Workshop
Reporting on activities and outcomes
Project representatives’ meeting
Brussels 15-16 March 2010 1
Outline of the presentation
I- Submission of the reports
II- Structure of the reports
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Description of the project’s progress
Statistics & Indicators
Table of Achieved/Planned outcomes
Summary report for publication
Statement on the costs incurred/Financial statement
III- Modifications during the project implementation
I- Submission of the reports
Submission of the reports
When?
Intermediate Report
When 70% of the 1st pre-financing has been disbursed
and not later than half way through the eligibility
period:
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2 year projects (15/01/2010-15/01/2012) 15/01/2011
3 year projects (15/01/2010-15/01/2013) 15/07/2011
Final Report
2 months after the end of the eligibility period:
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2 year projects (15/01/2010-15/01/2012) 15/03/2012
3 year projects (15/01/2010-15/01/2013) 15/03/2013
Submission of the reports
 Please note that the timely submission of the reports is
a contractual obligation.
 Any delay in reporting may have an impact on the
monitoring of the project.
 If you cannot meet the deadlines, please inform the
Education, Audiovisual and Culture Executive Agency in
writing immediately.
 An extension of the deadline for the submission of the
reports can exceptionally be granted if duly justified and
requested well in advance.
Submission of the reports
 The Intermediate and the Final Reports are submitted as a
paper copy using the forms available on the Tempus website
 Three copies of which one original to be sent by the
deadline with registered mail (date as per postmark) to:
Mr Klaus Haupt
Head of Unit
Education, Audiovisual & Culture Executive Agency (EACEA)
Tempus Unit/P10
BOUR 2/19
B-1049 Brussels
 An electronic version to be sent to:
eacea-tempus-project-management@ec.europa.eu
What do I need to send?
Intermediate Report: 1 original/ 2 copies
 Report on implementation of the project (including Statistics&
Indicators, Table of achieved/planned outcomes, Summary report for
publication)
 Statement of the costs incurred and Request for Payment
Final Report: 1 original/ 2 copies
 Report on implementation of the project (including Statistics&
Indicators, Table of achieved/planned outcomes, Summary report for
publication)
 Financial statement including the Request for payment and the
financial tables for each budget heading
 External audit report on the action’s financial statements and
underlying accounts (required if the Tempus grant as shown in Annex
II of the Grant Agreement is equal or greater than EUR 750,000)
Submission of the reports
Why two reports?
Intermediate Report:
Progress in relation to activities
Final Report:
Overall achievement level in relation to the total
awarded grant and details on all expenses
NOTE: The reports can be either accepted/rejected
 If rejected: Need to submit a new version
 Rejection linked to the non compliance with the reporting
requirements, not to the implementation of the project
itself.
II-Structure of the reports
Intermediate and Final Reports
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Report on implementation of the project
Statistics and indicators
Table of Achieved/Planned Outcomes
Summary report for publication
Report on implementation of the project
Intermediate Report
 Overall achievement
 Coherence with the workplan and comments on
deviations and modifications
 Obstacles and shortcomings
 Development of programmes and courses
 Restructuring: university management and governance
 Staff (re-)training
Report on implementation of the project
Intermediate Report
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Staff mobility
Student mobility
Academic coordination and administrative management
Equipment
Dissemination
Sustainability
Quality control and monitoring
Gender balance
Any other comment
Report on implementation of the project
Final Report
Part I Activities carried out
 Short description of the activities carried out since the
submission of the Intermediate Report
 Describe the main changes that have occurred in the plans
described in the IR.
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Development of programmes and courses
Restructuring: university management and governance
Mobility and training activities for staff and students
Equipment
Dissemination and Sustainability
Report on implementation of the project
Final Report
Part II Project outcomes and Impact
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Overall achievement level and impact
Obstacles and shortcomings
Curricular reform
Governance reform
Links with society
Mobility and training activities for staff and students
Equipment
Academic and administrative management
Dissemination and Sustainability
Unexpected outcomes
Gender balance
Statistics and Indicators
To gather statistical data and indicators of performance for the
period covered by the Intermediate Report or the entire project
duration
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Main targets:
Teacher training
Vocational Education and Training
Qualification levels addressed by the project
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Training and mobilities:
Training of partner country staff
Staff mobility
Student mobility
 Links to European Higher Education policies
Table of Achieved/Planned Outcomes
Aim: to provide the achievements of the project
in relation to the original proposal
The report contains one table for each outcome identified in
the project proposal:
1. Activities carried out and indicators of achievement
2. Planned activities and indicators for progress
3. Any proposed changes
Table of Achieved/Planned Outcomes
Example
Description of the project’s progress: some tips
 Identify questions that are relevant to your
project
 Build upon the information provided in previous
report (applicable to the Final Report)
 Don’t hesitate to report any shortcomings
 Don’t hesitate to give us background information
 Be as detailed as possible, demonstrating
progress with indicators
Description of the project’s progress: some tips
What do we mean by indicators?
 They are the “sign-posts” used to measure the
performance of the project throughout its lifecycle.
 They provide a basis for the monitoring of the
project’s progress and should therefore be
considered as an ongoing evaluation mechanism
within the project.
 Indicators should be specific in terms of quantity,
quality, time and target group.
Description of the project’s progress: some tips
Some examples of “Tempus” indicators:
“Staff trained”
 5 of the 10 staff members of the Department have acquired new
skills which have been evaluated and certified by the Project
Board in January 2010.
“Centre established”
 Centre formally established through Statute dated 1 September
2010 as a Unit of the Faculty, with 2 staff members, equipment, 3
classrooms and additional Faculty financial resources until 2015.
“Student mobility achieved”
 3 undergraduate students in their final year acquire in July 2009
20 ECTS following a 3-month study period in the EU during Spring
2009.
Description of the project’s progress: some tips
Dissemination
 Describe what has been done to disseminate the
results of the activities carried out, both within the
framework of the project and outside the project.
 Indicate: the type of activities and the
dissemination channels used to make the project
results available to larger beneficiary groups.
 If there have been any unexpected positive
secondary effects from project activities, please
describe them in this section.
Description of the project’s progress: some tips
Examples of dissemination activities
 Set up a project website (indicate the link)
 Brochures, newsletters of the partners
 Organisation of workshops, seminars, final
conference
 Information in the newspapers
Description of the project’s progress: some tips
Sustainability
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How did you achieve a multiplier effect of the project? Do you
think that the successes will go beyond the immediate target
group?
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Do you think that the beneficiaries (institutions) will be able to
sustain and develop the achievements of the project?
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Do you foresee any future co-operation between the
beneficiaries of your project?
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How do you plan to use the results of the project in the
future?
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What measures have been taken to formalise or
institutionalise links with local non-university partners?
Description of the project’s progress: some tips
Examples of Sustainability
 Accreditation of the new curriculum
 Memorandum of understanding between the project
partners to continue the collaboration after the end of
the project
 Agreements with other stakeholders
Summary Report for Publication
Aim:
To provide the EACEA with the main information about
the project, the progress, any problems, next steps and
any other remarks in a format that can be published
Statement on the costs incurred and
Request for payment
Intermediate Report
To provide the EACEA with an overview of the project
expenses and the co-financing situation together with the
state-of-play of project activities.
Intermediate Report
Example of Statement of costs incurred and
Request for payment
Financial statement
Final Report
 Financial statement: To provide the EACEA with the final
statement on all expenditure incurred in the framework of the
project.
 Fill the accompanying financial tables in the Financial
statement excel file published on the website
 Fill each of the 9 different excel worksheets
 For each budget heading: you must declare all expenditure
incurred by the project during the eligibility period, both paid by
Tempus and co-financed.
 NOTE: Request for payment of the balance (Annex 13)
Financial statement
Final Report
Supporting documents for expenditure
Only for:
 Equipment if the costs exceeds EUR 25.000 (invoices)
 Sub-contracts if the costs exceeds EUR 25.000
(conventions/contracts and invoices)
Financial statement
Final Report
External audit report on the action’s financial
statements and underlying accounts
 Required if the Tempus grant as shown in Annex II of the
Grant Agreement is equal or greater than EUR 750,000.
 Cost of the external audit report can be charged under
“Other costs”.
Final Report
Example of Financial Statement
Reports & Payment Cycle
Payment of 1st pre-financing: 60% of the amount specified at I.4.3 of the Grant
Agreement within 45 days of:
- the date when the last of the parties signs the GA
- upon receipt of a financial guarantee if required in Annex I
INTERMEDIATE REPORT: when 70% of the first pre-financing has been disbursed and
not later than half-way through the eligibility period
- report on the action’s implementation (IR)
- summary report for publication
- statement on the costs actually incurred and request for payment of the 2nd prefinancing (30% of the amount specified at I.4.3 of GA) when 70% of the 1st
pre-financing has been disbursed)
Payment representing the 30% of the amount specified at I.4.3 of GA within 45 days
following reception of request for payment
FINAL REPORT - 2 months after the end of the eligibility period
- final report on the action’s implementation (FR)
- summary report for publication
- financial statement and supporting documents
Payment representing the balance of the grant within 45 days following approval of FR
III- Modifications during the project
implementation
Modifications
Prior written request to the EACEA for authorisation is
needed for:
 Addition of a consortium member
 Withdrawal of a consortium member
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Changes of contact person at the coordinator/co-beneficiary
Modification of project’s activities
Modification of the budget
Extension of the eligibility period
NOTE: Some modifications lead to an Amendment to the Grant
Agreement
Modifications: general advice
 Modifications in terms of budget and activities
acquire contractual value after prior written
approval of the EACEA.
 Requests for modifications should be duly
justified in relation to the project objectives.
 Modifications should be detailed and asked well
in advance.
 Modifications can be introduced either through the
Intermediate Report or through general
correspondence.
Addition of a consortium member
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A request should be sent to EACEA: a new partner is eligible
for funding only after approval by the EACEA.
A new co-beneficiary should be included before the final
project year.
The request should contain a detailed justification of the
reasons why the new co-beneficiary should join.
The enlargement will not lead to an increase of the
maximum grant amount.
Formal requirements:
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Request by the coordinator
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A mandate signed between the coordinator and the new cobeneficiary
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Letters from all the current co-beneficiaries, confirming their
agreement to the inclusion of the new institution
Withdrawal of a consortium member
Procedure
1.
The withdrawing institution should send an official letter
signed by the legal representative to the coordinator
confirming their withdrawal from the project.
2.
The coordinator should send written confirmation to
EACEA including:
 a detailed description indicating the consequences on
the project’s objective(s), outcomes and activities.
 the letter from the withdrawing co-beneficiary
NOTE: The eligibility criteria of the partnership indicated in
the Call for Proposals must always be respected.
Change of contact person at the coordinator/
co-beneficiary
Procedure
Change at the coordinator:
Send a written confirmation (letter) signed by:
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the new contact person
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the former contact person of the coordinator
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the legal representative of the coordinator
Change at one of the co-beneficiaries:
 The coordinator should send an email confirmation to
EACEA
NOTE: The coordinator can be changed but only under the
most exceptional circumstances.
Modification of the project activities
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Requests for modifications should be duly justified in
relation to the project objectives.
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The budgetary implications of these changes will also
need to be taken into account.
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Requests for modifications should be detailed (nature and
type of activities, overall added value, etc.)
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Such changes should be introduced either through a prior
written request or in an interim report.
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Requests should be made well in advance.
Modification of the budget
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Budget modification is required when more than
10% of increase of a budget heading.
(when less than 10%, no need of prior authorisation)
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Need to ask a budget modification before the
additional costs are incurred.
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Provide the original budget and the new
budget, indicating clearly the transfers done
between the budget headings.
Extension of the eligibility period
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Extension of the eligibility period might be granted on an
exceptional basis.
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Delays inherent to the project and in the implementation
of the work plan will not be considered sufficient reasons.
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Only one extension granted for a maximum of 12
months.
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The extension of the eligibility period will require a formal
amendment of the Grant Agreement.
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The request should be made as soon as possible and, in
any case, no later than one month before the end of
the eligibility period.
General advice for your reporting
 Schedule the co-ordination meetings in due time
 Coordinator should be involved in the reporting
 Provide clear and concise information
 Do not under-estimate the time and the human
resources needed for the reporting activities
 Collect the supporting documents as soon as
activities have taken place
Who may help?
 Frequently Asked Questions on the Tempus website
The contact person at the Tempus Unit in EACEA
EACEA-Tempus-Project-Management@ec.europa.eu
 The NTO or the NCP
 The International Relations office of the University
EVE
Espace Virtuel d’ Echange/Virtual Platform for
information sharing
 Public electronic platform for the dissemination and
exploitation of project results
Project coordinators can upload basic information
about their project and its results (outputs, pictures,
links, presentations)
More information:
http://www.ec.europa.eu/eve
Guide for project promoters
More on:
http://eacea.ec.europa.eu/tempus
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