4.7. Get ready for the progress reports
You will be required to submit reports on an ongoing basis. The reporting periods are specified in your Grant Agreement. These reports will allow the authority that subsidises you to see the progress of your project. It is important that you first anticipate the elaboration of these reports, considering the different requested inputs (e.g. the timesheets). You will have to provide as many details as possible in these reports: deliverables, milestones, outputs/results, critical risks, indicators, etc.
- Deliverables — Outputs to be submitted to the EU (e.g. publication, leaflet, progress report, brochure, list, etc.)
- Milestones — Control points in the project that help to chart progress (e.g. kick-off meetings, steering committees, first-draft of a survey, prototype, etc.). They may correspond to the completion of a key deliverable, which allows the next phase of the work to begin or is needed at intermediary points.
These reports must comply with the conditions defined in advance with the granting authority in the Grant Agreement and arrive on time in relation to the defined schedule.
The main and important elements in these reports are:
- Report and presentation of the work done since the beginning of the project;
- What is planned for the future;
- Problems, risks, issues encountered and how they are being addressed, including any deviation from the initial proposal;
- Schedule update;
- Budget audit.
Regarding this last point, it is important to specify that the purpose of these reports is to determine whether you are entitled to continue receiving the funding. Indeed, to request payments (additional pre-financing or interim payments), you will have to provide periodic reports (technical reports and financial statements).
For more information, you can also refer to this page “Grant management” from the European Commission, which has different categories very useful, such as “Reports & payment requests” and “Deliverables & Milestones” documents.