Reporting templates and guidance

Partner report template

The partner report describes the information and data to be presented in the online report on Jems. The template can be used both as guidance as well as document to draft the report offline.

📁 Partner_progress_report-offline_template.docx (Word)

📁 Partner_progress_report-offline_template.pdf (PDF)

Task Assignment Document

This template can be used for confirming the task assignment for a specific Interreg Northern Periphery and Arctic project if the same information is not already part of an employment document/contract or another document.

📁 TAD NPA FINAL FINAL.docx

Documentation of indirect aid (State Aid)

Where a partner provides State aid to end users under the Gber 20a scheme, the project partner providing the advantage will need to calculate and document the value of the supportive activities.
Please note this is for partner retention and it is not part of the programme reporting procedure.

The following template can be used for documenting the aid distributed.

📁 GBER_Article 20a_Indirect state aid documentation_template.docx

Project Report template

The project report describes the information and data to be presented in the online report on Jems. The template can be used both as guidance as well as document to draft the report offline.

📁 Project_progress_report-offline_template.docx (Word)

📁 Project_progress_report-offline_template.pdf (PDF)

Communication Checklist

A checklist to keep track of communication requirements, and feedback to the programme. Due only with the 1st Project Report.

📁 Preview the Communication-Checklist.pdf

🔗 Go to https://www.surveymonkey.com/r/NPAcomm

Horizontal Principles identification and reporting

The following documents help partners identify, agree and follow horizontal principles throughout the project.

📁 Step 1 - Name your best HP practices.docx- Use this document at the kick-off meeting to identify relevant practices

📁 Step 2 - Follow your best practices.docx - Use this document to review and report on your progress in the 1st, 3rd and 6th reporting periods.

Output and Results Documentation

In their application, main projects and larger lump sum projects have outlined which outputs and results they intend to deliver, with output and result indicator targets. Projects are expected to report on the achievement of output and result indicators through project reports.

For each counted output or result, documentation needs to be provided in line with the minimum documentation requirements for the relevant indicator listed in this document.

To document the achievement of an output or result, projects are expected to complete a checklist in the corresponding project report in Jems. The checklists are designed according to the relevant indicator definition, making it easier to meet the indicator requirements.

If instructed to do so in the checklist, additional templates, such as spreadsheets or the testimonial template, can be found below. These templates should be uploaded together with the relevant Output or Result in the project report.

Requirements for outputs and results documentation

Minimum requirements for outputs and results

All project outputs and results must be:

Publicly available
Promoted widely
In line with NPA and EU publicity requirements
Compliant with accessibility and GDPR rules
Available for NPA & EU to use t freely i.e. licence and royalty free

Documentation of outputs

Documentation of Results

Example of optional additional documentation

Visual evidence of the solution, such as photographs, screenshots, charts, videos, infographic and so on.
User manual(s)
Research articles, if applicable
Other supporting documents that facilitate the uptake or transfer of the solution, such as business cases, or guidance for organisations to set up a similar solution.

Templates for indicators counting entreprises and organisations

Please download the relevant template to document your output or result achievement, based on the indicator.

Outputs

RCO04 - Enterprises with Non-Financial Support – spreadsheet

RCO05 - New enterprises supported – spreadsheet
📁 RCO04-RCO05_Enterprises_supported.xlsx

RCO10 - Enterprises cooperating with research institutions – spreadsheet
📁 RCO10_Enterprises_cooperating_w_research_institutions.xlsx

RCO14 - Public institutions supported to develop digital services, products and processes – spreadsheet
📁 RCO14_Public_institutions_supported.xlsx

Results

RCR03 - SMEs introducing product or process innovation – spreadsheet

RCR04 - SMEs introducing marketing or organisational innovation – spreadsheet

📁 RCR03-RCR04_Enterprises_introducing_innovations.xlsx

End user testimonial template - For ALL results

Please complete at least one testimonial template per result.

📁 Testimonial Template.pdf

5 tips for securing project legacy and for a long-term effect

The information that a project provides in the final report.forms the foundation for promoting a project’s legacy. It is making use of this knowledge in the project communication that helps project results reach the right organisations, be taken up by relevant stakeholders, and be used, reused, and adapted as intended after its closure.

Follow these 5 practical tips to ensure that a project remains visible and relevant after its completion.

1. Meet the EU mandatory requirements

Interreg projects must follow EU visibility and publicity requirements because they are funded by the European Union. These rules ensure transparency, give proper credit to EU support, and help promote project results. Meeting these requirements is a legal obligation and helps protect your project from financial penalties.

The requirements are outlined in Chapter 4.6.1, Chapter 4.6.2 and Chapter 4.6.3 of the Programme Manual. Please review them to ensure that they are met by all partners and on all online and offline materials.

2. Prepare your website for long-term use

The programme secures that the project’s mini-websites will be available for a period of 10 years, for this reason it is important to review the copy and content published to make project legacy available to interested users and visitors.

Tips to improve a project mini website:

Think like a visitor or end-user: What would they want to know?
Tell the project story in a positive way.
Highlight the project’s achievements and positive change. Connect it to the outputs and how they can be useful to different types of users, and bring benefits to different end-users.
Create a final media product as required by the programme. This could be a video, infographic, or digital publication showcasing in a simple and clear manner the project story.
Prepare factsheets in local languages to help users find what they need.
Update the website copy to show that the project is finished.
Write a closing news item to help navigate users through the site.
Make use of Umbraco (mini-website content management system) different content blocks – especially in the page “Outputs & Results”.
Consult with the Programme Communication manager if it is necessary to change the mini-website structure.
Avoid creating external websites, but if necessary make sure they meet the visibility requirements and are clearly linked on the project mini-website.

3. Tidy up your project outputs

Project outputs and resources are valuable and should be easily available to interested organisations to be used, reused and adapted.

Navigating across a variety of documents can be tiring and confusing for new visitors. Therefore, it makes sense to package the project’s tools in a meaningful way. There is not only one approach. Each project can decide to organise their materials according to the criteria that works best for their ambition, e.g. by expected impact, by target audience, or by empathizing stories.

Here are some tips:

Use storytelling elements to organise and present your outputs.
Be creative, make impactful visuals. Consider using videos, infographics, quotes and testimonials.
Package the materials in a way that encourages reuse and adaptation.
Consult with your partners about what should be translated.
Make use of Umbraco’s (mini-website content management system) different content blocks to showcase each product/story/fact with more impact.

4. Review and update your online presence

The mini-website is not the only online presence of a project. Social media platforms, beneficiaries’ webpages and external project websites also need attention.

What to do:

Beneficiaries’ webpages and external project websites must:

Meet the mandatory EU requirements
Highlight the project’s achievements
Guide visitors to the mini-website to find all relevant information and materials.

Social media

Decide what will happen with your social media accounts and project hashtags
Update the "About" section of each platform to reflect that the project has ended and publish the link to the mini-website.
Download a copy of your social media data for your records.
Publish a final set of posts to:
- Announce the end of the project
- Share key achievements and results
- Explain what happens next
- Show how people can stay in touch
- Share content in multiple languages and from different partner countries

5. Keep spreading the word

Finishing a project does not mean it is over. It is the start of what comes next. Some tips to keep the project alive:

Reuse outputs, posts and materials during relevant events. For example, post about a sustainable tourism tool on Environment Day.
Tag partners and relevant organisations, including the NPA!
Keep the NPA informed about any new developments such as media coverage, additional funding, or changes in policies and practices linked to your project.

Jems Instructions

At this link you can find step-by-step instructions about how to submit an application in Jems as well as video tutorials.

🔗 Interreg NPA Jems User Manual