Sv bioeuparks kick off meeting 23 april 2013


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EC presentation during the bioeuparks kick-off meeting in Berln in april 2013

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Sv bioeuparks kick off meeting 23 april 2013

  1. 1. BIOEUPARKSKick-off (Project Officer) (Financial Officer)Berlin, 23 April 2013
  2. 2. 2Contents1. Intelligent Energy - Europe & the EACI2. Policy background and relevant initiatives3. Contractual / financial topics – key elements4. Making your project a success5. Do‟s and don‟ts – how to avoid frequent mistakes
  3. 3. 3Who are we?> Executive Agency for Competitivenessand Innovation. The 1st ExecutiveAgency created by the Commission in2004> Created by the European Commissionto manage EU programmesunder Commission control andresponsibility
  4. 4. 4What do we do?Management of the following EU programmes:Intelligent Energy -EuropeEntreprise EuropenetworkEco-innovation Marco PoloCompetitiveness and InnovationProgramme (CIP) 2007-13
  5. 5. 5Intelligent Energy - Europe:Delivers on …Real changeson the groundEU policyon energyefficiency andrenewables> Creating favourable marketconditions> Shaping policy developmentand implementation> Preparing the ground forinvestments> Building capacity and skills> Informing stakeholders andfostering commitment
  6. 6. In a nutshell> The IEE programme runs from 2007 to 2013 with730 mio€> Eligible countries: EU-27 + Norway, Iceland,Liechtenstein, Croatia & the Former YugoslavRepublic of Macedonia> Market development, capacity building,institutional change, regulatory shifts, promotion> not „hardware‟ investments or R&D> 3 fields of action – energy efficiency, renewablesand energy in transport> approx 250 ongoing projects 6
  7. 7. 7Policysupportstudies, StandardsCovenantofMayorsWebportalsEUSEWELENAConcertedActionswithMemberStatesEuropeanLocal ENergyAssistanceIEE - a tailored package of activitiesadditional to projects
  8. 8. Contents1. Intelligent Energy - Europe & the EACI2. Policy background and relevant initiatives3. Contractual / financial topics – key elements4. Making your project a success5. Do‟s and don‟ts – how to avoid frequent mistakes8
  9. 9. Policy background RES9By 2020:Greenhousegas levelsEnergyconsumptionRenewables inenergy mix-20% -20%100%20%8,5%
  10. 10. Policy background RES> Directive for the Promotion of Renewable Energy Sources (2009/28/EC)> Report from the Commission to the Council and the EP on sustainabilityrequirements for the use of solid and gaseous biomass resources inelectricity, heating and cooling [COM(2010)11]> Energy Roadmap 2050 (15 December 2011)> Communication "Renewable energy: a major player in the EU energy market"[COM(2012)0271]> Proposal for a Directive of the EP and of the Council amending Directive98/70/EC and Directive 2009/28/EC [COM(2012)595]> Report from the Commission to the EP, the Council, the European Economicand Social Committee and the Committee of the Regions – Renewable energyprogress report [COM(2013)175]> Green paper – A 2030 framework for climate and energy policies[COM(2013)169]10
  11. 11. Policy background NatureParks> Natura 2000: EU wide network of nature protection areas established under the1992 Habitats Directive (92/43/EEC). It is comprised of Special Areas ofConservation designated by MS under the Habitats Directives and alsoincorporates Special Protection Areas designated under the 1979 BirdsDirective (2009/147/EC)> EU Forestry Strategy (15 December 1998): framework for forest-related actionsin support of sustainable forest management (SFM)> Communication from the Commission to Council and EP – Reporting o theimplementation of the EU Forestry Strategy [COM(2005)84]> EU Forest Action Plan adopted on 15 June 2006 [COM(2006)302]> Review of the EU Forestry Strategy undergoing 11
  12. 12. Sustainable Forest Management> Sustainable forest management (SFM): The stewardship and use of forests andforest lands in a way, and at a rate, that maintains theirbiodiversity, productivity, regeneration capacity, vitality and their potential to fulfil, nowand in the future, relevant ecological, economic and social functions, atlocal, national, and global levels, and that does not cause damage to other ecosystems(source: Ministerial Conference for Protection of Forests in Europe (MCPFE).Helsinki,1993)> FOREST EUROPE (The Ministerial Conference on the Protection of Forests in Europe)is the pan-European political process for the sustainable management of thecontinent‟s forests> At the FOREST EUROPE Ministerial Conference held in Oslo on 14-16 June2011, Ministers responsible for forests decided to take further international actionconsisting of the elaboration of a Legally Binding Agreement on forests in Europe andestablished an Intergovernmental Negotiating Committee with the mandate to developsuch an agreement 12
  13. 13. Directive 2009/28/EC> Mandatory national targets> share of RES in gross final energy consumption leadingto 20% RES in the EU> share of RES in transport: 10% in each Member State> National action plans (NREAPs)> Means of cooperation:> statistical transfers between Member States> joint projects between Member States and with thirdcountries> joint support schemesDirective for the Promotion of RenewableEnergy Sources> Requirements relating to> administrative procedures(national, regional, and localcoordination)> information and training> guarantees of origin> access to and operation of electricity andgas grids> Sustainability criteria forbiofuels and other bio-liquids
  14. 14. EU sustainability criteria forbiofuels (Directive 2009/28/EC)Land exclusion criteria  biofuels cannot be made from rawmaterial obtained from land:> With high carbon stocks: dense forest, wetland, peatlands> With high biodiversity:> primary forests and other wood lands…> areas designated: (i) by law or by the relevant competent authority for natureprotection purposes; or (ii) for the protection or rare, threatened or endangeredecosystems or species recognised by international agreements or included inspecific lists, unless evidence is provided that the production of that rawmaterial did not interfere with those nature protection purposesGHG saving target:> Biofuels need to save at least 35% GHG emissions compared to fossilfuels, increasing to 50% in 2017
  15. 15. MS renewable energy shares2011
  16. 16. EU RES 2020(estimates from MS Renewable Energy Action Plans)16Technology Results from the National Renewable Energy Action Plans0500001000001500002000002500002010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020Heat pumpsBiomassWindTide, wave, oceanSolarGeothermalHydroktoeBioenergy is key to achieve the EU2020 renewable energy target
  17. 17. Biomass energy progress17Renewable Energy progress report COM(2013)175
  18. 18. Biomass sustainability –Stakeholders view18 NGOs/citizens concerned about risks posed by increasedharvesting on European and foreign forests, including impactson forest carbon and biodiversity Non-energy biomass users concerned about feedstockcompetition Bio-energy producers concerned about meeting parallel (andpossibly conflicting) national sustainability schemes Forest sector sees economic benefits of bioenergy butconcerned about the administrative burden of newsustainability criteria for forest biomass
  19. 19. Report COM(2010)11(February 2010)Solid and gaseous biomass sustainability> Less than 5% of solid/gaseous biomass is imported to EU> Many small sized energy-producers> Forestry, agriculture and waste management already subject toenvironmental rules at national/EU level + to voluntary schemes> Solid biomass/biogas - high greenhouse gas (GHG) savings> No need for a binding EU scheme> National biomass sustainability schemes can be developed – reportrecommends criteria for them> Commission to revisit the issue by the end of 2011
  20. 20. Sustainability of solid biomassand biogas20.EU recommendations to Member States to follow thesustainability criteria applying to biofuels, with someadaptations:.Land criteria do not apply to wastes.GHG accounting methodology to include end-useconversion, in order to promote efficient energy uses.Small bioenergy installations (below 1 MW) to beexempted to avoid excessive administrative burden.Biomass origin and quality in small-scale uses (e.g.households) to be monitored by Member States
  21. 21. The EC proposal on ILUC[COM(2012)595]21.5% cap on the amount of 1st generation biofuels that cancount towards the RES Directive targets.GHG saving target increased to 60% for new installations.Higher regulatory incentives for advanced non-land usingbiofuels (quadruple accounting).ILUC factors included only for reporting of greenhouse gassavings in Renewables and Fuel quality Directives
  22. 22. Key messages on bioenergy(from June 2012 EU policy paper on renewables)22.Biomass is critical for meeting the EU 2020 energy andclimate targets and will play an increasingly important role inthe decarbonisation of the EU energy sector by 2050.Significant new economic opportunities for EUfamers/foresters.Sustainable production/ efficient conversion are needed tominimize unintended negative consequences.Commission is currently considering the need for EUsustainability criteria for solid biomass and biogas
  23. 23. Links to relevant IEE projectsand initiatives> IEE projects and relevant initiatives> BiomassTradeCentres> BiomassTradeCentreII> Woodheat solutions (WhS)> AFO> Agriforenergy2> SolidStandards> EUBIONET III> BEN, BioRegions, BioBusiness, BioEnerGIS, Make-It-Be, PromoBio, RuralE.Evolution> BASIS, BioTeam and BiomassPolicies– NEW> S2Biom "Delivery of sustainable supply of non-food biomass to support aresource-efficient Bioeconomy in Europe"– FP7 project under negotiation> EUWOOD> IEE search tools> IEE project database:
  24. 24. Contents1. Intelligent Energy - Europe & the EACI2. Policy background and relevant initiatives3. Contractual / financial topics – key elements4. Making your project a success5. Do‟s and don‟ts – how to avoid frequent mistakes24
  25. 25. Your grant agreement Core agreement Special Conditions: account for thespecific needs of the IEE programme General Conditions: legal, admin.and financial provisions Annexes (I) Description of the action (II) Estimated budget of the action (III) Technical ImplementationReports and Financial Statements (IV) MandatesElements of the grant agreement Rights and obligations Between EACI and all beneficiaries One beneficiary acts as co-ordinator withadditional responsibilities vis-à-vis EACICharacteristics of the grant agreementRead the contract!Take your contract / workprogramme seriously and followthem carefully.25
  26. 26. > The coordinator has a very activerole:> Accountable for implementation inaccordance with the agreement> Intermediary for communication withEACI> Responsible for supplying documentsand information> Request and receive the payments> Request in time changes to theagreementRoles of the beneficiaries(Article I.3)> Co-beneficiaries areaccountable for the properperformance of planned workand reporting to the coordinator26
  27. 27. Reporting(Article I.6)> Technical progress reports (PR)> Number and periods covered depend on the duration of the contract> Interim report (IR)> Within 30 days of end of reporting period> Includes interim financial statement in EURO> Final report (FR)> Within 60 days of action completion> Covers the whole duration of the action> Includes the final financial statement in EUROCheck out the report templates in the “Managing a project" corneron our website! Don‟t forget that each IEEproject is required toproduce a publishable“Result-Oriented Report” The content and form mayvary – make it fit for purpose– consult your ProjectOfficer!27
  28. 28. Payment scheme(Article I.5)> 1st pre-financing: 30% of EU contribution> Conditional on receipt of financial guarantees requested, where applicable> Paid within max 30 days of official receipt of signed agreement and all mandates> 2nd pre-financing: 60% of EU contribution minus the amount of thefirst pre-financing> Conditional on approval of Interim Reports and consumption of 1st pre-financing> EACI has 90 days to approve the reports and pay the 2nd pre-financing> Pre-financing means that the funds are still deemed to be property ofthe European Commission, and shall need to be justified by costsincurred during the action.28
  29. 29. > Final balance: EU contribution calculated by EACI based on theaccepted eligible costs minus 1st + 2nd pre-financing paid> Conditional on approval of Final Reports> EACI has 90 days to approve the reports and pay the balance> At that stage funds paid as pre-financing can be recovered incase of underperformance of one or more partners, or whensome expenses are not deemed eligiblePayment scheme(Article I.5)29
  30. 30. How is the payment calculated ?1. Eligibility of costs is determined per beneficiary (Art. II.14, Art. II.17)> Technical analysis: e.g. costs are necessary and reasonable for implementation of theaction; etc> Financial analysis: e.g. costs are identifiable, verifiable, recorded in accounts, etc2. Non-eligible costs are rejected as a result of the technical analysis (e.g. actionimplemented poorly, activity not necessary for the action, with unreasonably highamount of hours, etc) and/or financial analysis (e.g. costs not identifiable, notverifiable, etc)3. Eligible costs are limited per cost category as set in Annex II => the accepted costs4. Summing up of all accepted costs from all financial statements5. Calculation of EU contribution as the % of the TOTAL accepted costs for the projectusing the funding % indicated in the contract (Art. I.4.3)30> Steps:
  31. 31. Suspension of payments(Article I.5/II.16.2)> EACI has 90 days to assess - approve (or reject) reports AND to pay> The approval/payment delay will start to run as of the moment that the„originals‟ & the „electronic‟ version of the reports have been received byEACI> EACI may suspend the approval and the payment delay> when the delivered report(s) is/are not complete OR> when it requires additional supporting documents or justification/information(see procedure II.16.2)> The coordinator will have 20 days to submit additionalinformation/documents or (a) new report(s)31Admissibility of financial statements: see the “Managing a project" corner on our website.
  32. 32. What happens in case of achange? Amendments (Article II.13)Different type of amendments depending on degree of changes:>Supplementary agreement („Contract Amendment‟)> Substantial changes e.g. change in consortium, substantial changes Annex I/II, …>Exchange of letters („Letter Amendment‟)> Small, but important changes e.g. change bank account, change reportingschedule, budget shifts > 20%, …>Modifications relating to merely practical administrative aspects withoutfinancial implications can be done through e-mail exchange> Minor changes e.g. change of address for correspondence, change of legalrepresentative, …> Changes can only be agreed in writing> Amendments must be requested to the EACI in good time BY THE PROJECTRESPONSIBLE / LEGAL RESPONSIBLE OF THE COORDINATOR before it is dueto take effect and in any case one month before the closing date of the action32
  33. 33. Budget transfer(Article I.4.4/II.13)> Budget transfers do not require an amendment to theagreement if:> The transfers do not affect the implementation of the action> The transfer between cost categories does not exceed 20% of the totaleligible costs of the beneficiary concerned> The transfer between beneficiaries does not exceed 20% of the total eligiblecosts of the receiving beneficiary> Note: This flexibility also means more responsibility on the project team tomanage soundly its budget respecting the grant agreement.> Budget transfers under 20% do not need to be submitted before the FinalReport. Please do not forget to inform the EACI at that moment.33
  34. 34. Termination of the Agreement or abeneficiary‟s participation (Article II.11)> Termination of the agreement by the coordinator in agreement with theco-beneficiaries> Termination of the participation of a beneficiary by or through thecoordinator> Termination of the agreement or the participation of one or severalbeneficiaries by the EACI> In cases specified by the article e.g. substantial failure vis-à-vis theobligations, misconduct, bankruptcy, misrepresentation etc.34> Procedural aspects of termination are given in the Article (e.g. provision ofreasons for termination, period of notification, etc.)
  35. 35. Cost categories35Eligible costsDirect costs- Staff costs- Subcontracting- Travel costs- Equipment costs- Other specific costsIndirect costs("overhead")60% of staffcosts (fixed)
  36. 36. Which cost are “eligible”?> relate to the purpose of the action> be included in the estimated budget(Annex II)> be necessary for the fulfilmentof the action> be generated during the duration of theaction (except costs relating to final reports &audit certificates within a max. period of 2months from completion of the action)> be reasonable, justified, consistent with theusual internal rules of the participant, and inaccordance with the principle of soundfinancial management, especially cost-effectiveness and “value for money”> be identifiable, verifiable anddetermined in accordance with therelevant accounting principles> be actually incurred by the participantand recorded in the accounts of theparticipant no later than the grantagreement completion date (exceptcosts final reports/audit certificates)> be compliant with the requirements ofapplicable tax and social legislation> be substantiated by properevidence allowing identification andchecking (except for the flat rateindirect costs)36
  37. 37. Which cost are “not eligible”?> Notional costs, i.e. revaluation ofbuildings/capitalequipment, estimated or imputedinterest, estimated rentals> value of contributions in kind (by aparty who is not a signatory to thegrant agreement: providesexpertise, meetingrooms, brochures etc. free ofcharge as their contribution to theaction)> "return on capitalemployed", includingdividends/other distributions ofprofits> provisions for losses or possiblefuture losses or charges> debt and debt service charges> interest owed> provisions for doubtful debts;> resources made available to aparticipant free of charge> unnecessary or ill-consideredexpenses, excessive or recklessexpenditure> VAT, unless a certificate from thenational tax authorities certifying thatVAT cannot be recovered is submitted> any cost incurred or reimbursed inrespect of another Community grant> exchange losses 37
  38. 38. Cost Categories: Staff Costs(Art. II.14.2)> Only costs of actual hours worked to be recorded in timesheets> Only costs related to persons on the payroll of the beneficiary> Only costs related to persons directly working on the project> secretarial/administrative/managerial costs are deemed to be included in the indirect costs> Only actual salaries plus social charges and other statutory costs included in theremuneration can be used to calculate the hourly rate> Specific bonuses paid out only for participation in EU projects are not eligible.> Substantial deviations from the average cost of similar labour in the countryconcerned must be evidenced> EACI does not reimburse „prices‟ (i.e. cost + commercial uplift)38Hourly rates of Contract Preparation Forms do not constitute accepted rates!!
  39. 39. > In-house consultants deliver external services and may beclassified under staff costs, if they meet ALL the criteria listed below:1. The consultant has a contract to work for the beneficiary which involves tasks to be carried out under theIEE grant agreement.2. The consultant works under direct instructions/supervision of the beneficiary.3. The consultant works in the premises of the beneficiary as part of the project team.4. The output of the work belongs to the beneficiary.5. The costs of employing the consultant are reasonable, are in accordance with the normal practices of thebeneficiary (provided that these are acceptable to the EACI) and are not significantly different from thepersonnel costs of employees of the same category working under a labour law contract for thebeneficiary.6. The travel & subsistence costs related to the participation of the consultant in project meetings or othertravel relating to the project is directly paid by the beneficiary.7. The applicable tax and related social security costs are paid by the consultant.8. The consultant must be a user of the beneficiarys infrastructure (i.e. user of the indirect costs).Cost Categories: Staff Costs(Art. II.14.2)
  40. 40. Method to calculate hourly rates (employees only):> Productive time is the total hours worked, excluding holidays, sick leave, or otherallowances. Calculation example :Days/year 365 daysLess 52 weekends 104 daysSubtotal 261 daysLess Annual holidays -22 daysStatutory holidays -15 daysSick leave - 5 daysTraining (Max. 10) - 4 daysTotal-Productive days 215 daysProductive hours/year (7 hrs/day) = 1.505 (or 125 hours/month)Productive hours/year (8 hrs/day) = 1.720 (or 143 hours/month)> Working time is the total of hours worked on the project (as recorded in thetimesheets)> Total gross remuneration costs (incl. social charges etc)> Hourly rate = Total gross remuneration costProductive hoursCost Categories: Staff Costs(Art. II.14.2)40
  41. 41. > Timesheets> Record of total working time spent per person per day (all activities)> To be signed monthly by person concerned & approved by management> Example EACI template (below) available on website (feel free to use own system if it meetsat least these minimum requirements)> Simplified timesheet can be agreed with EACI for minor participation.Name of staff memberName of Beneficiary/ PartnerTotal of working hours *Calendar YearCalendar Month* indicate number of working hours per day, week or monthCalendar Day 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18In case of absence, indicate one of the reason codesbelowHours worked on project ……….…………….**Hours worked on project ……….…………….**Hours worked on project ……….…………….**Other activitiesTotal hours (including overtime) 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0** indicate the reference of the projectAbsencesWeekend WESick leave SLPublic holidays PHAnnual holidays AHOther absence OACost Categories: Staff Costs(Art. II.14.2)41
  42. 42. Subcontracting(Art. II.9)> No formal limits (but only for limited tasks)> Co-ordination tasks cannot be fully subcontracted> Value for money: competitive selection process necessary> follow company rules> where no company rules exist – ask three offers> framework contracts are applicable> If not budgeted, prior agreement is necessary before subcontracting(tasks to be subcontracted need to be in Annex I)> Subcontract has to show reference to IEE project and clearly specify the tasks> Travel costs of subcontractors are part of subcontract> Results of subcontracts have to made available to project> EACI asks copies of subcontracts and checks value for money43
  43. 43. Travel & subsistence costs> Travel costs are sensitive in public perception – spend with much care> Plan meetings sufficiently in advance> Book early> People attending meetings have distinct roles, added value> Apply company policy> EACI asks for copy of invoices / expenses claims only on a sampling basis> If lunch or dinner costs are paid by organiser, these costs have to be excludedfrom subsistence costs44
  44. 44. Other specific costs> Consumables cost category not used in IEE, instead used"other specific costs"> Toner, office supplies, paper, photocopies, etc. included in indirect costs, not to be chargedas direct costs> Three biggest invoices to be submitted with cost statement> “Related to the action”, “reasonable”> Lunch / Dinner costs: 1 dinner per meeting, threshold of 40 EUR/person * twice n°of participants> Abonnements> Prizes> Often not spent and shifted to staff costs> EACI not in favour of such shifts45
  45. 45. Exchange rates(Art. I.11.2)For beneficiaries of non-EURO countries there are two options.Any conversion of actual costs into EURO shall be made:> at the monthly accounting rate established by the Commission and published on itswebsite applicable on the day when the cost was incurredor> at the monthly accounting rate established by the Commission and published on itswebsite applicable on the first working day of the month following the period coveredby the financial statement concerned.
  46. 46. Contents1. Intelligent Energy - Europe & the EACI2. Policy background and relevant initiatives3. Contractual / financial topics – key elements4. Making your project a success5. Do‟s and don‟ts – how to avoid frequent mistakes47
  47. 47. Your Project –Follow up of negotiation results> The Natural Parks participating in the project have confirmed that theycomply with the concept of "natural park" of Natura 2000, that their forestsare sustainably managed, that the solid biomass resources targets of theproject do not interfere with the nature protection purposes of the parks(specific subtasks in tasks 3.2.3 and 3.3.2 for monitoring) and that theproposed use of bioenergy resources is only for heat or CHP production andno exclusive electricity production.> Sustainability issues in using biomass resources from the parks have to becarefully taken into account in all project activities. Crucial for socialacceptance.> The consortium will look for synergies with other projects/initiatives, ensuringat all stages that overlapping will not occur. This has to be clearly reported.> The active participation and involvement of the target groups, including thedemand side, has to be ensured.
  48. 48. Your Project –Follow up of negotiation results> The different options for the set-up of bioenergy supply chains to beselected on the basis of fair and transparent selection criteria andprocedures, which should prevent unnecessary market distortions. To bedescribed in the reporting. A table for reporting purposes in Annex I.> Project planning has to allow for a proper dissemination of the project resultsin view of concrete achievements. Capitalisation of project results for thebenefit of stakeholders outside the consortium.> The transferability of the project results has been reinforced by including anumber of activities to involve European/International networks related toprotected areas.> Deliverables having as main target groups local/national actors to betranslated in the local languages.
  49. 49. Impact / PerformanceIndicators> EU has ambitious targets → expectations of IEE projects is high> Take your performance indicators seriously> Record and show impacts of your project. Clear evidence of allachievements to be provided!> Install appropriate monitoring system from beginning of the project - makeefforts to quantify your results and impacts> Provide reasons if indicators are not achievedProject objectives Strategy Action50
  50. 50. Your ProjectImpact indicators –Negotiation results> Concrete achievements are expected out of your project. Specific indicatorshave been introduced to measure the impact of the activities. Targets givenby country, when possible, and made more ambitious.> The baseline for the IEE Common Performance Indicators to be reviewed byJune 2013. Guidelines for the calculation of the IEE Common PerformanceIndicators on IEE website:
  51. 51. Create synergies> Liaise with other relevant regional, national or Europeaninitiatives> to exchange on the barriers faced and solutions found> to increase visibility of your action> to increase the impact of your action> to foster long-term sustainability of your action> Report on synergies to the Project Officer or/and inreports to EACI52
  52. 52. Communication –the missionCommunication is key for your project> Right from the project start> Audience driven:  what is in it for me?> Pro-active:  emphasis on marketing> Targeted and focussed> Clear and simple> Don’t forget the IEE logo & disclaimer rules !>
  53. 53. Feature on the IEE website54
  54. 54. Communication –the Project Website> Is: the “business card” of the project> Should be: up-to-date and attractive for your target groups> Should not be: a pure management tool for project team> Forbidden: project jargon such as „Deliverable n° x‟, „work package y‟ All public deliverables should be available for downloading as soon asthey are completed. Check out the website tips in the "Implementing your project" corneron the IEE website!55
  55. 55. CommunicationJoint efforts – EACI and you!56
  56. 56. Contents1. Intelligent Energy - Europe & the EACI2. Policy background and relevant initiatives3. Contractual / financial topics – key elements4. Making your project a success5. Do‟s and don‟ts – how to avoid frequent mistakes57
  57. 57. Frequent mistakes> Lack of interaction between partners resulting in failureto achieve European Added Value> partners working in parallel with limited real interaction> lack of interaction at (project) meetings (too much presentations, presentations, presentations)> lack of cross-country overview, analysis> Lack of focus - on concrete outcomes and impacts on the market; inadequatemonitoring of performance indicators> Insufficient efforts to ensure involvement and participation of stakeholders – lowparticipation at events, lack of feedback, low interest shown by market actors for theproject outcomes and deliverables> Unprofessional website, not user-friendly, mainly used as internal management tool;outdated and/or overambitious & empty in many sections58
  58. 58. Frequent mistakes –Public deliverables> (Re-)Use of material without quoting the sources:> Bad practice and danger of plagiarism> EACI encourages use of existing material with proper referencing in aserious, transparent and professional manner> Do not charge again to the project> Produced material/deliverables are not attractive for target group(s)> Inappropriate language (project slang such as work package, deliverable, …)> No author indicated, no date of publication, no quality control> Poor English> Poor layout> Public deliverables (brochure, video, website, event invitation etc.) haveno IEE logo and/or disclaimer> Rule: No logo - no payment !!59
  59. 59. Frequent mistakes -Reporting> Badly documented activities not able to substantiate the hours claimed - mayresult in reduction of accepted hours/costs> Think early how to monitor/report your activities> Keep track of your contacts with stakeholders (date, meetingagenda, minutes, further contacts…)> Be careful !! Communication & promotion are often badly documented> Misunderstanding that increases of hours to “use the budget” in case actuallabour rates or other specific costs are lower than budgeted do not need to bejustified. IEE looks to maintain the value for money – increased hours risk to berejected.> The publishable „Result-oriented Report‟ missing or not attractive> Late delivery to EACI due to delayed delivery of inputs from partners –discipline from partners needed60
  60. 60. Frequent mistakes –Financial issues> Time sheets do not reconcile the full working time of a person> See Time Sheet Model on the IEE web-site> Hourly rates of Contract Preparation Forms (CPF) are used in coststatements instead of actual rates based on real salary costs> Reporting period is wrongly referenced on financial statement> Copies of invoices are missing when submitting final financial statement> Reference to the project on invoices of subcontracts is missing61
  61. 61. Tips (Do„s!)> Read the contract> Take your contract & work programme seriously> Focus on project outcomes & results> Monitor your impact> Involve stakeholders> Keep regular contact with your Project Officer> Ask, if you are not sure> Put the Financial Officer in copy if contractual /financial issue62> Visit the Managing a project section of the IEE website
  62. 62. and enjoy the common learning andexchange across EuropeThank you!