USER MANUAL - Hungary-Croatia IPA Cross-border Co
Contents
1. In the Dates section you can see the Settlement period start and the Settlement period end fields where the Lead Beneficiary should fill in the settlement period dates of the Progress Report according to the Reporting periods settled in the Subsidy Contract under Article 4 point 13 In the process of the report submission the system checks the followings 1 The system checks whether the settlement dates of the report are within the frame of the selected period If the settlement date is shorter than the reporting period a message is warning about it but the system accepts the shorter period In case the settlement period is longer than the reporting period the system sends a warning message to the Lead Beneficiary to connect the Joint Technical Secretariat Meanwhile the Lead Beneficiary can fill report but the submission is possible only after the modification is done In case the deadline of the reporting period has to be extended in case of prolongation of project duration the Lead Beneficiary has to send a Request for Subsidy Contract modification For more information regarding request for project modification please look up chapter 2 2 1 of the Project Implementation Handbook 2 The reporting periods should be continuous they can not cover each other 3 It is possible to prepare more report at the same time but you can submit these reports only in the given order according to the periods You can submit the second repor2. 20 00 20 00 100 00 A result general Lenath of riverbank directly influenced by the project m 2 00 2 00 200 00 result general Size of newly established protected area biosphere reserves NAT km2 0 00 0 00 0 00 result general Size of rehabilitated contaminated land m2 I 0 00 0 00 0 00 Project specific indicators Type Name Measurement Base value Actual value Planned v _5 00 _55 00 output j output 2 50 00 50 00 500 00 result j result 1 km 5 00 5 00 50 00 result IO result 2 m 1 00 1 00 10 00 v 4 2 5 OTHER ACTIVITIES Opening the Sheets to fill in Other Activities row on the OTHER ACTIVITIES screen it is possible to list the information and publicity activities of the reporting period and enter data of single tenders and public procurement tenders 24 Other Activities Main information and publicity activities that have been carried out during the reporting period Means of communication Carried out Single tenders Subject ik Budget line Amount Public procurement tender procedures Subject Type of procedure Budget line Close By clicking on the New button next to the Main information and publicity activities that have been carried out during the reporting period table you can see the MAIN INFORMATION AND PUBLICITY ACTIVITIES THAT HA
3. g if the procurement procedure is under process was it started did it have any result have the contract made with the supplier and the results of the fulfilment of the contract for procurement e g is the equipment in use of the project and how it serves the project were there any installation training provided or other complementary services both cases the identification of the budget line procurement item in AF should be provided Other In the Other textbox you can report on anything else you consider being important to let the JTS know about If the project realized any revenue from any activity it should be described here which activity in what form and by which Project Partner the revenue was realized The amount has to be reported in the Sheets to fill in Revenues section 21 4 2 3 ACTIVITIES In the upper half of the screen within Activities all table you can see all activities belonging to the project their current status is also available As the user opens the ACTIVITIES screen the Activities in reporting period table will be empty By clicking on the Add button the Lead Beneficiary should select those activities that were affected within the period Name Start End Status Responsible partners actor 01 01 2008 31 12 2009 In progress PP CEA 50071322 o1 01 2008 31 12 2010 In progress PP CEA 50071322 ctivities in reporting period Name Start End Prev Status actor
4. 01 01 2009 31 12 2009 In progress i After selecting the activity and then clicking on the Modify button you can see the ACTIVITY screen It is possible here to modify the status of the activity and give a short description about the realized activities description outputs location carried out in the reporting period It is important to describe in detail how in reality the activity has been implemented The Lead Beneficiary should fill in the cells based on the information given in the Partner Reports and should give additional details if necessary It is not acceptable to copy paste the same description of the activities given in the Application Form Project Pyramid 22 actor Name actO1 Start date 01 01 2009 LI End date 31 12 2009 1 Prev status In progress Relevant status In progress wl Description of activity Fulfilled Deliverables outputs Location 4 2 4 INDICATORS The Sheets to fill in Indicators row opens the INDICATORS screen where two tables can be seen one is for the programme level indicators and one is for project specific indicators Indicators together with the Planned value listed here are identical with the indicators and the target values specified by the Lead Beneficiary in the Application Form Section 10 Indicators It s only the actual value of the indicators that can be updated by the Modify button Actual value should represent th
5. 2007 2013 Front Office menu After clicking on the Amend Progress Report and AfR menu item the report waiting for correction For rules regarding the Completion of missing documents and revision of the submitted Progress Report and AfR please consult with the Project Implementation Handbook chapter 2 3 2 Project Progress Report You will be brought to the PROGRESS REPORT FILLING PROGRESS REPORT DATA screen which is the same as it was at the time of the original report submission The way of modification is also the same as it was at the time of the original submission H you have finished the modification you have to run a Check again then you have to attach documents if necessary As a final step you have to click on the Submit button and this way you can submit your corrected report for a new verification 38
6. BUTTONS e OK Pressing the OK button means that all recorded data will be saved and you can exit the screen e Cancel Pressing the Cancel button means that all recorded data will be lost definitively and you can exit the screen Cancel e X in the right upper corner of the screen the operation of X button is the same as the function of the Cancel button all recorded data will be lost definitively and you can exit the screen 3 IMIS 2007 2013 FRONT OFFICE IN GENERAL The Progress Reports and Applications for Reimbursement can be prepared and submitted through the Front Office FO surface of the IMIS 2007 2013 system 3 1 LOGIN In order to submit your Progress Report and Application for Reimbursement hereafter together the report you can log into the IMIS 2007 2013 Front Office with an internet link by using a username and a password The Internet link to IMIS 2007 2013 LB FO together with an individual username a temporary password and other technicalities will be sent to the Lead Beneficiaries via e mail by the IMIS Office within VATI Nonprofit Kft Your user name allows you to login to the IMIS 2007 2013 Front Office and to submit the Progress Report and Application for Reimbursement Your user name enables access only to your own project When using the internet link the first point is the appearance of the login screen There are only two fields to fill in one for the User name and one for the Password Having logged i
7. Carried out in both languages C Carried out Responsible partners Other partners involved Name Search Name Search A a Target groups Description of activity By clicking on the New button next to the Single tenders table you can see the SINGLE TENDERS screen where you can enter data of the single tenders initiated and or closed in the reporting period On the screen you can fill the following data Subject of the procurement Budget line selectable and Amount Start date of the procurement Date of the decision and contracting Name of the contractor Contracted net and gross amount Name of the responsible partners and there is a field where you can describe any other information 26 Single Tenders Subject Responsible partners Budget line 1 Preparation costs vi Name Search Amount Sg om EUR 4 Start date of procurement LI Date of decision if LI EA Date of contracting if LI me Name of contractor Other Contracted net amount 0 00 EUR Contracted gross amount 0 00 EUR Date of completion if LI Date of disbursement II LI In this screen data about procurements of services or equipments equal or less then 10 000 EUR have to be given Fill in this screen for each single tender initiated and or closed with a contractor consultant for procuring service or equipment in the reporting period In the Other textbo
8. Hungary Croatia IPA Cross border Co operation Programm IMIS 2007 2013 FRONT OFFICE USER MANUAL for Lead Beneficiaries of the Hungary Croatia IPA Cross border Co operation Programme 2007 2013 DECEMBER 2011 CONTENTS e VC ET 3 2 General CONVENTIONS 22cceeceeccneceeccneceeccesceeceeceneceeceeseneceeseneceeeeneeness 4 2 1 Field CONVENTIONS c0cceccceeceeceecceeceeccneceececeneceeceuseeeceesenseueseuseneeeeees 4 2 2 Button CONVENTIONS 02cceecceccneceeccnececeesceeceecceeceecenseneceeeeneceeseneenees 8 2 2 1 Data level buttons 0c cee eee eccceecceccecceeeceeceecceeceecaeeceeceeceeceesaeeseeeaees 8 2 2 2 Screen level buttons 9 3 IMIS 2007 2013 Front Office in generall cccccccssesssseeeeeeeeeeeeeeeeeeee 10 Du BEE e ln E 10 3 2 Front Office MENU 2 22ccecceeceeeceeceecceececeneceeceeseueceeceeeceesenseeesenseneees 11 4 Preparing Progress Report and Application for Reimbursement 13 4 1 Overview TAD wcieniniddevenssticuctznsnensdedeuewsncncatennctansncusnsnoodinnnniniuanaauncnunels 15 4 2 Sheets to fill in tab sisssvissesicsssassesadscciessaatasneadenniasinssactantaansanbacnsnearens 16 4 2 VNU data EE 17 4 2 2 Summary of project activities ee 19 AD E 22 e e le ue 23 4 2 5 Other e 24 4 2 6 Declarations in Progress Report and AT 28 4 2 7 Expenditure in reporting period un 29 E 31 4 2 9 Previous Applications for Reimbursement ceeeeeeeeeeeeees 32 4 2 10 Finan
9. VE BEEN CARRIED OUT DURING THE REPORTING PERIOD screen Here you can fill the following data Means of communication Start date and End date of the communication Number of persons taking part in the activity Name of the responsible partner You can also give a description of target groups and the activity itself Lead Beneficiary has to report on the fulfilment of those information and publicity activities that were planned in Application Form section 8 Information and Publicity and were carried out within the reporting period 25 In case any of the originally planned communication activities are carried out differently or have not been carried out at all the fact and a justification have to be given in the Sheets to fill mi Summary of project activities Differences deviations in terms of activities outputs section Please bear in mind that supporting documents e g copy of publications in news papers links to electronic media appearances photos of organised project events etc and items e g 1 piece of leaflet brochure pen badge bag etc procured from project budget with the aim of fulfilling the information and publicity requirements have to be submitted along with the Progress Report Main Information And Publicity Activities That Have Been Carried Out During The Reporting Period Means of communication Information board according to the guidance v Start date LI End date Number of persons reached on C
10. cial eier 33 4 3 Attachments tab EE 34 5 Report SUBMISSION sasisiscascscinssscssiedeaniadeseasandanaescaisscicsadadansiedecsassninaancae 36 6 Report WE E nnmnnn 38 1 OVERVIEW This user manual s principal objective is to provide guidance on the usage of the IMIS 2007 2013 Information and Monitoring System for the Lead Beneficiaries of projects being implemented within the frameworks of the Hungary Croatia IPA Cross border Co operation Programme It aims to explain the way the Progress Reports and Applications for Reimbursement should be filled in and submitted by Lead Beneficiaries through the IMIS 2007 2013 Front Office surface and it also provides practical and technical information on data entry Further more this document will help the Lead Beneficiaries with content related questions You can find the minimum requirements regarding the necessary data and information to be provided by the Lead Beneficiary when submitting the Progress Report to the Joint Technical Secretariat 2 GENERAL CONVENTIONS In this chapter you can find a summary of how the fields and buttons should be used in the IMIS 2007 2013 the document will review their main characteristics pointing out the important features that can help you in handling the screens 2 1 FIELD CONVENTIONS The system applies several sorts of fields which may possess specific features and require different ways of usage e Empty field The most commonly applied field of the s
11. d any time the recorded data can be saved and after the break the data entry can be continued Once clicking on the Submit button the content of the PR and the AfR will not be possible to modify 11 With the Amend Progress Report and AfR function it is possible to modify those Progress Reports and AfRs that are sent back by the Joint Technical Secretariat for completion or for error correction This function is accessible only in case the Secretariat sends back any of the reports Otherwise the system informs you of the lack of report With the View Progress Report and AfR function you can view all of your reports The list of accessible reports is independent of your report s current status as you can see all submitted and still not approved resubmitted approved and rejected reports as well as the ones that are under preparation or that are sent back for modification In the Change Password function you can modify your password With the Exit function you can exit the IMIS 2007 2013 Front Office and this way the IMIS 2007 2013 system as well After leaving the IMIS 2007 2013 Front Office you can login again anytime with your user name and password combination and you can continue your work 4 PREPARING PROGRESS REPORT AND APPLICATION FOR REIMBURSEMENT Clicking on the Create New Progress Report and AfR menu item the system opens the REPORTING PERIOD SELECTION screen The screen is a table where you have to select the reporting peri
12. ding to budget lines and describe in detail the content of the cost below e g related project activity date location of the event type of equipment procured fro what purposes etc besides Declaration on validation of expenditure the You might find further information about the cost item in question in the related Partner Progress Report Budget Line 1 1 Technical plans Amount ojoo EUR Description 30 4 2 8 REVENUES Opening the Sheets to fill in Revenues row it is possible on the REVENUES screen to report revenues data generated within the selected reporting period You have to enter revenues by partners Revenues generated by the project Role Plan amount Prev repor ForSeen Revenues Net revenues Accepted Accumulated Remaining Curr Modify 1 000 00 100 00 L 100 00 10 00 900 00 EUR A PP CEA 10 000 00 103 00 9 897 00 EUR ADJPP EBG MedAustron Hunger 0 00 0 00 0 00 EUR v All partners of the project can be seen in the table and if there was planned revenue in the contract then it is also marked there The table has the following columns e Role The partner s name and role e Planned Amount The planned net revenue according to the contract e Previously reported The net revenue reported in the previous reports e Foreseen It shows whether it is a planned revenue tick e Revenues The revenues to be recorded in t
13. e cumulative number of the output or result that has been achieved by the project from the beginning of the project until the end of the current reporting period In order to follow the achievement of the given indicator the Base value is showing the cumulative value of the given indicator of the previous reporting periods approved by the JTS The Planned value refers to the target value planned to be achieved by the end of the project The actual value has to be calculated by adding the achievement of the current period to the base value of the given indicator visible on the screen Data can be entered directly into the activated row of the table The content of other fields can not be modified 23 Throughout the whole project implementation it is very important to pay special attention to the indicators and achieve the planned target value Mostly the fulfilment of indicators are checked on partner level by a document based control however some of the indicators can only be measured on project level e g size of area covered by the project therefore the realization has to be supported with documents handed in by the Lead Beneficiary Such proving supporting documents are e g the declaration of the Lead Beneficiary that the indicator has been achieved by the project Indicators Indicators Type Category Name Measurement Base value Actual value Planned v result general Area of developed and improved landscape by the project km2
14. e fields should be filled in is the Declaration on validation of expenditures issued by the national control body for each partner in the partnership Declaration on validation of expenditure and the Project Progress Report has to be in line with each other Budget costs Budget lines of selected partner Project partner Budget line PP CEA 1 Preparation costs ADJPP EBG MedAustron Hungary 2 Staff cost LB GySEY Zrt 3 Travel and accommodation 4 Services 5 Equipment Supply 6 Investment Works 7 Administrative costs 0 00 29 In the Budget lines table of the selected partner you have to select the budget line and then you have to click on the Modify button As a result you open the COST screen which contains the sub lines of the selected budget line in a similar table Budget Line 1 Preparation costs 0 00 EUR Budget Lines Budget line View 1 1 Technical plans E 7 1 2 Studies statistics databases and researches 1 3 Costs of permits 1 4 Project meetings and travel costs 1 5 Translation and interpretation costs v Please select a sub line and then click on the Modify button so that one more COST screen will be opened Here you can record the amount you would like to report and it is possible to write a short comment as well Please put the amount present on the of the relevant partner accor
15. ed AfRs By using the Modify button you can inform the JTS here on payments to your Project Partners accomplished by you Please note that bank statement of the Lead Beneficiary proving transfer of Community funding to the Project Partners related to the previous reporting period has to be submitted along with the Progress Report in hard copy 32 Transfers of Community Funding to PP Progress report ID 1 Transfer date of Community Funding to LP LB B 16 04 2010 Amount transferred to LP 343 65 Transfers Project partner Transfered Amount Total transferred amount F Cancel 4 2 10 FINANCIAL PROGRESS On the screen that can be opened by the Sheets to fill in Financial Progress row the system does not allow any kind of data entry The FINANCIAL PROGRESS screen provides a clear and sophisticated overview of the whole project budget The screen shows the planned project budget per sources of funding the amounts reported in previous reports the amounts recorded in the current report the sum of these two latter columns and the remaining amount which can be reported in the following reports With the help of these data progress of the spending of each partner can be followed In case any of the partner is under spending most visible in the column compared to the original spending forecast the Lead Beneficiary is advised to draw the attention of the concerning partner to
16. er text Grey field In the Grey field the system displays data only for providing information therefore its content can not be modified You can face Grey fields most commonly when you use the View button In that mode all fields are inactive you can see the data but you can not modify them Most Grey fields contain data generated by the system e g identifier serial number Gg Table There are two types of tables in the system o For direct data entry Data entry can be done with the New button located next to the Data entry table while the data modification can be completed with the Modify button When the row is active see the illustration below the user can step into the field with a double click which makes data entry possible The data entered into the field can be finalized with the Enter key Pressing the Enter key again will finalize the whole row Resp partner Measurement unit Base value Target value LP Ip p lda 1 00 10 00 A o For indirect data entry For entering new data you can apply the New button for modifying an existing data you have to use the Modify button Data entry and modification have to be accomplished on a new screen that will appear after the usage of these buttons In the table only the recorded data will appear The structure of the tables is fixed you can not modify it The structure varies according to the different menu points the number of its rows a
17. he current report e Net revenues The net revenue which has to be deducted from the contribution e Accepted The amount accepted by the Joint Technical Secretariat e Accumulated The sum of the Previously reported and the Revenues columns e Accumulated rate The percentage rate of the reported revenue and the planned amount e Remaining The remaining revenue which is not reported yet 31 As the first step the partners row has to be selected in order to record revenues By clicking on the Modify button the following columns can be filled Revenue Net Revenue and Foreseen After you filled in this screen if relevant please give details about how the revenue has been realized how the exact amount was calculated method costs deducted in which activity and by which Project Partner in the Other textbox under Sheets to fill in Summary of project activities 4 2 9 PREVIOUS APPLICATIONS FOR REIMBURSEMENT Previous Applications for Reimbursement Progress report Approval Amount SZ 1 16 04 2010 343 65 Rad Modify Close Opening the Sheets to fill in Previous Applications for reimbursement row the PREVIOUS APPLICATIONS FOR REIMBURSEMENT screen will be opened This screen is suitable for storing those Applications for Reimbursement data that were submitted previously and that were transferred to you being the Lead Beneficiary The system shows automatically all previously transferr
18. he signature of the Addendum to the Subsidy Contract or the approval date of the Other changes modification 18 4 2 2 SUMMARY OF PROJECT ACTIVITIES Clicking on the Sheets to fill in Summary of project activities row the system opens the SUMMARY OF PROJECT ACTIVITIES screen where you have to give a detailed description of the project progress The description should be entered into the Description fields by topics after selecting the given topic e g Summary of achievements on EU horizontal policies in current period The system lists the topics automatically the user can not modify them as these categories are defined by the JTS It is obligatory to expound all of the topics Summary of project activities Short labels Description Summary of the project activities from start Summary of achievements on EU horizontal policies in current period Coordination and management activities operation of the partnership Differences deviations in terms of activities outputs Justification for the above mentioned differences and deviations Status of works investment procurement of equipments if relevant Other Summary of the project activities from start Lead Beneficiary has to summaries all activities that are under implementation describing in a comprehensive way which activities are in what stage what results have been achieved by which Project Partner and what further steps are needed to be taken in orde
19. inuous Always check first in the View Progress Reports and AfRs menu if there is a Progress Report already started In case there is one go to the Continue Progress Report and AfR menu where you can continue filling in the screens You can reassure yourself that you are working with the appropriate Progress Report by checking the Reporting period and the Progress report ID in the heading of the screen Already started Progress Reports that are not needed have to be deleted with the help of the Delete button to be seen under the Overview screen so that the numbering of the Progress Reports properly reflect the number of Progress Reports submitted to the JTS When opening the screen it shows the Overview tab by default At the bottom of the PROGRESS REPORT FILLING PROGRESS REPORT DATA screen you can find the following buttons e Delete It deletes the whole report which means that all recorded data will be lost Before the deletion you have to answer Yes for a confirmation question e Exit You leave the screen but all recorded data are saved and stored e Check It checks the whole report on the basis of pre defined built in algorithms and rules If it finds some errors or discrepancies it opens a Check report Word file in which it describes the problems e Submit The checked and properly fulfilled Progress Report and AfR can be submitted officially by using the Submit button In order to prevent accidental submission the sy
20. it The table on the upper side of the screen shows project level data while the table below displays data per partners Clicking on any of the partners the system shows the partner specific budget data in the table 33 Financial Progress Guide Amount type Planned amount Previously repo Current Accumulated Ki Remaining amo Total budget 403 000 00 0 00 200 00 200 00 0 05 402 800 00 EUR Revenue 0 00 l 0 00 l 0 00 EUR Total eligible public contribution 403 000 00 200 00 402 800 00 EUR Community funding 342 550 00 342 380 00 EUR State contribution 55 400 00 55 380 00 EUR Own public contribution 5 050 00 5 040 00 EUR Project partner Amount type Planned amount Previously repo Current Accumulated Yo Remaining amo 4 Total budget 101 000 00 0 00 200 00 200 00 0 20 100 800 00 EUR Revenue 0 00 0 00 0 00 0 00 0 00 0 00 EUR Total eligible public contribution 101 000 00 0 00 200 00 200 00 0 20 100 800 00 EUR Community funding 85 850 00 0 00 170 00 170 00 0 20 85 680 00 EUR State contribution 10 100 00 0 00 20 00 20 00 0 20 10 080 00 EUR Own public contribution 5 050 00 0 00 10 00 10 00 0 20 5 040 00 EUR 4 3 ATTACHMENTS TAB K3 E S The Attachments tab serves to upload or generate documents With the Upload button you can attach all kinds of documents which are necessary to support the report After uploading a document the Subject cell should be fi
21. lled in by clicking on the Modify button and filling in the required cells Progress Report Filling Progress Report Data Project ID haazot haaz01 Project title Project acronym base Progress report ID PROZ Reporting period period02 01 01 2009 31 12 2009 Overview Sheets to fillin Attachments Filing number Date Type Check Next gt Exit 34 It is obligatory to upload the scanned version of the originally signed Declaration on validation of expenditures of each partner including the Lead Beneficiary With the Report button you can make the system generate the Progress Report and the AfR documents in any stage of the filling in process It is advised to check continuously if all fields that are relevant to the project are completed in the printed Progress Report The documents can be printed out The generated documents are stored by the system and later they can be queried here any time 35 5 REPORT SUBMISSION The process of the Progress Report and the Application for Reimbursement submission progresses on the basis of the following steps As the first step you have to login to the IMIS 2007 2013 Front Office and run the Create New Progress Report and AfR function On the REPORTING PERIOD SELECTION screen you have to select a reporting
22. mmarises the financial data to the Financial progress table and copies the information to here so it is possible to keep track of the reported expenditure of 15 the whole project Reported amounts and of each partners Reported amounts per project partner Reported amount of each Project Partner appears after clicking on the name of the Project Partner in question 4 2 SHEETS TO FILL IN TAB The data entry can be completed on the second tab called Sheets to fill in In fact this tab is a list that covers so called sub screens referring to the different sections of the Progress Report amp AfR Each row can be opened with the Modify button and then it is possible to fill in the Progress Report amp AfR data on the newly opened sub screens Progress Report Filling Progress Report Data Project ID haaz01 Project acronym best Project title haazo1 Progress report ID PRO2 Reporting period period il 01 01 2009 31 12 2009 Overview She Attachments Sheets rew Main data Modify Summary of project activities Activities Indicators Other Activities Declarations in Progress Report amp AFR Expenditure in reporting period Revenues Previous Applications for reimbursement Financial progress Check Next gt Exit 16 4 2 1 MAIN DATA Opening the Sheets to fill in Main data row you can see the MAIN DATA screen which ser
23. n you can modify your password anytime on the Opening screen Username teszt 01 Clicking on the Login button the system requires you to create and confirm an own password The password should have the length of at least 8 characters which contains not only lower case and capital letters but numbers as well 3 2 FRONT OFFICE MENU After the successful login you will meet the following opening screen B Lead Beneficiary IMIS 2007 2013 APP2 Test System Version 23 001 Ze amp Lead Beneficiary ba 4 Logged in as Hungary Croatia HUHR 0901 1 1 2 0001 IPA Cross border Co operation Programme Create New Progress Report and AfR Continue Progress Report and AfR Amend Progress Report and AfR View Progress Reports and AfRs Change Password Exit Po2zesko slavonska The Programme is co financed by the European Union Here is the list of the accessible menu items of the Front Office surface With the Create New Progress Report and AfR function you can prepare and submit a new Progress Report and a new AfR The PR and the AfR are prepared together on the same screen but as a result the system will generate two different documents at the end of the preparation process With Continue Progress Report and AfR function it is possible to carry on the data entry process of your Progress Report and your AfR if it was started earlier and it has not been submitted yet This way the completion process can be stoppe
24. nd columns as well as the header names change also according to the content Example for table ID Title From To Amount Curr 03 03 2009 03 03 2009 100 000 00 EUR a E e Text box The Text box operates the way as the Empty field does but in contrast to the Empty field it is allowed to enter a higher number of characters which makes this field type suitable for writing more detailed descriptions reviews or comments Maximum 2000 characters can be put into this field type You can copy and paste text from a document but be careful if you paste more than 2000 characters the system will cut the excess without notification e You can fill it in two ways o selecting the field with a click then recording the proper data manually or o selecting the field by using the TAB key then recording the proper text Important Descriptions of all required fields should be written in a clear and concise way allowing the JTS and other Programme bodies to understand the content and concept of the project implementation Avoid profuse and repetitive explanations but try to get to the point as much as possible in order to be able to fit into the given characters of the textboxes Please fill in each field with the required data and or text In case a text box e g Status of works investment procurement of equipments or a field e g Project changes is not relevant for you please write not relevant or put a in
25. od double click for which you would like to report Please note that a Progress Report and AfR have to be submitted after each reporting period The timeframe of the reporting periods and the deadline for submission of the Progress Report and AfR are laid down in Article 4 of the Community Funding Subsidy Contract concluded between the Lead Beneficiary and the Managing Authority For more details on the submission of Progress Reports and AfR please look up the Project Implementation Handbook chapter 2 3 Reporting and reimbursement process of the Community funds Start Up Report is to be submitted within the 1 reporting period For technical information please consult with chapter 4 2 1 Main data of the present manual Having selected the proper period you will be brought to the PROGRESS REPORT FILLING PROGRESS REPORT DATA screen which serves to prepare and submit the report The header shows your project s ID the project title and the project acronym It also displays the selected reporting period and the progress report identification code that is generated by the system automatically The IMIS 2007 2013 system numbers your reports in sequence and the allocated ID refers to the current report es sequence number e g PRO5 The screen consists of 3 sheets that enable data entry and data reporting Please note that the reporting periods and the sequence ID number of the progress reports should be cont
26. period and then it is necessary to fill in the screens which can be opened from the Sheets to fill in tab During the data entry with the Check button you can run anytime automatic check done by the system After the check you will either get a message that informs you about successful check no errors to correct or the system generates an Error list Error Report in Word format where all the problems are listed and where the system also defines the way to correct them On one hand the check ensures that you entered all data properly and you do not forget anything while on the other hand as the check is the precondition of the submission it ensures for the Joint Technical Secretariat that all data necessary for verification is recorded in the system You can attach the necessary documents to the report with the Upload button on the Attachments tab When clicking on the Report button on the Attachments tab the system generates the preliminary Progress report and the Application for Reimbursement documents Although the system already generates these documents in this phase it displays a well recognizable warning text SAMPLE Do not submit on them to mark that these documents are not yet validated the documents do not contain finalized data After recording all data at least one check has to be run with the Check button If the check was successful and no errors have been found then the process can be continued with the Next button Afte
27. r clicking on the Next button the system finalize the report and its data With this step the Modify button disappears from all the screens and data entry is not allowed any more only if you click on the Back button 36 The Submit button appears on the screen only after clicking on the Next button After clicking on the Submit the system warns the user that the final documents should be generated and printed The data recorded previously can not be modified it is only the opening of the documents that is possible with the Report button on the Attachments tab The generated documents Progress Report and Application for Reimbursement receive an automatic ID and are stored by the system You can query the documents anytime later After the document generation the official report submission can be accomplished For this you have to click on again the Submit button and answer yes to the confirmation question The status of the Progress Report and the Application for Reimbursement will be modified to Submitted 37 6 REPORT VERIFICATION The submitted report will be verified by the Joint Technical Secretariat If they find some errors or inconsistency they have the chance to send back the report to the Front Office for completion The Joint Technical Secretariat informs you about this in an e mail message outside the system After the message the correction should be done by you with the Amend Progress Report and AfR menu item of the IMIS
28. r to complete the given tasks This summary should reflect the information given within the detailed activity screen under Sheets to fill in Activities Activities in reporting period 19 This summary should not be long since it is advised to continue and update the summary with information each time when the second third and so on progress reports are submitted Summary of achievements on EU horizontal policies in current period Please describe what your project has achieved in the filed of Equal opportunities and Sustainable development in the current reporting period Avoid repeating the information given in earlier progress reports In the Application Form sections 5 2 b and c it is determined by the LB what kind of contribution the partnership is taking on project level in connection to the EU horizontal policies Explain how those contributions are realized what are the results and which Project Partner achieved it Coordination and management activities operation of the partnership Describe the Lead Beneficiary s project management tasks and that of the Project Partners in the current period How the information flow is secured does the coordination of the partnership and of the project implementation go smoothly or there are any difficulties and if yes what are those difficulties If any difficulties occurred how the partnership solved them If the difficulties still exist what measures the LB or any of the Project Pa
29. rtners have taken in order to overcome the inconvenience Differences deviations in terms of activities outputs Describe if there are any major obstacles in carrying out the activities and delivering project results originally planned What are the differences if there are any compared to the Project Pyramid and the Indicators defined in the Application Form It is advised to summaries and make conclusions about the differences after the Activities in reporting period field are filled in under Sheets to fill in tab Justification for the above Justify the difference in each case mentioned above 20 Status of works investments procurement of equipments if relevant In case of works investments it is important to describe the status of the connected procurement procedure e g if the procurement procedure is under process was it started did it have any result have the contract made with the supplier the status of implementation accomplishment in line with the contract by summarizing the progress in quantity and quality mentioning the main stages activities as well and the results of the fulfilment of the contract e g is the result of the works in use of the project and how it serves the project is the delivery fulfilled and complete are the needed permits for usage is there any extra work needed as it is foreseen In case of equipments it is important to describe the status of the connected procurement procedure e
30. stem asks for confirmation Progress Report Filling Progress Report Data Project ID haaz01 Project acronym haaz01 Project title bast Progress report ID Proz Reporting period periodd2 01701 2009 31 12 2009 ERT Overview Sheets to fill in Attachments Main data Lead beneficiary GySEV Zrt Project duration 01 01 2008 31 12 2012 Guide Reported amounts Total budget 420 00 EUR Revenues 0 00 EUR Total public eligible 420 00 EUR Community Funding 357 00 EUR Saben E in Adj 357 00 EUR Reported amounts per project partner Project partner Total budget 0 00 EUR LB GySEV Zrt A PP CEA Revenues 0 00 EUR ADJPP EBG Med ustron H l Medrusiron Tungary Y Total public eligible 0 00 EUR Community funding EUR State nm EUR Delete Check Next gt Exit 4 1 OVERVIEW TAB The Overview tab displays the most important general and budgetary data of the report in a comprehensible structure All fields of the tab are inactive data entry is not allowed here When opening the screen for the first time it is empty information can be seen only after you have started to enter data on the Sheets to fill in tab The tab shows the name of the Lead Beneficiary its Project Partners and the start and end date of the project duration When the budgetary data are entered on the Sheets to fill in Expenditure in reporting period tab the system su
31. t only after you have already submitted the report for the first period and there are no pending reports for the first period Main Data Guide Activities and expenditures summary Please indicate in the case of Partner Country Activity Expenditure Modify each partner if activities were LB TESZT Hungary 7 a carried out and if the given partner has validated PP Teszt Hungary expenditures from the period PP TP Croatia reported Please note that in case of Partners Without Budget expenditures should not be indicated v R 5 Dates In case the implementation of your project is done according to the planned timeframe as indicated in the subsidy contract please tick this box Settlement period start 01 04 2010 J not what is the estimated delay of the project implementation months 00 Final Progress report Settlement period end 02 04 2010 LI Administrative changes table Num Partner Description v The Administrative changes table should be filled in in case there was any Request for Subsidy Contract Modification or Request for other changes in the project approved in the relevant reporting period After selecting the Partner which is affected by the requested and approved change the description cell should contain only the date of t
32. the field Drop down menu A drop down menu includes a pre defined list of elements As the content of this list can not be changed you have to select one from the pre defined items E When clicking on the downwards arrow on the right side the whole list will appear on the screen By clicking on the selected item you can indicate which element you would like to use The system fills the field with the selected item 2 2 BUTTON CONVENTIONS 2 2 1 DATA LEVEL BUTTONS New The New button serves to enter new data into the system New Modify The Modify button serves to modify the existing data in the system Modify Delete The Delete button serves to delete data from the system When pressing the Delete button the system asks you for providing a confirmation of the deletion in order to avoid the inadvertent deletion View The View button serves to show the previously recorded data but it does not let their modification Add The Add button can be used to select and add a new item from a list containing a pre defined list of elements Remove The Remove button can be used to remove a previously selected item from a list and to take it back to its original place lt Remove All The All button can be used for selecting all items of a list at once e Clear The Clear button can be used for removing all previously selected items of a list at once lt lt Clear 2 2 2 SCREEN LEVEL
33. tions in Progress Report and AfR row opens the DECLARATIONS IN PROGRESS REPORT AND AFR screen where three basic declaration data can be entered the related Project partner ID of the declaration and the date on which it was issued You should enter all declarations that are involved in the report e Project Partner That Project Partner should be selected here whose Declaration on validation of expenditure is attached to the AfR e Declaration ID The ID number given in the field Type of declaration issued on the Declaration on validation of expenditure should be indicated here e g Regular No 1 or 2 etc or Corrective No 1 1 or 2 1 etc e Issued on The issue date of the Declaration on validation of expenditure should be inserted here 28 Declarations in Progress Report amp AfR Project partner Declaration ID Issued on LB TESZT Before you submit the report officially the system requires the attachment of as many documents as many Declarations have been recorded 4 2 7 EXPENDITURE IN REPORTING PERIOD Running the Sheets to fill in Expenditure in reporting period row you can see the BUDGET COSTS screen You can add here the expenditures per partners and per budget lines that you would like to report for the selected period Only those costs that have been validated by the controllers for each Project Partner can be reported here therefore the basic document according to which thes
34. ves to indicate those partners who are involved in the current report and it is also the place to mark which partner would like to report only activities and which partners would like to report their expenditures too It s only the Lead Beneficiary who can login to the system so all partner data has to be entered by the Lead Beneficiary When providing this information a tick has to be put into the appropriate checkbox of the appropriate column of the table named Activities and expenditures summary Please use the Modify button for the ticks The table lists all partners of the project automatically When the tick is placed in the appropriate box you have to consider and report based on those information received from the Project Partners in their partner reports It can happen that a PP reports about activities fulfilled but has no expenditure validated In this case the tick has to be put to the Activity column of that particular Project Partner On the MAIN DATA screen it is also possible to register any kind of administrative changes completed within the project during the selected reporting period and if it is necessary you can inform the JTS here on the delay in the project implementation by putting a tick into the checkbox of the displayed question by entering the duration of the delay in months The Final progress report checkbox should be ticked if you would like to submit the very last report at the end of the project implementation
35. x at the right lower corner of this screen you can add any extra information related to the given procurement If the Subject field is too short for listing the purchased equipment service use the Other field By clicking on the New button next to the Public Procurement Tender Procedures table you can see the PUBLIC PROCUREMENT TENDER PROCEDURES screen The fields on the screen are similar like the fields of the SINGLE TENDERS screen The only difference is that you can also select the type of the procedure as well and give the Procurement number issued by the responsible national public procurement office in case the procurement has been published in any official paper or webpage 27 Public Procurement Tender Procedures Subject Responsible partners Type of procedure Name Budget line 1 Preparation costs vi Amount 0 00 EUR ER Start date of procurement Date of decision Date of contracting Procurement number issued officially Name of contractor Contracted net amount 0 00 EUR Contracted gross amount 0 00 EUR Date of completion Date of disbursement Please consult with the PRAG guidelines and the Guidelines for Applicants of the first Call for Proposals chapter 6 2 2 Procurement rules for projects for the limits and the type of procedures 4 2 6 DECLARATIONS IN PROGRESS REPORT AND AFR The Sheets to fill in Declara
36. ystem is the so called default data entry field It is appropriate for recording text type and numeral characters e g name code number e You can fill it in two ways o selecting the field with a click then recording the proper data manually or o selecting the field by using the TAB key then recording the proper text e Yellow field It operates similarly as the Empty field the only difference is that it s obligatory for the user to touch the Yellow field This means that it is not obligatory to fill but the user should click at least once into the field or go through it by the TAB key to be able to exit the screen e You can fill it in two ways o selecting the field with a click then recording the proper data manually or o selecting the field by using the TAB key then recording the proper text Red field The Red field operates similarly as the Empty field but it s mandatory for the user to fill it in The data entry is obligatory the concerned screen can be left only after some information has been recorded When the system notices that the recorded data is formally not appropriate e g the system does not accept dates like 30 06 2876 or 15 03 0999 it informs the user who has to correct the mistake in order to leave the screen save or exit You can fill it in two ways o selecting the field with a click then recording the proper data manually or o selecting the field by using the TAB key then recording the prop
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