1. Training seminar Bonn, Feb. 3rd, 2009 EuroRIs-Net Transnational Access / Services Special Clauses Integrating Activities Practical Exercise: Financial Statement

1. Training seminar Bonn, Feb. 3rd, 2009 Grant Agreement – Structure Grant Agreementcore text Annex IDescription of Work Annex II General Conditions Annex IIISpecific provisions (ERA-NET, research infrastructures, SME etc.) Annex IV (Form A)approval for a new legal to accede to the GA Annex V (Form B)accession of a new legal entity to the GA Annex VI (Form C) „Financial Statement“ (per funding scheme) Annex VII (Form D)Certificate of Financial Statement (Form E) Certificate on the methodology

1. Training seminar Bonn, Feb. 3rd, 2009 Transnational Access (TA) – Annex III of the Grant Agreement

1. Training seminar Bonn, Feb. 3rd, 2009 Provision of transnational access to researchers or research teams to one or more research infrastructures among those operated by the participants ‘Hands on’ access Remote access FP7 grant agreement – Annex III – Specific provision for transnational access activities Transnational Access (TA)

1. Training seminar Bonn, Feb. 3rd, 2009 TA (Annex III of the Grant Agreement) Definitions access provider = beneficiary that is in charge fo providing access infrastructure = facility or resource (or a coherent set of them) together with related services installation = part of the infrastructure that could be used independently from the rest user = researcher in a user group, including the user group leader user group = research team of one or more researchers given access to the infrastructure under the project

1. Training seminar Bonn, Feb. 3rd, 2009 TA (Annex III of the Grant Agreement) Performance obligations provide access free of charge to selected user groups to the infrastructure or the installations publice widely, including a dedicated web page on the internet, the access offered under this grant agreement ensure that users comply the the terms and conditions of the grant agreement maintain appropriate documentation to support the justify the amount of access reported

1. Training seminar Bonn, Feb. 3rd, 2009 TA (Annex III of the Grant Agreement) Transnationality the user group leader and the majority of the users must work in an instituiton established in a MS or AS the user group and the majority must work in a country other than the county(ies) where the legal entity(ies) operating the infrastructure is (are) established (access provider) Exception the access provider is an international organisation or the JRC remote access to a distributed set of infrastructures or installations offering the same services

1. Training seminar Bonn, Feb. 3rd, 2009 TA (Annex III of the Grant Agreement) Selection of user groups Only user groups that are entitled to disseminate foreground they have generated under the project are eligible to benefit from access free of charge user groups requesting access have to submit in writing a dscription of work, including names, nationalities and home institutions of the users the access provider has to set up a selection panel to assist in the selection of user groups according to the principles of transparency, fairness and impartiality

1. Training seminar Bonn, Feb. 3rd, 2009 TA (Annex III of the Grant Agreement) Selection of user groups (II) the selection panel has to consist of international experts, at least half of them shall be independent from the infrastructure the selection has to be taken on basis of scientific merit – priority should be given to user groups: - who have not previously used the infrastructure - are working in countries where no such infrastructures exist

1. Training seminar Bonn, Feb. 3rd, 2009 TA (Annex III of the Grant Agreement) Access cost calculation of a unit cost (estimated or real) the total quantity of access to the installation during the lifetime of the project (access financed and not financed by the Community) - direct costs of the access, excluding subcontracts plus indirect costs of 7% of the direct costs divided by the total quantity of access The direct costs shall exclude all contributions to capital investments as well as travel and subsistence costs the direct costs may include cost of prepatory work

1. Training seminar Bonn, Feb. 3rd, 2009 TA (Annex III of the Grant Agreement) Access Costs (II) During the period of proposal writing the calculation is based on an estimated unit cost the estimated unit cost is specified in Annex I adjustments may be made at the end of any reporting period resulting from the application of real unit costs

1. Training seminar Bonn, Feb. 3rd, 2009 TA (Annex III of the Grant Agreement) Community financial contribution (Last) Adjustment of access costs in the financial statement (Form C) corresponding to the (last) reporting period on the basis to the total quantity of access and the actual costs incurred to give access The community financial support shall not exceed 20% of the the costs of providing access to the installation over the duration of the project.

1. Training seminar Bonn, Feb. 3rd,

1. Training seminar Bonn, Feb. 3rd, 2009

Services through Communication Networks and e-infrastructure activities Special Clause No. 17 and 18 to FP7 Grant Agreement

1. Training seminar Bonn, Feb. 3rd, 2009 Special Clause No. 17 A. Performance Obligations The access provider shall provide access free of charge to the scientific services described in Annex I through communication networks have the services offered to the scientific community assessed periodically by an external board composed to international experts in the field, appointed by the consortium with the written approval of the Commission

1. Training seminar Bonn, Feb. 3rd, 2009 Special Clause No. 17 B. Financial Provisions Community financial support for access costs shall not exceed 20% of the operating costs incurred by the installation providing the access over the duration of the project, excluding all contributions to the capital investements of the infrastructure

1. Training seminar Bonn, Feb. 3rd, 2009 Special Clause No. 18 E-infrastructure acitivities Definitions Connectivity: means a set of one or more circuits allowing for the transmission of full duplex bit streams denied end points, as specified in Annex I Connectivity services: means any other activities as foreseen in Article II. 16 to provide connectivity.

1. Training seminar Bonn, Feb. 3rd, 2009 Special Clause No. 18 Financial Provisions As an exception to Article II.16 (Upper Funding Limits) for the continued provision and upgrading fo the required connectivity services as specified in Annex I, the maximum reimbursement rate shall be 50% of the total eligible costs.

1. Training seminar Bonn, Feb. 3rd, 2009

Integrating Activities – Special Clause No. 19

1. Training seminar Bonn, Feb. 3rd, 2009 Integrating Activities –I3 Objectives Structuring and integrating effect on European infrastructures Improvement of capacity and performance of European research infrastructures Efficient access and use of research infrastructures 3 Types of activities obligatory in one project networking activities transnational access and/or services joint research activities To be implemented in a coordinated way under a unified management

1. Training seminar Bonn, Feb. 3rd, 2009 Integrating Activities –I3 Main characteristics in an average I3 in FP6 Average number of contractors: 19 of which 7 are offering access Typical duration of 4 years Average EC contribution: 10 Mio. € Management: 6% Networking activities: 20% Transnational access: 29% Joint research activities: 45%.

1. Training seminar Bonn, Feb. 3rd, 2009 Funding Scheme: combination of collaborative project (CP) and coordination and suppoert action (CSA) Combination of two funding schemes is unique in FP7 –For integrating activities –Preparatory phase The funding scheme corresponds to the components: CP for joint research activities CSA for networking (Coordination action) CSA for Transnational Access (TA) and/or services (Support Action) Integrating Activities –I3

1. Training seminar Bonn, Feb. 3rd, 2009 Networking Coordinator overall Management TA / ServicesJoint research activities Workpackages: - Foresight - good practice - user groups - technical workshops Workpackages: -e-equipment -D-Development of prototype -D-Development of standards, -s-sampling Management Transnational Access (Management) Integrating Activities - I3

1. Training seminar Bonn, Feb. 3rd, 2009 The work programme gives hints of type of activities to a component The work programme gives hints of type of activities to a component Integrating Activities - I3 Networking activitiesTransnational Access Joint research activities Spreading of good practices Higher performance methodologies and protocols Foresight studies for new instrumentation, methods, concepts Integration of installations and infrastructures into virtuel facilities Development of common standards, protocols and interoperability etc Novel grid architecture frameworks and policies etc. Source: Work programme 2009 Research Infrastructures

1. Training seminar Bonn, Feb. 3rd, 2009 The work programme gives hints of type of activities to a component The work programme gives hints of type of activities to a component Integrating Activities - I3 Networking activitiesServicesJoint research activities Joint management and pooling of distributed r Scientific services freely available through commincation networks Higher performance methodologies and protocols Streghtening of virtual research communities Procurement and upgrading communication infrastructure Integration of installations and infrastructures into virtuel facilities Development of common standards, protocols and interoperability etc GRID infrastructure support, operation and management etc. Novel grid architecture frameworks and policies etc. Source: Work programme 2008, Research Infrastructures

1. Training seminar Bonn, Feb. 3rd, 2009 Special Clause No. 19 Limitation of indirect costs for integrating activities Infrastructures and preparatory phase reimbursement of indirect costs related to coordination and support activities, except those related to the management of these activities, is limited to a maximum of 7 % of the direct costs relating to these activities, excluding the direct eligible costs for subcontracting and the costs of resources made available by third parties which are not used on the premises of the beneciary

1. Training seminar Bonn, Feb. 3rd, 2009 Special Clause No. 19 Guide to Financial Issues, p. 78 (Version 27/7/2007) It is important to underline that, (unlike a standard coordination and support activity, CSA) this limit of 7% does not apply to management activities; for management activities the participants applicable indirect cost calculation basis applies for projects covered by this special clause No. 19  the management of the transnational access/services and of the networking will be reimbursed according to the benefiaries‘ calcualtion basis of indirect costs

1. Training seminar Bonn, Feb. 3rd, 2009 Networking Coordinator overall Management TA / ServicesJoint research activities Workpackages: - Foresight - good practice - user groups - technical workshops Workpackages: - equipment - development of prototype - integration of installations - novel grid architecture frameworks and policies Management Transnational Access/services (Management) Integrating Activities - I3 According to the calculation of the benefiary According CSA

1. Training seminar Bonn, Feb. 3rd, 2009 Guide to Financial Issues, p. 78 (Version 27/7/20079 Special Clause No. 19 will be included in the core text of the grant agreement Calcualtion of indirect costs in the Financial Statement C you have to check whether your activities under Coordination and Support (CSA) are part of the management or a Coordiantion or support activity

1. Training seminar Bonn, Feb. 3rd, 2009

* Indirect costs relating to: - "Coordination" and "Support" activities are reimbursed up to a maximum of 7% of the direct eligible costs relating to these activities excluding the direct eligible costs for subcontracting and the costs of resources made available by third parties which are not used on the premises of the beneficiary, - "RTD", "Management" and "other" activities are reimbursed in accordance with the various options foreseen in Article II.15.2 a), b) and c) of the grant agreement.

1. Training seminar Bonn, Feb. 3rd, 2009 Practical Exercise: First reporting period – a financial statement C is needed:

1. Training seminar Bonn, Feb. 3rd, 2009 Practical Exercise Filling of a Form C: 1.Cosy is a public body, indirect cost: transitional flat rate = 60%, Person month: 8.000€ direct costs 2.Cosy SA, real indirect cost, rate: 120% Person month: 8.000€ direct costs 3.Cosy Ltd, indirect cost: flat rate: 20%, person month: 8.000€ direct cost (no SME) Costs: WP Prototype: personel €, consumables: €, travel costs: 800€, hotel: €, daily allowances: € - RTD WP good practice: personel: 6.000€, travel costs: 400€, Hotel: 300€, daily allowances 100€ WP foresight: personel € WP User group: personel 2.000€, Catering: 5.000€ - Networking Estimated unit cost: /access, total 20 access during the reporting period - Access Travel costs for panel meeting: 5.000€, catering: 4.000€, publication: €, personel: 4.000€ Travel costs for kick-off meeting: 500€, hotel kick-off: 300€, personel: 800€ - Management

1. Training seminar Bonn, Feb. 3rd, 2009 Cosy – Public Body RTD: total direct costs: , indirect cost 60%: 22680; Total costs: 60480; upper funding limit RTD: 75% = Coordination: total direct costs: , indirect cost 60%: 15480, for coordination only 7% indirect cost will be reimburses: 7% of = 1806; max EC-contribution: Support: the EC only reimburses 20% of the total accesses of the organisation; only 4 access can be reimbursed = Management: according to the organisation‘s accounting rules Other: according to the accounting rules of the organisation; the management for access is included in this column

1. Training seminar Bonn, Feb. 3rd, 2009 Cosy: Public Body and subcontract RTD: total direct costs: , indirect cost 60%: 22680; Total costs: 60480; upper funding limit RTD: 75% = Coordination: the catering is a subcontract, subcontracts are not included as basis to calculate indirect costs; total direct costs: , direct costs without the subcontract: 20800: indirect cost 60% = 12480, for coordination only 7% indirect cost will be reimbursed: 7% of = 1456; max EC-contribution: direct costs: = Support: the EC only reimburses 20% of the total accesses of the organisation; only 4 access can be reimbursed = Management: according to the organisation‘s accounting rules Other: according to the accounting rules of the organisation; the management for access is included in this column; the catering is a subcontract which in not included in the calculation basis for indirect costs; total direct costs: 23000, total direct costs without the subcontract: 19000, 60% of = 11400, total costs:

1. Training seminar Bonn, Feb. 3rd, 2009 Cosy S.A RTD: total direct costs: , indirect cost 120%: 45360; Total costs: 83160; upper funding limit RTD: 50% = Coordination: total direct costs: , indirect cost 60%: 15480, max. EC contribution 7% of = 1806, max EC- contribution: Support: the EC only reimburses 20% of the total accesses of the organisation; only 4 access can be reimbursed = Management: according to the organisation‘s accounting rules Other: according to the accounting rules of the organisation; the management for access is included in this column

1. Training seminar Bonn, Feb. 3rd, 2009 Cosy S.A. and subcontract RTD: total direct costs: , indirect cost 120%: 45360; Total costs: 83160; upper funding limit RTD: 50% = Coordination: the catering is a subcontract, subcontracts are not included as basis to calculate indirect costs; total direct costs: , direct costs without the subcontract: 20800: indirect cost 120% = 24960, for coordination only 7% indirect cost will be reimbursed: 7% of = 1456; max EC-contribution: direct costs: = Support: the EC only reimburses 20% of the total accesses of the organisation; only 4 access can be reimbursed = Management: according to the organisation‘s accounting rules Other: according to the accounting rules of the organisation; the management for access is included in this column; the catering is a subcontract which in not included in the calculation basis for indirect costs; total direct costs: 23000, total direct costs without the subcontract: 19000, 120% of = 22800, total costs: 45800

1. Training seminar Bonn, Feb. 3rd, 2009 Cosy Ltd RTD: total direct costs: , indirect cost 20%: 7560; Total costs: 45360; upper funding limit RTD: 50% = Coordination: total direct costs: , indirect cost 20%: 5160, max. EC contribution 7% of = 1806, max EC- contribution: Support: the EC only reimburses 20% of the total accesses of the organisation; only 4 access can be reimbursed = Management: according to the organisation‘s accounting rules Other: according to the accounting rules of the organisation; the management for access is included in this column

1. Training seminar Bonn, Feb. 3rd, 2009 Cosy Ltd. And subcontract RTD: total direct costs: , indirect cost 20%: 7560; Total costs: 45360; upper funding limit RTD: 50% = Coordination: the catering is a subcontract, subcontracts are not included as basis to calculate indirect costs; total direct costs: , direct costs without the subcontract: 20800: indirect cost 20% = 4160, for coordination only 7% indirect cost will be reimbursed: 7% of = 1456; max EC-contribution: direct costs: = Support: the EC only reimburses 20% of the total accesses of the organisation; only 4 access can be reimbursed = Management: according to the organisation‘s accounting rules Other: according to the accounting rules of the organisation; the management for access is included in this column; the catering is a subcontract which in not included in the calculation basis for indirect costs; total direct costs: 23000, total direct costs without the subcontract: 19000, 20% of = 3800, total costs: 26800

FP6/FP-7 IT System 43 FP6/FP-7 IT System FORCE: WEB BASED EDITOR OF FORMS C FOR FP-6 AND FP-7

FP6/FP-7 IT System 44 FP6/FP-7 IT System Web based tool to edit and submit Forms C, both for FP-6 and FP-7 (access via SESAM) FP-6: 2 ways to submit Forms C –Excel sheets (as before) –Web based application FORCE FP-7: only 1 way to submit Forms C –Web based application FORCE Only coordinators have access (in a later version individual beneficiaries will be able to view, edit and print their own Form C) What does FORCE do?

FP6/FP-7 IT System 45 FP6/FP-7 IT System At the end of the training coordinators will know how to: –Get access to FORCE (via SESAM) Register as a new user to SESAM Obtain access to a specific project via SESAM –Manage Forms C Edit/save/submit the FORMS C in FORCE Correct FORMS C in FORCE OBJECTIVES OF THE TRAINING

FP6/FP-7 IT System 46 FP6/FP-7 IT System FORCE FORM C EDITOR FORCE FORM C EDITOR register as a new user in SESAM/FORCE

FP6/FP-7 IT System 47 FP6/FP-7 IT System webgate.ec.europa.eu/sesam Access from outside via following link