Management Alice Carpentier, STI Innsbruck

Slide 2 of Oct-10 Kick-off, Mallorca, Spain Content ADMIN ◦Management structure and board creation  PMB  TMB ◦Quality Assurance ◦Report creation ◦PD Ecosystem ◦PD Programs ◦Communication FINANCES

Slide 3 of Oct-10 Kick-off, Mallorca, Spain Management structure GA: PC (chair) + 1 delegate of each core partner PC Dieter Fensel SC Elena Simperl PM: Alice Carpenier FM: Leo Garcia Gregoris AntoniouKarl AbererJohn DomingueDieter Fensel WP1: CWI WP2: KIT WP3:FORTH WP4: FBU WP5: EPFL WP6: IJS WP7: STI2 WP8: UIBK PMB: PC (chair), SC, PM + 1 rep of each core partner TMB: PC, SC (chair), Activity 1-3 Leaders, WP1-7 leaders

Slide 4 of Oct-10 Kick-off, Mallorca, Spain Board creation PMB PC (chair) SC PM 1 rep of each core partner ◦CWI: ◦EPFL: ◦FORTH: ◦FUB: ◦IJS: ◦KIT ◦STI2

Slide 5 of Oct-10 Kick-off, Mallorca, Spain Board creation TMB PC (chair) SC Activity Leaders A1-A3 ◦A1: Gregoris Antoniou ◦A2: Karl Aberer ◦A3:John Domingue WP leaders WP1-7 ◦WP1: ◦WP2: ◦WP3: ◦WP4: ◦WP5: ◦WP6 ◦WP7

Slide 6 of Oct-10 Kick-off, Mallorca, Spain Quality Assurance deliverables 4 weeks before the deadline The reviewers receive the deliverable from the coordinating author ( attachment, link, etc.). The coordinating author uploads the deliverable to the wiki. The reviewers produce detailed reviews using a template, send the reviews to the coordinating author and upload them to the wiki. 3 weeks before the deadline The deliverable is revised by the authoring team according to the review reports. The work package leader supervises this process in order to ensure that the deliverable implements the reviewer’s comments. Upon completion the revised deliverable is sent to the Activity Leader. The work package leader uploads the deliverable to the wiki. 2 weeks before the deadline A final quality check is undertaken by the Activity Leader. The coordinating author submits the final version to the Project Manager. The coordinator author uploads the final version to the wiki 1 week before the deadline The Project Manager ensures that the deliverable is submitted on time to the EC and (if public) is uploaded to the project Web site wiki.sti2.at/index.php/Quality_Assurance_procedure:_detailed_decription_of_roles_and_responsibilities#Sche dule

Slide 7 of Oct-10 Kick-off, Mallorca, Spain Report creation 4 weeks before the deadline WP leaders request info from WP members, compile WP report and submit it to Project Manager 3 weeks before the deadline Project Manager compiles Management Report 2 weeks before the deadline Activity Leader checks activity section of Management Report 1 week before the deadline Scientific Coordinator final- checks report

Slide 8 of Oct-10 Kick-off, Mallorca, Spain PD ecosystem (1) Core partners Associate partners Organisations outside the PD network

Slide 9 of Oct-10 Kick-off, Mallorca, Spain PD ecosystem (2) Organisations outside the PD network ◦Access to research, and data provisioning and management results ◦Ability to participate in training, dissemination and community building events ◦Access to open training infrastructure ◦Ability to submit proposals to PD Programs Associate partners ◦All rights of organizations outside the PD network ◦Ability to submit proposals to PD Programs ◦Partner logo listed on PD website ◦Early access to ongoing PD results through participation in PD meetings ◦Opportunity to shape the results and topics of the PD Programs through contribution of requirements and use cases

Slide 10 of Oct-10 Kick-off, Mallorca, Spain How to become an associate partner? PD consortium issues invitation for associate partners on a yearly basis (with the first call being issued prior to the start of the project) interested parties submit membership request to PC by submitting a membership application that documents the organization’s interest in large-scale data management and what they believe they can bring to the PD network three-step approval process: ◦PC referees applications ◦PC makes recommendations to the PMB ◦PMB takes the final decision

Slide 11 of Oct-10 Kick-off, Mallorca, Spain PD Programs (1) - 45 days, 15-Feb-11 draft call announcement text - 30 days, 01-March 11 communicate call announcement text to Project Officer - 10 days, 21-March-11 upload full call details on website communicate full call details to Project Officer -/+ 0 days, 01-April-11 publish full call details in print media/on website

Slide 12 of Oct-10 Kick-off, Mallorca, Spain PD Programs (2) + 5 weeks, 11-May-11 close call Week 6+7, May 11 finalize evaluation preparations communicate names of experts to commission/PO conduct evaluation Week 10, May 11 submit evaluation report to Project Officer request accession of the new beneficiary(ies) Week Aug 11 Project Officer approves accession of new beneficiary(ies) to grant agreement communicate the result of each proposal to the proposer

Slide 13 of Oct-10 Kick-off, Mallorca, Spain Communication Mailing list Wiki ◦ wiki.sti2.at/index.php/Main_Pagehttp://planet-data- wiki.sti2.at/index.php/Main_Page Website ◦

Slide 14 of Oct-10 Kick-off, Mallorca, Spain Finances 1. Eligible costs of the project a) they must be actual b) they must be incurred by the beneficiary c) they must be incurred during the duration of the project, with the exception of costs incurred in relation to final reports or reports corresponding to the last period (financial audit certificates, final review travel costs, etc.) which may be incurred during the period of up to 60 days after the end of the project.

Slide 15 of Oct-10 Kick-off, Mallorca, Spain Finances d) they must be determined in accordance with the usual accounting and management principles and practices of the beneficiary e) they must be used for the sole purpose of achieving the objectives of the project, consistent with the principles of economy, efficiency and effectiveness f) they must be recorded in the accounts of the beneficiary

Slide 16 of Oct-10 Kick-off, Mallorca, Spain Finances Eligible costs g) They must be indicated in the estimated overall budget in Annex I

Slide 17 of Oct-10 Kick-off, Mallorca, Spain Finances non-eligible costs a) identifiable indirect taxes including value added tax, b) duties, c) interest owed, d) provisions for possible future losses or charges, e) exchange losses, cost related to return on capital, f) costs declared or incurred, or reimbursed in respect of another project, g) debt and debt service charges, excessive or reckless expenditure

Slide 18 of Oct-10 Kick-off, Mallorca, Spain Finances pre-financing payment - a pre-financing of EUR was paid to the coordinator within the 45 days limit following the date of entry into force of the grant agreement. - 5% of the total project Financial Contribution ( EUR) was kept by the Commission as a Guarantee Fund and will be distributed with the final payment. - Project partners were asked to provide their bank details and the transfers were processed as shown in the following table:

Slide 19 of Oct-10 Kick-off, Mallorca, Spain Finances pre-financing

Slide 20 of Oct-10 Kick-off, Mallorca, Spain Finances Financial reporting - Financial reporting periods: P1: from month 1 to month 12 P2: from month 13 to month 24 P3: from month 25 to month 36 Final period: from month 36 to month 48 - Schedule: within 60 days after each reporting period end date, the coordinator will ask each beneficiary to provide the following financial inputs for the periodic management report: 1. Explanation of the use of the resources 2. Financial Statements – Forms C 3. Financial Certificates on the Financial Statement - The Financial Statement – Form C figures will be keyed by each beneficiary in the NEF system, a Web-based online tool for completing and submitting forms C via the Participant Portal:

Slide 21 of Oct-10 Kick-off, Mallorca, Spain Finances Explanation of the use of the resources explanation of personnel costs, subcontracting and any major costs incurred by each beneficiary, such as the purchase of important equipment, travel costs, large consumable items, etc., linking them to work packages.

Slide 22 of Oct-10 Kick-off, Mallorca, Spain Finances Financial Statements – Forms C

Slide 23 of Oct-10 Kick-off, Mallorca, Spain Finances Financial Audit Certificate A certificate on the financial statements shall be submitted for claims of interim payments and final payments when the amount of the financial contribution claimed by a beneficiary is equal to or superior to EUR

Slide 24 of Oct-10 Kick-off, Mallorca, Spain Finances Financial distribution payments - after each submission and approval of the Financial Statements (FORM C), the commission will transfer the amount accepted for the reporting period. - Shall the 90% ceiling Maximum community Financial Contribution be reached, a deduction will be made. - the final payment will take into account the pre- financing amount paid at the start of the project. For each beneficiary, the financial contribution cannot exceed in any circumstances the maximum amount of their agreed contractual financial contribution.

Thank you!