In this chapter the MA/JS describes the main principles of the reporting. The preparation of the progress reports is one of the obligations of the lead partner in cooperation with other partners. In the reporting forms in BAMOS+ project partners can find guidance on what information they should provide in each section of the progress report.
G.6.1 Progress Report
The MA/JS monitors the progress on project achievements and expenditure through the progress reports. A progress report consists of:
an activity report that provides information on the achievements of the project towards its outcomes in every reporting period,
a financial report which provides information on the project’s expenditure for every reporting period.
The duration of each reporting period varies in different types of projects under the Strategy governance. For the policy area coordinators, it is usually 12 months. For the Strategy point, usually six months. For the Strategy Forum, the whole project duration is covered by one reporting period, usually of 12 months.
The first progress report covers the contracting phase and the first implementation period. The final progress report covers the last months of the implementation period and three months of the closure phase. The final progress report has to be submitted by the end of the closure phase. The exact date of the closure is defined in the latest version of the project data in BAMOS+.
The lead partner compiles all contributions of the partners into one progress report and submits it for each reporting period to the MA/JS via BAMOS+. The activity report must include information on the achievement of the whole partnership, including partners, which do not report any expenditure in the relevant reporting period.
The deadlines for submission and the number of reports is defined in BAMOS+. In cases where the project cannot meet a deadline for submission of a progress report, the lead partner has to submit a request for postponement via BAMOS+. This must happen, at the latest, by the actual deadline for submission of the given progress report. The MA/JS decides on any request for postponement and may consider consequences for a delayed progress report.
In addition, with each progress report partners should include feedback from the relevant bodies representing the EUSBSR governance structure on activities implemented and progress reached in the respective reporting period. This feedback may be accompanied by recommendations to the future implementation of projects that should be considered by the partners. The policy area coordinators should submit the feedback from their respective steering groups of the policy areas of the EUSBSR. The partners running the Strategy point should submit the feedback from the group of the National Coordinators of the EUSBSR. The partners that have organised a Strategy Forum should submit the feedback from the group of the National Coordinators of the EUSBSR.
This feedback should be submitted with the progress report through BAMOS+. The MA/JS provides a template for the feedback. It is up to the partners to set up this process of reporting to their respective steering groups and the National Coordinators’ group, for example, in a meeting or by written means.
The MA/JS verifies the submitted progress report and, if necessary, requests additional information during the clarifications process. The MA/JS will reimburse the costs reported in a progress report when the lead partner has clarified all open questions. Please find further details relating to the verification of the progress report in chapter M.
G.6.2 Partner Report
Project partners (incl. the lead partner) compile a partner report and submit it to the lead partner via BAMOS+. A partner report consists of the following parts:
financial part for cost categories covered by simplified cost options,
The MA/JS verifies and certifies cost categories covered by simplified cost options during monitoring of the progress report i.e. after the lead partner has submitted the complete progress report. Since the partner report only includes expenditure based on the simplified cost options, it is not subject to verification by the controllers. Please figure 3 in chapter D.4.2 to see the reporting process for costs covered by simplified cost options.
G.6.3 Reporting on platform outcomes (activity report)
In the activity part of every progress report, the partners must describe the achievements of the project according to the work plan of the work packages detailed in the application.
Further, the coordinators of the policy areas, as well as the partners running the Strategy point, should explain the additionality of their activities, i.e. that the implemented activities are clearly additional to regular activities of their organisations.
The partners can find the guidance on how to fill in every section of the progress report in the reporting forms in BAMOS+.
Final progress report
In the final report, the partners must report on the results achieved as well as the output and result indicators. The indicators are linked to the organisations involved in the project. The partners can find the definitions of the indicators in the reporting forms in BAMOS+.