ACTION 9: MONITORING

Monitoring: LIFE+ projects shall include separate monitoring action(s) to measure and document the effectiveness of the project actions as compared to the initial situation, objectives and expected results. Regular reporting on monitoring should be foreseen. A distinct "monitoring" action with an individual budget should therefore be proposed. In the description of this action, the "monitoring protocol", the "monitoring indicators" and "sources of verification" should be identified and described.

Description (what, how, where and when):
For the Monitoring of the project, a monitoring committee chaired by the ES will be created. The committee will have one suitable representative from each of the partner organisations.

Monitoring will be implemented through the control of foreseen deliverables and milestones as submitted in the proposal.

Monitoring conclusions and recommendations for corrective actions will be disseminated to the Project Coordinator and the relevant Action Leader. Action Leaders will need to respond on how and when the recommendations will be implemented. Modified deliverables will be resubmitted upon completion. Every three months the monitoring team will review the project progress and prepare a summary review of results. The review will include the control of implementation of corrective recommendations.

Methods employed:

The Demonstration action comprises of two parts, one being the implementation of the developed system and the other being the dissemination of the results. Implementation will be assessed in terms of the project implementation success through the indicators presented under each action as well as those submitted in response to Question 4.

Dissemination will be assessed in terms of the following:

  • Number of participants in the dissemination events
  • Number of recipients of dissemination material, with the 'Kalo Horio Primer' being the key dissemination tool of the Demonstration Action.
  • Number of Web site hits
  • Willingness of the Other Government Departments and Organisations to apply the system or its results is of course the main and most direct indicator for the success of the demonstration Action. This will be assessed through interviews / meetings and questionnaires that will aim to assess the degree of acceptance of the system, level of trust to its results, willingness to implement its results and willingness to apply the tools.

Note: The future application of the proposed methods and tools by other competent bodies and organisations in Cyprus and the EU is the ultimate measure of success of the demonstration action. However, this aspect can not be assessed within the timeframe of the project.
Monitoring for the following will be implemented.

1. Project Administration

This function aims to control cost allocations and contract issues. The following will be monitored:

- Conformance of contracts between partners and with subcontractors to technical requirements, financial requirements and scheduling are in conformance with the proposal.

- Assess project management effectiveness

2. Project Implementation

This task will assess progress in project implementation. Monitoring will concern the assessment of the technical appropriateness and timely completion of project deliverables.

Project monitoring will be based on two levels of information:

a. Assessment of submitted deliverables and conformance of achieving milestones to proposed scheduling

b. Regular reviews with the Action Leaders and periodic reviews with staff involved in key project Tasks.

Monitoring protocol:

The Monitoring Committee will undertake to review the project progress on a continuous basis. In particular, the Monitoring Team will assess the following:

- Conformance of contracts to proposal stated requirements

- Degree of completeness and clarity of financial control documentation

- Completeness, clarity and timely delivery of project management reports

- Completeness, clarity and technical merit of project deliverables

- Conformance of deliverables to internally prescribed standards and requirements.
Requirements will be derived from the proposal document. More specifically, the procedures and methods, quantitative parameters pertaining to project works and technical specifications described in the project will be controlled. Assessment will include the views of users regarding the specified software and guides. These will be collected through oral communications which will be documented.

- Conformance to external standards, protocols and specifications.
Special attention will be given to external requirements (for example recommended protocols and procedures) that are referred to in the project proposal. Additional externally driven specifications will be applied where appropriate.

- Additionally, monitoring of the Stakeholder consultation process will be facilitated through the control of the quality, clarity and frequency of letters, informative documents and other communication, presentations and stakeholder questionnaires as well as through the assessment of the degree to which the results of consultations affect and drive the project implementation.

Monitoring Indicators:
- Degree of conformance to specifications / number of problems recorded.
- Level of delays in the submission of deliverables and the achievement of milestones
- Quality and completeness of financial reporting information and documentation
- Presence/ absence of contracts

Sources of Verification:
- Contracts
- Project management reports
- Action Deliverables
- Monitoring reports
- Technical specification and protocol documents
- Project proposal
- Internal communication documents
- Stakeholder Consultation documents (communication, presentations, questionnaires etc)
- Reviews with Action Leaders and staff
- Electronic and hard copy financial reporting and documentation