USER MANUAL - Hungary-Croatia IPA Cross-border Co

IMIS 20072007-2013
FRONT OFFICE
USER MANUAL
for Lead Beneficiaries of the
Hungary-Croatia IPA Cross-border Cooperation Programme
2007-2013
DECEMBER 2011
CONTENTS
1. Overview ............................................................................................... 3
2. General conventions............................................................................ 4
2.1. Field conventions.............................................................................. 4
2.2. Button conventions........................................................................... 8
2.2.1. Data level buttons............................................................................. 8
2.2.2. Screen level buttons......................................................................... 9
3. IMIS 2007-2013 Front Office in general............................................. 10
3.1. Login ................................................................................................ 10
3.2. Front Office menu ........................................................................... 11
4. Preparing Progress Report and Application for Reimbursement .. 13
4.1. Overview tab.................................................................................... 15
4.2. Sheets to fill in tab .......................................................................... 16
4.2.1. Main data ....................................................................................... 17
4.2.2. Summary of project activities ......................................................... 19
4.2.3. Activities ......................................................................................... 22
4.2.4. Indicators........................................................................................ 23
4.2.5. Other Activities ............................................................................... 24
4.2.6. Declarations in Progress Report and AfR....................................... 28
4.2.7. Expenditure in reporting period ...................................................... 29
4.2.8. Revenues ....................................................................................... 31
4.2.9. Previous Applications for Reimbursement...................................... 32
4.2.10. Financial progress ........................................................................ 33
4.3. Attachments tab .............................................................................. 34
5. Report submission............................................................................. 36
6. Report verification.............................................................................. 38
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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.
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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.
•
•
Empty field: The most commonly applied field of the system is the socalled default data entry field. It is appropriate for recording text-type and
numeral characters. (e.g.: name, code number)
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.
•
•
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.
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.
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•
•
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 proper
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).
•
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 doubleclick 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.)
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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 and columns as
well as the header names change also according to the content.
Example for table:
•
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.
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.
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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 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.
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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.
Modify: The Modify… button serves to modify the existing data in the
system.
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.
•
All: The All button can be used for selecting all items of a list at once.
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•
Clear: The Clear button can be used for removing all previously selected
items of a list at once.
2.2.2. SCREEN LEVEL BUTTONS
•
•
•
OK: Pressing the OK button means that all recorded data will be saved and
you can exit the screen.
Cancel: Pressing the Cancel button means that all recorded data will be lost
definitively and you can exit the screen.
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.
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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 VÁTI 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 in you can modify your password anytime on the
opening screen.
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.
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3.2. FRONT OFFICE MENU
After the successful login you will meet the following opening screen:
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 stopped 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.
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•
•
•
•
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.
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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 period (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 1st 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
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and the allocated ID refers to the current report’s sequence number, e.g. PR05.
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 continuous.
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:
•
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.)
•
•
Exit: You leave the screen (but all recorded data are saved and stored).
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.
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•
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 system asks for confirmation.)
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
summarises 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
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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 & AfR. Each row can be opened with
the “Modify” button and then it is possible to fill in the Progress Report & AfR
data on the newly opened sub-screens.
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4.2.1. MAIN DATA
Opening the Sheets to fill in/Main data row you can see the MAIN DATA
screen which serves 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.
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.
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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 report only after you have already submitted the report for the first
period and there are no pending reports for the first period.)
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 the signature of the Addendum
to the Subsidy Contract or the approval date of the Other changes modification.
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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 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 order 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.
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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 Partners 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.
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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.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.
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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.
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.
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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 the 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.
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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.
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.
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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 HAVE
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.
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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 in/ 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.
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.
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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’ textbox 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.
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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/Declarations 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.
• Project Partner
That Project Partner should be selected here
whose Declaration on validation of expenditure
is attached to the AfR.
• 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.
• Issued on
The issue date of the Declaration on validation
of expenditure should be inserted here.
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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
these 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.
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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.
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 according 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.
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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.
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:
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•
•
•
•
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Role: The partner’s name and role.
Planned Amount: The planned net revenue according to the contract.
Previously reported: The net revenue reported in the previous reports.
Foreseen: It shows whether it is a planned revenue (tick).
Revenues: The revenues to be recorded in the current report.
Net revenues: The net revenue which has to be deducted from the
contribution.
Accepted: The amount accepted by the Joint Technical Secretariat
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Accumulated: The sum of the Previously reported and the Revenues
columns.
Accumulated rate %: The percentage rate of the reported revenue and the
•
planned amount.
Remaining: The remaining revenue which is not reported yet.
•
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As the first step the partner’s 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
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 transferred 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.
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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 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.
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4.3. ATTACHMENTS TAB
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 filled
in by clicking on the Modify button and filling in the required cells.
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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.
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5. REPORT SUBMISSION
The process of the Progress Report and the Application for Reimbursement
submission progresses on the basis of the following steps:
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As the first step you have to login to the IMIS 2007-2013 Front Office and
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run the Create New Progress Report and AfR function.
On the REPORTING PERIOD SELECTION screen you have to select a
reporting 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.
•
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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. After 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.
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•
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.
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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.
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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 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. If 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.
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