Intelligent Energy – EuropePromotion & Dissemination Projects
Guidelines for Drafting the
Final Technical Implementation Report
valid for
Promotion and Dissemination Projects
Version: 2012
Table of Contents
Guidelines for Drafting the Final Technical Implementation ReportPage 1 of 14
Intelligent Energy – EuropePromotion & Dissemination Projects
Version: 2012...... 1
Table of Contents...... 2
III.1 Structure of the report...... 4
III.2 Instructions for drafting the report...... 5
1. Summary (~ 3 pages)...... 5
2. Performance review by work package (10-15 pages)...... 6
3. Individual performance review by partner (2-4 pages per partner)...... 7
4. Consortium management (~ 3 pages)...... 9
5. Overview tables...... 11
Guidelines for Drafting the Final Technical Implementation ReportPage 1 of 14
Intelligent Energy – EuropePromotion & Dissemination Projects
I. Introduction
In accordance with the grant agreement the beneficiaries shall submit in English, through the co-ordinator, one Final Technical Implementation Report for the whole consortium, together with the Final Financial Statements for each beneficiary. For the contractual requirements consult your grant agreement.
The Final Technical Implementation Report consists of two reports, a public report and a confidential report. Both reports should be clear, concise, meaningful and comprehensive.
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The public report, called Publishable report, should summarise and highlight the results of the project for an external audience.
The confidential report, called Confidential Management Report, is a report from the consortium to the EACI and fulfils specific needs regarding the assessment of your project as well as dissemination purposes.
These guidelines are meant to guide the elaboration of the Final Technical Implementation Report. In case of any question, do not hesitate to contact your project officer.
Note that your grant agreement including amendments are binding and take precedence over these instructions.
II. Publishable Report
The publishable report is the hallmark of your project – it is the main document to inform your target group(s) and the wider public about your achievements. It should be result-oriented, i.e. present your results, lessons learnt, impacts achieved and should help to convince potential followers or supporters to engage in similar actions.
The format for the publishable report is free. It should be chosen in view of the nature of your project and your target group(s). It must be of high quality to enable direct quotation/publicationwithout further editing.
The publishable report should be a stand-alone report. It should have an attractive layout and be carefully edited. Project internal language and EU jargon (such as work package, task, task leader, deliverable N° x etc.) must be avoided.
Some projects produce deliverables which can – by their nature - be considered as Publishable Report. In this case, no additional report needs to be produced. However, this has to be agreed with your Project Officer in writing well in advance, preferably during the negotiation phase.
The Publishable Report must mention its authors, reference transparently all sources used, inform about the co-financing by the EU, and display the IEE logo and the disclaimer.
It should be between 25-50 pages. Any major deviations should be agreed with your Project Officer.
III. Confidential Management Report
III.1 Structure of the report
The Confidential Management Report is the final management milestone of your project, illustrating the work progress and project management from the consortium's and the partner's perspective.
The Agency evaluates the report and the deliverables in accordance with the grant agreement. Payments shall be made after the Agency's approval of the report. This Confidential Management Report serves as a key input to the assessment by the EACI.
The format is defined and must be followed by all projects. For each chapter and section an indication of the expected length is provided. The report template is provided on the website; main elements of the table of contents are illustrated below.
III.2 Instructions for drafting the report
1. Summary (~ 3 pages)
1.1Objectives of the action
Please provide 4-5 lines on the objectives of the action – as defined in Annex I of your grant agreement.
1.2Main activities, results and lessons learned
Summarise (a) main activities, (b) achieved results and (c) lessons learned. Be clear, precise and include quantifications for your results and impacts achieved! Make use of the text of the project fact sheet.
1.3Success stories
Tell at least three success stories of the action. They should be precise, concise and tangible. They should represent stand-alone extracts of your main achievements which can be used for further dissemination purposes, e.g. in the IEE magazine and website. These stories should also be available at your project website. The texts must be of suitable quality to enable direct quotation/publication without further editing.
1.4Involvement of target groups and key actors in the action
Provide a qualitative feedback on the success and difficulties of involving the target groups and key actors in the action. Where did it work (and why)? Where not (and why)? Was the effort as expected?
1.5Performance indicators
It is very important to show clearly the results and impacts that you have achieved with your project. Review and summarise your achievements here in form of performance indicators as identified in Annex I of your grant agreement (and respective updates, where applicable) – the project-specific ones as well as the IEE Common performance indicators. Describe also the means used for the monitoring of each single performance indicator.
For the project performance indicators, fill in the following table:
Performance indicator / WP / PlannedTarget / Actual achievement / Comment on performance
For the IEE Common performance indicators, fill in the following tables:
Within the duration of the actionCommon Performance indicator / Planned
target / Actual achievement / Comment on performance
Cumulative investment (Euro)
Renewable Energy (toe/year)
Primary energy savings (toe/year)
Reduction GHG emissions (t CO2e/year)
By 2020
Common Performance indicator / Planned
target / Actual achievement / Comment on performance
Cumulative investment (Euro)
Renewable Energy (toe/year)
Primary energy savings (toe/year)
Reduction GHG emissions (t CO2e/year)
For the IEE common performance indicators explain how they were calculated i.e. explain the sources of your baseline information and benchmarks; provide justifications for your assumptions, including references to relevant studies. If different methodologies have been used for different partners, regions or countries, explain them and why it was necessary to use different methodologies. Explain how you have attributed the impact to your activities and where external influences have also had an impact (so called attribution gap); use common units and conversion factors where necessary, always presenting the data in the common units stipulated in the table of common performance indicators.
1.6Important problems and deviations from Annex I
Summarise the most important problems that occurred during the action and explain the corrective actions undertaken.
Inform also about the most important deviations from Annex I and explain the reasons and the overall impact on the action as well as on resources and planning.
2. Performance review by work package (10-15 pages)
Create for each work package a sub-chapter, starting with work package 2 and finishing with the work package "Common/IEE dissemination activities" (as work package 1 'Management' is reported separately in chapter 4). For each work package follow the structure shown below.
The information on the lengths of the chapters provided below is only indicative and should be adapted according to the importance of the work package.
For the work package 'Common/IEE dissemination activities': Where appropriate report on cooperation and exchange with other (IEE) projects and on all ad hoc activities requested by the EACI (e.g. participation in contractors' meetings). Key deliverables for this work package are the project fact sheet and the project slides as well as any deliverables requested ad hoc by the EACI (e.g. contribution to IEE Mag).
2.1Objectives of work package x
Indicative length: 2-3 lines, taken from Annex I.
2.2Major activities and achievements of work package x
Indicative length: 20-30 lines
Provide a description of the major activities performed and results achieved. Use quantifications whenever describing results.
N.B. For the work package on communication and/or dissemination:
In addition to qualitative information about the undertaken activities, add also the following information:
- Web-site: Inform about the number of visitors, downloads, etc.
- Events (own and/or external): Report in table format, including title of event, related work package/task, date and place, type and number of participants and responsible partner. Ensure that the agenda and presentations are attached as deliverables (only in electronic format).
- Brochures, publications: number of copies printed, disseminated to whom and when etc.
- Contributions and articles to journals, magazines, media etc: briefly explain the target audience and the numbers in terms of media coverage and indicate the responsible partner(s). Report in table format and ensure that a copy of the article/contribution is attached as deliverable etc.
2.3Assessment of the performed work
Indicative length: 15-20 lines
Share your experience on what worked well, what could be done better next time, e.g. in terms of methodology and chosen approach, timing, allocation of tasks, etc. Comment on how the implementation corresponds with the planned work as of Annex I ('deviations'). Inform the resources only in the chapter 3.
3. Individual performance review by partner (2-4 pages per partner)
This section should facilitate the EACI’s assessment of each partner's contribution to the project, in particular in relation to its claimed hours. The higher the amount of hours in a work package, the more important becomes this individual performance review.
Each review should be written by the individual organisation and reflect the opinion of that beneficiary,but it does not necessarily have to reflect the opinion of the whole consortium.The chapter should clearly indicate the author(s) of each individual performance review.
If it facilitates the preparation of the report, the individual reviews can also be placed at the end of this report.
3.1Role in the project
Indicative length: 5-10 lines
Describe the organisation's overall role in the project. If any, inform also about the role of important subcontractors.
3.2Main activities and achievements
Indicative length: 30-40 lines. Structure the information by work packagesand cover all work packages in which the organisation was involved.
- Describe the organisation's main activities.
- Describe the organisation's main achievements ('successes') in the project.
- Describe the organisation's main problems in the different work packages and where the work deviated from Annex I.
3.3Assessment of individual performance
Indicative length: 15-20 lines
Comment on the organisation's performance – What went particularly well? What did not go so well? What turned out easier than expected? What more difficult? What would you do differently next time?
3.4Sustainability of the action after the end of the project
Indicative length: 20-30 lines
Inform about activities undertaken during the project to ensure that your action continues and reaches out further. Inform also about plans and intentions to continue and sustain the project activities after the end of the project. Indicate the state of advancement (e.g. agreed action, concrete proposal, idea).
3.5Review of resources
- Staff resources
Provide an overall statement on the use of resources, in particular highlighting and explaining deviations between actual and planned hours of work per beneficiary.
Experience has shown that, when analysing the final report, the EACI often has to ask for further details because the reported activities do not (fully) substantiate the claimed hours. To limit these requests provide detailed explanations:
overall: in case the total hours claimed per beneficiary in the final cost statement are 20 or more % higher or 20 or more % lower than foreseen in the Contract Preparation Form (CPF),
per work package: for each deviation of at least 20% of hours claimed if the hours per beneficiary in a work package is > 200.
Where more than 200 hours are claimed per work package, provide also a break-down of hours by task and staff members according to the table below. The tasks should correspond to the tasks listed in Annex I of the grant agreement and also include additional activities, if any. The length of explanations should correlate with the involvement.
Task n° + name / Involved staff member / Hours spent / Keywords on undertaken activities- Subcontracting and other specific costs
Where relevant, report on major costs for subcontracting, and major other specific costs. Start from the items foreseen in the Contract Preparation Form (CPF). List all major items and explain the reasons for overspending, underspending or not spending. Use the below table format.
Cost category (subcontracting or other specific costs) / Foreseen item according to CPF / Estimated costs [EUR] / Actualincurred costs [EUR] / Reason for over-, under- or not spendingIn addition, for each major subcontractor provide one paragraph describing the activities and an assessment regarding the value for money.
Conclude this chapter by providing confirmation that the provisions in the grant agreement were respected by finishing with the following sentence: 'The author(s) hereby confirm(s) that the selection of subcontractor(s) complied with rules laid down in the grant agreement'.
- Travel costs
If any, explain major deviations in travel costs compared to the CPF globally in one paragraph. Provide also a short explanation for travels where the link to the project is not immediately obvious, or where the duration exceeds 4 days.
- Report on budget shifts
If any and if not already explained under staff resources, explain here the reasons for shifting budget between costs categories or beneficiaries up to 20% in accordance with the grant agreement ( over 20% an amendment needs to formalise the budget shift).
4. Consortium management (~ 2-3 pages)
This chapter should inform about project management issues (work package 1), including reflections on (changes of) the partnership, the project meetings, the European exchange, your experience with internal communication tools, your quality control policy etc.
4.1The partnership
Describe briefly the partnership (who has worked together before? how many new partners?) and all changes, where applicable. Comment on the working together, difficulties where applicable and how these were solved.
4.2The management structure
Outline briefly the management structure and, where appropriate, inform about the usefulness of involved committees (steering committees, advisory boards / committees), what worked, what did not, what you would improve next time. This point addresses committees at project level and with participants from outside the consortium.
4.3Project meetings
Inform about number of meetings, overall presence at meetings, individual reasons for absences per partner, and comment on the usefulness of the meetings and how you can think of improving them. Attach the minutes of all meetings as deliverables.
4.4European exchange activities
Inform how the consortium organised the European exchange and common learning within the project and with other projects. Which activities were undertaken? Comment on the usefulness as well as on the limits of this exchange. Provide examples from your work.
4.5Quality control
Inform about the consortium's quality control arrangements and responsibilities e.g. for project deliverables, how satisfied you were with it, what lessons you learned, if any.
4.6Project website
Provide feedback how the project website was used for internal project communication. Inform about the number of hours dedicated to the website as well as related subcontracts, where applicable.
Indicate by whom the project website will be maintained over the two years after the end of the action. Inform about any further arrangements and or plans.
4.7Contact with the EACI
Provide feedback about the interaction with EACI project officer(s) and financial officer(s) and comment on how the consortium perceived the service.
4.8Amendments to the grant agreement
List all amendments with a keyword about the reason for the amendment.
4.9Suggestions for improvements
Provide your ideas for improvements.
Guidelines for Drafting the Final Technical Implementation ReportPage 1 of 14
Intelligent Energy – EuropePromotion & Dissemination Projects
5. Overview tables
Table 1: Updated list of submitted deliverables of the action
Please update table 1 of your last report for the whole duration of the action.
Del. N° 1 / WP N° 1 / Deliverable name1 / Available format(s) / Available language(s) / Initial submission with:2 (PR1, IR, PR2) / Actual month of completion / Available on project website?3 (yes, no) / Hard copy with FR (yes/no) / Information on deviation to Annex I41 This information must be identical with your List of Deliverables in Annex I of your grant agreement. If additional deliverables were produced indicate "new" next to the deliverable name. If a deliverable was renamed, please indicate the old and the final title in this overview to facilitate its identification.
2 Indicate the relevant report (PR1, IR or PR2). Note that deliverables indicated as CO (= confidential) must also be submitted to the EACI in order to be able to assess the effort related to the activities/deliverable(s).
3 All key deliverables with public dissemination level (PU) should be available for public download in all available language versions. Deliverables uploaded at an internal website area are not considered as being uploaded for public download. As general rule deliverables should be available for download without requiring registration or similar actions.