Project Planning and a short Introduction to Working Procedures Angela Schultz-Zehden PlanCoast Coordinator Angela Schultz-Zehden, Ancona, 13th July 2006.

Project Planning and

a short Introduction to Working Procedures

Angela Schultz-Zehden

PlanCoast Coordinator

Angela Schultz-Zehden, Ancona, 13th July 2006

PlanCoast Players I• Lead Partner

– Responsible for ENTIRE Project– Main Partner to Management Authority– Collects and submits Interreg Reports / ERDF Payment Claims– Also in charge of Common Activities

• Work Package Coordinators:– “Primus inter Pares” among Project Partners of various work package– Moderate, coordinate and synthesize discussions during WP workshops– Drive the work plan - possibly initiate virtual discussions or even possibly extra meetings

outside PlanCoast conferences– No formal responsibility (not responsible for reporting / finance) => focus on content

• Project Partners:– ALL Partners (incl. Lead Partner / Work Package Coordinators) also normal Project Partners– Project Partners have own projects according to application form and keeping in line with

overall PlanCoast ideas, objectives, time-table– Project Partners contribute to common project parts

• EU Project Partners / Non-EU Project Partners

Angela Schultz-Zehden, Ancona, 13th July 2006

PlanCoast Players II• PlanCoast Steering Group

– Smaller decision making body of PlanCoast– Lead Partner, WP Coordinators and one representative of each Sea– Project Coordinator Secretariat Function

• Project Coordinator:– Assists all Project Partners in administrative side of PlanCoast Project– Administration of Common Activities– Mainly there to HELP you - so that all of you can focus on the CONTENT of the project– Main First Contact Point for ALL => We will then further some questions to relevant

parties– NOT legally responsible

• CADSES Officials and Other EU Programme Officials:– Responsible for Issuing of EU Co-Finance– Check Projects (according to reports, payment claims, etc.)– Check Projects against EU regulations

• PlanCoast Interest Groups / Stakeholders– International Organisations (EU / Black Sea / UNEP MAP)– Any other interested parties

Angela Schultz-Zehden, Ancona, 13th July 2006

Some Basic Facts on PlanCoast Contracts

• Application Form dated 7th Nov 2005 is the BASIS to everything!– Changes only possible with great difficulty!– Furthermore EU Regulations / CADSES Programmes / etc.

• Subsidy Contract:– Between Lead Partner and Management Authority– Stipulates rights & duties of Lead Partner / Amounted of granted funds / Application

Form and Joint Conventions PART of subsidy contract

• Joint Convention:– Legal relation between Lead Partner and all Project Partners– Rights, duties, responsibilities, field of co-operation

• For Non-EU Partners:– Separate Subsidy Contract with contracting authority in own country– Normally no further application needed - only possibly further specification

Angela Schultz-Zehden, Ancona, 13th July 2006

Some Basic Facts on PlanCoast Finances

• Generally all Project Partners responsible for their OWN project finances!– At the moment also here application basis for everything– Some changes -- esp for non-EU Partner still possible– But everything needs to be explained

• BUT: small percentage of budget should be reserved by all Partners for common activities necessary for overall PlanCoast project

– Covers external expertise / costs for• general project coordination for all • general project promotion• common activities (evaluation, recommendation, etc.)

– Every partners receives separate invoices for all these costs

• In addition: some Partners have own sub-projects with common purpose– Video / DVD on maritime spatial planning– Conferences– Regional Studies

Angela Schultz-Zehden, Ancona, 13th July 2006

Differences between ERDF and PRAG

• Reimbursement of actually incurred expenditures (retrospective co-financing) vs.

fixed instalments according to payment schedule (incl. advance payments)• BUT: Final invoice / payment also in PRAG all according to REAL expenditures• Eligibility: From Date of Project Start (even in the past) vs.

from the date of concluding the contract on• Higher degree of freedom and flexibility for ERDF Partners regarding use of

project funds, project changes, shifting of funds, etc.• Different kind of budget lines and higher restrictions in PRAG => more and far

more detailed explainations of use of funds BEFORE project start• Relatively free use of external expertise vs.

More explanations necessary for sub-contracting => already from EUR 5000 “tenders!”

Angela Schultz-Zehden, Ancona, 13th July 2006

Common Project Coordination Tasks

For All• Regular Half-Year Reporting to CADSES about activities carried out

and finances used by all partners• Management of Common Project Activities and Costs• Co-organisation of half-yearly PlanCoast workshops• Coordination and maintenance of PlanCoast WebSite • Production and dissemination of other common promotional and

informational material • Maintenance of contacts with interested parties of PlanCoast• Correspondence with CADSES Joint SecretariatFor EU• Issuing of Payment Claims to receive EU Co-Finance• Management of Trustee Account for EU Co-Finance

Angela Schultz-Zehden, Ancona, 13th July 2006

General Project Reporting / Invoicing Timetable

Angela Schultz-Zehden, Ancona, 13th July 2006

Sample Progress Report

Angela Schultz-Zehden, Ancona, 14th July 2006

Principle of Comparison

Comparison between envisaged activities and milestones foreseen in the project application

and

activities and milestones actually carried out or finished in the respective period

• All deviations will need to be explained, justified and solutions offered =>• MA / SC / MC may decide on possible consequences

Angela Schultz-Zehden, Ancona, 13th July 2006

Partner Project Reporting: General Remarks

DO NOT WORRY! :-)

• Coordination Office sends you pre-filled forms, which are AS SIMPLE AS POSSIBLE

• ONLY stick to your OWN activities and costs and inputs to common tasks

• WE will put together all partner reports / payment claims into ONE BIG report to be submitted by Lead Partner to JTS / MA

BUT! :-O

• Stick to Timing! - No exception is made for sticking to CADSES deadline

• INDICATE immediately to any kind of PROJECT CHANGES and do NOT assume automatic approval - ask BEFOREHAND

• Check fit to regulations yourself - LP is NOT responsible for non-payment

Angela Schultz-Zehden, Ancona, 13th July 2006

Partner Project Promotion / Dissemination InputMain Communication Tool:

www.plancoast.eu

PlanCoast Corporate Identity• ALWAYS use PlanCoast Logo (to be found on PlanCoast website)• ALWAYS use SAME PlanCoast main description (as in flyer)• ALWAYS use also EU & CADSES Logo (to be found on www.CADSES.net)

Make www.plancoast.eu a success!• Provide regular input (minimal requirement: half-year reporting)• Provide us with links to other useful websites • Create links FROM other websites to PlanCoast• Send as much info as possible on own organisation / sub-projects / etc.• Provide us with any kind of reports, photos, etc. (also from other sources) for download section

on ICZM / maritime spatial planning• If wanted: Translation of www.plancoast.eu in national languages (but from own funds)• Maintenance of www.plancoast.eu exclusive with project coordination

Angela Schultz-Zehden, Ancona, 13th July 2006

Final Remarks

• We are there for you! • We want to make your project work as easy as possible so that you can

concentrate on content rather than formalities• BUT: Please communicate with us!• We can only advice or solve problems, if we know about them!• The earlier we receive information - the better we can help!• If we indicate limitations, it is NOT because we do not want to help, it is because

we want to avoid problems with EU and risk EU Co-Finance• If there are delays, it is NOT because we do not want to work, but due to

procedural limitations!

Angela Schultz-Zehden / Kasia Scibior

[email protected] or [email protected]

Angela Schultz-Zehden, Ancona, 13th July 2006