Project Closure Procedures and Final Report Summary
At the end of project implementation, various procedures must be completed including submission of final reports and evaluation. This entails fulfilling obligations from the Programme, EU, and national legislation. The lead beneficiary, in collaboration with partners, is responsible for submitting the FINAL PROJECT REPORT within two months of final verification. The report should detail project activities, achievements, impact on target groups, added value, and cross-border cooperation contributions. It must also include financial information, communication, and publicity activities conducted during the project.
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Presentation Transcript
Submission Project Closure Evaluation/Approval Implementation 2
Closure At the end of the project implementation, several obligations arising from the Programme, the EU and the national legislation still apply. The project cl sure procedures are being implemented by the Lead Beneficiary on the MIS. 3
Mail Closure Procedures: Final Progress Report Final Application Form Final Project Report (attached to the AF ) Through MIS Completion Decision Examination by JS
The Lead Beneficiary, in collaboration with the partnership, must submit the FINAL PROJECT REPORT, no later than (2) months from the date of final verification. It must be fill in, in English using the template and it has to be submitted to the JS electronically, via uploading on the MIS (https://logon.ops.gr/) attached to the AF for Project Completion The Final Project Report contains a summary of the project implementation It should provide an overview of the project sactivities and achievements. It should also highlight how cross-border cooperation has contributed to attain the expected results and should include a detailed description of the measures foreseen in order to ensure their durability. It should contain financial information of all verified and/or certified expenditures, It should provide an overview of communication and Publicity activities that have been implemented, FINAL PROJECT REPORT
It should Provide an overview of the project sactivities and achievements. Define the impact on Target groups and the added value of the project Declare the indicators achievement highlight how cross-border cooperation has contributed to attain the expected results FINAL PROJECT REPORT Include a detailed description of the measures foreseen in order to ensure their durability. Provide an overview of Communication and Publicity activities that have been implemented Contain financial information of all verified and/or certified expenditures,
1. Final Executive Summary (Max 500 words) 2.Impact on Target Groups, Added Value, indicator achievement and cross border cooperation (Max 300 words) - Projects must provide a summary of the main project activities, achievements, added value and overall impact on the target groups. This text should be able to stand alone and must be suitable for publication. Definition of the target groups and location of project activities. Description of the benefits and influence of the project as well as the added value created by the cross-border profile of the project. In this part a more extent elaboration of the added value of the project is requested compared to the information required in the final Application Form. Elaboration on the level of achievement of the indicator(s) of the project. ATTENTION: - The LB must indicate that the project has adhered to accessibility requirements following project description. - Provide update if the status on generating revenues has been changed for the LB/PBs after the evaluation stage. FINAL PROJECT REPORT
3. Sustainability of results and follow-ups (Max 400 words) 4. Publicity and Visibility of the project (Max 300 words) - Outline on the sustainability of project results on an operational and financial level after the end of the financing period as well as the potential for their transferability and long- lasting effects. Description of the measures implemented for ensuring the sustainability of the project results on a medium/long term basis and possible actions (follow-up) after the project closure. Definition of possible capitalisation activities. Description of further potential cooperation of the partnership in relation to the project s activities. - Description of the actual communication strategy followed and summary of measures taken with regard to project results. Indication of the main dissemination products (website, equipment, etc) and means of dissemination during the lifecycle of the project (conferences, press releases etc). Provision of information on additional measures planned after the end of the project. Description of the impact of the communication strategy to the project s sustainability of the results. - - - - - - FINAL PROJECT REPORT
5. Problems/Challenges faced and proposals (Max 300 words) 6. Control and Audit procedures performed during the project s implementation(Max 300 words) - Main issues and challenges encountered during the implementation of the project (management, financial, operational, communication, etc) Description of resolution measures and processes followed Contribution of the Programme bodies to problem mitigations (Managing Authority, Joint Secretariat, National Authority, etc) Proposed improvements, suggestions, recommendations for the next Programming period - Brief description of the controls performed (On the spot visits by the JS/MA, First Level Controls, Second Level Controls, etc) Suggestions and recommendations by the competent bodies Compliance by the beneficiaries - - - - - FINAL PROJECT REPORT
Table 1: Financial overview of the project CERTIFIED EXPENSES AFTER CORRECTIONS Beneficiar y Nr Beneficiary Institution APPROVED BUDGET CERTIFIED BUDGET COUNTRY DIFFERENCE 0,00 LB (PB1) 0,00 PB2 0,00 PB3 0,00 PB4 FINAL PROJECT REPORT 0,00 PB5 0,00 PB6 0,00 PB7 0,00 PB8 0,00 PB9 0,00 PB10 Total 0,00 0,00 0,00 0,00
Important Information At the Final Project Report, the Lead Beneficiary must describe how the deliverables will be used after the end of the project: When maintenance and operation is needed (infrastructures): FINAL PROJECT REPORT The Lead Beneficiary must indicate the existence of relevant entities/operational structures or to predict the needed actions, within a specific timeline, to ensure its maintenance and operation When no operation is foreseen: The Lead Beneficiary must describe the way the results will be used
Along with the main documents described above, the LB submits at minimum a comprehensive list of all deliverables per beneficiary, which has to be acknowledged by the JS. Core deliverables have to be available at any time, therefore they must be stored electronically (drive folder with open access and/or otherwise i.e. on the project website) and attached (copy the drive link) in the relevant field of the AF (Beneficiary comments)
ATTACHED LIST OF DELIVERABLES Speci fic Obje ctive Output Indicators Addresse d External Expertise & Services Costs Infrastruct ure & Works Costs Delive rable Code Office & Administrati on Costs Travel & Accommoda tion Costs Project Acronym Benefic iary Type of Activity Intervention Field Equipment Costs Total Budget (EUR) MIS Deliverable Title Staff Costs Eligible Area Language Format Comments Path - Link 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL 5031667 EXPLORAL LB LB LB PB2 PB2 PB3 PB3 LB LB LB PB2 PB2 PB2 PB2 PB3 1.1.2 1.1.3 1.1.4 1.2.2 1.2.3 1.3.2 1.3.3 2.1.1 2.1.2 2.1.4 2.2.1 2.2.2 2.2.3 2.2.4 2.3.1 Task force Meetings Project Management Verification of expendituresServices Task force Meetings Project Management Task force Meetings Project Management Project Website and Social Media Information Days Media and Press Project Website and Social Media Information Days Leaflets Media and Press Information Days Services Services 2.1 2.1 2.1 2.1 2.1 2.1 2.1 2.1 2.1 2.1 2.1 2.1 2.1 2.1 2.1 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 2999,60 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 12000,00 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 1460,51 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 4365,52 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 2000,00 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 1750,00 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 858,50 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 531,08 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 1178,68 94. Protection, development and promotion of public cultural and heritage assets CO09. Increase in expected number of visits to supported sites of cultural and natural heritage and attractions 1427,80 450,00 3449,60 EL543 - Ioannina 12000,00 EL543 - Ioannina 2236,80 EL543 - Ioannina 1900,00 EL543 - Ioannina 4100,00 EL543 - Ioannina 1788,87 AL033 - Gjirokast r 5020,35 AL033 - Gjirokast r 4938,80 EL543 - Ioannina 1750,00 EL543 - Ioannina 0,00 EL543 - Ioannina 1082,83 EL543 - Ioannina 4209,31 EL543 - Ioannina 2520,00 EL543 - Ioannina 4548,14 EL543 - Ioannina 1641,97 AL033 - Gjirokast r EN EN EN EN EN EN EN GR GR GR GR GR Trilingual GR AL Report Report Report Report Report Report Report Report Report Report Report Report Brochure / magazine / Flyer / Book Report Video / film / TV Spot / Audio material / podcast https://drive.google.com/drive/folders/108urDkMxg3inAbX5ICAVF8TTARUv1k_H?usp=sharing https://drive.google.com/drive/folders/12PvJ-LJM_OAbUJgfECyPF7_J9ta13n-5?usp=sharing 2236,80 1900,00 4100,00 Services Services Services Services Services Services Services Services Services Services Services Services https://drive.google.com/drive/folders/1-u1DiewWGh09t8eTJGHeERrIVVgXwdZZ?usp=sharing https://drive.google.com/drive/folders/12LIuxgCOuDaty8JgyipTh_5uoyUXy9YA?usp=sharing https://drive.google.com/drive/folders/11r5e_hdCxepUEmMB-14GmDPkuZXeExw8?usp=sharing https://drive.google.com/drive/folders/11r5e_hdCxepUEmMB-14GmDPkuZXeExw8?usp=sharing Accompanying screenshots https://drive.google.com/drive/folders/102V_JfipYQ_WA4cW-9ENa-s2Dc71EeuH?usp=sharing https://drive.google.com/drive/folders/1-rrA2Oqc95pDXIKSzA8vNwFlvapJ9GFg?usp=sharing https://drive.google.com/drive/folders/12AFuYx03Lfqjf0KvAdl2z5PFPHfZ0RUS?usp=sharing Accompanying screenshots https://drive.google.com/drive/folders/1-vuSfB4W5EY_yT0NRMPxSK5CSN8TkdMJ?usp=sharing https://drive.google.com/drive/folders/12YOnyN6fndp4s9HdAGVnt1S-W3m5EQSJ?usp=sharing https://drive.google.com/drive/folders/11p7hL9gnwWZolI3n3mLmjdw8htfk8E6q?usp=sharing https://drive.google.com/drive/folders/1-imwMQXHhRhMM4jDl652bUFuF3mHPj_3?usp=sharing https://drive.google.com/drive/folders/10ieJnA27dmW36EXc9VrCNEN7UNRsEvH7?usp=sharing 219,08 654,83 109,28 2938,80 224,33 78,23 3600,00 2520,00 3000,00 369,46 214,17
Steps during the project closure period Activity/ Deliverable Final payments Final verifications Final Project Report Preferably up to six (6) months from the end date of the project and obligatorily by the 31/12/2023 Payment of costs (including costs related to the elaboration and submission of the Final Project Report and to the project administrative closure activities and the final verification fee). Up to two (2) months from the date of the final verification(s) Reporting period Reporting of Verification of all expenditure. Strongly recommended by 31.12.2023 Reporting of all expenditure incurred paid out and verified. eligible costs All core activities expenses should be invoiced before the end date of the project. Closure activities expenses, including the final verification fee can in any way be invoiced after the end date of the project. Giving a qualitative summary of the project as a whole and detailing all project activities, achievement of outputs and results, deliverables produced. The financial data of the Final Project Report should also include the final verification fee. Reporting of activities 14
SPECIFICATIONS REGARDING THE ELIGIBILITY OF EXPENDITURES All expenditures related to the project implementation must be invoiced before the end date of the project. Expenditures related to the closure procedures are possible to be invoiced after the end date of the project. All expenditures must be paid out until 31/12/2023 the latest, to be eligible within the framework of the Programme. The bank charges for the transfer of the final EU contribution reimbursement will not be eligible. Non-conformity with the Call for Proposals thresholds at project closure may be accepted In all of the above cases, the LB will have the obligation to incorporate the respective information into the Final Project Report, and Final AF (AF for project completion), while no modification of the Partnership Agreement and the Subsidy Contract is required. 15
Expenditure incurred by a PB after the submission of the Final AF by the LB to the MA/JS, is ineligible; Before the issuance of the Completion Decision, Greek Beneficiaries should have completed all necessary administrative steps in order to balance the payments of the Public Investment Programme with the certified amounts of their expenditure. For FLC purposes minor changes between the budget categories might take place at the end of the projects. The beneficiary should have the agreement of the Managing Authority for that changes which should be made before the finalization of the Final Project Report of the project. If, no later than the closure of the Programme, the project is identified as revenue-generating, the MA is entitled to ask for a refund to the Programme in proportion to the public contribution granted. Should a cost benefit analysis is required, this will be made before the closure of the project and at the PB s expense unless otherwise indicated in their respective budget
Amounts to be returned in view of the Projects closure a) eventual generation of income (due to interest-bearing bank account) and b) the amounts received by your Organisation to date and finally certified, in view of setting off the financial part of implementation. c) financial correction and recovery of the unduly or illegally paid amount
CONTROL AFTER PROJECT CLOSURE THE EU AND PROGRAMME REGULATIONS INDICATE THE OPEN-TO-CONTROL PERIOD AFTER THE PROJECT IS CLOSED PROJECT CLOSURE AND THE OPEN-TO-CONTROL PERIOD, OF THREE (3) YEARS FROM 31 DECEMBER FOLLOWING THE SUBMISSION OF THE ACCOUNTS IN WHICH THE EXPENDITURE OF THE OPERATION IS INCLUDED (ACCORDING TO ART. 140 OF THE CPR REGULATION), OR LONGER IF FORESEEN AT NATIONAL LEVEL, REQUIRE PREPARATION FROM THE START OF PROJECT IMPLEMENTATION
Thank you for your attention Giorgos Papadopoulos Head of Joint Secretariat Interreg IPA CBC Programme Greece-Albania 2014- 2020 +30 2310469685 gpapadopoulos@mou.gr
