Project Management-Burcu Atılgan

EU-TURKEY CHAMBER FORUM
EU TURKEY CHAMBERS
PARTNERSHİP GRANT SCHEME
PROJECT MANAGEMENT
2009
Burcu Atılgan-Grant Expert
TOBB EU Department
EU-TURKEY CHAMBER FORUM PROJECT

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ETCF is funded by the European Union.
Content
• Project Management
• Grant Contract
• Project Documentation and Accountancy
• Reporting Requirements
• Procurement
• Monitoring and Support Activities

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Project Management
Project Management Body of Knowledge
• I. Project Scope Management
• II. Project Procurement Management
• III. Project Time Management
• IV. Project Cost Management
• V. Project Risk Management
• VI. Project Quality Management
• VII. Project Human Resources Management
• VIII. Communications Management
• IX. Project Integration Management

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Project Management
Project Management Body of Knowledge.

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Project Management
I. Project Scope Management

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Project Management
• II. Project Procurement Management

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Project Management
III. Project Time Management

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Project Management
IV. Project Cost Management
As part of your application you have completed
planning, estimating and budgeting processes.
During the implementation of your project you will
need to control the budget that you have proposed
intensively.

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Project Management
V. Project Risk Management

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Project Management
VI. Project Quality Management
For the purposes of simplicity in our grant
projects, project managers shall monitor
their project indicators through the course of
their project.
Your major source for performance
indicators should be your logframe.

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Project Management
VI. Project Quality Management

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Project Management
VII. Project Human Resources Management
Human Resource Planning determines project

roles, responsibilities and reporting
relationships. It is important that each project
member is aware of his/her role and duties
within the project.

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Project Management
VIII. Communications Management
Proper Project Communication Management

ensures your project to timely; generate,
collect, distribute, store information.

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Project Management
IX. Project Integration Management
The Project Integration Management

includes processes and activities
needed to identify,
define, combine, unify and coordinate
various processes and project
management
activities within the Project
Management Process Groups.

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GRANT CONTRACT

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Contracts
• Grant Contract – signed between the Contracting
Authority and the Beneficiary
• Contract should also be in line with legal provisions of
Labour Code, Occupational Safety and Health
Legislation, Tax and Accountancy Laws and any other
relevant legislation in beneficiary country

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Major Parts of Grant Contract
• The Special Conditions (project duration, total project cost
and the grant, reporting and payment schedule)
• Annex I of Grant Contract: “Description of the action” -
Significant modifications of activities may need an
Addendum to the contract.
• Annex II of Grant Contract: “General Conditions” specify
the general obligations and financial provisions under the
contract

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Major Parts of Grant Contracts
Annex II : General Conditions
General conditions specify the general obligations and financial
provisions under the contract.
– Reporting
– Liability of Parties
– Visibility of Projects
– Ownership of the Equipments
– Evaluation/Monitoring
– Contract Ammendments
– Eligible costs
– Extension, Suspension, Termination of Projects
– Payment Methods
– And other legal issues

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Major Parts of Grant Contracts
• Annex III of Grant Contract: “Budget for the action” Budget is a
breakdown of all eligible project related costs.
 Annex IV of Grant Contract: “Contract Award Procedures” -

awarding contracts for services, supplies and works to external
organisations
• Annex V of Grant Contract: This annex contains standard
templates that you have to use: Legal Entity Sheet, Request for
Payment, Financial Identification Form
 Annex VI of Grant Contract: This annex contains standard forms
for Interim, Final narrative and Financial Report.
 Annex VII of Grant Contract: Model of Expenditure Verification
Report - it is also obligatory to obtain an Independent Audit
Report before requesting the final payment.

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Modifying Grant Contracts
Modification
• Minor Changes
• Major Changes

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Modification
• Minor Changes
– changes in activities or budget that do not affect the
basic purpose of the project
– transfer between budget headings involving a
variation of 15% or less
– Changes of address or phone number
– Changes of bank account
– Change of project manager or key experts
– Increase or decrease in numbers of equipment or unit
prices without changes of the budget amount
allocated for that budget item
– Model/brand name change of the equipment as a new
technology

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Modification
• Major Changes
– Extension or early closing of the contract
– Significant changes in activities affecting the basic
purpose and indicators of the project.
– Transfer amongst budget headings outside the limits of
minor modification (15%)
– Addition or cancellation of a new budget item in the
Budget
– Change of project Partners (addition or replacement)
– Changes in your organisation’s name or legal status
– Adding new item or deducting an existing item from the
budget

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Modification
• Process for Minor Change
Within 10 days of implementation of the
change
2 hard copies to Support Unit
(a copy of request should be filed by Grant
Beneficiary also)

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Modification
• Process for Minor Change
– Beneficiary makes the change
– Inform the SU
– SU sends the notification letter to Contracting
Authority (CFCU) (with cheklist)
– Contracting Authority (CFCU) might not accept that
the change is minor - this means that costs made
might not get approved.

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Modification
Deadlines for notification
Minor change How to notify Deadline
Small change of activities Bi-monthly reports Next report

with no budgetary and Interim or Final Report
implications
Small changes of activities Notifications letter 10 days before the
with budgetary implications implementation of the change
Changes of address
Changes of bank account
Change of expert (including

all persons under Human
Resources)
Change of auditor Notifications letter or
Interim/Final Report

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Modification
Process for Major Change
Preparing an addendum:
Prepare a request for addendum, following the

Standard Form-2 in English and in Turkish in three hard
copies.
3 hard copies to Support Unit
(a copy of request should be filed by Grant Beneficiary
also)
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Modification
The request for Addendum should

contain a detailed description of the
requested modification and the
reason for modifications.

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Modification
Any addendum modifying the budget
must include a replacement budget
showing how the full budget breakdown
of the initial contract has been modified
by this addendum (and any previous
addenda)

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Modification
Budget headings Original Budget Budget of Addendum 1 Budget of Addendum 2
Human resources
Travel
Equipment and Supplies
Local office/Action costs
Other costs, services
Others
Subtotal direct eligible costs of

the Action
Total direct eligible costs of the

Action
Total eligible costs

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Modification
Submission of the addendum request:
30 days before the implementation

of the change
and at least 1 month before the Contract
expiry date.

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Modification
CFCU prepares and sends the Addendum to the

Grantee signature.
The addendum takes effect on the date of the later signature.

Remember that Grantees cannot implement the
change before the signature of the Addendum.

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Eligible Costs
General principles:
 Costs have to be included in the project budget
(Annex III of the contract)
 The activities for which Grantee requests payment
should correspond to those described in Annex I of the
contract
 All costs must be real costs, i.e. actually incurred by
the Beneficiary (and partners, if applicable)
 Cost must be recorded in the accounts or tax
documents of the Beneficiary (or his partners, if
applicable)

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Eligible Costs
1. Human Resources :
Payment of salaries and fees for staff
contracted by the Beneficiary and for partners’
staff.
• Sub-contracted services (payment to
companies under the service contracts
tendered following the EC procedures) cannot
be claimed under this budget heading.
• The cost of staff assigned must include actual
salaries plus social security charges and other
remuneration-related costs.

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Eligible Costs
1. Human Resources :
• Salaries and costs must not exceed those normally

borne by the Beneficiary or his partners.
• Per diems cover all meal, hotel expenses and short
distance travel (e.g. within the city).
• Per diems should be in-line with the budget and should
not be higher than the EU max. daily
rates(http://europa.eu.int/comm/europeaid/perdiem/list
e1_en.htm).
• Per diems are calculated on overnight basis.

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Eligible Costs
2. Travel
International travel sub-heading
Local transportation subheading
All flight tickets and boarding pass should be kept by
the beneficiary.
– The taxes of the tickets will not be eligible costs. If the
tickets includes tax (KDV), the cost without taxes will
be accepted as eligible.

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Eligible Costs
3. Equipment and supplies
All expenditure is VAT free provided relevant
certificates and approvals are obtained
• EC Procurement Rules
• The rule on eligibility of nationality
• Eligible Origin of Goods

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Eligible Costs
4. Local office / project costs
The cost cannot be used for covering cost
related to main offices of the Beneficiary (and
partners). Cost is eligible only if a new office/
training facilities are opened for the needs of
the implementation of project activities.
5 and 6. Others
Amounts budgeted under headings 5 & 6 may
be used to cover costs for the items specified
in the budget and fully sub-contracted services:
publications, translation, events, etc.

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Eligible Costs
10. Administrative costs
• A percentage of the final approved total direct eligible
costs may be claimed as indirect costs to cover the
administrative overheads incurred by the Beneficiary.
The costs are eligible provided that:
• They do not exceed the rate stated in the budget;
• They do not include costs assigned to another heading
of the budget;
• Their eligibility should conform to items 14, 16 and 17
of the general conditions

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Exchange Rates
Where actual expenditure is incurred and paid
in TRY (or any other currency other than Euro)
the conversion into Euro of the real costs borne
in other currencies shall be done at the rates
published in InforEuro. (www.etcf.org.tr)
– Expenditures are recommended to be made in Euro to the possible extent.
This minimises the risks incurred by currency fluctuations and eases financial
reporting. Turkish legislation allows spending in Euro and Euro invoices. In
case an invoice is prepared in Euro, the corresponding TRY value should also
be indicated. Legally, accounting transactions and documents have to be in
TRY. However, documents can also be prepared in foreign currency as long as
the corresponding TRY value is indicated

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Ineligible Costs
Examples:
• Purchase of second hand equipment

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VAT exemption
– VAT exemption is applicable on all eligible

costs associated with grant project.
– A VAT Exemption Certificate is necessary

when making project related procurement
based on the planned budget submitted as
part of the grant contract.

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PROJECT
DOCUMENTATION AND
ACCOUNTANCY

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PROJECT DOCUMENTATION AND
ACCOUNTANCY
Financial documentation
Expenditure Documents
Proof of purchase such as invoices and receipts
All expenditure Proof of payment such as bank statements, debit
notices, proof of settlement by the contractor
Proof of delivery of services such as approved
reports, proof of attending seminars, conferences
and training courses (including relevant
documentation and material obtained, list of
attendees, certificates), etc
The Beneficiary Accounting records (computerised or
manual) such as general ledger, sub ledgers and
payroll accounts, fixed assets registers and other
relevant accounting information

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ACCOUNTANCY
Staff and payroll records/contracts, salary
Human Resources statements, monthly timesheets, of all
project staff
Public transport: Transport tickets

Travel (including boarding passes in case of
travel by air)
Rented transport: Invoice from supplier and
summary list of distance covered
Car: For fuel and oil expenses, a summary
list of the distance covered, the
average fuel consumption of the
vehicles used, fuel costs.

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ACCOUNTANCY
Expenditure Documents
Proof of procurement procedures such as

Subcontracted supplies, tendering documents, bids from tenderers
services or works and evaluation reports
Proof of commitments such as contracts and
order forms
Proof of receipt of goods such as delivery slips
from suppliers
Proof of completion of works, such as acceptance
certificates
Certificate of origin or a Certificate of Locally
Manufactured Production with a Sworn
Statement

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ACCOUNTANCY
Technical documentation
• Examples of project documents for some of the project activities.
Surveys /studies
• Reports
Publications
• Copies of publications
Seminars, conferences, working meetings
• Programme
• List of presentations / conference reports
• Handouts
• List of participants
• List of speakers
• Minutes (if applicable)
• Press clippings
• Feed-back questionnaires (if applicable)

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ACCOUNTANCY
• Technical documentation
Training
• A detailed description of the training – training modules, training
hours per subject, methods, etc.
• Training schedule
• List of participants /Attendance sheets
• List of trainers / lecturers
• Feed-back questionnaires
• Training evaluation report
Experts
• Timesheets
• Copies of the outputs
• Activities reports

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ACCOUNTANCY
Accounting requirements
Appropriate accounting and double-entry book-
keeping system
Accounts and expenditure should be
• easily identifiable and verifiable separate
accounts for the action
• a simple accounts ledger together with
other useful templates.

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ACCOUNTANCY
Accounting requirements
The Financial Report should be properly and easily

reconciled to the Grant Beneficiaries accounting and
bookkeeping system.

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REPORTING
REQUIREMENTS

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REPORTS
• Bi-monthly report
• Interim narrative report.
• Final narrative and financial report.
• Expenditure verification report of a
European Community Financed Grant
Contract (audit report).

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Bİ-MONTHLY PROGRESS
REPORT
Consist of 5 main sections:

• Basic contract data
• Budget achievements during reporting
period
• Realisation of activities
• Procurement activities
• Needs of beneficiary
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Bİ-MONTHLY PROGRESS
REPORT
Submission of the bi-monthly progress

report:
Until the fifth day of following month
• 1 electronic version and 1 hard copy to SU

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REPORTS
INTERIM AND FINAL NARRATIVE
• Narrative section: Project activities/management,

participation of partners, relations with key stakeholders,
visibility, progress on performance indicators,
assessment of the project and notifications about minor
contract changes and addenda
• Templates for the interim and final narrative reports are

provided in www.etcf.org.tr

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REPORTS
• You should submit the final version of the Interim

and final report(s) in 4 hard copies an 4 CD to:
• 2 copies to SU
• 1 copy to ECD
• 1 copy for the Grant Beneficiary
• SU will send one copy of the reports to the
CFCU with a cover letter and the checklist

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REPORTS
Submission of the interim report:
within 5 days of completion of the half of
the project duration
Submission of the final report:

within 3 months of completion of the
project duration

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REPORT
INTERIM FINANCIAL REPORT-
REQUIRED DOCUMENTS
For the interim financial report
• Accounts ledger itemising expenditures
must be annexed.

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REPORTS
FINAL NARRATIVE REPORT-REQUIRED
DOCUMENTS
• “Beneficiary Decleration” signed by the authorised person(s) of the
chamber
• Minor /major change requests and CFCU’s approval letters
• Copy of the printed materials
• Contracts (supply/service), invitation letters, tender offers
(applications), letters to unsuccessful tenderers, evaluation reports
• Visibility material samples
• “Performance Indicators Documents”
• Training/conference/visit programmes, reports, participants list
(Annex3)
• For the external experts -Training/conference reports, presentations,
surveys
• Copy of the “transfer of title of equipments”( Ekipman Mülkiyet Devri
Belgesinin kopyası)(Before the approval of the notariate) (Annex 4)

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REPORT
FINAL FINANCIAL-REQUIRED
DOCUMENTS
• The bank letter indicating that no
interest rate has been applied to the
project account and account summary
that indicates that the account covers
only the project implementation period.
• “Project Expenditure Summary” and
“Account Ledger” (Annex 2)

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REPORT
DOCUMENTS
Human Resources Expenditure List
(Annex-2, work page with number 1 )
For every project expert:
• Work contract or Letter of nomination by the chamber /
Copy of the Permission letter
• Monthly Time sheet
• CV
• Payrolls
• Documents explaining the cost of social security charges
and other remuneration-related costs are being retained.

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REPORT
DOCUMENTS
Travel and perdiems Expenditure List
(Annex 2, work page with number 2)
• Transport tickets (including boarding passes in case of

travel by air)
• Related with per diems: Hotel invoices or the copy of
the documents that indicates the round trip dates
• The copy of the document indicating that the perdiems
payments are made

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REPORT
DOCUMENTS
Equipment Expenditures List
(Annex2, work page with number 3)
For every equipment in a separate dossier:
Invoice or the document that indicates the payment is
made to buy the equipment.
For the purchase of the equipments bigger than 5000
Euro: Certificate of the Origin
For the purchase of the equipments smaller than 5000
Euro : Contract, market survey document

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REPORT
DOCUMENTS
Local Office Expenditure List (Annex 2,
work page with the number 4)
Copies of the invoices of vehicle costs,
office rent, consumables - office supplies,
other services (tel/fax, electricity/heating,
maintenance), contract or payment
document

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REPORT
DOCUMENTS
Other costs, services expenditure list: (Annex 2,
work page with number 5)
Expenditures documents (invoices and an explanation letter

indicating the aim of the contract) for .
Publications
Surveys
Audit expenditures
Translation service
Financial services (expenditures for the bank guarantees etc)
Conference exp.
Visibility activities

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REPORT
DOCUMENTS
Copy of Expenditure Verification Report by
Eternal Auditor

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EXPENDITURE VERIFİCATION
REPORT
Known as the audit report
Consist of:
• TOR for an Expenditure Verification of a EC financed Grant Contract

for External Actions- should be completed by the (Grant)
Beneficiary and be agreed with the Auditor
Annex 1: Information about the Subject of the Expenditure
Verification
Annex 2: Scope of Work – Procedures to be performed
• 2. Report of Factual Findings for an Expenditure Verification of an
EC financed Grant Contract for External Actions-should be
provided by the Auditor
The template can be found at www.etcf.org.tr

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REPORTING REQUIREMENTS-
PAYMENT PROCEDURES
• Pre-financing: %80 of the sum is paid within 45
days of receipt of the Request for Payment (by
CFCU)
• Final payment: CFCU’s 45 day approval

procedure of the final narrative and financial
reports, Expenditure Verification Report and the
Request for Payment

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PROCUREMENT

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PROCUREMENT
• Participation in the procurement procedures is open
on equal terms to all legal persons who are
established in (a) a Member State of the European
Community, (b) in an official candidate country as
recognised by the European Community, (c) in a
Member State of the European Economic Area, or
(d) any country other than those referred in a), b)
and c), where reciprocal access to their external
assistance has been established.
The nationality of the company to which the service
or the work is contracted can be certified with a
certificate issued by the Chamber of Commerce in
that country

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PROCUREMENT
SERVİCE CONTRACTS
Tender ( smaller or equal to 10.000 Euro)
Tender (between 10.000-60.000 Euro)

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PROCUREMENT
SERVICE CONTRACTS
Tender ( smaller or equal to 10.000 Euro)
• Recommended to proceed with three
offer.
• Sign a contract with very clear references
on which products you expect from the
service. (template is in www.etcf.org.tr)
• Define at which time the service will be
delivered and who will be the supervisor
inside your organization accepting the
quality of the services and authorizing the
payments.

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PROCUREMENT
SUPPLY CONTRACTS
Tender smaller than 10.000 Euro

Proceed with three offer.
Use a simple contract (template is in
www.etcf.org.tr)

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PROCUREMENT
SUPPLY CONTRACTS
TECHNICAL SPECIFICATIONS AND REQUIREMENTS
• Contract Name: _________________
• Contract no.: _________________
• Name of Item: _________________
• Quantity:
• TECHNICAL DETAİLS
• General Description
• Technical Specifications
• 3. Accessories and Attachments
• 4. Tools or Other Required Items
• 5. Maintenance Requirements
• 6. Spare Parts Required
• 7. Manuals
• 8. Required Performance
• 9. Warranty Specifications

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Procurement Plan by GBs
Contract Number: Name of the tender 1 Name of the tender 2
Dates for Tender 1 Dates for Tender 2
Preparation of tender dossier
Expected date for sending the tender

dossier to the SU for checking
Publication of forecast (if applicable)
Publication of procurement notice
Submission deadline
Opening session and Evaluation
Expected date for sending the

Evaluation Report to the SU for
checking
Contract signature
Expected delivery date
Provisional acceptance date EU-TURKEY CHAMBER FORUM PROJECT

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PROCUREMENT
PLAN BY GBs
Submission of procurement plan:
within 2 months of the project start
(31.01.2009)
2 hard copy to SU

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PROCUREMENT
VISIBILITY
Reports should contain the disclaimer:
“The content of this publication is the sole
responsibility of (name of
author/contractor/contracting authority) and can in
no way be taken to reflect the views of the EU”
Bu belgenin içeriğinden sadece “Faydalanıcının
Adı” sorumludur ve bu içerik herhangi bir şekilde
Avrupa Birliği’nin görüş ve tutumunu yansıtmaz”

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PROCUREMENT
DISPLAY PANNEL
The programme is implemented under the

This project is funded by EU coordination of TOBB and EUROCHAMBRES
TITLE OF THE PROJECT
Turkish Chambers Logo EU Chambers Logo

This project is implemented by Turkish chambers (name) and EU Chambers names
Contracting Authority

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MONITORING
AND SUPPORT
ACTIVITIES

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MONITORING
FRAMEWORK
In Procedures,
• Compliance with procurement rules
• Eligibility of costs
• Compliance with publicity and visibility rules
• Documentation and Archiving
• Bookkeeping and Accountancy
• Reporting obligations
• Contract Modifications
• Non-Compliances and Irregularities
In Progress,
• Financial and Technical progress
• Performance indicators
and Problems And Needs of the beneficiaries

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MONITORING
FRAMEWORK
Monitoring tools: Monitoring visits, bi-monthly
declaration reports and interim and final reports.
Monitoring visits will be conducted by SU using

checklists, monitoring reports etc.
SU experts will review and give advice on

draft notification letters, addendum requests,
interim and final reports.
Monitoring and/or Spot visits by CFCU

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MONITORING
RESPONSİBİLİTİES OF GBs
To make key staff of project be present.
To provide up-to-date information
To define performance indicators
To define needs
To clarify major dates in procurement
To inform SU in case of unavailability
To review and sign the visit report (regular monitoring visits)
To archive all documents for 7 years

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MONITORING
The following information will be monitored by SU

• Project Management
• Adequacy of Documentation
• Progress of Activities
• Risks and Problems
• Project Indicators
• Procurement Matters and Records
• Visibility of the Project

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MONITORING
MONİTORİNG TIME TABLE
Monitoring Timing
Risk Assesment 15 January-5 February

Visit
2nd Monitoring Visit After half of the project duration
3nd Monitoring Visit Before the end of the project duration

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Thank you for your kind attention....
Burcu Atılgan
burcu@tobb.org.tr
Tel:03124138233

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Project Management-Burcu Atılgan

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EU-TURKEY CHAMBER FORUM

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

Human Resource Planning determines project

EU-TURKEY CHAMBER FORUM PROJECT

Proper Project Communication Management

EU-TURKEY CHAMBER FORUM PROJECT

The Project Integration Management

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

 Annex IV of Grant Contract: “Contract Award Procedures” -

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

Small change of activities Bi-monthly reports Next report

Changes of bank account

Change of expert (including

EU-TURKEY CHAMBER FORUM PROJECT

Prepare a request for addendum, following the

The request for Addendum should

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

Equipment and Supplies

Local office/Action costs

Other costs, services

Subtotal direct eligible costs of

Total direct eligible costs of the

Total eligible costs

EU-TURKEY CHAMBER FORUM PROJECT

Submission of the addendum request:

30 days before the implementation

EU-TURKEY CHAMBER FORUM PROJECT

CFCU prepares and sends the Addendum to the

The addendum takes effect on the date of the later signature.

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

• Salaries and costs must not exceed those normally

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

EU-TURKEY CHAMBER FORUM PROJECT

• Purchase of second hand equipment

EU-TURKEY CHAMBER FORUM PROJECT

– VAT exemption is applicable on all eligible

– A VAT Exemption Certificate is necessary