Activity Reporting Lead Partner Seminar 14th November 2012 City Hotel, Londonderry/Derry, Northern Ireland, UK Rachel Burn
Activity Reporting
Lead Partner Seminar
14th November 2012City Hotel, Londonderry/Derry, Northern Ireland, UK
Rachel Burn
Activity Report in the Progress Report lifecycle
Reporting is important!
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
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).
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
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
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
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
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
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)
Section 3: Indicators
Priority 1 or 2 specific indicators (reporting should be accumulative) Activity Output Result
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
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?
Section 4: Project Financial Information
Project Expenditures Total approved project budget Total certified expenditures
Current reporting period Accumulative
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
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.
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
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
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?
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?
Additional new questions for All projects Evidence of energy impact Increase Decrease Neutral Project result impact on energy usage
Evidence of CO2 emission impact Increase Decrease Neutral Project result impact on CO2 emissions
Justify and describe your project energy saving / CO2 emission impact:
When making the final report:
- Please note that your project is expected to report on the following indicators related to Environmental Impact
Section 7: NPP 2007-2013 Horizontal Principles
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
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.
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).
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.
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!
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: [email protected]
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
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.
No Report = No Money!!
Thank you for listening!