Presentation on theme: "FP7 scoping and guiding rules"— Presentation transcript:
1 FP7 scoping and guiding rules Research Executive AgencyVirginia PUZZOLOStijn VERMOOTEREA Unit S2- Space ResearchFP7 scoping and guiding rulesKick-off Meeting EURO4MDe Bilt (the Netherlands) – April 2010
2 Outline of the presentation Role of the Research Executive AgencyFP7 Space ProgrammeSelection of EURO4M for fundingGrant agreementInformation on project managementKick-Off EURO4M – 14/04/2010 – Virginia PUZZOLO
4 Research Executive Agency Commission Decision EC/2008/46 of 14 December 2007Autonomy since 15 June 2009Total budget managed: about € 6.5 billionLifetime: 2008 – 2017Lifetime of FP7 (to 2013), then a run down to 2017 of projects under managementReviewed every three yearsPotential to extend after FP74
5 REA major activities The REA directly implements some actions: SME-specific actions (Capacities);Marie Curie actions (People);Security and Space actions (Cooperation).The REA provides horizontal services across all programmes:Run the evaluation facility (reception of proposal and support to evaluation);Provide administrative services registration of beneficiaries (central validation);Run a central FP7 enquiry service.5
6 Unit Space research - Main Tasks Policy work remains within the Commission – this includes the definition of the space work programme (EC DG ENTR)FP7 Implementation by the Space Research Unit:The REA is in charge of:organising the evaluation of proposalsnegotiation of proposalstechnical and financial management of projectsExcept specific topics identified by DG ENTR in the work programme (e.g. development of the Space component of GMES)6
7 Space Research Unit - people NAMEFUNCTIONBERNOT ChristineHead of UnitPETRE OlivierHead of Sector – Financial DepartmentBISCH AnthonyProject OfficerCHIARINI PaolaDE OLIVEIRA JANEIRO VascoMOTA ALVES PaulaPUZZOLO VirginiaSTEINER RenéVERMOOTE StijnRANDISI MariaSecretary HoUMÖNNIGHOFF MichaelSecretaryPASTOR RUBIO CelinaRICHARD VanessaBRUNET COMPANY XiscaLegal OfficerD'ORILIA StefanoLegal/Financial Officer
9 9.3. Cross-cutting activities FP7-Space (Theme 9)Developing satellite observation systems and the GMES services for the management of the environment, security, agriculture, forestry and meteorology, civil protection and risk management9.1. Space-based application at the service of the European Society9.2. Strengthening the foundations of Space science and technologySupport research for long term needs such as space transportation, bio-medicine, life and physical sciences in space.9.3. Cross-cutting activitiesSME relevant research, International cooperation, cross-thematic approaches, dissemination actions, European Space Policy implementation actions9
10 FP7 Space Research budget Total Space budget € 1.43 BillionsSpace budget managed by the REA1st call ( ) €134 Millions2nd call (2009) € 53 Millions3rd call (2010) €114 MillionsThen about €100 Millions/yearThus globally about €600 Millions(about 400 for GMES and 200 for SSF)
11 Call 1: FP7 SPACE 2007 / GMES topics Topic Existing Fast Track Services (GMES Core Services):Emergency reponse: SAFERLand Monitoring: GEOLAND2Marine: MyOceanTopic New GMES Core Services:Atmospheric Composition and Dynamics: MACCInformation Services for Security related activities: G-MOSAIC
12 Call 2: SPACE-2009-1 / GMES topics EURO4M (start 01/04/2010; 48 months; 9 participants; EC contribution EUR 3,989,200.00): European Reanalysis and Observation for MonitoringMONARCH-A (start 01/03/2010; 36 months; 8 participants; EC contribution EUR2,884,484.00): High latitude Climate Change Monitoring;CARBONES (start 01/04/2010; 36 months; 14 participants; EC contribution EUR 2,561,699.00): 30-year re-analysis of Carbon Fluxes and pools over Europe and the Globe.
13 Call 3: SPACE-2010-1 / GMES topics Current status:Central Evaluations and Panel Reviews finished end of February 2010
14 Learn more about Space Research projects funded under FP7 Please visitUpdated brochure including projects from Call 2009 expected soon
15 3. Selection of EURO4M for funding 9 thematic priorities: a couple of them new as compared to FP6
16 Selection of EURO4M for funding Call FP7-SPACELaunched on 3 September 2008Topic: SPA Monitoring of climate change issues (extending core service activities); CP, 5MEURDeadline for proposals4 December 2008EvaluationFebruary 20093 projects selected for funding for topic : MONARCH-A; CARBONES & EURO4MInvitation to negotiate17 July 2009End of negotiationsEnd January 2010Production of Grant AgreementBeginning February 2010;GA signed March 2010Start project: 1 April 20109 thematic priorities: a couple of them new as compared to FP6
17 Main expected impacts from EURO-4M Recall of the expected impact as specified in Call SPACEProjects will be expected to contribute to establishing a data archive of systematic observation data related to the climate system, for a continuous record of essential climate variables coherent with UN Framework Convention on Climate Change (UNFCCC) requirements.Projects will be expected to contribute to the consistency of such a dataset, as well as to a sustainable and transparent access to such data for global climate scientific and operational communities.Projects will be also expected to improve the structure and coordination of the entities involved in the processing and delivery of climate change relevant dataset, in order to avoid dispersion and duplication of activities and to pave the way for a sustainable provision compliant with the requirements of climate analysis communities.
18 Main expected impacts from EURO4M As indicated in the Evaluation Summary Report and included in the final DoW, it is, amongst others, important to pay attention to:Ensure that the data and the products of the project will be made available to the public without restriction: web base data portal, the main datasets will be secured for at least 5 yr after the project ends;Links between EURO4M and other parties for data requirements from other projects and activities: EEA, ECMWF and EUMETNET (linked as third party making resource available for free), GMES core service products (not yet foreseen), other baseline datasets including the ESA EO data products;Links with the other GMES Climate change projects and ESA project funded under the ESA Climate Change initiativeBe pro-active: in case of problems/questions do not hesitate to contact the REA Project Officer (Stijn Vermoote).
20 Grant agreement: Core text + Annexes IDescription of Work (DoW)IIGeneral conditionsIIIRelated to specific funding typesIVForm AAccession to the grant agreementEach partner signs 3 copies of Form A coordinatorOnce signed by the coordinator: 1 copy retained by coordinator, 1 copy sent back to beneficiary, 1 copy sent to the REAThe coordinator shall send to the REA one signed Form A per beneficiary at the latest 45 calendar days after the entry into force of the grant agreementVForm BRequest for accession of a new beneficiary to the Grant AgreementTermination also possible (see Annex II – General conditions)VIForm CFinancial statement submitted by each beneficiary at the end of the reporting periodTo be submitted via SESAM (FORCE) at month 12, 24, 36, 48.https://webgate.ec.europa.eu/FormCAll partners shouldread these!
21 Grant agreement: Core text + annexes VIIForms DCertificate on the financial statementsThe certificate shall be submitted for claims of payments when the amount of the EC financial contribution claimed by a beneficiary as a reimbursement of costs is equal to or exceeds € , when cumulated with all previous payments for which the certificate has not been submittedVerified as factual by an external auditorPublic bodies, secondary and higher education establishments and research organisations may opt for a competent public officer to provide their certificate on the financial statements and on the methodology.Forms ECertificate of the methodologyOptional, suitable especially for beneficiaries with multiple participations in FP7Beneficiary may request to opt for this certificate on the methodology for the calculation of costs, which it uses to prepare its cost claims with regard to both personnel and indirect costsThis certificate must be forwarded in the form of a detailed description verified as factual by its external auditorWhen this certificate is accepted, the requirement to provide certificates on the financial statements for claims of interim payments shall be waivedDetails and advantages explained in 'Guidance Notes on Audit Certification' (http://cordis.europa.eu/fp7/find-doc_en.html)
22 Prefinancing/Guarantee Fund Usually 160% of the average EC contribution amount per reporting period;GA EURO4M: 1,595, EUR (paid to the coordinator within 45 days following the date of entry into force of the grant agreement).Guarantee Fund:5% of EC contribution; GA EURO4M: 199, EURNo 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 coordinator
24 Reporting During the course of EURO-4M, the consortium should submit: The deliverables identified in Description of Work of the Grant Agreement, according to the timetable specified in the Deliverables list (p39-44 of DoW)A periodic report within 60 days of the end of each reporting period (including the last reporting period)EURO-4M: Months 12, 24, 36, 48
25 Periodic reportAn overview, including a publishable summary, of the progress of work towards the objectives of the project, including achievements and attainment of milestones and deliverables identified in the Description of Work;An explanation of the use of the resources;A Financial Statement (Form C) from each beneficiary + summary financial report for all beneficiaries together; Financial statements should be accompanied by certificates (Form D), when appropriate.Additonal information see: ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_en.pdf
26 Final reporting At the end of the project you should 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 EC 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.
27 Submission of reportsRegister in ECAS (Commission’s Authentication Service): https://webgate.ec.europa.eu/ecas/index.jspOnce access granted, log in and submit documents via SESAMWhat information should be submitted:DeliverablesPublicationsPatents (if relevant)Periodic and final reportsAdditonal information on SESAM see:
28 Submission of financial statements Financial Statements (FORM C) are sumitted via FORCEFORCE is a web based tool to edit and submit Forms CUse your ECAS registration to enter FORCE (https://webgate.ec.europa.eu/ecas/index.jsp)Further information see: ftp://ftp.cordis.europa.eu/pub/fp7/docs/presentation-force_en.pdf
29 Approval 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.
30 Technical Project Reviews / Audits The REA may initiate a technical audit or review at any time during the implementation of the project and up to up to five years after the end of the project:At month 12, 24, 36 and 48: back-to-back with annual meetingsIndependent experts are appointed as reviewers:give external advice to the REA on the project for the period concernedassist the REA by recommending any reorientation that may be required.
31 Technical Project Reviews/Audits The reviewers assess, among others:the degree of fulfilment of the project work plan and of the related deliverables;the continued relevance of the objectives;the resources planned and utilised in relation to the achieved progress;the management procedures and methods of the project;the beneficiaries’ contributions and integration within the project etc.The COO will be informed on the outcome of the review report (submitted via SESAM)Templates for review report: ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_review_en.pdf
32 Financial 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
33 Request for Amendments An amendment to a grant agreement (GA) is a legal act modifying the commitments initially accepted by the parties and which may create new rights or impose new obligations on them, or modifying significant parts of the GA. It allows the parties to modify the GA during its lifetime.When does the GA need to be amended by an Amendment Request?When is an Information Letter sufficient?See: ftp://ftp.cordis.europa.eu/pub/fp7/docs/amendments-ga_en.pdf
34 Budgetary transfers:Beneficiaries are allowed to transfer budget between different activities and between themselves in so far as the work is carried out as foreseen in Description of Work
35 Publications 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.
36 Publications 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° (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.