Monitoring and Evaluation continued...

SEP Ltd Monitoring Visit

This is one of the most visible parts of the monitoring process and takes the form of an on site visit of a specific project. All projects could be subject to monitoring visits by SEP Ltd staff, where the financial and outcome performance will be checked, discussed and advice given. At least 10% of all projects are monitored in this way.

Visits are intended primarily to examine project performance. This requires an understanding of the source data for estimated targets and reported achievements and a brief examination of the evidence for these. It will not normally include a comprehensive verification of the accuracy of the data - this function is undertaken by the Scottish Executive's Verification and Compliance Team.

In general, the focus is on the information itself, what it reveals, and the methods and systems used to produce the information. For ESF projects, a check that the appropriate trainee records are being kept is always carried out.

Visits should be regarded in a positive light, as a means of rectifying problems or discrepancies while the project is still ongoing and as a means of sharing good practice between the Project Sponsors, SEP Ltd and the Scottish Executive. Visits facilitate contact between the PMEs and Project Sponsors and awareness of each other's concerns.

Scottish Executive Verification and Compliance (VAC) Visit

It is important to make a distinction between a Project Monitoring Visit and a visit by the Verification & Compliance Team of the Scottish Executive - European Structural Funds Division.

While a visit by SEP Ltd may include one or more spot checks on claim related invoices, this will be a small part of the overall aim of the visit. A visit from the Verification & Compliance Team concentrates more specifically on audit trails and the control/financial systems of the project sponsor. Project applicants are usually given 2/3 weeks notice of these visits. Detailed guidance on European Structural Fund Verification and Compliance visits is available.

European Commission Visit

European Commission staff also make visits to individual projects. These are less frequent than monitoring visits or VAC visits. This type of visit investigates the eligibility of a project to be included in a Programme and the detailed eligibility of the expenditure claimed against the guidance provided. Usually a project's final claim is used as the basis for this visit and an examination of the financial and other systems used to compile the project's claims. Project Sponsors are usually given about two to three weeks notice of these visits. The Commission may carry out approximately six project visits in a Programme area each year.