Guide to Completing your Final Report

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1 Guide to Completing your Final Report Leonardo Transfer of Innovation 2013 Call UK National Agency Leonardo, Grundtvig & Transversal Programmes. Ecorys Albert House Quay Place Edward Street Birmingham B1 2RA Ecorys UK Limited. Registered in England. No Call us on: Erasmus+: Or visit our website:

2 Contents 1. Introduction Why you need to submit the Final Report Final Report Form Downloading your Final Report e-form Completing the Final Report Overview of the Report e-form Submission Identification of the Beneficiary Identification of the partners Consortium Results Type of Transfer Dissemination and Exploitation of Results Impact and Sustainability Contribution to EU Policies Evaluation Lessons Learned Annexes to the Report Financial Report Final Payment Declaration of Conformity Submission What to do if you cannot submit the report form online Updating the ADAM Database Final Report Checklist Hints and Tips

3 1. Introduction This is a guide for Leonardo Transfer of Innovation (TOI) projects approved in It contains important information on how to complete the Final Report and a list of documents that need to be submitted with the report. We recommend that you read the notes carefully before you start completing the report. This guide has been compiled by the team at the UK National Agency (NA) and is based on our own interpretation of the information provided by the European Commission. 2. Why you need to submit the Final Report The Final Report is a contractual requirement for all TOI projects. The Final Report is considered as a request for the final payment of the TOI grant. The aim of the report is to allow the NA to assess whether you have met the aims and objectives of your project and have carried out the agreed activities as originally stated in the application form. The report enables the NA to see a project s adherence to the work programme, the quality of the products and results, the transnationality and the added value of the project, as well as the impact and innovation. We also check the eligibility of your expenditure against the project budget. 3. Final Report Form The 2013 Final Report Form is an electronic form (e-form) and Excel spreadsheet. The e-form is a PDF file including a content section as well as a summary financial section. It must be submitted via a dedicated online system and by as well as in hard copy. The Excel financial tables must be completed and submitted separately in hard copy as well as in an attachment along with your completed e-form. The report should be completed and submitted by the applicant organisation in cooperation with all project partners. When completing the report please also refer to the ADAM Database, Checklist and Hints and Tips sections in this document. The report must be completed in its original format; the NA will NOT accept any information in an altered format. The report is specifically designed for your project and will include some prefilled data (e.g. your project name, organisation name, partner details). As soon as you access your Final Report e-form please check whether the information is correct. If information pre-filled in your report is not correct you must inform the NA immediately in order for the NA to be able to amend your report. 3

4 3.1 Downloading your Final Report e-form The NA will send you a link to your project s individual Final Report e-form with full instructions by , however to be able to access the link and download your e-form you will need an ECAS (European Commission Authentication Service) account. The European Commission Authentication Service (ECAS) is a service which allows users to access digital systems developed or used by the European Institutions. To download your report you must: 1. Register on ECAS at Complete the registration form ensuring that you fill in all mandatory fields. 2. Click on the link in your Final Report e-form notification sent by the NA. Log into ECAS when prompted with your ECAS username and password and save the file onto your computer. Your browser might block the site from downloading the report automatically so you should click on Download file. You are advised to use the latest version of Adobe (11.0 and above) to open the report. Upgrades to Adobe Reader are free and available at You can find detailed instructions on how to register on ECAS and access your e-form in the Accessing your Final Report e-form guidance note which is included in your Final Report Seminar resource pack. If you have any problems accessing or downloading your Final Report e-form please contact your Project Officer at the NA for further assistance. 3.2 Completing the Final Report Once you have downloaded your report and saved it onto your computer you must check the document. The e-form will have been prefilled with information from your application form. If there are any changes to the information provided please inform your Project Officer as soon as possible. The NA will then update your records and provide you with a new report. You can now complete the report using the mouse or tab keys to navigate the e-form. Please ensure you complete all compulsory sections of the report. You can save your work as you go along, using the Save function. In order to avoid losing data due to mistakes or technical failure, it is good practice to save regularly while completing your report. Once you have completed the report it will have to be submitted online and sent by and in hard copy. 4

5 Type of Fields In the report there are the following types of fields: Prefilled Fields: They appear with a grey background. They are not available for data entry and cannot be modified (i.e. project title). If there are any mistakes in the prefilled data or you wish to make any changes, please inform your Project Officer as soon as possible. The NA will then update your records accordingly and provide you with a new report template. This will usually take a couple of days. Please note that the NA should be informed about any project changes as soon as possible and significant changes require an Agreement Amendment Request Form (AARF) to be submitted to the NA at least two months before the end of the project. Compulsory Fields: They appear with an orange background or with a red border. All compulsory boxes have to be filled in order to validate the report. Optional Fields: They appear with a yellow background and without a red border. It is not compulsory to complete them in order to validate and submit the form, but they have to be filled if relevant as providing information here will strengthen your report. Drop-down menu boxes: The relevant field will have to be chosen (e.g. when requesting the next pre-financing payment). Pop-up calendar: This is provided wherever you are required to input a date. You should use the pop-up calendar when selecting dates to ensure you are entering them with the correct format. If you do not follow the correct format you will not be able to validate the report and the following comment will appear on your screen: Provide a valid date. Fields with a line/word limit: Some sections have a character limit. The character limit is displayed by placing the cursor across the box. You will not be able to go over the maximum character limit. Multiple Entries: A number of tables in the report allow you to add one or more items in a list. You can add rows or tables when necessary by clicking on the plus [+] button. 4. Overview of the Report e-form The report is made up of the following sections; A. General information B. Submission 5

6 C. Identification of the Beneficiary D. Identification of the partners E. Consortium F. Results G. Type of Transfer H. Dissemination and Exploitation of Results I. Impact and Sustainability J. Contribution to EU Policies K. Evaluation L. Lessons Learned M. Annexes to the Report N. Financial Report O. Final Payment P. Data Protection Notice Q. Declaration of Conformity R. Submission If you are not sure what information should be included under each of the report heading you can contact your Project Officer or call the Erasmus+ helpline Submission Sections B.1- B.3 This section contains some prefilled fields as well as the drop-down menu boxes. In this section you must: Select the dates for the period covered by the report. The Final report must cover the entire project period; therefore these dates will match the project start and end date, which can be found in article II.2 of your Agreement with the NA. Select Grant Agreement period start and end dates. This information can be found in your Agreement with the NA. The remaining information in this section should be prefilled for you. Please check if the details are correct. The Submission ID will appear once you have successfully submitted the form online at the end of the process. 6

7 4.2 Identification of the Beneficiary Section C This section consists of prefilled fields. It includes your organisation contact details which are prefilled. Make sure the address box is filled in. Please note that you are not able to input any information in a grey field. If the information is incorrect you should inform your Project Officer as soon as possible. The NA will then update your records and provide you with a new report template. 4.3 Identification of the partners Section D Project partners contact details will be prefilled. If any partner addresses are missing you must input these manually otherwise you will not be able to validate the form. 4.4 Consortium Section E.1 E.2 Here you must: Confirm if there have been any changes to the initial consortium or in the distribution of tasks or budget amongst partners, since signing the Agreement, by selecting 'Yes' or 'No'. The content of the report will alter accordingly. If you selected No please go to Consortium Meetings. If you have answered Yes you need to complete the Consortium changes section. You should only complete the fields applicable to your project. All fields with a red border must be completed however if these fields are not applicable to your project please put N/A in the relevant fields. Consortium Changes In cases where a partner has withdrawn and a replacement partner has been added to the partnership please complete the table as normal. You should confirm the name of withdrawing partner(s) and/or replacement partner(s) and clearly state the reason for their withdrawal. Please bear in mind a 2500 character limit when stating the reasons. 7

8 In cases where a partner has withdrawn and not been replaced, please only include details regarding the partner who has withdrawn and put N/A in the fields which are not applicable. In cases where a new partner has been added (not a replacement and not a withdrawal) please fill in the details regarding the new partner and put N/A in the fields which are not applicable. A separate table must be completed for each change in the partnership. Consortium Meetings Here you must: Provide a summary of consortium meetings: Dates of meetings should be selected from the calendar and the country from the drop-down menu. The Partners not attending field is not compulsory, however, if one or more partners did not attending any meetings, you should provide clear reasons for this and information about how these partners contributed to the meetings (e.g. via teleconferencing or by sending contributions before the meeting). Complete the table for each consortium meeting in order of occurrence. Additional boxes can be added if needed by clicking on 'Add meeting. Please ensure you submit the minutes of your consortium meetings as an annex to your report. The meeting minutes submitted must include: title, country, city, date and partners not attending (explain the reasons). Note: The NA should be informed of any amendments to the project as soon as possible and where applicable any AARFs should be submitted to the NA at least two months before the end of the grant agreement. The can be found on our website, but please contact your Project Officer for guidance on how to complete this form. Please speak to your Project Officer if you wish to make any changes to your project. Please remember that all significant changes must be formally approved by the NA at least two months before the grant Agreement end date. 8

9 4.5 Results Section F Section F.1 - Project Achievements Here you should explain how the project met the initial objectives as set out in the application form and comment on any over or under achievements. You should also explain how each partner contributed to the achievement of the project objectives and whether there were any unanticipated benefits of the transnational work. Section F.2 - Results of the project You should consult your Agreement for a list of project results. Describe each result achieved by the project. Please note, if you submitted a Progress Report or Interim Report you must still report on project activities from the contractual start of your project as stated in your Agreement with the NA. Complete the table for each project result. Boxes can be added by clicking on Add result. The numbering of the described results must be consistent with the application form. You are advised to provide as much information as possible: justify any changes made (format, languages, number of copies, etc.), describe the testing processes used and explain how you have addressed any recommendations from the NA regarding results. Please remember that the NA should be informed about any project changes before these occur. Significant changes require an AARF to be submitted and approved by the NA. Submit copies of each tangible result, in each language. You must submit two copies of each if you send results in hard copy, however electronic versions should be submitted, if available, in which case only one copy is required. Do not forget to include log-in details if applicable. You must list the tangible results you attach in section M of the e-form (Annexes to the report). 4.6 Type of Transfer Section G Describe the transfer strategy that you used in the project and what the positive or negative experiences of using that strategy were. 9

10 Explain how your project implemented the transfer from a sectoral, geographical or other perspective. Comment on the suitability and success of your strategies. 4.7 Dissemination and Exploitation of Results Section H Describe the dissemination and exploitation activities that have taken place and indicate any changes to the initial proposal. Complete the table for each activity. Where possible, please group similar activities carried out by different partners (e.g. project information on partners websites) in one table, indicating the partners in the Implementing partners names box. Select from the drop-down menu the relevant country, region, targeted sectors and groups, and organisation type. Describe the results and feedback received from stakeholders (target group or sector) as a result of the partnership s dissemination activities. You may break the information down by target audiences. Please note that the 2500 character limit applies. Describe the suitability and success of your activities. Submit samples of any dissemination materials and list them in section M of the e-form (Annexes to the report). 4.8 Impact and Sustainability Section I When completing this section, please refer back to your application and in particular the short- and long-term impact you expected to achieve, as well as the indicators you planned to use to measure impact. Section I.1 - Target groups and sectors Describe the impact of the project on the target group(s) and sectors. You may wish to use sub-headings for each target group such as the type of professionals and vocational trainees. Include the numbers that have benefited and detail how. Section I.2 - Geographical Target area Include the actual impact spread in each country of the partnership, and outside of the partnership if applicable. 10

11 Break down your description per country. Section I.3 - National VET systems Indicate any impacts the project has made on the UK s VET system and those in your partner countries. It may be that you have achieved accreditation in some countries but not in others. You should comment if you have over or under achieved. Section I.4 - Impact Statistics Complete the statistics relating to the impact on target groups. You should indicate which educational field, educational level and economic sector the target group(s) belonged to. If you are unable to find perfectly relevant options from the drop-down menus, select the most relevant items and provide further details in section I.1. Section I.5 - Potential Sustainability In this section you should cover: Which institutions/organisations have expressed an interest in using the project results? Number of people in the target group(s) who will benefit from the project results in a year from now in each partner country, and how you have arrived to these calculations. How the project activities and results are planned to be maintained after the end of the project. You should provide concrete information about your plans and the resources available to carry them out. Whether results will be available for free or exploited on a commercial basis. 4.9 Contribution to EU Policies Section J Section J.1 Select the European priority that you selected in the application form and comment on how your project contributed to this priority. Section J.2 List the national priorities, if applicable, that you targeted in the proposal and describe how your project contributed to these. 11

12 Section J.3 Tick the relevant horizontal issues that your project directly addressed. Raising competence levels of groups at risk and ensuring equal opportunities are considered as horizontal priorities across all multilateral Leonardo projects and all priorities. Describe how your project has contributed to the horizontal issues selected. Section J.4 The Lisbon Key Competences were proposed in the Recommendation 2006/962/EC of the European Parliament and of the Council of 18 December 2006 on key competences for lifelong learning. More information about each of the eight key competences is available at htm (please note this URL is subject to change). Select from the drop-down box the appropriate Lisbon Key Competence(s) that your project contributed to. Use the [+] or [-] button to add/remove competences. Describe how your project has contributed to the Key Competences selected Evaluation Section K Please rate the NA and European Commission s services regarding the following aspects: Usefulness of information Application and reporting forms Quality of service Future participation and recommendation 4.11 Lessons Learned Sections L.1-L.2 Describe any difficulties you or your partners have encountered during the implementation of the project and what solutions you found to overcome them. Provide any further comments to the NA or to the European Commission on the management and implementation of Leonardo TOI projects. 12

13 4.12 Annexes to the Report Section M Number and list all annexes in this section of the report. Make sure the numbering in this section corresponds to the numbering on each annex and label each tangible result using the numbering of the related Result table in section F.2. Where possible please submit your annexes in an electronic format only. Annexes that should be included are: o Minutes of consortium meetings (2 copies) o List of workshop participants, if applicable (2 copies) o Tangible results/products in the agreed languages (if online please include a web link and any log in details) (2 copies) o Sample of dissemination materials from all partners (2 copies) o Evidence of bank transfers to partners (1 copy) o Subcontracting agreements and invoices for all subcontracts, including tender documents (if applicable) (1 copy) o Other relevant annexes e.g. management and quality assurance materials (2 copies) If you experience problems ing annexes to the NA please contact your Project Officer for further assistance and details of our Datasend service Financial Report Section N In addition to the Financial Report section in the e-form, you must complete the 2013 Final Report self-calculating Excel financial tables. Detailed instructions on how to fill in the Excel tables can be found in the separate Completing the Final Report financial tables guide. We strongly recommend that you complete the Excel financial tables first and then enter the figures into the Financial Report section (section N) of the e-form. The figures in both the Excel tables and the e-form must be consistent. After you have completed the Excel tables, please follow the instructions below to complete the e- Form: a) In the EXPENSES INCURRED section of the Financial Report, copy and paste summary figures on a partner-by-partner basis from table A.2b of the financial tables as seen in Figure 1 on page 15 of this guide. All partner names are already pre-filled in this section of your report. You will have to 13

14 repeat this process for each partner. The EXPENSES INCURRED table in the PROJECT TOTALS section (last page of the Financial Report) will then automatically display the total costs incurred for the project which must be the same as the TOTAL (III + IV) figure in financial table A.2b (cell B30), as seen in Figure 2 on page 15 of this guide. b) To complete the GRANTS sections in the e-form, enter the Leonardo grant requested by each partner for the whole project period and use Own contribution or any other funds as the balancing figure to ensure project expenditure equals project revenues. You must repeat this process for each partner, making sure that each partner s Total Grants equals their Total Costs. Once this information has been added for all partners, within the PROJECT TOTALS section of the e-form you should see that Total Costs matches Total grants as seen in Figure 3 on page 16 of this guide. You should check that this is the case and ensure that the total grant requested does not exceed your approved grant. c) Once you have completed grants information for all partners, the GRANTS table in the PROJECT TOTALS section will automatically display grants for the overall project. Please check that the total Leonardo da Vinci figure here matches the Final Community Grant figure in financial table A.1c (cell C34) as seen in Figure 4 on page 16 of this guide. Please note the grant section of the e-form at the Final Report stage must be in line with Annex 4 (as the e-form should show the actual grant requested, for the whole project period, not the Leonardo grant you have received so far). 14

15 Figure 1: Expenses incurred and financial tables Figure 2: Project total costs in financial tables and e-form 15

16 Figure 3: Total costs and total grants at Final Report stage Figure 4: Total grants and financial tables 16

17 Once the NA receives your Final Report, the NA will carry out initial checks to ensure the required documents have been submitted and that the Financial Report section of the e-form matches the financial tables, as per the instructions above. Please note that the UK National Agency will not be able to start assessing your Final Report until the Financial Report is consistent with the financial tables. If you require further assistance completing the Financial Report section correctly, please contact your Project Officer at the NA Final Payment Section O You must indicate if you are requesting the final payment for your project Declaration of Conformity Section Q You will need to complete this field manually once the e-form has been validated, submitted online and printed out. The declaration must be signed by the legal representative of the applicant organisation as stated in your agreement. Please note: any changes to the legal representative must be agreed by the NA at least two months before the project end. The declaration must bear the original signature of the legal representative. Please note that copies will NOT be accepted Submission Section R 1. Validate the report: When you have finished completing the e-form click on the Validate button at the end of the report to check that all the fields are filled in correctly and no compulsory data has been omitted. If information is missing, a message with the name of the first incomplete field will be displayed. You will not be able to submit the report online if compulsory data is missing. 2. Submit: When you have successfully validated your report and you are happy with its contents you should save the report and then press the Submit online button. This will automatically send your report to our central server and a submission ID will be generated and feature on the 17

18 first page of the e-form. Please note that your computer must be connected to the internet for the submission to be successful. 3. Print the report using the Print form button (or the Print function in the File menu). 4. Sign: Complete the Declaration of Conformity by hand and make sure it is signed (original signature) by the legal representative of the organisation. 5. Post the original signed report together with signed Excel financial tables and other annexes (two hard copies but preferably one electronic copy only) to the address below. 6. a.pdf copy of the report, Excel financial tables and any electronic annexes to your Project Officer at the UK NA. Before sending your completed Final Report please ensure that you have included all necessary information, that all sections of the report are completed and that the Declaration of Conformity and the financial tables have been signed by the person authorised to sign on behalf of your organisation. If you do not submit all of the information we will have to get back to you and this will delay your final payment. We will expect to receive the electronic and hard copies of the report by 30 th November 2015 unless otherwise stated in your grant agreement. Please send all documents to: Leonardo Transfer of Innovation Team UK National Agency, Ecorys Albert House, Quay Place Edward Street Birmingham B1 2RA 5. What to do if you cannot submit the report form online If you have completed and validated the report but cannot submit it online: 1. Check that the computer is connected to the internet; 2. Speak to someone in your IT department regarding any known technical issues; 3. Call your Project Officer to check known problems in the submission procedures. 18

19 4. You can create an attachment of the report by clicking on the Create attachment button. This creates a new file with an.xml extension, which contains the data in the report. You should send the file as an attachment to the NA. 6. Updating the ADAM Database It is a compulsory requirement that all Leonardo TOI projects update their ADAM Database page at the Final Report stage. Failure to update the ADAM Database may result in a delay in the assessment of your Final Report. To assist you with making the required updates please also refer to the ADAM Final Report guidelines document included in your Seminar pack and the ADAM database user handbook available from the ADAM website. The website address for the ADAM Database is ADAM is a dissemination tool designed to provide projects with a platform to showcase innovative project work to an extensive audience. The ADAM Database also provides opportunities for organisations to create links with European organisations for possible future projects. At the Final Report stage you must: Update the Marketing Text, the Summary and the Description under the Project Information page so that they reflect the situation at the end of the project. You should also describe the project s results and measures for sustainability and impact in the past tense. Only the future impact you expect to achieve from the project should be in the future tense. Ensure the title and the Marketing text is in the three ADAM working languages: English, French and German. Include a link to your project website under the Project Information and ensure the link is working. Ensure that the correct details are entered for your partners as well as your organisation s details, and project coordinators details if applicable. Add or update descriptions of the main products under Products and upload the products themselves if they are available to the public and are not planned to be commercialised. Update the Economic Sectors section for it to indicate the economic sector(s), other than education, on which the project has had an impact upon. 19

20 In the Events section, highlight events held in connection with your project (e.g. workshops for target groups, stakeholders, the public). Upload interesting documentation on your project (e.g. press releases, PowerPoint presentations) onto the Files section. 7. Final Report Checklist To allow for your Final Report to be processed as quickly as possible, please ensure you have: Content: Included copies of minutes of each consortium meeting (2 copies if submitting hard copies) Included copies of each result in the relevant languages (2 copies if submitting hard copies ) Included copies of dissemination materials (2 copies if submitting hard copies ) Included other relevant materials e.g. lists of workshop participants, project management documents, quality assurance materials (2 copies if submitting hard copies ) Included URLs and relevant website information (e.g. passwords, user IDs), if applicable The Declaration of conformity in the e-form is signed by your legal representative Updated project details on the ADAM Database ( Finance: Used the correct (2013) version of the financial tables (Excel tables) Fully completed sections A.1 to A.7 of the financial tables The figures in your financial tables (excel tables) correspond with the totals in section N of the Final Report (e-form) Included 1 copy of bank transfers between the contractor and the partners and clearly referenced them to financial table A.2c Included 1 copy of subcontracting agreements and invoices (and tendering documents if applicable) for ALL subcontracts and referenced them to financial table A.7 Included 1 copy of the Financial Summary Sheet Section A.1 of the financial tables signed by your legal representative Submission: Submitted the e-form online by pressing the submit online button 20

21 Sent an copy of the Final Report (e-form in.pdf format and financial tables) as an attachment to your Project Officer Posted 1 original hard copy (i.e. with original signatures of your legal representative) of the Final Report (e-form and financial tables) Sent all additional annexes electronically. If not electronically, posted 2 copies of each annex with the hard copy of the Final Report. 21

22 8. Hints and Tips Make sure that the report is written in clear English and provides enough information throughout for us to assess what you have done. Clearly demonstrate how the original aims and objectives in your application have been met. Minor changes such as developing a CD-ROM instead of a DVD are generally fine but the aims and objectives of the project as well as your target groups should remain the same. Work with your project partners on joint sections: All partners should collaborate and contribute to the report although the contracting organisation is normally responsible for pulling together the information. Write as if the reader has no knowledge of your project: Anyone looking at your report will be reading about your project for the first time so try to write clearly without using jargon and explain things clearly, even if it all seems obvious to you. Acknowledge differences from the application: It is inevitable that there will have been changes to your project. However it is important to explain how and why things have changed, especially where there are significant differences to what was originally planned. Include copies of materials produced (or links to where they can be found on the web): copies of leaflets, brochures, posters and DVDs all help to illustrate what your TOI project has achieved. Materials should be in electronic format where possible just remember to include links (and any passwords if relevant) to where we can view them. 22

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