Financial status and reporting

Financial status and reporting

DaHar project2nd PCT meeting

08. 03. 2012. Ennshafen

Content

• Programme requirements– Decommitment

• Financial status• Financial monitoring of the project• Reporting • Conclusion

Programme requirements

• project spending forecast is fixed in Article 4.12 of the Subsidy Contract

• in case of underspending the MA is entitled to decommit the project by reducing the original project budget and the corresponding ERDF contribution

Reduced budget decreased < > same tasks

Financial status

The project is close to the end of its first year and to the mid-term of the implementation:

• 1st reporting period: – 1 April – 31 May 2011

• 2nd reporting period: – 1 June – 30 November 2011

• 3rd reporting period: – 1 December 2011 – 31 May 2012

Financial status – 1. reporting period

Planned Spent % of spent RemainLP - Dunaújváros 33 612,07 23 524,82 69,99 10 087,25 PP1 - APDF 2 939,58 - 0,00 2 939,58 PP2 - Galati 2 341,88 1 661,64 70,95 680,24 PP3 - APDM 2 915,62 628,14 21,54 2 287,48 PP4 - Ennshafen 2 905,65 - 0,00 2 905,65 PP5 - Vidin 2 062,03 - 0,00 2 062,03PP6 - Bay-Logi 2 609,66 - 0,00 2 609,66 PP7 - Public Ports 2 527,92 588,53 23,28 1 939,39 PP8 - Silistra 2 089,89 - 0,00 2 089,89PROJECT 54 004,30 26 403,13 48,89 27 601,17

Partners1. period

Financial status – 2. reporting period

Planned Spent % of spent RemainLP - Dunaújváros 96 011,90 22 437,73 23,37 73 574,17 PP1 - APDF 23 437,32 14 622,75 62,39 8 814,57 PP2 - Galati 20 286,17 12 210,51 60,19 8 075,66 PP3 - APDM 14 762,91 9 409,34 63,74 5 353,57 PP4 - Ennshafen 34 401,58 8 204,21 23,85 26 197,37 PP5 - Vidin 18 463,39 - 0,00 18 463,39PP6 - Bay-Logi 22 076,28 7 846,29 35,54 14 229,99 PP7 - Public Ports 23 268,62 8 356,72 35,91 14 911,90 PP8 - Silistra 16 983,12 - 0,00 16 983,12PROJECT 269 691,29 83 087,55 30,81 186 603,74

Partners2. period

Financial status – 1-2. reporting period

Planned Spent % of spent RemainLP - Dunaújváros 129 623,97 45 962,55 35,46 83 661,42 PP1 - APDF 26 376,90 14 622,75 55,44 11 754,15 PP2 - Galati 22 628,05 13 872,15 61,31 8 755,90 PP3 - APDM 17 678,53 10 037,48 56,78 7 641,05 PP4 - Ennshafen 37 307,23 8 204,21 21,99 29 103,02 PP5 - Vidin 20 525,42 - - 20 525,42 PP6 - Bay-Logi 24 685,94 7 846,29 31,78 16 839,65 PP7 - Public Ports 25 796,54 8 945,25 34,68 16 851,29 PP8 - Silistra 19 073,01 - - 19 073,01 PROJECT 323 695,59 109 490,68 33,83 214 204,91

Partners1-2. period

Financial status – 3. reporting period

Planned Paid Forecasted "Spent" % of spent RemainLP - Dunaújváros 67 038,06 52 600,00 52 600,00 78,46 14 438,06 PP1 - APDF 37 006,44 - - 37 006,44 PP2 - Galati 21 257,40 7 206,52 7 206,52 33,90 14 050,88 PP3 - APDM 35 095,44 7 541,00 27 550,00 35 091,00 99,99 4,44 PP4 - Ennshafen 54 375,88 75 000,00 75 000,00 137,93 20 624,12 - PP5 - Vidin 32 287,52 - 0,00 0,00 0,00 32 287,52PP6 - Bay-Logi 20 849,19 - - 20 849,19 PP7 - Public Ports 44 072,62 14 800,00 24 700,00 39 500,00 89,62 4 572,62 PP8 - Silistra 31 736,30 - 0,00 0,00 31 736,30PROJECT 343 718,85 29 547,52 179 850,00 209 397,52 60,92 134 321,33

3. periodPartners

Financial status – 1-2-3. reporting period

UnderspendingPlanned "Spent" % of spent TO BE SPENT

LP - Dunaújváros 196 662,03 98 562,55 50,12 98 099,48 PP1 - APDF 63 383,34 14 622,75 23,07 48 760,59 PP2 - Galati 43 885,45 21 078,67 48,03 22 806,78 PP3 - APDM 52 773,97 45 128,48 85,51 7 645,49 PP4 - Ennshafen 91 683,11 83 204,21 90,75 8 478,90 PP5 - Vidin 52 812,94 - - 52 812,94 PP6 - Bay-Logi 45 535,13 7 846,29 17,23 37 688,84 PP7 - Public Ports 69 869,16 48 445,25 69,34 21 423,91 PP8 - Silistra 50 809,31 - - 50 809,31 PROJECT 667 414,44 318 888,20 47,78 348 526,24

1-2-3. periodPartners

Financial monitoring

• In order to avoid underspending and potential decommitment:

TIMELY IMPLEMENTATION ”=”to be in line with the spending forecast

Implementation plan

Financial monitoringTimely implementation:• Carry out activities in time & pay in time• Learn to report!• Please, inform the LP/us:

– Bi-monthly reporting– Budget modification needs

BUT: • Partner change (possible risk >managed by LP)• External experts costs (possible risk > to be

managed by all PPs)

Financial monitoring – Bi-monthly reports

• Paid and forecasted costs for periods of 2 months/WP/budget line

• Regular: deviations can be identified and thus handled in time

• Please, don’t forget to…– Fill in date of invoice and date of payment - so that we can check

whether the costs are eligible– Add a short description of the activity linked to each cost (e.g. 3.1.

SoA study) –> this is also a tool to inform the LP regularly on the status of the activities

– Fill in both the PAID and FORECAST columns

Reporting

Status of the 2nd progress report:• 2 DVE’s were not received in time (Hungarian

PPs: LP, PP6)>> postponement of the submission deadline: 7

March• Report submitted on 6 March

Reporting – 1 -2 periods – Partner reports

Only 44% of planned costs was reported and even less – 34% – has been validated by the NCs

Reported costsPartners 1. period 2. period

LP - Dunaújváros yes yes PP1 - APDF no yes PP2 - Galati yes yes PP3 - APDM yes yes PP4 - Ennshafen no yes PP5 - Vidin no no PP6 - Bay-Logi no yes PP7 - Public Ports yes yes PP8 - Silistra no  no

Feedbacks on partner reports: to be improved

• Partner reports not received in time (15 days after the end of the reporting period)– Not enough time for potential clarification– What if DVE needs to be modified?

>> respect deadlines (submit partner report to the LP same time when submitting it to the NCB - 15 days after the end of the period )

Feedbacks on partner reports: to be improved

• Not enough information about the activities carried out (e.g.: activities carried out in line with the AF)– Doesn’t allow the LP to monitor implementation– No information about partner level

implementation

>> give as much details as possible

Feedbacks on partner reports: to be improved

• Costs included in wrong WPs – Might lead to deviations in the spending forecast– If so, DVE has to be changed

>> check the budget (in which activity was the given costs planned?) and report the costs accordingly

(e.g.: SC participatin at the Launching Event in WP1)

Feedbacks on partner reports: to be improved

• Not enough information regarding deviations– How to justify the delays/underspending?

>> give information about: what is the deviation? what is the reason? what is the effect of it? how do you plan to catch up?

Feedbacks on partner reports: to be improved

• Ouputs are not indicated correctly• Indicators are not filled in>> check the AF and implementation plan (what

was planned for the given period?)>> possibly give information about the reported

number (e.g. in accompanying e-mail)

Reporting deadlines

Deadline Responsible Task

31 May End of the 3rd period

15 June All PPs Submit Partner Report to the NC and LP

15 Aug All PPs Send scanned Confirmations to the LP (after confirmation of the LP, send original to the LP)

1 Sept LP Submission of Project Progress Report to the JTS

Conclusions• Carry out tasks according to the plans and pay invoices in

time >> 31 May is the end of the 3rd period!!! (only 3 months left)

• Be familiar with programme and national regulations• Check AF, implementation plan, budget regularly • Submit the Partner reports to the NC and LP in time: 15

days after the end of the period• Be in regular contact with the NC and provide clarifications

also in time• Contact us, we might be able to help!

Do you have any questions?

Thank you for your attention!

Czinger.erzsebet@hbhe.huTerpak.monika@hbhe.hu

HitesyBartuczHollai Euroconsulting Kft.H-1124-Budapest, Németvölgyi út 114