporting Budget changes (whether approved or not) • Not reporting clear details of project financial status, and impact. • Lack of analysis, when requested to do so. Errors mean that assessment can be slower! Useful points: • The Lead Partner (LP) should remember that they act as the ’project policeman’. Reporting of activity status & claims should be submitted on-time to the LP. • The LP should monitor & track partner activity on a regular basis so progress reports are a comprehensive status report representing all those involved in the project.

31. No Report = No Money!!

32. Thank you for listening!