1. Coordinating EC Research Projects Paul Drath Singleimage Limited 3 Foundry Walk St Ives Cambs PE27 5FW phone +44 1480 497712 fax +44 1480 497714 email singleimage@singleimage.co.uk www.singleimage.co.uk

2. Project Coordination© Singleimage 20022 Coordination in EC RTD projects EC Coordinator Principal contractors Contractual alterations Contract agreements Cost statements Deliverables Progress reports Review reports Cost statement reports Payments

3. Project Coordination© Singleimage 20023 Project management structure - Delphi Management Board Management committee Project manager (WP6) Manager WP1 Manager WP2 Manager WP3 Manager WP4 Manager WP5 Exploitation managers Partner managers

4. Project Coordination© Singleimage 20024 Project management - proposal 8 Management committee Research technical committee Manager WP1 (University A) Manager WP3 (University B) Manager WP5 (University C) Manager WP2 (Company X) Manager WP6 ( Company Z) Industry technical committee Manager WP4 (Company Y)

5. Technical Committee Supervisory Board Project Management Committee Workpackage Leader (WP1) Workpackage Leader (WP2) Workpackage Leader (WP3) Workpackage Leader (WP4) Contractor A Manager Contractor B Manager Contractor C Manager Contractor D Manager A B C D AA B B CC D

6. Project Coordination© Singleimage 20026 Roles & responsibilities

7. Project Coordination© Singleimage 20027 Project management structure n Distributed responsibility n Delegated authority n Roles not people n Management processes

8. Management processes Budget meuro PartnersDurationPMC members PMC meetings TMTMC EDS30.52189-9444 paYes FRAMES12.21395-996/134 paYesPM,TM, WP RAINBOW15 95-99113 paYes? QUARTET8.51492-955?NoPM, WP

9. Project Coordination© Singleimage 20029 Consortium agreement PMC powers and processes budget transfers contract changes rescheduling publications and dissemination Default - costs Unified consortium agreement royalties for academics access rights for exploitation

10. Project Coordination© Singleimage 200210 Project planning T3.1.1 T3.1.3 T3.1.2 T3.2 T2.4 T2.2 T3.3

11. Project Coordination© Singleimage 200211 Project planning Maximum activity size Tolerance margins Intermediate deliverables Replanning Plan approval

12. Project Coordination© Singleimage 200212 Deliverables

13. Project Coordination© Singleimage 200213 Tangible deliverables

14. Project Coordination© Singleimage 200214 Quality assurance

15. Project Coordination© Singleimage 200215 Approving deliverables Approved draft from WP Editor Project Management Team 7 days to comment Editor 1-3 days for updating Project Management Team 7 days to approve or not Project manager Not approved European Commission Approved

16. Project Coordination© Singleimage 200216 Project administration

17. Project Coordination© Singleimage 200217 Project handbook Project objectives Organisation & responsibilities Management reporting Financial reporting Document control Quality procedures External presentations Project plan Contact lists

18. Project Coordination© Singleimage 200218 Management reports Per Who year –Task progress report 12 Task Leader –Workpackage progress report 4 WP Leader –CEC management report 4 Project Mngr –Technical progress report 2 Technical Mngr –Periodic progress report 2 Project Mngr –Cost statements 2 Contractor Mngr –Edited PPR 1 Project Mngr

19. Project Coordination© Singleimage 200219 Payments EC Contractors Coordinator allowable costs allowable costs audit audit advance advance progress payments progress payments final payment final payment EURO

20. Project Coordination© Singleimage 200220 FP6 - cost models euro Personnel costs Overheads FCACFFCF Other direct costs

21. Project Coordination© Singleimage 200221 Audit certificates Costs differ by no more than 2.5% of claim Confidence level of 95%

22. Project Coordination© Singleimage 200222 Audit certificates Costs not ineligible Related to project In official accounts Within time period Actual hours in time records

23. Project Coordination© Singleimage 200223 Payment timings (FP5) EC contribution % 4 Years 2 13 100 50 0 Cumulative costs (50%)

24. Project Coordination© Singleimage 200224 Payment timings (FP5) 4 Years 2 13 100 50 0 Cumulative costs (50%) Cumulative payments - theoretical EC contribution %

25. Project Coordination© Singleimage 200225 Payment timings (FP5) 4 Years 2 13 100 50 0 Cumulative costs (50%) Cumulative payments - theoretical EC contribution % Cumulative payments - actual

26. Project Coordination© Singleimage 200226 FP5 cash flow

27. Project Coordination© Singleimage 200227 0 6 12 18 24 30 36 42 48 Months Activity report Reported costs Activity reportDetailed work plan Reported costsAdjusted advance Activity reportDetailed work plan Reported costsAdjusted advance Activity report Reported costs Detailed work plan Adjusted advance Detailed work plan Initial advance (Four year contract) Integrated projects – payments and reporting schedule

28. Project Coordination© Singleimage 200228 Cumulative cash flow (IP)

29. Project Coordination© Singleimage 200229 Contract - signature Signed between EC and co-ordinator or common legal structure Accession to the contract Request for accession to the contract

30. Project Coordination© Singleimage 200230 Contract - responsibilities Participants share –Joint and several technical responsibility –Joint and several financial liability Consortium agreement –mandatory (usually) –Signed before EC contract signed

31. Project Coordination© Singleimage 200231 Contract - finance Framework 5 Framework 6

32. Project Coordination© Singleimage 200232 Joint & several financial liability

33. Project Coordination© Singleimage 200233 Access to IPR Pre-existing know how Results

34. Project Coordination© Singleimage 200234 Access rights Project Use Pre-existing know how Results Royalty free unless* Royalty free Reasonable conditions Royalty free unless*

35. Project Coordination© Singleimage 200235 Changing resources € Contract change Call Change a partner NoUnlikely Add a partner NoYes (consortium) Add budget Yes (EC)

36. Project Coordination© Singleimage 200236 Subcontracting FP5 –EC permission if >20% of participant’s cost –Subcontracted management not eligible cost –Subcontracted management often not allowed FP6 –Not core research –Needs EC approval –Subcontracted management: see financial guidelines

37. Project Coordination© Singleimage 200237 Management reports Technical achievement (by WP or partner) Issues and actions Red flags and recommended actions Meetings Changes in deliverables Effort per partner – estimated v budget

38. Project Coordination© Singleimage 200238 Management reports - effort

39. Project Coordination© Singleimage 200239 External monitoring Green Yellow Red Exploitation Technical progress Management performance

40. Project Coordination© Singleimage 200240 EC project reviews Accept/reject deliverables Independent reviewers Format and frequency

41. Project Coordination© Singleimage 200241 Review agenda (Growth) –Project overview10 –Response to previous actions20 –Management report20 –Detailed review30 * n –Achievements10 –Exploitation & dissemination60 –Future plans20 –Discussion20 –Demonstration

42. Project Coordination© Singleimage 200242 Review preparation Deliverables Periodicprogressreport Rehearsal Demonstration

43. Project Coordination© Singleimage 200243 Progress review report (IST) Summary Work progress overview Project management and co- ordination Cost breakdown Information dissemination & exploitation of results Publishable version

44. Project Coordination© Singleimage 200244 Periodic Progress Report (Growth) (Publishable) summary Objectives Scientific & technological performance Deliverables due/made Exploitation & dissemination Management & co-ordination

45. Project Coordination© Singleimage 200245 Support project management Synchronise with milestones Tangible deliverables Team building

46. Project Coordination© Singleimage 200246 Concertation and clustering The contractors agree to co-operate with other projects

47. Project Coordination© Singleimage 200247 http://europa.eu.int/comm/research/fp6/ Nothing in life is certain, except death and taxes