EYF online report system

Consulting the status of projects and reports

When logging on to the EYF site and opening the page “Project follow up”, the list of projects gives:

• the status of the project and

• the status of the report.

The search criteria can be used to narrow down the request.

In the Project Status column, there is an Edit or Print button for each project. Depending on the status of the project, the project application can be opened and modified (when it is Draft or Incomplete) or consulted and printed (as from the status In Treatment). Note: this is a new facility to enable NGOs to consult and print past project applications.

In the new Report column, there is an Edit button against each project with the status First Payment Done, Report Expected or Report Very Late.

In the Report State column, it is possible to follow the status of reports:
 

• Draft if the report has been opened and saved (you can go back to the report and complete it at a later date);

• Submitted if the report has been completed and submitted (you can open the report form for consultation or printing, but cannot modify it);

• Incomplete if the Secretariat has sent a message saying that some information is missing (you can open the report, make the necessary changes and submit it again).
   

As soon as the project has the status First Payment Done, you can find the corresponding report form by opening the Project follow up page and clicking on the button in the Report column. Note: The e-mail informing you that the first payment has been made will contain instructions on where to find the report form.

Certain information will already be visible:

• Submission date

• Project reference

• NGO number

• NGO name

All the rest of the information has to be filled in, using a format similar to the application form (there is a restriction on the number of characters to be used in some sections).

Note: All boxes in the form are obligatory. Please put "N/A" (not applicable or no comment) if necessary. An error message will appear if you try to submit the form without filling in one of the boxes.

Additional documents (such as preparatory documents, programme, evaluation report) can be attached at the end of the form.

Template for list of participants

Template for financial report

At the end of the form, you have the following options:

• Save (a draft will be saved and you can come back to the report later);

• Reset (all the information filled in will disappear and you can start again;

• Back (go back to the page “My projects” without saving the form);

• Print (to print a copy of the report form);

• Submit (the form will be sent to the EYF Secretariat – a pop-up message reminds you to send the signed list of participants and the financial proofs by post as soon as possible). The report form can no longer be modified, but you can consult and/or print it.

The EYF Secretariat will check that all the necessary information on the report form has been entered. If something is missing, the form will be sent back as "Incomplete".

Note: As the signed list of participants and copies of bills have to be sent to the EYF by land post, the report form will first be checked as an activity report. The financial report can be given a first check, awaiting the financial proofs.

The report then follows the same procedure as at present in the database (Activity report evaluated, Financial report evaluated, Second payment to be done, etc.).
 

Once the report has been validated by the Secretariat, certain parts of it will be available to the public:

• Name, geographical scope and type of organisation

• Contact information for the project

• Title of the project

• Place and date of the project

• Number of working days and languages used

• Type of project and geographical dimension

• Project summary

• European dimension of the project

• Intercultural learning, educational activities and materials

• Human Rights Education aspect

Anyone can go to the EYF site and consult the new page "Project reports" in the left-hand menu. All the validated reports will be listed and can be consulted and printed (only the public parts of the report listed above).

Consulting the status of projects and reports

Opening and filling in the report form

Saving and submitting the report form

Validation by the Secretariat

Public access to reports