The main activities regarding management and co-ordination will be carried out by the central liaison office of the Delft University of Technology (TU Delft/CICAT) in co-operation with the Department of Urbanism (TU Delft/Urbanism). The aim of 'management and co-ordination' is to ensure a successful operation that reaches its objectives, an effective co-ordination of the operation between the partners and an effective financial management and accounting.
At the start of the project CICAT will sign a Subsidy Contract with the Managing Authority. CICAT will also draw up a Co-operation Agreement (based upon the Interreg IIIC Model Agreement) to be signed by the partners. This agreement will set out the duties and responsibilities of the partners and aims to ensure that the project meets its goals. This contract will include the partners financial commitment and responsibilities, and the procedures for project reporting (including budget categories) and payment, both internal and external. To aid these activities TU Delft/CICAT will develop guidelines for the partners project and financial management.
At preparation meetings in June/July 2005 the set up of a Steering Group and a Quality Team will be prepared to oversee the running of the project. Each partner will provide one member (with a nominated deputy) to the Steering Group. The Steering Group will meet each semester. The Quality Team will report directly to the Steering Group. TU Delft/CICAT will organise the Steering Group meetings. They will coincide with the conferences. TU Delft/CICAT will be responsible for duties such as sending out agendas and taking minutes. It will monitor project activity to ensure that partners responsibilities are being fulfilled, in terms of project finance and outputs.
TU Delft/CICAT will also deal with any misunderstandings and problems which may arise, particularly in a project such as this with a wide range of participating countries (and cultures). These will be attempted to be dealt with at an early stage and in an informal manner if possible. TU Delft/CICAT will provide the Joint Technical Secretariat every semester Progress Reports comprising activity and independently audited financial reports. The last report will be a Final Report. Each partner will submit an activity and audited financial report to the Lead Partner to create this report. Copies of supporting documentation will be held by the Lead Partner for auditing purposes. TU Delft/CICAT will make sure that partner expenditure is correct and relevant to the project. It will be responsible for making payment transfers to partners once funding has been received from the Paying Authority. Evaluation is undertaken by the Quality Team, through submission of surveys to partners.
In order to facilitate this progress and ensure that Progress Reports are delivered to the Joint Technical Secretariat on time, the TU Delft/CICAT will remind partners in good time when these are due.
