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Description of process

Evaluation of project success is done through the assessment of the project results and methodologies followed, in accordance with indicators, which are established at the beginning of project and agreed upon at the winners meeting.

As part of the assessment, the impact of the project is measured. The long-term positive and negative effects of the project on the environment, beneficiary countries and target groups are considered.  Additionally, the project’s sustainability (its long-term viability) is guaged. Finally, the effectiveness of the project outcomes and methods is assessed by comparing the expected results set with the actual achievements and outputs.
The COGM is responsible for reviewing all reports and ensuring they meet the REC's reporting requirements according to the reporting instructions. The COFO reviews the financial part of the progress report and prepares the financial review table (see Annex XXVII). When the COGM approves a report, then the financial administrator is authorised to make the next grant payment, in accordance with the approved disbursement schedule. The COGM indicates his or her approval of a report in the grant review log (see Annex XVII).

Unsatisfactory reports
Continuation of funding depends on the reporting of satisfactory progress. If a report is unsatisfactory or delayed, the COGM contacts the NGO to determine the reason. If the report is poorly written, but project implementation is satisfactory, the COGM may request that the report be re-written. The instalment is withheld until the report is received and accepted by the COGM. If project implementation is unsatisfactory, the COGM will investigate the reasons and determine whether any modifications can be recommended to improve project performance. Negotiations between the NGO and the COGM may result in project modifications, new project conditions, or project termination.

If the COGM determines that project implementation should not proceed, future payments will be withheld. In addition, if the COGM ascertains that the NGO has failed to meet requirements stated in the award agreement, or to make any agreed changes in project implementation, or to make requested improvements in reporting, then the COGM may require the NGO to return the funds awarded by the REC.

Equipment purchase policy

There are special conditions for the purchase of assets within projects funded by national grants:

NGOs purchasing eequipment should specify the type of equipment and the price per unit. They should also explain why the equipment is needed. According to the REC’s financial rules, “equipment” is any item costing more than EUR 200 and which is useful for more than one year. Furniture, computers and other machinery such as farm implements are examples of equipment. Software may be “equipment” depending on its value. When estimating the equipment costs NGOs should follow the procurement rules of the REC. Here are some special conditions for grants used to purchase fixed assets:

1. The receipt should follow the local legislation for fixed assets purchase. The invoice should be on the NGO name and if it is necessary, insurance can be included in the grant amount.
2. The invoice should be in the name of the NGO although the award agreement states that the REC maintains ownership of the fixed assets for the project period. During this period, the REC lends the fixed assets to the NGO. In addition, the agreement states that if the NGO ceases to exist or no longer needs the fixed assets, then the fixed assets must be returned to the REC’s country office in that particular country.

Related policies

Supporting docs

• Annex XVII – Grant review log template
• Annex XXVII – Financial review table template

Financial