«Tempus IV implementation: coordination, management,

reporting»

Anastasia AkhramovichDeputy head of International Department

Omsk State Medical Academy

Steering Committee Meeting, May 24-28, 2010Moscow

Project managementEuropean Commission

Education, Audiovisual and Culture Executive Agency

University of StrasbourgCoordinator

Partner Universities

Ministry of Healthcare and Social Development of Russian Federation

Steering Committee

• Project Coordinator

• Co-coordinators

• University administrators

• Expert Group leaders

• Tempus-office

Steering Committee

University of Strasbourg

- Prof. Gilbert Massard,

The Project Coordinator

- Prof. Bertrand Ludes,

The Dean of the Medical Faculty

- Mr. Gilbert Vicente,

The Chief of Administrative Services of the Medical Faculty

Steering Committee

Partner Universities

- Co-coordinator

- Rector

(top-level administrator)

Steering Committee

Tempus-office (OSMA)

- Coordination

- Monitoring

- Financial cooperation

- Reporting

Steering Committee

• Moscow State Medical Academy (May 24-28, 2010)

• University of Strasbourg (October 2010 -February 2011)

• Irkutsk State Refresher Institute (September 2011)

• Omsk State Medical Academy = Final Conference (autumn 2012)

Management

Contractual documents • Grant Agreement • Annexes• Guidelines on the use of the grantReport forms• Intermediate report / Request for Payment

http://eacea.ec.europa.eu/tempus/beneficiaries/beneficiaries_tempus4_2009_en.php

Management

• Workplan

• Activity Tables

• Budget

Management

All activity changes require prior written approvement and authorization of European Commission (Education, Audiovisual and Culture Executive Agency) in Brussels to be contacted by the Project Coordinator Prof. Gilbert Massard.

Workplan Modifications

EC recommendations:- To review schedule for qualification requirements

and curriculum development - To involve summer months to project activities

Suggestions:- Steering Committee Meeting + Expert Group

Meeting (May 2010 and autumn 2010)

Activity Tables

• Self-assessment tool

• Monitoring pathway for Steering Committee meetings

• Adequate resource planning

Budget

Total project budget 776.600 Euro

• 691.000 – Tempus grant

• 85.600 – co-financing

Pre-financing 1(60%) = 414.600

Pre-financing 2 (30%) = 207.300

Balance (до 10%) = 69.100

Funding ConditionsPre-financing 1

(60%) = 414.600

Pre-financing 2 (30%) = 207.300

Balance(до 10%) = 69.100

Spent (70%) = 290.220

Intermediate ReportRequest for Payment

Final ReportRequest for Payment the Balance

Budget-2010306.450 Евро

Act. 1 Act. 2 Act. 4 Act. 5 Act. 7 Act. 8

Staff Costs RF 0 0 1500 0 26400 0 27900

Staff Costs EU 0 0 0 0 20900 4300 25200

Travel Costs RF-RF 0 3550 0 0 0 8500 12050

Travel Costs International 63600 8000 0 0 0 48000 119600

Equipment 0 0 100200 0 0 0 100200

Printing and Publishing

3000 2500 400 1350 0 0 7250

Other CostsRF (visas, translation)

700 100 0 0 0 450 1250

Overheads 0 0 0 0 0 13000 13000

306450

Funding Conditions

I.11.1 Exchange rate applicable for the conversion of currencies into euros:

The coordinator shall submit the payment requests… in euros … any conversion of actual costs into euros shall be made be the beneficiary at the monthly acconting rate … applicable on the month of the first pre-financing until the second pre-financing is received, after which the rate fo the month of the second pre-financing must be applied.

Grant Agreement

Funding Conditions

I.11.2 Implementation contracts:

Where the value of the procurement contract awarded in accordance with the provision of Article II.9 of the General Conditions exceeds 25 000 euro, the beneficiary shall obtain competitive tenders form at least three suppliers and retain the one offering the best value for money.

Grant agreement

Funding Conditions

5.7 …The beneficiary may not split the purchase of equipment into smaller contracts with individual amounts lower than this treshold.

Guidelines on the use of the grant

Funding Conditions

II.19.2 The beneficiaries shall keep … all the original documents, especially accounting and tax records… for a period of five years from the date of payment of the Balance specified in Article I.5.

Grant Agreement

Budget-2010

53100

131650

7250

13000

1250

100200

Staff Costs Mobility

Publications Indirect Costs

Other Costs Equipement

Staff Costs

• Administrative tasks

• Academic tasks

• Additional tasks

Salaries and fees may not exceed local rates.

Staff Costs

• Staff Conventions (Annex 1)

• Payment orders (reciepts)

Mobility

• Partner universities staff

• Envisaged activities

• Small group travel

• Individual Mobility Report (Annex 2)

Mobility

• Travel (airplane, train, bus, car)Ticket + recieptBoarding passesIndividual mobility report • VisaPayslips• Accomodation

Mobility

Travel costs are reimbursed by actual expences when necessary documents supplied

- University of Strasbourg (international mobility)

- OSMA (mobility within RF)

Proposed costs

- International travel ticket

= 1000 euro

- Internal travel = 350 euro

Accomodation

Duration RF-RF Int.

1 day 80 150

2 days 150 292

3 days 220 434

4 days 290 576

5 days 360 718

6 days 430 860

1 week 500 1000

2 weeks 800 1600

Equipment

1 set = 18.700 Еuro:• server + monitor, 4 computers, printer,

xerox, fax, scanner, multimedia, digital camera, web-camera, digital video camera,

• office software, education and network software,

• books

Equipment

autumn 2010• central purchasing• delivery• stocktaking record• installation • intended use• reporting• warranty service (?)

Publications

Total – 38.100 euro

2010 – 7.250 euro

Adequate planning for 2011-2012 according to EG requirements.

Other Costs

• Translation (for Coordination Meetings)

• External expertise

• Promo-sets (seminars and conferences)

Indirect Costs

• Mail

• Telecommunication

• Office supplies

• Internet connection (?)

Co-financing

85.600 euro

• Staff Costs

• Mobility

• Equipement

• Internet connection (?)

• Publications

Co-financing

Staff costs

• Staff convention (Annex 1)

• Agreement of employment

• Payslips

Co-financing

Mobility

• Individual mobility report (Annex 2)

• Travel tickets and boarding passes

Co-financing

Equipment

• Payment orders

• At least 3 competetive offers if contract is worth more than 25.000 euro

Co-financing

Publications

• Payment orders

• At least 3 competetive offers if contract is worth more than 25.000 euro

Thank you