1. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 First Meeting of the WG 2 Finance COST Targeted Network TN1302: BESTPRAC

2. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014. WHO? WG 2 Member NameCountryEmail Ms Katharina BueselAustriabuesel@zsi.at Dr Dirk De CraemerBelgiumdirk.decraemer@ugent.be Ms Mirela CrljenCroatiaMirela.Crljen@pilar.hr Mr Antonis IoulianosCyprusaioulian@research.org.cy Ms Pirjo OllanketoFinlandPirjo.Ollanketo@helsinki.fi Ms Geraldine LeonardFrancegeraldine.leonard@univ-orleans.fr Mr Karlheinz PohlGermanyKarlheinz.Pohl@dlr.de Ms Eva VasHungaryvase@ceu.hu Dr Kristjan KristjanssonIcelandkk@ru.is Dr Vanessa RavagniItalyvanessa.ravagni@unitn.it Ms Marguerite AubergerLuxembourggestion-projets@lippmann.lu Ms Dorianne MamoMaltadorianne.mamo@um.edu.mt Mr Per Inge AndresenNorwayPer.Andresen@ntnu.no Ms Kathrine Huke MarkengbakkenNorwaykathrine.huke@hig.no Ms Franja ArlicSloveniaFranja.Arlic@mirovni-institut.si Dr Cristina Velasco GarciaSpainmariacristina.velasco@uc3m.es Ms Maddalena TognolaSwitzerlandmaddalena.tognola@research.unibe.ch

3. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 Topics: financial aspects of preparing and running cross- European projects  accounting practices  VAT  overhead  exchange rates  audit Deliverables: deepened understanding of financial regulations  of FP7 & H2020 (year 1)  of structural funds programmes with R&I focus (year 2)  checklists and templates  case stories “good practice and experiences” WG2 – Finance

4. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 Topic: identification of difficulties administrators are confronted with in dealing with European projects  BESTPRAC shall then contribute to harmonization of problems  Research administrators with practical experience are needed for identifying this What is the top 10 list of most experienced difficulties/obstactles and how can BESTPRAC address these? open discussion on experienced difficulties identification of top 10 list of difficulties and how to address these outcome: difficulties to be addressed in BESTPRAC and by which means

5. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 Topic: identification of difficulties administrators are confronted with in dealing with European projects -One size fits all (same system) -Overhead (incentives,..) -allocation: direct vs indirect costs -Internal approval procedures: signature procedure/post award phase -IP? -personnel costs -SMEs involvement -Reporting (ad hoc requirements) -Third parties -Subcontracting -Templates (checklist, guidelines)

6. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 -One size fits all (same system): same rules and systems/schemes for all European Programmes: harmonization need survey on European Programmes managed by WG members Per, Norway and Vanessa, Italy -Overhead : use of overheads in different institutions, incentives schemes – survey on schemes implemented WG members’ Institutions Maddalena, Switzerland and Cristina, Spain Collection of docs for our Library? (topic 4) Difficulties to be addressed by which means

7. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 -Allocation: direct vs indirect costs survey on ? Dirk, Belgium Management Tools’ Features Jakob, Denmark -Internal approval procedures: signature procedure/post award phase survey on schemes implemented by WG members’ Institutions Kristjan, Iceland and Vanessa, Italy Collection of best practices? Topic 2: Difficulties to be addressed by which means

8. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 -Collection of tools /check lists… collection of tools, guidelines / internal procedure Marguerite, Luxembourg Difficulties to be addressed by which means

9. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 Topic: development of job profiles, functions for a project administrator of European projects and other aspects of competences and qualifications needed for research administrators Project administration requires a spectrum of skills and competences not only technical (F, A, L), such as  capacity to understand complex text  service mentality  enjoying administrative tasks  well organised  high tollerance for frustration  Communication skills  Team player  interlinked (researchers/administration)  indipendency from PI  experience (different backgrounds)  critical mass  Learning by doing

10. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 Pre award phase Post Award phaseFinancialAdminLegal Scientific advisor Competences needed strictly related to the size/organization of the institution 1 person: all competences, all phases 1 person L F A Deep specializazion, coordination needed

11. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 Topics: Identification, understanding, and quantification of the different aspects of project management Europe-wide short inventory of profiles of WG members: - type of support administrative support combined with scientific/financial/legal support - years of experience - type of funding programmes: how many? networking outcome of the surveys will be contact lists organized by topic to facilitate networking

12. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 Topics: Identification, understanding, and quantification of the different aspects of project management Europe-wide short inventory of profiles of WG members: Construction of Job tasks MATRIX (single person/tasks) - proposed tasks list by Vanessa, Italy, collection of info until end of April OBJECTIVE: Facilitate Network

13. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 Training School on “…” Participants:35 Date:min. 3 days; late autumn 2014 Venue:tbd (should take place in COST inclusiveness countries) Programme:  tbd (on emerging topics from following WG-meetings) Reimb. of trainers/train ees:  Trainers will be reimbursed according to meeting rules  Trainees will receive a fixed financial contribution (max. € 160 per day, € 300 for travel)  € 750 for 3-days training school suggested MC-approval for local organiser support grant of € 20 per registered person or payment of invoices & fixed reimbursement of trainees requested!

14. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 Topic to be addressed: budget /reporting? Have to be submitted Open Issues for Training School

15. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 WG2-Meeting Participants:WG2-members Date:2-days-meeting, July 2-3, 2014 Venue:Tallinn, Estonia Tasks:  Topics will be the result of the discussion of the WG2-meeting in the next two days  Participants also going to the EARMA Annual Conference, will be asked to obstain from reimbursement, and hereby contribute to BESTPRAC and its ability to reach the target group. Respective information on the recommendations of the reimbursement will be sent out in advance to participants. MC-approval for local organiser support grant of € 20 per day per registered person requested!

16. TN1302: BESTPRAC 2 nd MC Meeting, Zagreb, Croatia March 18, 2014 -Presentation of the results of the 5 surveys and the Tasks MATRIX during the next meeting -Consensus and discussion -Focus on H2020: -TOP three issues (selected during the next two weeks) Next steps – WG 2