ETICS 2 Management tools and procedures Karin Burghauser, CERN Project Admin

Content CERN registration & accounts Why to register and procedure Management tools to be used in ETICS 2 EDMS, PPT, Indico, Mailing lists FP7 essential information Terminology, Grant Agreement, Pre-financing, Consortium Agreement ETICS 2 Kick-off Meeting - CERN 17-19-03-2008 2

CERN registration & accounts Why register at CERN? To obtain computer accounts (to access tools used in ETICS2) To receive a long term CERN badge Procedure for registration & accounts Complete, sign and return form to Karin Personal data will be registered in CERN HR database Accounts will be created, project member to follow a short security awareness training on-line to activate accounts Visitor cards Project members registered as described above entitled to a long term badge Where? At Registration Service, building 55 (next to entrance B) to obtain such a badge! ETICS 2 Kick-off Meeting - CERN 17-19-03-2008 3

Management Tools The following management tools will be used in ETICS 2: EDMS (Engineering Data Management Service) PPT (Project Progress Tracking) to monitor effort consumption (timesheets) Indico for events/meetings (agenda, upload of minutes, etc) CERN Listbox services for project communication (mailing lists) ETICS 2 Kick-off Meeting - CERN 17-19-03-2008 4

EDMS ETICS 2 documents will be stored and managed trough the EDMS (Engineering Data Management Service) Automatic allocation of reference number Automatic versioning and status maintenance Approval and of release procedure including capture of review comments Search facilities New structure for ETICS 2 is being set up Similar structure to ETICS with some changes in access privileges Each Activity will have its own node/folder One common folder for EU Deliverables ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Mailing lists Mailing lists managed via the CERN listbox services (web interface) To date, the following specific ETICS2 mailing lists have been created: project-eu-etics2-pmb@cern.ch (PMB members and deputies) project-eu-etics2-allmembers@cern.ch (All project members) A mailing list for each activity project-eu-etics2-na1@cern.ch, project-eu-etics2-na2@cern.ch , project-eu-etics2-sa1@cern.ch, project-eu-etics2-sa2@cern.ch, project-eu-etics2-jra1@cern.ch, project-eu-etics2-jra2@cern.ch Features: search, archive, define permissions for posting to the list and accessing the archives, etc. Access at http://listboxservices.web.cern.ch/listboxservices/ ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Indico Indico (Integrated Digital Conference) ETICS 2 events at Allows managing complex conferences, workshops, etc and time-tables (agendas) Possible to upload presentations, slides, minutes, etc Possible to make it « Public » or « Restricted » (with password) Access at http://indico.cern.ch/index.py ETICS 2 events at Indico  Projects  ETICS ETICS Events (Kick-off, workshops, etc.) PMB Technical meetings Training ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Effort monitoring - timesheets Submission of timesheets mandatory for ALL project members These timesheets will demonstrate all personnel costs are directly related to the Project Data from timesheets will be reported in Quarterly Reports and Progress Reports Timesheet should report Name of person, affiliation, funding ratio in the project, productive hours, statistical data Type of Activities and tasks the member is working on If worked on another EU project ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Effort monitoring - timesheets 2 When to submit timesheets? Monthly timesheets due at end of month (M) +5 (e.g. March08 timesheet due 05.04.2008) Project members and parter supervisors will receive automatic reminders at end of M & M+3 Submission in 3 steps: creation, submission and validation (by supervisor) ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

PPT tool PPT tool To be defined Some delay in the set up of new entry for ETICS 2 PPT Available end of April/beginning of May Until then, excel spreadsheets will be used to report hours worked on project (data will be transferred to PPT by PC when tool available) To be defined Supervisor at each partner site for validation of timesheets Standard productive hours for each partner ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

FP7 essential information FP7 Terminology Contract  Grant Agreement Contractor  Beneficiary Audit Certificate  Certificate on Financial Statement (CFS) Instrument  Funding Scheme General principles All participants report direct and indirect (overhead) eligible costs (no more cost reporting models) Single pre-financing at the beginning of the projet Intermediate payment after each reporting period Final payment (10% retention) and return of guarantee fund (5%) paid after successful completion ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Eligible costs Eligible Direct costs Costs directly attributable to the project personnel costs travel and subsistence durable equipment consumables and supplies costs of the certificate on the methodology and certificate on financial statement Within the project duration (01.03.2008 - 28.02.2010) Must be economic and essential to carry out the project ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Eligible costs 2 Eligible Indirect costs Costs which cannot be identified by the beneficiary as being directly attributable to the project, but being incurred in direct relationship with the eligible costs of the project hiring/depreciation of building water, gas/electricity, maintenance insurance, communication, connection costs, postage and services (administrative and financial management, human resources, training, legal advice, etc.) ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Non eligible costs Non Eligible costs are Indirect taxes including VAT Duties Interest owned Provisions for possible future losses or charges Exchange losses, cost related to return on capital Costs declared or incurred, or reimbursed in respect of another EC project Debt or debt service charges, excessive or reckless expenses Any cost incurred outside the contractual duration of the project (01.03.2008 - 28.02.2010) ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Grant Agreement The Grant Agreement (GA) Enters into force after its signature by the coordinator and the Commission (on the day of the last signature) Each beneficiary will then sign the FORM A – Accession of beneficiaries to the Grant Agreement (in 3 copies) Coordinator shall return to Commission one completed Form A per beneficiary at the latest 45 days after the entry into force of the GA ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Pre-financing Pre-financing A single pre-financing payment paid to Coordinator within 45 days of the entry into force of the GA (60-80% of the requested EC contribution, will be specified in the GA) Coordinator will distribute pre-financing to the other beneficiaries when minimum number of beneficiaries have signed and returned Form A (3) Only to beneficiaries who have signed and returned Form A Beneficiaries to communicate bank details to Coordinator (IBAN, etc), message will be circulated to request this information ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Guarantee fund & Interim Payment 5% of the total EC requested contribution will be deducted from pre-financing payment and transferred to the Guarantee Fund Aim is to cover financial risks incurred by Community and participants during implementation of FP7 Contribution to Guarantee fund considered as part of pre-financing Will be returned to the beneficiaries at the moment of final payment at end of project Maximum deduction of 1% of EC contribution may be applied to the non-public bodies Interim payment Intermediate payment after submission and approval of first periodic report at end of 1st reporting period Will correspond to the accepted EC contribution as reported in Financial Statements ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Project x: Duration 2 years Example Example of calculation of Community contribution Project x: Duration 2 years Max. EC contribution 2,000,000 EUR Pre-financing 70% of max. EC contribution 1,400,000 EUR 5% Guarantee fund of max. EC contribution 100,000 EUR Pre-financing paid (1,400,000 – 100,000) 1,300,000 EUR Period 1 EC Requested contribution (as per Form C) 550,000 EUR Pre-financing + P1 EC Requested contribution 1,950,000 EUR 90% of max. EC contribution 1,800,000 EUR Interim payment (550,000 – 150,000) 400,000 EUR Final payment + 5% EC contribution transferred to Guarantee Fund will be paid after approval of final reports. Calculated as the difference between EC contribution (as per Forms C) minus amounts already paid ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Reporting principles ETICS 2 contractual reporting periods: 12 months Periodic reports at end of Period 1 & 2 P1: 01.03.08 - 28.02.2009 P2: 01.03.09 - 28.02.2010 Financial Statements from beneficiaries Certificate on Financial Statement (CFS) only for beneficiaries with EC contribution higher than 375,000 EUR In addition Quarterly reports to be submitted at the end of each quarter Beneficiaries to provide budget situation of expected actual costs for the quarter Effort consumption will be reported as per the data in PPT ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

Consortium Agreement Consortium agreement (CA) An agreement made between participants in a project To govern a number of issues that will or may arise during the project Mandatory for all projects financed under FP7 unless otherwhise stipulated in the call for proposals The Community is not a party Will be signed by the official representative(s) (as indicated in the GPF) of each beneficiary ETICS 2 Kick-off Meeting - CERN 17-19-03-2008