Presentation on theme: "Additional information on project management"— Presentation transcript:
1Additional information on project management Gabriella SoosREA Unit S2 – Space Research
2Table of content Where to find documents Reporting Auditing Amendments to the Grant AgreementPublication issues
3Find guidelines and templates in Cordis FP7 web portal CORDISOpen and closed callsGuide for applicantsWork programmeMost important!FIND A DOCUMENT9 thematic priorities: a couple of them new as compared to FP6Database of experts
4Guide to financial issues Guidance notes on project reporting Key documents to readThe coordinator and/or the person in charge of the administrative and financial issues in the coordinating organisation must read – at least - the following documents:Guide to financial issuesGuidance notes on project reportingAmendments Guide for FP7 Grant Agreements4
5Accessing the reporting functions: the Participant Portal (1/2) (Not legally binding)Accessing the reporting functions: the Participant Portal (1/2)Log on to the Participant PortalAdditonal information on Participant Portal on the online User Manual
6The Participant Portal (2/2) (Not legally binding)The Participant Portal (2/2)2. Once connected to the Participant Portal, select the tab "My Projects"3. The list of the projects you are involved will be displayed.4. For any of your projects in the "Active" phase, you can access: - the technical reporting (deliverables) - the financial one (Form C).5. Once you have clicked on the link, you will be redirected to the right supporting application.
7Reporting Table of content Where to find documents Auditing Amendments to the Grant AgreementPublication issues
8Guidance Notes on Project Reporting ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_en.pdf8
9Periodic reporting and deliverables During the course of the project, the consortium has to submit:The deliverables according to the timetable specified in the Deliverables listA periodic report within 60 days of the end of each reporting period (including the last reporting period)BE ON TIME!9
10At the end of the project you have to submit: Final ReportingAt the end of the project you have to submit:A final report, within 60 days after the end of the project, comprising:A final publishable summary report covering results, conclusions and socio-economic impact of the project;A report covering the wider societal implications of the project, in the form of a questionnaire (gender equality actions, ethical issues, etc.)After receiving final EU payment, the coordinator shall submit a report on the distribution of the Community financial contribution between beneficiaries. To be submitted 30 days after receipt of the final payment.10
111 part of the report completed only on-line: Submission in SESAMReports, deliverables and financial statements (Form C’s) have to be submitted in the IT application SESAMAccess through the Participant Portal portal/appmanager/participants/portal1 part of the report completed only on-line:Publishable report,Explanations on use of the resourcesTables of deliverables and milestonesReport on work progress and achievementsFollow the template (available at )
12In SESAM submit only FINAL deliverables Both coordinator and beneficiaries can upload the deliverables, whereasONLY the Coordinator can submit the deliverables at the due datesUpon the electronic submission, the coordinator receives a short generic, automated ‘acknowledgment of receipt’Important:Submit only final deliverablesOnce submitted the deliverable cannot be modifiedTo change a deliverable, the project officer has to “reject” it and the coordinator has to submit the finalised documentSESAM is an “archive”, not to be used as a platform for working documents12
13How to submit deliverables/reports? By electronic means:Periodic / Final reports / deliverables, etc. via web-based tool in the Participant PortalForms C via web-based tool in the Participant Portal (via FORCE)NB: The signed self declaration is part of the electronic submission.By postto the mail address indicated in article 8 of the GA,in parallel to the electronic submission:ONLY:the signed Forms C (prepared and submitted via the web-based tools. The coordinator should collect them and send them to REA)the certificates on financial statements or on the methodology (only if applicable!).
14How to write the progress report on the activities Give a clear account of the project activities during the reporting periodThe progress reportWhat did you do?What did you achieve?Which problems did you encounter?Any deviations? Corrective actions?Clear, informative, straight to the point, conciseTransparent communication14
15Periodic report: the financial part 2 financial documents:The explanation on the use of the resourcesThis is part of the report submitted on-line in SESAMHow did you spend your budget? Any deviations?Personnel: Who worked on the project? How many person*months? How much?KEEP TIMESHEETSTravel: which trips? Where? Why? How much in total?Meetings: collect participants’ signatures (especially if you reimburse or claim travel costs)Any subcontracting?Etc.One Financial statement per beneficiary (Forms C) and a summary financial report for the whole consortiumsubmitted via Participants Portal AND by post(can be signed by any representative of the beneficiary)The coherence between the two financial documents has to be ensured.In addition the use of the resources has to be compared with the section “Resources to be committed” in the Description of Work to explain deviations.15
16Explain the use of the resources: an example For each item, specify type of activity:RTDDemonstrationManagementOTHER (e.g. dissemination)Personnel: specify position (not name) and no. of person-months of workEquipment: has to be depreciatedTravels:distinguish between travels claimed under RTD and travels for dissemination (OTHER)indicate title of meeting, date, location, « purpose » of travelNote to the coordinator: if one partner overspends, it is up to the coordinator to decide how much the partner can claim as EU contribution (i.e. full amount if the overspending is due to anticipated work, or only the budget share agreed for the reporting period and lower than the amount which could be claimed).* All the entries are examples and purely for illustration16
17Some important financial rules 1. Interests generated by the pre-financingCoordinator to identify the interests generated by the prefinancing due to the beneficiaries, if any, at the end of the 1st Reporting Period2. Purchase cost of durable equipment and DepreciationDurable equipment (e.g. software, computers, etc.) is subject to depreciation, according to the usual accounting rules of each partnerPlease see p. 61 and following of the Financial Guidelines (there is a new version dated 28/02/2011).3. Participation in conferences and other public eventsCosts can be charged to a project ONLY if justified by a public presentation of the project activities and results“Just to listen and network" cannot be chargedParticipation of several beneficiaries and/or various representatives of the same partner to be justifiedIf presentation of the project, the FP7 funding has to be properly acknowledged (see later)A copy of the submitted paper and/or the presentation, and the event agenda, have to be delivered to the REA project officer (i.e. as deliverable).17
18Approval of reportsAfter reception of the reports the REA may:Approve the reports and deliverables: REA disburses the corresponding payments within 105 days of their receipt unless the time-limit, the payment or the project has been suspended;Suspend the time limit if reports/deliverables have not been supplied, are incomplete, unclear or raise doubts concerning the eligibility of costs claimed.Suspend the payment at any time for the amount intended for the beneficiary(ies) concerned: for details see Article II.5 of Annex II (General conditions) to the grant agreement;Reject the reports and deliverables by giving an appropriate justification and, if appropriate, start the procedure for termination of the GA.18
19Intermediate payments Payments are linked to submission ofa complete and correct report,deliverablesElectronic and signed form C’s«The Commission shall evaluate and approve project reports and deliverables and disburse the corresponding payments within 105 days of their receipt.»19
20Prefinancing and Guarantee Fund If 2 reporting periods: 60% of EU contributionIf 3 reporting periods: 160% of the average EU contribution per periodPaid to the coordinator within 45 days following the date of entry into force of the grant agreementGuarantee Fund5% of maximum EU contributionNo collective financial responsibility in FP7 as was the case in FP6 (still collective scientific responsibility)At the final payment, the amount contributed to the Fund shall be returned to the beneficiaries via the coordinator20
21Technical reviews Planned at the end of each reporting period Usually the review takes place 2 or 3 weeks after the submission of the report and deliverablesPresent the work carried out, the main achievements and the use of the resourcesParticipation of the coordinator, participation of WP leaders to be discussed on a case-by-case basisIndependent experts are appointed as external reviewersgive external advice to the REA on the project for the period concernedassist the REA by recommending any reorientation that may be required.ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_review_en.pdf21
22Reporting: flow chart submitted through the Participant Portal Comments fromProject officerCorrection of Report and submission of v2ALL documents received, correct and acceptedREPORT, DELIVERABLES and FORM C’sMore than 1 iteration may be necessaryTechnical reviewPaymentandAssessment by the financial officer
23For IT problems Helpdesk for IT related questions Tel: (08:30 – 16:30 CET)
24Auditing Table of content Where to find documents Reporting Amendments to the Grant AgreementPublication issues
25Financial auditsThe Commission/REA may, at any time during the implementation of the project and up to five years after the end of the project, arrange for financial audits to be carried out, by external auditors, or by the Commission/REA services themselves including European Anti-Fraud Office OLAF.The beneficiaries shall keep the originals or, in exceptional cases, duly authenticated copies – including electronic copies - of all documents relating to the grant agreement for up to five years from the end of the project.25
26Amendments to the Grant Agreement Table of contentWhere to find documentsReportingAuditingAmendments to the Grant AgreementPublication issues
27Requests for amendments Amendments are legal acts modifying the commitments initially accepted by the parties and which may:create new rights or impose new obligations, ormodify significant parts of the grant agreement (GA).See: ftp://ftp.cordis.europa.eu/pub/fp7/docs/amendments-ga_en.pdf
28When to submit an amendment request? When should the coordinator submit an Amendment request?If any GA provision needs to be modified and/orIn case of major modification to the Description of WorkWhen is an Information Letter sufficient?Changes to contact point/authorised representative, legal address/nameIn this case the LEAR of the concerned beneficiary should update the information in the Participants PortalOnly if necessary, beneficiaries are allowed to transfer budget between different activities and between themselves (without amendment!), namely:- the needs are clearly justified- the work is carried out as planned in the Description of Work, and- the Project Officer agrees.Always refer to the Amendments Guide atftp://ftp.cordis.europa.eu/pub/fp7/docs/amendments-ga_en.pdf
29Publication issues Table of content Where to find documents Reporting AuditingAmendments to the Grant AgreementPublication issues
30Publications and publicity The beneficiaries shall, throughout the duration of the project, take appropriate measures to engage with the public and the media about the project and to highlight the EC financial support.Any publicity, including at a conference or seminar or any type of information or promotional material must specify that the project has received EC research funding and display the European emblem.Any publicity made by the beneficiaries in respect of the project must specify that it reflects only the author’s views and that the Community is not liable for any use that may be made of the information contained therein.
31Publications and publicity All publications shall include the following statement:The research leading to these results has received funding from the European Community's Seventh Framework Programme ([FP7/ ]) under grant agreement n° xxxxx (see Article II.30. of the Grant Agreement).During and after the project, the coordinator shall provide references and an abstract of all scientific publications relating to foreground at the latest two months following publication (see Article II.30. of the Grant Agreement).As part of the final project report, the coordinator will be required to submit a full list of publications relating to foreground of the project.