Project approved? Now what?
When NORA has authorized a grant, the project leader will receive an Authorization Letter. The project leader should take note to follow up as soon as possible on any conditions or requests that may be linked to the grant approval. The project leader must also ensure that the Management Contract between the project leader and NORA is executed as soon as possible. In connection with the start of the project, the project manager shall also submit a Status Report, which will be used in connection with the ongoing internal reporting on the project.
The Authorization Letter states the amount of the grant. In many cases, the grant is conditional. In the event that there are specific terms and conditions, the project may not be started if the conditions cannot be satisfied. If there is a special request, the project may begin after the main partner explains in writing what is to be done to fulfill the request. When the project partners have satisfied any conditions or requests, they may then enter into a Management Contract.
The Management Contract can be downloaded here. The required data fields regarding the project shall be completed before the document is printed out in two copies, signed and sent to the main secretariat of NORA. The Management Contract must be signed by the project leader and, if different from the project leader, the financial manager. NORA will then sign the contract and return one copy to the main partner. Only when the Management Contract is concluded may the project be started. The Management Contract is also a prerequisite before NORA can pay out the first installment of the project funds.
The Status Report can be downloaded here. This form constitutes an important tool in the ongoing internal reporting about the projects progress. At the beginning of the project, the relevant data fields should be completed on the main partner, other project partners, expected results and effects, etc. Under ‘Project’s Progress’, there are three milestones that reflect the main activities of the project. For each of the three milestones, indicate the expected time of implementation. Milestones must be in the form of concrete, measurable deliverables. Under ‘Finances’ in the first Status Report, the main partner should indicate the status of the joint financing that was listed as unconfirmed in the project application. The Status Report should also indicate when the partners plan to submit requisitions for disbursement of project funds. Other data fields in the Status Report are only relevant later in the project cycle when an updated report is submitted. During the course of the project, Status Reports should be updated and submitted regularly, e.g., in connection with the requisition of project funds.
The standard Requisition Form can be downloaded here. When the Management Contract is concluded and the first Status Report is submitted, the project leader may submit a requisition for payment of the first installment in connection with project startup. The size of the first installment will reflect the activities of the project description, but generally is around half of the allotted grant. For administrative reasons, NORA prefers that a maximum of two requisitions be submitted per year. At the conclusion of the project, NORA typically retains ca. 20-30 % of the total grant until an audited accounting and final report is submitted. An updated Status Report must always be submitted with each requisition for project funds.