Efficient Reporting Guidelines for Project Visibility and Communication

1. Gina • Reporting deadlines • Visibility • Web based reporting • Communication with whom? • Communication through lists

2. Reporting deadlines • Work plans • Financial plan • Matching fund plans • First ones with the contract • First simplified narrative report September 15 • First yearly narrative report January 15 • First yearly financial report January 31

3. Visibility • EU logo flag • Text of EU distances itself from the contents of our project • Our project logo • All materials (film, video, foto, text, web)‏ • Press releases: only on electronic version! • Also on street banners! Or not at the banner but at the leaflets used during demonstration

4. Web based reporting • We collect • We publish • Everybody can see everybody's plans and report • Manuals, instructions, requirements etc will be uploaded to the hidden websitepage • The updated info is always available

5. Communication with whom? • Will be on the project contact page of website • Gina • Changes • Deadlines • Elvira • Finance • Reports • Plans • Adrian • Contents

6. Communication through lists • [ffe] • National partners will be subscribed • Main contact persons • And their substitutes • Everybody can do postings • General information exchange • [ffe-eu] • Administrative and organisational information

7. Jeroen • Budget overview • Zero cofunding obligation: now what?

8. Budget overview • You get to see the old (!) data at the time of the application • We will send you per email: • The updated overview • The whole budget • The whole application • A longer summary for fundraising and other purposes

9. Zero cofunding obligation • We ask you to also provide a co-funding plan • It is not a contract requirement • We're in this together now • Plus a matter of capacity training • AND • It will be a lot of fun

10. Elvira • FAQ

11. Changing activities • Very minor changes • within main budget heading total < 10% • We report to Alfredo • Minor changes: we propose to Alfredo • f.i. changing the year of the activity • Big changes: • Big changes that we like: we beg Alfredo • Big changes that we don't like • Big changes that we don't dare to ask Alfredo

12. Omitting activities? • Anne cannot do the activity on Research into the role of French banks • She wants to reallocate the money to publication or other activities within the same main heading • Budget cuts are the wrong strategy • You want budget, you need to spend • We offer you an alternative set of activities

13. We change main activity • With consequences for all national budgets • F.i. • We skip Speaker tour Asia • We introduce Joint Project Launch • Big change so we beg Alfredo

14. Changes in matching funds • Communicate all the time • Contact the 24/7 co funding helpdeks hotline • Propose not report

15. Accounting for staff • Bank slip with bank payment to employee • Salary slip • Social securities • Employers and employees taxes • Sick leave insurance, etc • Monthly time sheet with two signatures • Spent hours per day • %work time dedicated to the project • We try to create a web form / web report system

16. Change in staff budget • In principle impossible • Unless: • You provide the project extra co-funding • With the exact same activities (as in the original application)‏ • No other and no more activities • But with extra budget for staff costs

17. Changes in staff rates • Very minor change • Jaanus' salary is higher than in application • Jaanus works 9 months not 12 months on the project in 2008 • No problem if: • Total amount of budget for staff costs keeps the same • You just change the tariff, or the number of months, or the time%, but it adds up to the original budget

18. Changes in staff employees • Lenka is also working on the project • Not only Katka • No problem if: • They perform the same role as in the original application • So both perform the role of coordinating the Czech national activities • Changes in role, f.i. communication tasks, is not possible

19. Too little capacity • We have a lot of activities in the original application • But not enough budget for staff time to organise these activities • This is valid for all partners • Solutions: • Reduce time effort, output and quality • Extra cofunding applications • Changes between partners

20. Cooperation with other NGO's • That are not taking part in the project • Andrej makes a leaflet together with other Slovak Klub • Three logo's on leaflet • FoE Slovakia: Cepta • EU • Other Slovak Klub • Only acceptable if Slovak Klub co-funds this activity and if CEPTA pays total expenses

21. Contents of a leaflet • Should it be about Feeding or Fuelling? • Yes • Logo

22. Car travel expenses • Maria is driving the Latin American speaker's around from Katowice to Szczecin and back in her own Polski Fiat • Maria is using Polish law and Polish tariffs on car travel kilometer allowances • And uses own reimbursement forms of PKE • This fits in budget line for national Speaker tour costs

23. Currency exchange • What moment is the moment of exchange rate? • The moment = invoice date • Look on official website (see guideline) for monthly rates • Look up the tariff for this date