Record Keeping | Publicity | Monitoring | Audit

Monitoring

What is a monitoring visit?
A monitoring visit is not the same as an audit.  Monitoring visits are carried out by Objective 3 staff and are undertaken during the lifetime of the project.  

A monitoring visit should be a positive experience.  Monitoring visits give both applicants and the PME the opportunity to improve the quality of projects and the Programme as a whole.  Assistance and encouragement are the main focus of the visit. 

Why are projects monitored?
The PME select a number of projects each year for monitoring visits.  A project can be selected for the following reasons:

• The organisation has not been visited before
• Project requests a visit
• New applicants to Objective 3 requiring assistance with record-keeping
• At the request of Advisory Groups

A monitoring visit is designed to ensure the project has the necessary systems in place, ensure that it is progressing as stated in the approved application and to identify any issues as early as possible and make recommendations or provide assistance as required.

What does it involve?
We will contact you to arrange a suitable date and the visit itself will take approximately half a day.  The areas discussed during the visit are likely to include financial expenditure, progress towards targets, project management/administration, Horizontal Themes and publicity.

Before the visit we will contact you to get a further breakdown of your more recent claim.  At the visit we will check documentation to support specific costs within this breakdown.  Further information will be provided prior to the visit.

The most appropriate people to attend are the people involved with the project on a day-to-day basis eg staff who deal with project delivery, finance and record keeping.

We will contact you after the visit to confirm that we are satisfied the project is progressing well or to highlight any issues that have been identified and the action(s) required. 

Further information on monitoring and the documents we use during a visit are available from the Monitoring Forms section of the website.