EC project periodic and continuous reporting ELIXIR Project management network September 2016

Continuous reporting - general Project deliverables and milestones have to reported on a continuous basis This is done by the project manager/Coordinator Deliverables and milestones are a project management tool Break project down into manageable “chunks” Check project progress, ensure that work is completed on time Provide decision points in the project Provide opportunities to assess work done and adjust plans if necessary

Continuous reporting - general Deliverables: Concrete work products/project outcomes Deadline (due to the EC) is set in the project plan Submission of a written report in the EC system Late deliverables are flagged up to the Project Officer Delays and/or adjustments (changes) need to be justified and, if significant (e.g. move deadline, adjust resources, partners involved, scope etc.) may need to be included in a Grant Agreement amendment

Continuous reporting - general Milestones: Decision points in the project (e.g. review available ontologies  decide on steps going forward, e.g. create new ontology) Deadline (due to the EC) is set in the project plan Milestones are marked as complete in the EC system Late milestones are flagged up to the Project Officer Delays and/or adjustments (changes) need to be justified in the periodic reports – less “strict” than deliverables, but…

Continuous reporting - EXCELERATE Deliverables As per HoN agreement, should: be concrete outcomes, e.g. scientific publications; deliverable report consists of “cover sheet” with executive summary and publication as annex – concise! NOT be endless reports for the sake of writing reports – nobody will read! all deliverables will be uploaded to Zenodo final versions of deliverable reports should be submitted to project management two weeks before the due date WPLs are responsible for meeting any requirements related to IP as per the EXCELERATE Consortium Agreement) NEW TEMPLATE will be provided shortly (authors, reviewers, performance indicators/impact etc.)

Periodic reporting Periodic report Due 60 days after the end of the reporting period Individual financial statement from each beneficiary and from each linked 3rd party Explanation of the use of resources + information on subcontracting and in-kind contributions by 3rd parties

Periodic reporting Timeline of reporting periods defined in GA, usually 18 months (see also AGA, article 20) Timeline EXCELERATE: 1 September 2015: Project start 28 February 2017: RP1 ends (project start +18 months) 31 August 2018: RP2 ends (RP1 end +18 months) 31 August 2019: Project ends (RP2 +12 months) Project calendar: iCal, html

Periodic reporting Due dates for 1st periodic report EXCELERATE RP1 ends 28 February 2017 Report input due to Coordinator/ELIXIR Hub: Financial report (Form C): 15 March 2017 Scientific report: 31 March 2017 Report due to EC on Friday, 27 April 2017 – DEADLINE People involved WP leaders and scientific staff Admin and finance staff

Periodic reporting Elements Scientific/technical summaries, incl. Highlight of achievements over the reporting period (Sep 15 to Feb 17), incl. how specific objectives were addressed Adjustments to project plan, e.g. slight change in deliverables/milestones (incl. delays, scope, partners involved) Executive summary prepared by coordinator overview of project status and progress use input from detailed scientific/technical summaries adjustments to project plan (if applicable)

Periodic reporting - EXCELERATE The 1st Periodic Report will be the basis for the mid-term review of the project (11 May 2017, Brussels) Financial report  status of use of resources Scientific report  status of progress and outcomes

EC funding rules and project financial reporting More information: H2020 AMGA – Annotated Model Grant Agreement European Commission funding rules in a nutshell Guidelines and tips for workshops Linked 3rd parties in H2020