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Reporting

Reporting. From a Lead Partner‘s point of view Salzburg, 30. June 2005 Waltraud Hartl, project management AlpFRail Logistik Kompetenz Zentrum Prien a. Chiemsee www.lkzprien.de. Reporting from a Lead partner’s point of view. Project Organisation Activity Report

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Reporting

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  1. Reporting From a Lead Partner‘s point of view Salzburg, 30. June 2005 Waltraud Hartl, project management AlpFRail Logistik Kompetenz Zentrum Prien a. Chiemsee www.lkzprien.de

  2. Reporting from a Lead partner’s point of view • Project Organisation • Activity Report • Information & Publicity Report • Financial Report • Sending data

  3. Reporting from a Lead partner’s point of view • Project Organisation

  4. 1. Project Organisation • Starting a project: • Time schedule for all „partner meetings“ • Time schedule for reporting • Definition of the communication within the partnership (Tasks of the WP manager)

  5. Time Schedule for partner meetings Time Schedule for Coordination Actions • Meetings on the last Thursday and Friday of each odd month (exceptions are in red) • Twice a year this meetings are PMC Meetings • Every 9 months combined TCC and FCC meeting (for report preparation) 1. TCC/FCC Meeting Do 01.04.04 1. PMC Meeting Mi 12.05.04 2. TCC Meeting Do 29.07.04 3. TCC Meeting Do 23.09.04 2. PMC Meeting DO 25.11.04 4. TCC/FCC Meeting Do 27.01.05 5. TCC Meeting Do 17.03.05 in Prien 3. PMC Meeting Mi, 15.06.05 in Venice 6. TCC Meeting Do 06.10.05 in Bozen 4. PMC Meeting Do 24.11.05 in Prien 8. TCC Meeting Do 26.01.06 9. TCC Meeting Do 30.03.06 5. PMC Meeting Do 25.05.06 10. TCC Meeting Do 27.07.06 11 TCC Meeting Do 28.09.06 6. PMC Meeting Do 23.11.06 12.TCC Meeting Do 25.01.07

  6. Time Schedule for partner meetings • 1. project report partners to LKZ 19.11.04 • project report LKZ to MA 10.12.04 • 2. project report partners to LKZ 06.05.05 • 2. project report LKZ to MA 27.05.05 • 3. project report partners to LKZ 28.10.05 • 3. project report LKZ to MA 25.11.05 • 4. project report partners to LKZ 14.04.06 • 4. project report LKZ to MA 12.05.06 • 5. project report partners to LKZ 29.09.06 • 5. project report LKZ to MA 27.10.06 • 6. Final report partners to LKZ 16.03.07 • 6. Final report LKZ to MA 13.04.07

  7. Tasks of WP Manager • Elaboration of an time scheduleDefinition of the interfaces (with date for transferring the information) • Implementation of the WP with direct communication to the partners (incl. organisation of work package workshops, …..) • Partners should ask questions directly to the according WP Leader • Obligation to report difficulties immediately to the Lead partner • Reporting of the WP status at the TCC Meetings • Writing an activity report  Documentation of the activities, time, achieved results (target/actual comparison) • Report of all important information into the project tracking • Writing of a final report

  8. Project Organisation Internal Organisation: Directory structure of the project: e.G. meetings

  9. Project Organisation Internal Organisation: • Important documents for each meeting: • Agenda • Invitation incl. reply coupon • List of signatures • Minutes • Pictures • Presentations • Next steps

  10. Project Organisation Internal Organisation: • Directory for the reporting: • Data of the partners • Activity report • Certifications of expenditure • Financial Report • Information & Publicity • Documents to JTS / MA

  11. Reporting from a Lead partner’s point of view 2. Activity Report

  12. 2. Activity Report Chapter 2: experience from LP‘s point of view

  13. 2. Activity Report Chapter 3.1: together with the WP managers

  14. 2. Activity Report Chapter 3.2: compare with Application form

  15. 2. Activity Report Chapter 3.5: see the minutes, response from partners, your own experience

  16. 2. Activity Report Chapter 3.6: outlook per WP

  17. 2. Activity Report General hints to the Activity Reports • Attachements are not part of the monitoring system  summary has to be part of the activity report • Report the problems as they are (you have less problems if you need approvals for changes)

  18. Reporting from a Lead partner’s point of view 3. Information & Publicity

  19. 3. Information & Publicity Report • Most important problem: Collection of the data • Solution: one dedicated person who collects the relevant data • Motivation of the partner: Reminder on the meetings or after invitations • Motivation catalysator: Project homepage

  20. Reporting from a Lead partner’s point of view 4. Financial Report

  21. WP Partner 1 - 5 cost category Partner 1 - 5 Entrancement of the financial report For each partner 1 table cost and 1 table WP plus summary sheet

  22. Column added: new budget Column added: CTA, reported by the partner Internal tool for financial report summary sheet of partner sheet

  23. more than 20% shift Financial report per partner

  24. 4. Financial Report Internal Excel File for controlling

  25. Reporting from a Lead partner’s point of view • Sending the data

  26. 5. Sending the data • Collection of all data in electronic way: if you have a scanner: scan all paper documents immediately • Copy all relevant data in a special directory (CD for JTS) • Collect all original paper in a special folder (for MA) • Print out all documents and collect them in the folder for the JTS • Last check with a check list for all data

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