GRIP IT

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GRIP- IT

• Governance of Regionally Integrated Projects
  using Innovative Tools.
• (Structural Funds implementation in an integrated
  approach)
• RFO INTERREGIIIC Operation
• April 2005 December 2007
• Information for subproject participants

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Partners

• Lead Partner
• Hradec Králové Region (Czech Republic)
• Project partners
• Basilicata Region (Italy)
• West -Transdanubian Regional Development Agency
  (Hungary)
• Friuli Venezia Giulia Region (Italy)

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Lead PartnerHradec Králové Region

• Hradec Kralove Region was appointed a Lead
  Partner of this project.
• Lead Partner is responsible for management,
  implementation and co-ordination of activities
  among the involved partners.
• Lead Partner signed Subsidy contract with the
  Managing Authority and thus undertakes full
  financial and legal responsibility for the
  GRIP_IT project, also on behalf of all involved
  partners.
• Only the Lead Partner may request payments on the
  basis of the Subsidy contract.

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Planned results

• Effective management procedures and coordination
  of activities.
• Subprojects for integrated projects realised in
  partner regions.
• Documentation showing the transference of good
  practises in integrated projects.
• Document about implementation of integrated
  project preparation, managing, finding local
  partners and finance.
• Informing partners and public about project
  progress.
• Publicity and dissemination of results and
  outputs project.

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TIMEFRAME OF THE GRIP-IT OPERATION
1.7.2006 Starting date of the subproject
realization
30.6.2007 Final date for the subproject
realization
04/2005 Starting date of the GRIP-IT operation
12/2007 Final date of the GRIP-IT operation
Subproject level
RFO GRIP-IT level
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Budget

• Contribution of ERDF
• 1 500 000 EUR

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ComponentsRFO GRIP-IT operation level

• Subproject activities are divided into 3
  components
• I. Management and coordination
• II. proper content of the subproject realization
• III. Info and publicity

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RFO (Regional Framework Operation)
RFO GRIP-IT Lead partner LP
RFO GRIP-IT level
RFO GRIP-IT Regional partners RP
Subproject Lead participant LPT
Subproject Lead participant LPT
Subproject Participants PPT
Sub-project level
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GRIP_IT Contract frameworkSubsidy
contractCo-operation agreement

• All regional partners are obliged to sign subsidy
  contract with their national lead participants
  involved in specific transnational GRIP_IT
  sub-projects. (e.g. West Pannon RDA will sign
  subsidy contract with all Hungarian Lead
  participants)
• The contents of unified subsidy contract was
  approved by all GRIP_IT Regional partners.
  Unified Subsidy contract means it is the same for
  all Lead participants.
• All participants in each sub-project (including
  Lead participants) shall sign co-operation
  agreement within each subproject.

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GRIP_IT Reporting framework (bottom-up)
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GRIP_IT Reporting framework (bottom-up)

• semester progress reports (2 reports during
  realization of the subprojects)
• progress report activity report audited
  financial report
• 1. Each sub-project participant or sub-project
  lead participant is obliged to have its semester
  financial report audited.
• 2. Sub-project participants send their semester
  progress report consisting of activity report and
  audited financial report to sub-project Lead
  participant.
• 3. Sub-project Lead participants are obliged to
  have audited the financial report for the
  sub-project as a whole.

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GRIP_IT Reporting framework (bottom-up)

• 4. Sub-project Lead participants send sub-project
  semester progress report consisting of activity
  report and audited financial report to their
  national Regional partner and to the Lead partner
  of GRIP_IT.
• 5. On RFO level all Regional partners have their
  total financial reports audited.
• 6. Regional Partners send their Confirmation of
  auditor and financial report to the Lead Partner.
• 7. Lead partner is obliged to have the whole
  financial report audited. Then he sends the
  overall progress report (consisting of Progress
  report and audited financial report) to the Joint
  Technical Secretary (JTS) in Vienna.

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GRIP_IT Reporting frameworkAudit system

• GRIP_IT audit system is based on national basis.
  It means that all partners and sub-project
  participants are audited in their own countries
  by appropriate auditor.
• In the Czech Republic private auditing company
  ACE (http//www.ace.cz) was contracted. ACE
  will audit Czech sub-project Participants.
• The Lead Partner will be audited by Centre for
  Regional Development (for more information
  contact Project coordinator).
• In Italy audit of subproject will ensure KPMG
  and Ministry of Infrastructure and Transports
  (for more information contact your Regional
  coordinator).
• In Hungary audit of subproject will ensure VÁTI
  Interreg Office (for more information contact
  your Regional coordinator).
• Finally, the whole GRIP_IT project will be
  audited/certified by Centre for Regional
  Development, located in the Czech Republic and
  then submitted to JTS by the Lead Partner.

For more information about audit requirements,
please see official INTERREG IIIC Audit
guidelines http//www.grip-it.info/download/eu_au
dit_guidelines.pdf
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Audit progress I.

• since the RFO Lead partner of GRIP-IT has
  strict deadlines for the RFO reporting to the
  Joint Technical Secretariat of INTERREG IIIC,
  fixed deadlines have to be used also at sub
  projects level.
• Deadlines on the RFO level

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Audit progress II.
The sub-project Progress report has to be sent
twice per year to the RFO Lead Partner and
Regional partner within the following
deadlines Deadlines on the subproject level
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Audit progress III.
In order to be able to submit the RFO Progress
report in TIME it is important that the procedure
of reporting / audit at Sub projects level is
working well. In order to avoid decommittment
risk, we recommend 1. Within the first days of
the next reporting period all subproject
participants prepare the documents to be sent to
the relevant auditor (regional partner of the
GRIP-IT or external auditor CZ participants) in
order to obtain the first level certification
from the first level auditor.
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Audit progress IV.
2. The external auditor for CZ and the national
auditors for the other participants check all the
expenditures. This takes certain time. 3.
During this period each single financial manager
of the participant will be in touch with the
auditor (regional partner of GRIP-IT or with the
external auditor CZ). 4. During this phase
the Lead participant has to prepare and collect
all the information for the joint Activity report
(asking documents and information to
participants). 5. Once the first level control
certificates the expenditure, the activity
progress report has to be completed with the
AUDITED FINANCIAL INFORMATION as soon as possible.
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Audit progress V.

• 6. The sub project progress report has then to
  be audited by the Sub-project auditor (auditor of
  the Lead participant).
• Once the report is audited, it has to be sent
• to the Lead Partner of GRIP-IT (responsible for
  preparing the whole RFO Progress report)
• and to the Regional partner (responsible for
  preparing the regional progress report)

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GRIP_IT Financial Flows (top-down)
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• Financial Flows (top-down)

• all costs have to be directly paid out by cash
  from the accounts of the participants.
• the eligible costs for sub projects will be
  reimbursed to the participants only after these
  costs have been paid out by themselves (no
  advance payments will be available) and on the
  base of the relevant audited financial report.

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• Eligible expenditures

• Only cost related to the development of the
  subproject
• They have to be occurred and paid out during the
  subproject realization
• after 1.7.2006 and before 30.6.2007

For more information about eligibility of the
expenditures, please see official INTERREG IIIC
Programme manual www.grip-it.info/download/eu_pro
gramme_manual.pdf
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Budget Changes

• Budget modification
• with prior notification to the GRIP_IT Steering
  committee the LPT is entitled to deviate from the
  original amount in the budget line or components
  ,as stated in the approved application. The
  deviation is limited to a maximum of 10.000, or
  if more, up to 20 of the original amount. For
  larger amounts the SC should approve the change
• Activity modification
• with prior communication to the Regional Partner
  the participants will inform the Regional Partner
  in due time about changes in the activity plan in
  order to allow the GRIP-IT partnership to
  evaluate the impact of the changes for the
  achievement of the results of the project. In
  case the Regional partner will consider the
  change a substantial change it will inform the SC
  in order to adopt the opportune decisions. This
  communication have to be sent in copy also to RFO
  Lead partner.

It is not possible to increase the total amount
of the sub project after its final approval.
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Representatives of the Lead partner and regional
partners have to be invited to participate on the
meeting of the Steering committee. Lead
participant of the subproject is obligated to
send invitation for the meeting in advance.
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• Thank you for your attention
• Successful implementation of your subproject.