Tempus Srbija

Project monitoring

Monitoring is a necessary core management instrument, both for projects that might be encountering problems and for projects which are encountering particular success.

The general objective of all monitoring activity is to maximise the impact of the programme and, as importantly, to maximise the return on investment of EU funds through the achievement of public policy objectives. Benefits of monitoring extend beyond a given project, since lessons can be learnt and principles of best practice disseminated.

Monitoring is critical to all projects. Each project should have embedded internal project monitoring arrangements to check progress / achievement of milestones, identify problems, recognise the need for change / amendment / development and ensure quality. Monitoring is therefore to be perceived as a positive and constructive activity supporting the project and helping it to realise its objectives.

With the start of Tempus IV phase a new monitoring approach has been introduced which links strong desk monitoring activities and a reinforced field monitoring policy.

Both desk and field monitoring have three functions/aspects:

• Preventive: information on the rules & procedures - review of objectives, priorities, methodology, activities planned
• Advisory: recommendations on both the content and the financial aspects
• Control: check and assessment of the results

There are three specific stages in project monitoring:

Step 1:

Following the launching of the project - period during which the organisation and the management of the consortium are set up - an exercise of field monitoring can already take place at that time and issue recommendations, the results of which will appear in the interim report (period for field monitoring: 3 to 12 months after the beginning of the period of eligibility)

Step 2:

Following the interim report, when the various activities of the project are deployed, the field monitoring concentrates more on the control of the activities, the links between the contents of the interim report and the situation on the ground and makes recommendations for the continuation of the project (period for field monitoring: after receipt of the interim report; in the last 6-12 months of the period of eligibility)

Step 3:

After the completion of the project, the field monitoring will aim to evaluate the results of the projects, its consequences, its impact, the sustainability of the activities and programmes set up, the multiplier effect; financial management relating to the use of the grant (period for field monitoring: 3 to 15 months after the end of the period of eligibility).

Tempus IV field monitoring policy is based on EACEA Tempus unit staff and National Tempus Offices monitoring to be complemented by external monitoring experts upon request by parent DG.

It is the responsibility of the Agency to follow the project cycle and to monitor closely the implementation of the selected proposals. In the framework of their terms of reference, NTOs are required to undertake field monitoring of all projects involving HE institutions from their country (based on the monitoring plan approved by EACEA Tempus unit), to report to the Agency and to propose recommendations.

In the field monitoring, NTOs will mainly focus on:

• Effectiveness
• Sustainability
• Efficiency

Field monitoring is taken to be a major task amongst the NTO activities. Field monitoring reports prepared by NTOs facilitates desk monitoring operations by EACEA staff and is complementary to EACEA follow up of grant holder and partner activities.

When EACEA - Tempus unit undertakes field monitoring, it can either be by joining a monitoring mission scheduled by an NTO or a specific project on which the local NTO is asked to accompany. In this case the NTO will therefore also participate actively in the field monitoring exercise. EC Delegations will be invited and their involvement is encouraged.

(extract from the NTO field monitoring handbook provided by EACEA, 2009)

The list of potential questions that can be asked during a field monitoring visit can be found here.