By monitoring, NA at BIBB means monitoring projects throughout the project lifecycle. The monitoring includes the monitoring of the contractual project process as well as the support of the project managers in achieving the objectives and the quality of the project.
The formats of monitoring can vary, ranging from bilateral meetings with promoters to thematic workshops and webinars to major themed events. NA offers the following formats at BIBB:
• Individual monitoring visits or monitoring phone calls to accompany projects in critical success phases. An individual monitoring visit may be performed in conjunction with an on-the-spot check.
• General monitoring to support the administrative and financial implementation of a project as well as providing expert advice to promoters by providing information on interim and final reports. This general monitoring will take place in the middle of the second funding year.
• Thematic monitoring for the technical and content support of the projects and dissemination of the products. The aim is to improve the quality of the project results and their expected effects, thereby indirectly increasing the impact of the overall program. These events will be held on topics of European and / or national interest and will initiate the mutual exchange of projects and promote dialogue with experts.
• Impact monitoring to assess the impact of the project on the implementing project organization and, if applicable, on the training and further education systems in Eu. This so-called “Impact Assessment” can, for example, be carried out by means of selected surveys after the project has been completed.
In addition to these specific monitoring events, NA generally offers a so-called “kick-off event” as a mandatory date for all new project organizations in an application year in October.
Documentation and reports, checks and exams
According to Art. I.9 of the Grant Agreement (use of IT tools), the coordinating body is obliged to use the web-based Mobility Tool + (MT +). This tool collects all information related to the activities of the project; At the same time, the interim report and / or the final report will be prepared and transmitted with MT +. Project promoters are advised not to use this tool for the first interim report, but to regularly provide information on the progress of the project or the costs incurred. You avoid queries or misunderstandings.
The following checks and examinations may be sent to a Beneficiary:
• control of interim and final report,
• examination of documents (sample selection),
On-site inspection (sample selection),
Examination and system audit (sample selection).
Controls on interim and final reports
Coordinators of KA2 projects must document the progress and results of their project in interim and final reports. There are two different types of interim reports; the so-called interim report and the so-called progress report. Both differ in that the former is linked to a further payment by NA at BIBB to the institution and not with the latter. For projects with a duration of 12 to 17 months and a one-time advance payment, the creation of Progress Report and Interim Report is no longer required.
The final report serves u.a. the final fixing of the subsidy amount. Only a small amount of evidence has to be provided in the final report; rather, the project and its activities must be described in detail in the Mobility Tool + and / or in the report templates, and, if applicable, results / products of the project must be uploaded to the project dissemination platform.
From a financial point of view, the final report must include information on the following costs (if these costs have been requested and approved in your project):
• Costs for project management and implementation, transnational project meetings, intellectual achievements, multiplier events, travel expenses and individual support as well as linguistic preparation
• real expenditures support for special needs (special needs),
• actual expenditure Exceptional costs / extraordinary costs including proof,
• Cost of a bank guarantee.