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COMMON PROVISIONS :

COMMON PROVISIONS :. 1. TECHNICAL ASPECTS. Izabela Madalinska , Technical Desk Officer, LIFE Unit, European Commission. Programme implemented through individual financing decisions. LIFE+ regulation Grant Agreement Common + Special Provisions Revised Proposal.

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COMMON PROVISIONS :

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  1. COMMON PROVISIONS : 1. TECHNICAL ASPECTS Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  2. Programme implementedthrough individual financing decisions • LIFE+ regulation • Grant Agreement • Common + Special Provisions • Revised Proposal Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  3. WHO IS INVOLVED IN THE PROJECT ? Coordinating beneficiary Associated beneficiaries Co-financiers Subcontractors Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  4. The Coordinating Beneficiary (art. 4) • Sole legally and financially responsible to the Commission for the implementation of the project • Concludes agreements with the associated beneficiaries within 9 months, following «Guidelines» and including the «mandate» • Is granted power of attorney by associated beneficiaries (mandate) • Single Contact point for the Commission • Only participant reporting directly to the Commission Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  5. The Associated Beneficiaries (art. 5) • Provide the coordinating beneficiary with all supporting documents necessary for technical and financial reporting Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  6. All Beneficiaries (art. 6) • Community support is published • Freely share know-how • Prohibition of acting as subcontractors Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  7. THE CO-FINANCIERS (art. 7) • Contribute financially to the project but do not benefit from the Community contribution • Are not directly involved in the technical implementation of the project • All beneficiaries shall conclude with co-financers any agreement to ensure co-funding Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  8. THE SUB-CONTRACTORS (art. 8) • Provide external services to the coordinating beneficiary / associated beneficiaries and receive the corresponding full price • no financial investment in the project • Public tendering for Public coordinating beneficiary / Associated beneficiaries • Private coordinating beneficiaries/Associated beneficiaries: for purchase exceeding € 125 000: Competitive tenders and bid offering best value/money Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  9. TECHNICAL ACTIVITY REPORTS • One Inception report within 9 months from project start • Final Report within 3 month of project completion • Mid-term Report (if duration exceeds 24 months and EC contribution € 300.000) • Periodic Progress Reports (to ensure reporting with no more than 18 months interval) Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  10. TECHNICAL ACTIVITY REPORTS (art. 12) • All reports shall contain information on: • State of project implementation • Respect of the work plan • Financial situation of the project • If projects’ objectives have been reached or are still achievable • Form and content of the reports shall be in accordance with guidelines issued by the EC and available on LIFE website Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  11. TECHNICAL ACTIVITY REPORTS (art. 12) • One complete copy of the technical reports in both paper and electronic version including the annexes, the statement of expenditure and income shall be sent simultaneously to the Commission and the monitoring team • A copy of the Final reports shall also be submitted to the MS authorities. Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  12. INCEPTION REPORT (art. 12) • Special focus: • Shall include an assessment if the project objectives and and work plan are still feasible. • If this is not the case the Commission may launch early termination procedure. • Shall identify and quantify output indicators and other monitoring indicators. Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  13. MID-TERM REPORT (art. 12.6) • Special focus: • Shall contain a statement of expenditure and income and sufficient information to allow for a preliminary assessment of costs incurred so far. Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  14. FINAL REPORT (art. 12.7) • Special focus: • Shall contain a statement of expenditure and income and all the information necessary to allow the Commission to evaluate the eligibility of costs incurred • Shall assess the sustainability in the future of project results. • The technical part should cover the whole duration of the project. Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  15. COMMUNICATION ACTIONS (art. 13) • A separate presentation is dedicated to this issue!!! Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  16. AMENDMENT TO THE AGREEMENT (art. 15) • Significant changes to nature or content of actions and/or deliverables • Changes of the legal status of coordinating or associated beneficiary • Changes to partnership structure • Changes to duration of project • Changes in provisional budget categories exceeding € 30.000 and 10% Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  17. REQUEST FOR CHANGES (art. 15.3) • Prior written agreement of the Commission • Fundamental changes in overall objectives will NOT be accepted! • Guidelines- See the LIFE website • http://ec.europa.eu/environment/life/toolkit/pmtools/lifeplus/documents/amendment_guidelines2007.doc Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  18. POSTPONEMENT OF THE END DATE (art. 17) • May be granted only in unforeseeable, exceptional circumstances which make the implementation of one or more project actions impossible for a certain period of time • A request for postponement must be submitted in accordance with guidelines issued by the Commission and include sufficient information to assess the justification of delays and feasibility of a revised work-plan. Izabela Madalinska ,Technical Desk Officer, LIFE Unit, European Commission

  19. Project Management Thebest advicefor a good Project Management is the following: read, re-read and consult often the Common Provisions

  20. Project Management Thesecondbest advicefor a good Project Management is the following: read, re-read and consult often the Common Provisions

  21. Project Management • Always refer to theapproved project and its key-components: • Description of activities • Timing • Objectives and results • Budget

  22. Project Management • Possibleproblemsshall not be ignored or hidden. • A good management of thepartnership (Art. 4.8 CP)may be ensured by: • Coordination meetings • Frequent contacts

  23. Project Management • When identifying aContact Person for the Project, this person should actually be available and easy to find. It is better to avoid indicating a Director or a Top Manager (usually not easily available).

  24. Do not forget thecompulsoryelements (even if not mentioned in the project): • Website (Art. 13.4 CP) within 6 months from project start and for 5 years after its end. • Project reference in all correspondence (Art. 2.2 CP) – also in email messages! • Layman’s report (see the template for Final Report) • Info panels (Art. 13.5 CP) • All reports also in electronic format (Art. 12.3 CP) • AfterLIFE plans (template for Final Report)

  25. Project Management • Contacts andexchanges of experience and informationwith other LIFE Projects are highly appreciated. Use the LIFE database for a thematic search of national or foreign projects: • http://ec.europa.eu/environment/life/project/Projects/index.cfm

  26. Project Management • It is necessary to check often theLIFE website, to verify the availability and updating of useful management tools (e.g. financial reporting forms, audit template, reporting templates, Layman’s Report samples, standard timesheets, guidelines for project modification, etc.). • http://ec.europa.eu/environment/life/toolkit/pmtools/index.htm

  27. Dealing with the LIFE Units • Transmission ofReportsto the EC (1): • Do not neglect any section of the report, as described in the available official templates; • Quantify the achieved objectives and results, in comparison with what was foreseen in the project (avoid generic descriptions); • Verify that all foreseen elements (deliverables and other) are annexed,easily identified and well ordered.

  28. Dealing with the LIFE Units • Transmission ofReportsto the EC(2): • It is necessary to send also an electronic copy of all documents (report + annexes); • Always indicate the foreseen / actual start and end date of each project Action; • Inform the EC and the Monitoring Team in case you foresee to delay the transmission of a report (often projects indicate as deadline the 31/12 or the 31/08).

  29. WHAT WE HAVENT TALKED ABOUT… • Civil liability • Conflict of interests • Spatial data • Delayed performance • Reduction in performance and technical failures • Termination of the project • Confidentiality • Protection of data • Ownership and exploitation of results • Applicable law and competent court Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

  30. Good luck ! Izabela Madalinska, Technical Desk Officer, LIFE Unit, European Commission

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