Project Management Toolkit

The Baltic Sea Region Programme wants to support projects in setting up a sound financial and project management system.

For this purpose, a Project Management Toolkit was developed. It reflects major requirements arising from the programme documents and can be adapted to the individual needs of the project. Additionally, several pre-filled documents show the examples of how to apply the toolkit.

• Example agreement on cost sharing method

... which provides an example of an Agreement on cost sharing method. The non-compulsory document shall assist Lead Partners and Project Partners to lay down their cost sharing arrangements.

• Annex (a) - Details on cost sharing subjects

... which is a detailed list of all planned cost sharing subjects with a concise description, timeframe and the estimated costs for each item.

• Annex (b) - Cost sharing invoice for advance payments

... which is sent by the implementing partner to each paying partner, in case the paying partner should pay its share in advance to the implementing partner.

• Annex (c) - Cost sharing invoice

... which is sent by the implementing partner to each paying partner, in case the paying partner should transfer its share directly to the implementing partner.

• Annex (d) - Cost sharing financial note

... which is sent by the implementing partner to each paying partner, in case the paying partner's share should be deducted by the lead partner from the paying partner's co-financing.

• Annex (e) - Calculation sheet for cost sharing

... which is annexed to the invoice/financial note.
Example

• Annex (f) - Report on cost shares

... which is used by the implementing partner to list all shared cost. It is validated by its first level controller and then sent to the lead partner who adds the correct cost shares to each partner's expenditure in the project progress report.

Example

• Project partner progress report (updated 31.03.2014)

... to support the reporting of expenditure that was paid during one reporting period to the Lead Partner. The partner report contains the partner's cost itemisation list and the confirmation of the partner's first level controller.

• Cost itemisation list for one reporting period for the entire project

... to list the expenditure of all project partners that was paid during one reporting period.

• Time sheets for FULL-TIME employees

• Time sheets for PART-TIME employees