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Project FP7-PEOPLE-IRSES: ASK no 269194
Dr. Joanna Molenda-Żakowicz University of Wrocław, Poland Department of Physics and Astronomy, Institute of Astronomy Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Plan of the Presentation
Brief Introduction to the Project Project Timetable and Activities Secondments Plan Implementation Reporting Internal and External Communication Administrative Aspects Products Dissemination and Exploitation Financial Aspects Possible Blockages and Other Issues Questions The aim of the meeting will be to exchange views on the project implementation in regard to: * Secondments plan implementation * Reporting * Internal and external communication * Administrative aspects * Financial aspects * Possible blockages * Any other business Ideally the meeting would be structured with an introductory presentation of the project followed by questions and answers session. Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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FP7-PEOPLE-IRSES: ASK „Sounding Stars with Kepler”
1 FP7-PEOPLE-IRSES: ASK „Sounding Stars with Kepler” 1 May 2011 Presentation of the host organisation and project's situation within this organisation. Have partner contracts been signed? Are there problems with partners? What kind? Are there changes in the partnership? Are there withdrawals or new partners? Have these been formalised? How is project work and budget divided after possible changes? Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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„Sounding Stars with Kepler”
1 „Sounding Stars with Kepler” Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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1 Synergies... Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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1 ...and complementaries Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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1 KASC Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Project Timetable and Activities
2 Project Timetable and Activities How is the project work advancing? Is the project on schedule? How has the project advanced with regard to products and results? How are the budget and activities distributed? Have there been plans for changes in the work programme? Project progressing as planned and performing well Project implementations obey the rules Grant projects achieved their objectives How are the budget and activities distributed across the partnership as foreseen? Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Secondments Plan Implementation
3 Secondments Plan Implementation Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Secondments Plan Implementation
3 Secondments Plan Implementation Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Secondments Plan Implementation
3 Secondments Plan Implementation Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Secondments Plan Implementation
3 Secondments Plan Implementation Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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4 Reporting The first report: should be submitted at the end of the first reporting period (May 1st, 2013). 60 days after this deadline the report has to be submitted on SESAM, together with form Cs of the beneficiaries which original must be sent signed and dated. Mid-term report covering the half of the first reporting period up to 01/05/2012 , i.e. the first year of implementation of the IRSES. We have created this IRSES monitoring tool to facilitate your reporting and to accelerate the assessment of your reports. Accurately filled it provides for a good overview of the secondments implemented and the corresponding funding and facilitates the mandatory reporting on individual secondments in the Periodic Report. I thus recommend you to submit this excel table together with your Periodic Report (as an attachment in SESAM) since this will ease and speed up REA internal payment process. I would also like to remind you that each beneficiary shall only claim in its own Form C the flat rate corresponding to the duration of its outgoing and incoming secondments. Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Internal end External Communication
5 Internal end External Communication Are meetings organised as planned? Which meetings have been planned/have already taken place? What is the function of the meetings? Who are the attendees of the meetings? How are the minutes of the meetings taken? Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Administrative Aspects
6 Administrative Aspects Is the project agreement information up-to-date? Are there changes in the contracting organisation? How is the project work organised? Does the project have a steering group? What is/are the method(s) of communication within the partnership? How often the Partners are contacted? How is the progress of the project work followed? How is the project work documented? Does the project have a project website? What is the content of the website? Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Administrative Aspects
6 Administrative Aspects web site: Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Administrative Aspects
6 Administrative Aspects web site: Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Administrative Aspects
6 Administrative Aspects web site: Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Administrative Aspects
6 Administrative Aspects web site: Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Administrative Aspects
6 Administrative Aspects web site: Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Administrative Aspects
6 Administrative Aspects web site: Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Administrative Aspects
6 Administrative Aspects Documents available during the monitoring visit: grant agreement partnership agreement Annex I documents related to products copies of the money transfers to the partners internal reports Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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7 Products What deliverables and products were presented in the application? spectroscopic and photometric observations internet web site scientific publications multimedia presentations science events: seminars, workshops, meetings seminars and workshops invited or contributed talks and posters at conferences Are there changes to these? What is the current stage in the development of the deliverables? Has the partnership agreed on intellectual property rights? Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Dissemination and exploitation
8 Dissemination and exploitation Where will the final products/outcomes of the project be used/exploited? Which outcomes will be disseminated? Where? To whom? When? What dissemination material does the project have? Which methods are used for dissemination? Is dissemination taking place at different levels (local, national, European)? How are dissemination activities followed? Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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9 Financial Aspects What type of account is used?
How is the project costs followed? (Flat rates, overheads, management.) How do partners report their expenses? How are money transfers within the project organised? How are the costs followed? Which costs are reported under each budget line, do the costs stay within planned budget? Do Beneficiaries gets the required support on time? Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Possible Blockages and Other Issues
10 Possible Blockages and Other Issues Polish law: inconsistent and not up to date obsolete legislative solutions affect various areas of activity, including in particular the realization of international Projects formally, the administrative support is lacking or insufficient at all levels → all support of the local administration is an acts of good will, not the actual regulations the work of the coordinator is not sufficuently acknowledged and in the worst case may not be takien into account in the evaluation of the scientists the coordinator is responsible for all possible issues and in case of problems can not request (and in practire also expect) any support The non-funded third-country Partners realize too few or too short secondments. Due to various problems, also the Beneficiaries are late with secondments. Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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Possible Blockages and Other Issues
10 Possible Blockages and Other Issues The Big Dipper is not a constellation itself but part of a larger pattern known as Ursa Major (the Great Bear.) The ancient Chinese called it the Celestial Bureaucrat. Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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11 Questions Is there any way the EU Commission can help fix the Polish law? How to report on short visits or visits during which the non-EU Partner travels from one EU Partner to another? (Short visits are included in Annex I but not in the Gantt table of planned secondments) How to report on visits which start in the middle of the month? Mid-term report: Only electronically? SESAM or Participant Portal (or is it the same)? Form C? Which documents should be sent by courier? Positive: Expert’s recommendations at selection stage followed ✪Balanced work plan ✪ Active participation, clear management structure and division of tasks ✪ Project coordinators supported at institutional level for all aspects of project implementation ✪ Good internal/external communication (strategy, tools..) ✪ Web page as a dynamic tool for dissemination and promotion ✪ Highly engaged target groups and stakeholders Negative: ✬ Delays in work plan (e.g. partner withdrawal) ✬ Sleeping partners ✬ Very few activities implemented ✬ Poor dissemination plan ✬ No compliance with publicity clause ✬ Weak implementation of dissemination strategy from the project start ✬ No internal quality control / evaluation mechanisms ✬ Underestimation of accreditation problems (CD) Tips & Hints: • Read carefully all legal documentation • Sign partnership agreements • Consider the feedback on your application and on Progress Report • Start dissemination activities from the very beginning of the project • Keep an eye on your planning, activities & budget • Consult us for advice and support • Establish a common approach within the consortium to address concerns • Take into account that you are dealing with an international partnership Monitoring visit of the Research Executive Agency (REA); 11 September, 2012, Wrocław, POLAND
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