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Delegation of the European Commission to Russia

RIGA, 26 September 2007

Quality workshop

Grant Contracts

Irina Kabenina

Cross-Border Cooperation & Neighbourhood Programmes EU-Russia Cooperation Programme

Status Implementation NP – July 2007Neighbourhood

ProgrammeLaunched Calls Tacis

requestedProjects

approvedProjects

contractedAP2004 AP2005/6

Baltic Sea Region

IIIB

€3,800,000 3,325,000 €21,288,357

77 projects

€7,125,001

29 projects

€7,124,931

29 projects

North “Kolartic” €1,425,000 €1,900,000 €6,653,695

41 projects

€3,325,000

19 projects

€3,310,461

19 projects

Karelia €1,900,000 €1,900,000 €7,611,835

42 projects

€3,280,490

16 projects

€3,185,900

16 projects

SE Finland €3,325,000 €4,350,000(also AP2006)

€19,977,389

88 projects

€7,913,985

45 projects

€5,943,089

34 projects

Estonia/Latvia/

Russia IIIA

€950,000 €2,850,000 €12,013,375

74 projects

€3,835,000

27 projects

€1,918,755

18 projects

Lithuania/Poland/

Russia

€1,425,000 €6,350,000 €18,982,507

99 projects

€7,815,284

46 projects

€5,740,364

36 projects

Technical

Assistance

€615,000 €770,000 €1,385,000-

10pr

€1,384,962

10p

€1,384,962 10p

Total €13,440,000 €21,445,00

0

€87,912,158

431 projects

€34,679,722

192 projects

€28,608,462

162 projects

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Delegation of the European Commission to Russia

8th Call for Proposals

19 contracts:• 1 project - 12 months duration• 1 project – 17 months• 2 projects – 18 months• 1 project – 19 months• 1 project - 22 months• 2 projects – 23 months• 11 projects – 24 months

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Delegation of the European Commission to Russia

9th Call for Proposals

10 contracts:

• 2 projects – 18 months

• 1 project – 21 months

• 7 projects – 24 months

First pre-financing has been paid

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Delegation of the European Commission to Russia

8th Call for Proposals

• 16 projects need to submit Interim reports by now

• 3 projects submitted so far

• 1 project submitted Narrative report only

• 5 projects preferred to send update reports (1 still not received)

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Delegation of the European Commission to Russia

General Observations

1. Preparation of application

2. Contract signature

3. Implementation

4. Reporting

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Delegation of the European Commission to Russia

Preparation of applications

•Involvement of partners in design, responsibilities, budget

•Number of partners, level of experience in projects

•Language

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Delegation of the European Commission to Russia

Approval, Contract signature

• Lengthy approval/contracting procedure by the Commission: format of DoA/budget differ in application and contract

• Different timing in contracting (ERDF/Tacis)

• Delayed start of projects, delayed timetable/mismatch of activities

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Delegation of the European Commission to Russia

Implementation

• Management at the level of project: overall LP/Tacis LP

• Management in partner country/institution: multiple partnership

• Very busy timetable

• Knowledge of procedures by partners

• National/local specificities: procurement, per diems, accounting

• FAQs

• Training

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Delegation of the European Commission to Russia

Most frequent problems/questions:• How to make changes in the budget? • How often to report about changes in the

budget?• How to confirm co-financing to the financing

authority?• What to do if a Partner falls out?• Sample of an agreement among partners.• How to transfer money to a Russian Partner,

especially to an administration?• Is it possible to advance money to a Russian

partner?

Implementation

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Delegation of the European Commission to Russia

Implementation

• Project management by LP

• Project management by a consultant

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Delegation of the European Commission to Russia

Why delays?

• Difference in reporting periods/requirements Interreg/Tacis

• Many partners – delayed reporting by the partners

• No distinction between internal/external funding

• Difficulties in communication/language

• Interim audit

Reporting (external funding)

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Delegation of the European Commission to Russia

Reporting (external funding)

• Too complicated forms?

• Confusing requirements?

• Less respect?

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Delegation of the European Commission to Russia

Visibility

Disclaimer

! “The project is co-funded by the European Union “

! "This publication has been produced

with the assistance of the European

Union. The contents of this publication

is the sole responsibility of … and can in

no way be taken to reflect the views of the European Union."

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Delegation of the European Commission to Russia

• Read carefully the contract, its Annexes • Read carefully Manual of Procedures• Keep regular contact with the EC Delegation

(Contracting Authority), especially in case of doubts

• Provide training to your partners for correct reporting purposes

• Keep regular records of the expenditure• Use EU Visibility Guidelines!!! • Provide timely reports • Include with every report required information

Best practice