sarma project development wp1 project management and coordination sarma internal handbook alianta...
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SARMa project developmentWP1 Project management and
coordinationSARMa internal handbook
Alianta d.o.o., Ljubljana
Split, 4-5 February 2010
Main milestones
Submission of 5 Partner reports (October – November 2009)
Submission of first Progress Report (1 December) Time consuming, a lot of paperwork – but we
learned a lot, next time it will be much easier Updated Handbook New PPR model
Why SARMa, why we are here
SEE – territorial cooperation programme Individual and common benefits Why are we doing this? What will be the benefits? What will we learn? Who will we meet?
Project management Achieving project aims and objectives Achieving desired impact in cooperating
organisations and at stakeholders Preparing planned deliverables Project management aims to
– Make implementation effective– Assure proper reporting– Enable receiving EU funds
SARMa internal handbook
Aims of the handbook
Structure of the handbook
Useful templates
Aims of the handbook
Compile most important project management topics One source of most important instructions To make project management
– easier– more effective– less time consuming
Aims of the annexes & templates
To simplify the work of partners
To minimise time needed for the preparation of documents
To have unified SARMa visual identity
Structure of the handbookI. Glossary
II. Project organisation
III. Contractual relations
IV. Project changes
V. Information and publicity
requirements
VI. Management plan of the
project
VII. Guidelines for preparation of
outputs
VIII.Internal and external
evaluation
IX. Financial management
X. Reporting
XI. Monitoring and audit
ANNEXES – TEMPLATES!!!
II. Project organisationLEAD PARTNER
PROJECT MANAGERTHEMATIC PROJECT MANAGER
STEERING COMMITTEE
1 REPRESENTATIVE OF EACH PARTNERPROJECT MANAGER
COMMUNICATION MANAGER
JOINT TECHNICAL
SECRETARIAT
QUALITY MANAGEMENT BOARD
WP LEADERSPROJECT MANAGER
COMMUNICATION MANAGER
WP 2WP Leader
WP Deputy Leader
WP 3WP Leader
WP Deputy Leader
WP 4WP Leader
WP Deputy Leader
WP 1WP Leader
WP Deputy Leader
WP 5WP Leader
WP Deputy Leader
ACTIVITIESActivity Leader
Core Group Other Involved
PartnersObservers
ACTIVITIESActivity Leader
Core Group Other Involved
PartnersObservers
ACTIVITIESActivity Leader
Core Group Other Involved
PartnersObservers
ACTIVITIESActivity Leader
Core Group Other Involved
PartnersObservers
ACTIVITIESActivity Leader
Core Group Other Involved
PartnersObservers
ADVISORY BOARD
3 EXTERNAL EXPERTS
NATIONAL CONTROLLERS / NATIONAL CONTACT POINTS / IPA CONTRACTING AUTHORITIES
III. Contractual relations
Subsidy Contract Partnership Agreement Annex soon IPA Grant contracts 10 % partners and procedures
External expertise & public procurement !!!
Contractual relations – ANNEXES
Notification to the LP on project change
Template for the Report of a subcontractor
Template for the Partner’s confirmation about accurately implemented external service
IV. Project changesProcedure
Type of project change No previous approval; No change of
Subsidy Contract Previous approval and Addendum to
Subsidy Contract
Partnership change X Always need MA or MC decision
Project content change X Always need MC decision
Budget reallocation between Project Partners
X Need MA or MC decision Can be requested only once
Budget reallocation WP Until cumulated amount of reallocation(s) remain below 20% of the Project budget of ERDF project partners;
JTS to be informed in Progress Report
In case cumulated amount of reallocation(s) exceed 20% of the Project budget of ERDF project partners
Need MC decision Can be requested only once
Budget reallocation Budget Lines
Until cumulated amount of reallocation(s) remain below 20% of the Project budget of ERDF project partners
JTS to be informed in Progress Report
In case cumulated amount of reallocation(s) exceed 20% of the Project budget of ERDF project partners
Need MC decision Can be requested only once
Project duration prolongation X Need MA or MC decision Can be requested only once
Administrative changes JTS to be informed in Progress Report X
V. Information and publicity requirements,organisation of events
Visibility & communication = our shared responsibility WP2 – Communication plan with detailed instructions
To be respected with ALL internal and external communication External communication use 3 logos AND disclaimer Internal communication use the 3 logos in header Other logos: can be placed in the footer/common agreement
Visual identity – TEMPLATES
Meeting templates:– Meeting agenda– Meeting minutes– Attendance list– Checklist for meetings/events – Evaluation Questionnaire for
Meetings– Evaluation Report for Meetings– Badges for participants– Registration form
Dissemination report !!!WordPPTPoster
VI. Management plan of the project WP/activity Duration Leaders Outputs Results
5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 101 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
WP1TRANSNATIONAL PROJECT MANAGEMENT AND COORDINATION GeoZS 274.869,60 EUR
1.1 Thematic project management GeoZS 26.894,00 EUR
1.2 Administrative and financial project management (R=reporting) R R R R R GeoZS 123.922,00 EUR1.3 Project meetings IT HR RO GR SI GeoZS 92.513,60 EUR1.4 Internal and external project evaluation GeoZS 31.540,00 EUR
WP2 COMMUNICATION AND DISSEMINATION TUC 334.952,28 EUR
2.1
Awareness-raising promotional activities: communication strategy, press conferences, website, promotional campaigns and materials: 2 leaflets (start and medium of project), brochure, posters TUC
METE, IGME, MINGORP, ANPAR, ER, GeoZS
1 Communation strategy and plan30 Articles published in professional magazines (2 per partner) (O1)1 Project website (O17)10 Press conferences – with each event and kick-off meeting (O2)4950 Promotional leaflets at project start and before end and specialized leaflets for local events (2.050 in English and 2.900 in local languages) (O4) 1.500 Promotional posters with different thematic – 100 per partner (O4)
108.603,56 EUR
2.2
National and regional capacity building activities - 14 workshops/seminars: WP3: ER, IGR, IGME 2x, METE, MINGORP, RGF, ANPAR;WP4: MBFH 2x,WP4 and 5: ER, IGR, IGME, TUC
CRO
GR RO AL
HU
ER GR
SR
GR ER
RO
HU
GR TU
IGR
ER, PARMA, IGR, IGME, METE, MINGORP, RGF, ANPAR, MBFH, TUC
13 Regional and national capacity building workshops organized (O6 and O7)
84.029,52 EUR
2.3
Transnational capacity building activities (workshops, mobilisation campaign, stakeholder forums, international roundtable, final conference): CRO - Split, RO - Bucharest, GR- Pella/Thessaloniki, AT- Leoben, SLO - Ljubljana
CR RO MILANO
GR AT SLO
IGR
MINGORP & MGK10, IGR & FGG, PELLA & IGME, MUL, GeoZS
6 Transnational capacity building events organized (O5)
142.319,20 EUR
WP3 EXTRACTION AND DEMOLITION SITE LEVEL ACTIVITIES IGME 483.426,34 EUR
3.1 Environmentally friendly extraction practices TUCIGME, ER, PARMA, FGG, MINGORP, RGF
5 Preparatory reports on the basis of case study analyses of each location: MINGORP, IGME + PELLA, ER + PARMA, FGG, RGF (O1a)1 Synthesis report on the basis of preparatory reports on environmentally acceptable quarrying (O9)2 Study visits at partners’ locations (O8)2 Prepared recommendations for socially acceptable quarrying for industry and for authorities (O10) 118.564,70 EUR
3.2 Illegal quarrying IGRMETE, PELLA, IGME, MINGORP, ER, PARMA
5 Preparatory reports on the basis of case study analyses of each location: ER, MINGORP, METE, PELLA + IGME, IGR (O1a)1 Synthesis report on the basis of preparatory reports on prevention of illegal quarrying (O9)1 Study visit at partners’ locations (O8)1 Prepared recommendations on socially acceptable mining (O10)1 Action plan for social licence to quarry (O12)1 Database framework for illegal quarrying (O13) 174.432,40 EUR
3.3 Recycling ANPAR IGME, IGR, GeoZS, METE
5 Preparatory reports on the basis of case study analyses of each location: METE, IGME, ANPAR, IGR, GeoZS (O1a)1 Synthesis report on the basis of preparatory reports on recycling (O9)2 Study visits at partners’ locations (O8)1 Manual on life cycle analyses (O4) - 2200 copies: 30 per partner in English + 280 for LP; 100 per partner in local language1 Prepared recommendations on quarry waste (O10)1 New service developed: scheme for lifecycle analysis (LCA) (O19) 102.535,70 EUR
3.4
Preparation of a joint handbook for stakeholders' decision making at local level: How to achieve aggregates resource efficiency in local communities: environmental footprints, recycling & illegal quarrying IGME
TUC, IGR, ANPAR, ER, RGF, FGG, PARMA, MINGORP, METE, PELLA, GeoZS
1 Joint manual for stakeholders' decision making at local level: How to achieve aggregates resource efficiency in local communities (O4) - 2200 copies: 30 per partner in English + 280 for LP; 100 per partner in local language 87.893,54 EUR
WP4 REGIONAL AND NATIONAL LEVEL ACTIVITIES MBFH 475.849,80 EUR
4.1 Sustainable aggregate resource management (SARM) MBFH
MUL, TUC, PELLA, ER, MINGORP, RGF/ALL COUNTRIES
10 Preparatory reports on the analysis of legislation and procedures in each participating country (O1a)1 Synthesis report on SARM in all countries (O9)2 Recommendations on effective implementation of (EU) legislation; for effective aggregate policy and management (O10) 182.335,60 EUR
4.2 Planning for security of supply (SSM) ER
METE, MUL, PELLA & IGME, MINGORP, FGG, ANPAR, PARMA, TUC, GeoZS
7 Preparatory reports on the national (4: SI - GeoZS, HR - MINGORP, AL - METE, RO - FGG/IGR) or regional supply (3: AT Styria - MUL, GR Pella, IT Parma) (O1a)1 Synthesis report on SSM in all countries (O9)1 Recommendations for development and land use planners (O10)1 GIS in management of aggregates in terms of resources availability and exploitation, use, transportation types and routes (O13) 293.514,20 EUR
WP5 SEE TRANSNATIONAL LEVEL ACTIVITIES MUL 327.137,98 EUR
5.1 Harmonization of legislation and policies IGME
MUL, MINGORP, FGG/IGR, GeoZS, MGFH, ER
1 Synthesis report on activity 5.1 (O9)1 Recommendations on the transnational level for decision-makers on SARM (O10)1 Service: structure and protocol for AIS (data, information, maps, legislation, protocols, etc.) as infrastructural ground for regional centre (O19)4 Reports on case studies on harmonization: transborder AT-SI-HU-HR; 3X crossborder: GR-FYRM; RO-BG; IT - AT, FR(O1a) 65.457,56 EUR
5.2 Sustainable supply across SEE regions or countries MUL
METE, PELLA, MINGORP, MBFH, GeoZS, FGG, MGK10
1 Synthesis report on activity 5.2 (O9)3 Study visits combined with transnational events (30 persons per visit) (O8)1 Recommendations on the transnational level for decision-makers on SSM (O10)5 Reports on case studies on sustainable supply: transborder AT-SI-HU-HR; 4X crossborder: ALB, GR, BIH, RO (O1a) 104.919,72 EUR
5.3
Preparation of a common manual on sustainable aggregates resource management and supply mix on regional, national and transnational level MUL
MBFH, MUL, TUC, PELLA, ER, MINGORP, RGF, METE, IGME, FGG, ANPAR, PARMA, GeoZS, MGK10
1 Manual on SARM and SSM at regional, national and transnational levels - 2200 copies: 700 copies in English (30 per partner and 280 for LP) and 1.500 in local languages (100 per partner) (O4)
78.365,30 EUR
5.4Sustainable aggregates supply follow-up activities: setting the ground for a regional centre for sustainable aggregates supply GeoZS
MUL, IGME, TUC, MBFH, IGR, FGG
1 Feasibility study for the Regional Centre on SARM and SSM (O9)1 Joint action plan for establishment of the Regional Centre on SARM and SSM (O12) 78.395,40 EUR
2 Common agreements formulated on transnational level for decision-makers on SARM and on SSM (R7)1 Common methodology adopted among partners on Aggregate Intelligence System (AIS) (R8)2 New tools developed: 1 manual for stakeholders on regional, national and transnational level and 1 methodology (AIS) (R13)1 Pilot action prepared on trans-border area AT-SI-HR-HU on cross-border supply of aggregate resources (R15)1 Pilot action implemented on trans-border area AT-SI-HR-HU on cross-border supply of aggregate resources (R16)1 Advanced tool adopted to improve knowledge management within the partnership: AIS (R19)30 Individuals benefiting directly from newly developed service on AIS (R22)1 Investment proposal prepared for the regional centre on sustainable aggregates management (R23)
4 Common agreements on recommendations for environmentally friendly quarrying, recycling and illegal quarrying for industry and authorities (R7)2 Common methodologies adopted among partners on database framework on illegal quarrying and LCA scheme (R8)4 New tools developed: 2 manuals for stakeholders on local level and 2 methodologies (database framework on illegal quarrying and LCA scheme) 3 Environmental impact studies – synthesis reports (R14)3 Pilot actions prepared for each activity of WP3: Greece for 3.1 and 3.3, Albania, Tirana for action plan and database framework, Slovenia for LCA (R15)3 Pilot actions implemented for each activity of WP3: Greece for 3.1 and 3.3, Albania, Tirana for action plan and database framework, Slovenia for LCA (R16)3 Tools adopted to improve knowledge management within the partnership: study visits, joint methodology on database framework and LCA analysis (R19)30 Employees in quarries benefiting directly from newly developed service for LCA (R22)20 Private market reactions achieved by increasing environmentally friendly quarrying (R24)
3 Common agreements on implementation of (EU) legislation; for aggregate policy and management; and for development and land use planners (R7)1 Common, interoperable methodology adopted among partners on GIS (R8)6 Regional/local policies improved on SARM and SSM in participating regions as partners or observers: PELLA, PARMA, ER, MGK10, RCM, ACHAIA (R11)1 New tool developed: methodology on GIS (R13)3 Advanced tools adopted to improve knowledge management within the partnership: SARM, SSM and GIS (R19)23 Regions proactively promoted by all partners and observers (R20)2 Common management structures established on SARM and SSM (R21)15 Infrastructure of common interest improved: regional aggregate supply improved by Aggregate Intelligence System in 15 regions (one per partner) (R26)
WP/ activity
all
1 Website - permanent information source in operation (R1)9900 Individuals reached through dissemination of the manual (3.300 per manual) (R2)5940 Individuals reached directly through dissemination outputs in the co-operation area – leaflets (R2)100 Individuals reached directly through dissemination outputs in the co-operation area – press conferences (R2)1000 Individuals reached directly through dissemination outputs in the co-operation area – posters (R2)500 Administrative actors reached directly through dissemination outputs in the co-operation area (R3)1500 Private sector actors reached directly through dissemination outputs in the co-operation area (R4)1000 SME reached directly through dissemination outputs in the co-operation area (R5)7 Advanced tools adopted to increase project visibility: website, manuals, workshops, articles, press conferences, leaflets, posters (R6)150 Staff members with increased capacity (awareness/knowledge/skills) (5 per partner) (R18)
1 Quality assurance plan (management plan)5 Project meetings held6 financial and progress reports6 Evaluation reports 1 Common management structure established
ResultsTotal amount
per WP/activityWP/ activity
WP/activity leader
Core group members Outputs
Duration: year/ months red line: reporting periods2009 (may - dec) 2010 (jan - dec) 2011 (jan - oct)
VII. Guidelines for preparation of outputs
Output standards
Editing guidelines
Output cover page
2nd page of the output
VIII. Internal and external evaluation Internal evaluation:
a. Quality Management Board = planning & ecvaluation of outputs & results
b. Internal technical evaluation – Alianta
c. Evaluation of events - TUC
External evaluation:
Advisory Board = 3 external experts
Scientific evaluation of results and achieved objectives
X. Reporting Reimbursement of costs Reporting methods Reporting procedure Eligibility of costs
– Staff costs - Overheads – Travel and accommodation - Equipment– Financial charges and guarantees
10 % flexibility rule Partner Report 2nd period after the coffee break
Reporting – TEMPLATES
Basis Partner Report tool
Indicators table
Timesheets
Internal monthly activity report
XI. Monitoring and auditList of documents to be retained (1)
No. Document Lead Partner Project Partner
1 Approved Application Form original copy
2 Partnership Agreement (and its amendments) original original
3 Subsidy Contract original copy
4 Amendments of the Subsidy Contract original copy
5 Progress Reports original Not relevant
6 Applications for Reimbursement original Not relevant
7 Partner Reports copy original
8 Declarations on validation of expenditure original original
9 Each invoice and accounting document of probative value related to project expenditure (originals to be retained at the premises of the project partner concerned)
only the LP’s invoices in original only PP’s invoices in original
XI. Monitoring and auditList of documents to be retained (2)
No. Document Lead Partner Project Partner
1 Approved Application Form original copy
2 Partnership Agreement (and its amendments) original original
3 Subsidy Contract original copy
4 Amendments of the Subsidy Contract original copy
5 Progress Reports original Not relevant
6 Applications for Reimbursement original Not relevant
7 Partner Reports copy original
8 Declarations on validation of expenditure original original
9 Each invoice and accounting document of probative value related to project expenditure (originals to be retained at the premises of the project partner concerned)
only the LP’s invoices in original only PP’s invoices in original
Thank you for your attention.
We continue after the coffee break.