Workshop for Partners on the
Reporting Process
Brussels,
7th March 2014
10.00-17.00
Agenda
10:00 - 10:15 Registration and welcome coffee
10:15 - 10:30 Introduction on the reporting process workshop
st
10:30 - 13:00 1 Part: Technical reporting + SESAM
13:00 - 13.30 Questions and answers session
13:30 - 14:30 Lunch and coffee break
nd
14:30 - 16:15 2 Part: Financial Reporting + FORCE
16:15 - 16:30 Coffee break
16:30 - 17:00 Questions and answers session
st
1 Part: Technical reporting + SESAM
st
1 Part: Technical reporting + SESAM
Content
 Reporting process
 Deliverables
 Periodic Report
 Dissemination
 Final Report
 EU Financial Contribution Distribution
 Common problems encountered in the reporting process
Project steps
A project has:
n periods
x deliverables
60 days from every deadline to complete the reporting
specific reporting documents to be submitted every period
Period 2
Period 1
Period n
Periodic Report 1
Form C
UoR
Periodic Report 2
Form C
UoR
60 days
60 days
End
Start
Deliv 1
Deliv 2
Deliv 3
Periodic Report n
Final Report
Form C
UoR
CFS
60 days
Deliv x
Period Report (technical)
The technical reporting
The following documents have to be
delivered (within 60 days) after each
period:
The following documents have to be
delivered (within 60 days) at the end of
the project:
Periodic Report (for the period in question)
Periodic Report (for the final period)
Deliverables (to be uploaded at their due date, Final Report
as stated in NEF)
Deliverables (all foreseen deliverables have to
Usage of Resources*
be uploaded before submitting the last Periodic
Report)
Usage of Resources*
*Usage of Resources has moved from the Periodic
Report to Form C, therefore, Financial and
Technical reporting should be done together.
Consortium
General workflow
Participant Portal
Log on on the Participant Portal
(with the Ecas account – appropriate Role already defined)
Go to the tab ‘MY PROJECTS’
For the concerned Project,
click on
(Reports and Deliverables)
Clean Sky JU
SESAM
Coordinator fills in the Reports and uploads the
Deliverables
Coordinator submits the Reports and the
Deliverables to Cleansky
The Project Officer checks the
Reports and the Deliverables
(possibility to request a
Revision)
Access the Participant Portal
Electronic submission of Reports and Deliverables.
Access: http://ec.europa.eu/research/participants/portal
(1)
(2)
(3)
RD : Hyperlink to Reporting
and Deliverables
Phase « Active » means that the Grant Agreement has been signed
Reports & Deliverables
Deliverables
Deliverables
Deliverables - workflow
Consortium
Clean Sky
JU
2 STEPS
1)
2)
The Topic Manager validates the
Deliverables
The Coordinator uploads and
submits them to Clean Sky JU
A new version has to be uploaded
PO Views Deliverable(s)
Validation / Rejection
PO Approval:
Accept
Ask for revision
Deliverables - defining
Deliverables are defined in NEF during the Negotiation process.
Modifying deliverables, throughout the life of the project, can be done via Amendments
(when the NEF session is re-opened).
NEF
Deliverables - defining
The Deliverables List is imported automatically in SESAM.
NEF
SESAM
The Coordinator uploads
the Deliverables.
Deliverables - uploading
The Coordinator uploads the Deliverables.
SESAM
Text Deliverables are uploaded as PDF documents.
Deliverables of other nature than reports (equipment, software,
etc) should be uploaded as a document containing a product
description, pictures, etc.
Deliverables - submission
Coordinator submits the Deliverable to Cleansky
Benef.
Benef.
Note: temporary status
Deliverables - acceptance
Once submitted, the deliverable goes in the “Submitted deliverable” state.
Benef.
(1)
If the Deliverable is accepted by the Project Officer, the status changes to “Accepted”
(2)
Benef.
If the Deliverable is rejected by the Project Officer, the status changes to “Rejected” and
a new version has to be uploaded.
(3)
Reports
Reports
Publications, Patents,
Dissemination Activities
and Exploitable
Foregrounds
Reports - workflow
Consortium
2 STEPS
1)
2)
After previous validation from the
Topic Manager, the Coordinator
creates, saves, modifies and
completes the Reports
Clean Sky
JU
- Display Report
- Download Attachment
The Coordinator submits the
Reports to Clean Sky JU
- PO assessement taking
into account the Topic
Manager’s feedback
Report(s) have to be revised
and resubmitted
- If needed :
PO asks for a revision
Reports - Periodic Report
Periodic Report
Periodic Report - selection
(1)
(2)
(3)
Periodic Report - content
Content:
Project Periodic Report – general information
Declaration by the scientific representative of the project coordinator
1. Publishable summary
2. Core of the report
3. Deliverables and milestones tables
To be submitted within 60 days after the end of each Reporting
Period (including the last Reporting Period)
Periodic Report - content
Content:
Project Periodic Report – general information
Declaration by the scientific representative of the project coordinator
1. Publishable summary
2. Core of the report
3. Deliverables and milestones tables
Periodic Report – general information
Periodic Report - content
Content:
Project Periodic Report – general information
Declaration by the scientific representative of the project
coordinator
1. Publishable summary
2. Core of the report
3. Deliverables and milestones tables
Periodic Report – declaration
Periodic Report - content
Content:
Project Periodic Report – general information
Declaration by the scientific representative of the project coordinator
1. Publishable summary:
Summary description of project context and objectives
Description of work performed and main results
Expected final results and potential impacts
Project public website address
2. Core of the report
3. Deliverables and milestones tables
Periodic Report – publishable summary
Publishable summary and the attachment are
published on CORDIS!!!
Periodic Report - content
Content:
Project Periodic Report – general information
Declaration by the scientific representative of the project coordinator
1. Publishable summary
2. Core of the report:
Project objectives for the period
Work progress and achievements during the period
Project management during the period
3. Deliverables and milestones tables
Periodic Report – core of the report
Mandatory !!!
Periodic Report - content
Content:
Project Periodic Report – general information
Declaration by the scientific representative of the project coordinator
1. Publishable summary
2. Core of the report
3. Deliverables and milestones tables
Periodic Report – deliverables and milestones
Periodic Report – saving
A Periodic Report not submitted goes in an intermediate state – Draft.
Click on the hyperlink to modify, submit …
Periodic Report – submission
An automatic email is sent to the Project Officer in Cleansky.
Reports – Dissemination and Exploitation
Publications
Patents
Dissemination Activities
Exploitable Foregrounds
The Publications, Patents, Dissemination Activities
and Exploitable Foregrounds List are part of the Final Report
Reports – Publications
Reports – Patents
Reports – Dissemination Activities
Reports – Exploitable Foregrounds
Reports - Final Report
Final Report
Final Report - selection
(1)
(2)
Final Report - content
Content:
Project Final Report – general information
4.1. Final publishable summary report
4.2. Use and dissemination of foreground
4.3. Report on societal implications
To be submitted within 60 days after the end of the project
Final Report - content
Content:
Project Final Report – general information
4.1. Final publishable summary report
4.2. Use and dissemination of foreground
4.3. Report on societal implications
Final Report – general information
Final Report - content
Content:
Project Final Report – general information
4.1. Final publishable summary report:
Executive Summary
Summary description of project context and objectives
Description of main S & T results/foregrounds
Potential impact and main dissemination activities and exploitation results
Address of project public website and relevant contact details
4.2. Use and dissemination of foreground
4.3. Report on societal implications
Final Report – publishable summary
Publishable summary and the attachment are published on
CORDIS!!!
Final Report - content
Content:
Project Final Report – general information
4.1. Final publishable summary report
4.2. Use and dissemination of foreground:
Publication List
List of applications for Patents, Trademarks, Registered designs, etc
List of Dissemination Activities
Exploitable Foregrounds List
4.3. Report on societal implications
Final Report – use and dissemination of foreground
Final Report - content
Content:
Project Final Report – general information
4.1. Final publishable summary report
4.2. Use and dissemination of foreground
4.3. Report on societal implications
Final Report – societal implications
Final Report – submission
Reports - Final Report EU
Financial Contribution Distribution
Final Report EU
Financial Contribution
Distribution
Final Report
EU Financial Contribution Distribution
(1)
(2)
It has to be issued within 30 days after receipt of the final
payment of the EU financial contribution
Final Report
EU Financial Contribution Distribution
Common problems encountered when reporting
Content:
Periodic Report and Final Report are different – the two reports contain different
information thus the need for a Periodic Report for the last period.
Publishable Summary is public – its content is published on Cordis, thus the need to
making sure that it doesn’t contain confidential information.
The possible need of having an amendment – for certain issues preventing the reporting
you may opt for an amendment.
Final Report is complementary to Periodic Reports
The Final and Periodic Reports have different contents.
The Periodic Report for the last period still needs to be submitted.
Periodic Report
Final Report
Declaration by the scientific representative of the
project coordinator
4.1. Final publishable summary report
1. Publishable summary
Summary description of project context and objectives
Description of work performed and main results
Expected final results and potential impacts
Project public website address
2. Core of the report
3. Deliverables and milestones tables
Executive Summary
Summary description of project context and objectives
Description of main S & T results/foregrounds
Potential impact and main dissemination activities and
exploitation results
Address of project public website and relevant contact
details
4.2. Use and dissemination of foreground
4.3. Report on societal implications
Reports – publishable summary
(1)
(3 a)
(2)
(3)
(3 b)
http://cordis.europa.eu/home_en.html
Reports – publishable summary
Project: NEELEFFECTINTHESKY
But it’s even easier…
Reports – publishable summary
CORDIS
SESAM
Access to the attachment
Reports – publishable summary
CORDIS
SESAM
(1)
(2)
Amendments
For issues blocking the reporting process, you may apply for an
amendment:




The project accumulates delays and there is a need for an extension of duration.
The Coordinator person is changed.
The Reporting Periods are changed.
The Annex I is changed.
For more information consult the CSJU GAPs amendments
guide, available here:
http://www.cleansky.eu/sites/default/files/documents/csjufp7_gaps_amendments_guide__external_version-1.pdf
However…
It is subject to Topic Manager and Project Officer approval.
An amendment incurs bureaucracy and is time consuming.
It has to be requested at the latest two months prior the end date.
Clean Sky JU – operational team
Project Officers in Clean Sky JU:
ECO – Paolo TRINCHIERI - Paolo.Trinchieri@cleansky.eu
GRA – Andrzej PODSADOWSKI - Andrzej.Podsadowski@cleansky.eu
GRC – Sebastien DUBOIS - Sebastien.Dubois@cleansky.eu
SAGE – Vittorio SELMIN - Vittorio.Selmin@cleansky.eu
SFWA – Helmut SCHWARZE - Helmut.Schwarze@cleansky.eu
SGO – Ruud DEN BOER - Ruud.DenBoer@cleansky.eu
Support Project Officers:
Sebastiano ZILLI - Sebastiano.Zilli@cleansky.eu
Costin-Ciprian MIGLAN – Miglan.Costin-Ciprian@cleansky.eu
FP7 Helpdesk
For problems related to the Participant Portal: access rights, availability of
buttons, etc.
For questions about the submission process.
Helpdesk :
For Consortium  Digit eFP7 team
e-mail: ec-research-it-helpdesk@ec.europa.eu
Phone: +352 43 01 31 570
Agenda
10:00 - 10:15 Registration and welcome coffee
10:15 - 10:30 Introduction on the reporting process workshop
st
10:30 - 13:00 1 Part: Technical reporting + SESAM
13:00 - 13.30 Questions and answers session
13:30 - 14:30 Lunch and coffee break
nd
14:30 - 16:15 2 Part: Financial Reporting + FORCE
16:15 - 16:30 Coffee break
16:30 - 17:00 Questions and answers session
Questions and answers session
Lunch and coffee break
2nd Part: Financial Reporting + FORCE
2nd Part: Financial Reporting + FORCE
Content







Reporting periods
Documents to be submitted
Explanation of the Use of the Resources
Payment types
Identification of direct/indirect costs/ Special case of SME owners
Certificate of financial statements (CFS) -Common mistakes
Good / bad practices encountered during the validation of cost claims
Reporting periods
Documents to be submitted in original
(= signed paper version)
 Original* signed Form C All costs should be uploaded in Force.
After electronic submission, the original signed document must follow by post
immediately (except as below)
 Original* CFS when needed
Compulsory when the reimbursement of costs is equal or superior to EUR 200,000 when
cumulated with all previous payments for which a certificate on the financial statements
has not been submitted and in any case at the end of the Project.
* except if the Grant has been amended for the “Electronic submission only” or if it has
been signed after the 01/01/2013.
 Explanation on the use of resources (Electronic)
A short description of the tasks carried out with the breakdown is compulsory. Those
explanations have to be reported into Force while preparing the form C. The WP
references should be reported as well.
How to revise a Form C on Force
Please click on the organization name to edit the
Form C that must be revised (no need to add an
adjustment Form C)
Explanation of the Use of the Resources
Please provide an 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.
There is no standard definition of "major cost items". Beneficiaries
may specify these, according to the relative importance of the item
compared to the total budget of the beneficiary, or as regards the
individual value of the item.
These can be listed in the following table (one table by participant):
Explanation of the Use of the Resources
TABLE 3.1 PERSONNEL, SUBCONTRACTING AND OTHER MAJOR COST ITEMS
FOR BENEFICIARY 1 FOR THE PERIOD
Work
Package
Amount in €
Explanations
with 2
decimals
Ex: 2,5, 8, Personnel
direct 235000.00 € Salaries of 2 postdoctoral students and one lab
11, 17
costs
technician for 18 months each
5
Subcontracting
11000.02 € Maintenance of the web site and printing of
brochure
8, 17
Major cost item 'X'
75000.23 € NMR spectrometer
11
Major cost item 'Y'
27000.50€
Expensive chemicals xyz for experiment abc
Item description
Remaining
direct 15000.10€
costs
Indirect costs
TOTAL COSTS 363000.85€
Entering the explanations on the use
of resources
You must fill in
at least one
major “Cost” item
The “Total” cost is automatically
calculated on the basis
of the individual cost items.
Entering the explanations on the use
of resources
Actual indirect costs are directly editable (without details).
Payment types
 pre-financing in accordance with Article 6 (of GA)
 interim payments of the JU financial contribution corresponding to the
amount accepted for each reporting period
 final payment of the JU financial contribution corresponding to the
amount accepted for the last reporting period plus any adjustment
needed
The total amount of the pre-financing and interim payments for each project
shall not exceed 80% of the
Article 5 (of GA)
maximum JU financial contribution set out in
Identification of direct costs
Direct costs are the eligible costs which can be attributed directly to the
project and are identified by the beneficiary as such, in accordance with its
accounting principles and its usual internal rules.
With regard to personnel costs only the costs of the actual hours worked by
the persons directly carrying out work under the project may be charged :
either the costs of the actual hours OR the average personnel costs, if this
is its usual cost accounting practice and under certain conditions.
For SME owners and other natural persons who do not receive a salary:
they must charge as personnel costs a flat rate based on the allowances
used in the People Specific Programme ( see Annex II of the Grant Agreement
for Partners, art. II.14. Eligible costs of the project )
Special case of SME owners
SME owners and other natural persons who do not receive a salary shall
charge as personnel costs a flat rate.
Useful calculator: « SME owners and natural persons without a salary:
hourly rate calculation tool »
Available at :
http://ec.europa.eu/research/participants/portal/desktop/en/funding/r
eference_docs.html#fp7 (under << Financial issues>> SME owners
and natural persons without a salary: hourly rate calculation tool )
Identification of indirect costs
Indirect costs are all those eligible costs which cannot be identified by the
beneficiary as being directly attributed to the project, but which can be
identified and justified by its accounting system, as being incurred in direct
relationship with the eligible direct costs attributed to the project.
Identification of the indirect costs, according to the validated methodology :
 The actual indirect costs method – The beneficiary must have an
analytical accounting system OR
 Simplified method OR
 The 20 % flat rate option of its total direct eligible costs, excluding its
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.
Certificate of financial statements (CFS)
(Annex VI – Form D of the Gaps)
The Certificate of Financial Statements has to be transmitted to the JU together
with the Financial Statements (Forms C). The Certificate of the Financial
Statements is composed of 2 separate documents:
1) The terms of reference (TORs) duly signed by the beneficiary and the auditor,
representing in fact the engagement letter between the beneficiary and the
auditor. The engagement letter must be dated and signed by both parties.
2) The independent Report of Factual Findings to be issued on the auditor's
letterhead and dated, stamped and signed by the auditor .
The report comprises of the general part (comparable with executive
summary) and of a detailed description in table format describing the
procedures performed by the auditor and the findings resulting there from.
This table should be paraphed by the auditor.
A copy of all Form Cs , as submitted to the JU,
should be attached to the CFS and should be stamped by the auditor !!!
Certificate of financial statements (CFS)
Note to beneficiaries and CFS auditors
• The Procedures stated in the table of the CFS Report of factual
findings (left hand column) should not be altered. The wording
should be maintained literally.
However the auditors may add further procedures, which they
consider necessary
• The same applies in principle for the Standard factual findings
and basis for exception reporting (right hand column of the
table). However, out of the options provided in the model text
the relevant ones have to be chosen and the text has to be used
only where it is applicable.
The model text of the findings and exceptions must NOT be
simply COPIED/PASTED !!!
In Procedures and Findings/Exceptions, additional information
is always welcome...
Common Mistakes on Certificates of Financial
Statements
 Term of Reference: not signed by both parties (beneficiary and auditor)
In addition, when the procedures performed by the auditors are not correctly
reported and in particular:

Procedure 1 related to the “personnel cost” :  the auditor reports the hours worked for
the project while he has to report the average number of hours per year (regardless of
the project)

Procedures 5 & 6 : subcontract.  The auditor declared having performed the check
while no sub-contract was reported.

Procedure 10 : check on indirect costs must be performed if the “real method” has been
used.  The common mistake is the missing information about the type of ratio used for
the calculation of such costs.

Procedure 10 & 11 : indirect costs – when making use of a “simplified method”
(procedure 11) the auditor should also confirm that the non eligible costs of procedure 10
have been excluded.

Procedure 12 : exchange rate. One of the two options has to be reported (not both).
Common Mistakes on Certificates of Financial
Statements
CFS !
 Make sure to use the latest version of Annex VI –
Form D available on the CSJU website:
http://www.cleansky.eu/content/homepage/referencedocuments
Good / bad practices encountered
during the validation of cost claims
Report of Factual Findings
 Good practice:
In the section « Objective », amongst other information, the total declared costs
to be certified are mentioned by the auditors together with the indication of the
period(s) covered (current period and previous, if applicable,and any
adjustmemts of previous period).
NB! Any statement from the auditors should always be based on full cost.
Cost claims audited are attached to the report and stamped/paraphed by the
auditors.
Good / bad practices encountered
during the validation of cost claims
Sub-contracting
 Bad practices:
1) procedures confirm the compliance with eligibility criteria for subcontracting, although no such expenses have been charged to the audited
project costs as per cost claim.
2) Inconsistent information provided in the procedures compared to
exceptions noted on best value for money and factual findings in the
report.
3) Unclear information provided in the report on work performed.
Good / bad practices encountered
during the validation of cost claims
Sub-contracting
 Good practice:
Procedure 6 – Tendering Procedure
The objective of this procedure is to verify that the principles of best value for
money, transparency and equal treatment is respected.
It often happens that the beneficiary is unable to provide evidence of fair
tendering.
However, based on his findings the auditor should at least be able to confirm the
principle of best value for money.
Exception:
When tasks performed by the subcontractor are highly specialised in nature and
there are relatively limited sources available for such services.
However, prior approval of the project officer is requested and evidence should
be provided if needed.
Good / bad practices encountered
during the validation of cost claims
Sub-contracting
 Good practice:
Procedure 6 – Framework contract
Subcontracts concluded between a beneficiary and a subcontractor on the
basis of framework contracts entered into force before the beginning of
the project in accordance with the beneficiary’s usual management may be
accepted.
Problems encountered during the validation of
cost claims – personnel costs
Standard productive hours
 Problem area:
The standard productive hours and/ or actual productive hours are sometimes
comparatively low.
No information is provided in those cases, why and whether the calculation of the
individual actual cost rates is still reasonable.
No evidence is provided in the certificate to the JU, that the auditor questioned
the proper calculation of the number of the productive hours used for
determining the actual personal rates.
Part-time work should be mentioned by the auditor.
Problems encountered during the validation
of cost claims - Personal costs
Mixing up procedures for actual personnel costs and average
personnel costs
 Problem area:
Different procedures have to be applied depending on the method
used for determining the personnel costs of the project. The auditor
should be very careful in the terms used….
The usage of terms such as “average productive hours” for allocating
actual personnel costs to the project is often mixed up with the term
“average personnel costs”. They are not equal!! The procedures to
be applied are DIFFERENT….
Bad practice: Application of elements of both procedures… the
auditor should only use the procedures applicable for the method
used!! No mixing!! It doesn’t make sense…
Actual personal cost -procedures to be performed
by the auditor
Procedure n° 1 in full
NB. The average number of productive hours for the employees
selected is equal to “Productive hours” which represent the
(average) number of hours made available by the employee in a
year (regardless of the work performed for the project) after the
deduction of holiday, sick leave and other entitlements
Average personal cost -procedures to be performed
by the auditor
The auditor should perform the procedure 1 and 4 (A, B or C) :
• Procedure n°1 should be performed in full if 4B is applicable:
The auditor should base his work on the results of procedure 1 concerning
calculation of standard productive hours.
• Procedure n°4 B (the common one)
The auditor is requested to review the beneficiary's average personnel costing
methodology in the light of the 4 criteria set forth in the Commission decision
C(2011)714 on the simplification introducing the new acceptability criteria for
average
personnel costs and based upon the information related to procedure n°1
 Procedure n° 4A is for those having a Certificate of Methodology ex-ante
validated by the EC. In that case for the procedure n° 1, the auditor is requested
to check only the part related to productive hours.
 Procedure n°4 C is applicable only for SME owners and natural persons not
receiving a salary
Problems encountered during the
validation of cost claims- indirect costs
Indirect costs
 Good practice:
Depending on the Indirect Cost Model (ICM) used by the beneficiary, the
auditor should complete the following procedures:
• Actual Indirect Costs: procedure n°10
• Simplified method: procedure n°10 (part) and 11
• Flat rate: Part of the 10
 Bad practice:
In the basis for exception reporting relating to actual indirect cost, the
cost driver is not presented.
Procedure 10 & 11
Applicable for Simplified method
Indirect costs
 Good practice:
The auditor should obtain and review a detailed breakdown of Indirect costs (reconciled to
the accounting records) and confirm that the costs indicated in the procedure 10 are not
present.
In the standard factual findings the following sentence should be used by the auditor:
For each element of the breakdown, the auditor obtained the Beneficiary’s confirmation
that it contained none of the ineligible costs specified (typical examples are leasing costs,
loan charges, provisions for doubtful debt (but not normal accruals), local business and
property taxes, customs duties, exchange losses from billing in a foreign currency).
Additional comments are welcome.
General issues – good/ bad practices audit fees
Audit fees
 Problem area:
Fees are not included in the eligible reported costs as
management costs under subcontracting
 Good practice:
Audit fees should be declared as subcontracting costs in
Management activity.
Problems encountered during the validation of
cost claims - Average personnel costs
Average personnel costs
New procedures have been developed by the Commission for the CFS on APC
with and without COMAV. The new provisions may be applied retrospectively
for CSJU Gaps. However, the same method has to be used for all financial
statements submitted from the beginning of the Gap.
 Problem area:
APC without COMAV:
The auditors need to check the four basic criteria for the acceptability of
average personnel costs without COMAV:
• The average personnel cost methodology shall be the one declared by the
beneficiary as its usual cost accounting practice; as such it shall be
consistently applied to all the participations of the beneficiary in the
Framework Programme.
• The methodology shall be based on the actual personnel costs of the
beneficiary as registered in its statutory accounts, without estimated or
budgeted elements;
Single Submission/rejection
• In the coming weeks, the single submission will be
implemented. This means that the technical AND the
financial reports should be submitted electronically in the
same time.
• In case one or both reports have an issue, both will be
rejected for revision.
• A single rejection letter listing the correction/clarification to
be provided will be sent automatically via e-mail.
Do not delay the payment : Please read carefully the reason
and provide a full set of correction/clarification as requested.
FORCE – Financial Reporting Tool
Participant Portal
Force
FORM C EDITOR
FINANCIAL Reporting Tool
http://ec.europa.eu/research/participants/portal
Content

Suport / Help-desk

Login on the Participant Portal

FORCE, financial reporting tool

Workflow Electronic only (slides 8  47)

Workflow Eectronic + PAPER

SINGLE SUBMISSION (Force, Sesam, Front end) (slides 51 55)
(slides 48  50)
Help?
Help Desk
PARTICIPANT PORTAL
SUPPORT tab
Hel Desk
Possibility to upload a screen shot
Login with your ECAS account
You are now logged in to the Participant Portal
 MY AREA
"My Projects"
Access the available tools
for each project
FORCE
• Web based tool to edit and submit Forms C
• Force : FORM C EDITOR
Key services
• The preparation of FP-7 FORM Cs with updated and correct
contract information of each Beneficiary in the Project
• Printing of Forms C
• Electronic submission of FORM Cs to Cleansky + paper (for
some projects – see further)
• Correction of Form Cs after revision asked by Cleansky
WORKFLOW 1
ELECTRONIC ONLY
for Grants signed after 01/01/2013
and
Grants signed before
if AMENDMENT
"ELECTRONIC only SUBMISSION
of reporting" is signed
Consortium
Participant Portal
Login with Ecas account
(Appropriate Role has been defined)
Go to tab ‘MY AREA’
Click "MY PROJECT(S)"
Click on
'Financial Reporting’
FORCE
Beneficiaries fill in Form C and
notify the FSIGN
(Financial Statement Authorised Signatory)
FSIGN signs electronically the Form C &
submits it to the Coordinator
Coordinator submits all Form Cs to Cleansky
Cleansky
Checks Form Cs
(possibility to
request revision)
Coordinator / Beneficiaries
Add / Fill in Form C
Coordinator screen
Add Form C
(1)
(2)
Beneficiary screen
Add Form C
FORM C (upper part) (1)
Fill in FORM C (lower part) (2)
Declaration of Eligible costs
Data to be filled
Mandatory fields
* Clean Sky = 200.000€
Fill in Eligible COSTS (1)
Click on a cell and add inside a pop-up
window, one or more detail lines for:
• Cost
• Explanation
• Work Package
Fill in Eligible COSTS (2)
Cost is a mandatory field
+ Add a
new line
Total is calculated
automatically
User can split total costs in
sub-costs defining different
description and work
packages for each cell
Fill in Eligible COSTS (3)
+ Add a
new line
X Remove
a line
If only one row
exists/remains
then the “X”
icon becomes
disabled
Fill in Eligible COSTS (4)
Upon clicking
on “Done”
sum of detail
lines is copied
back to
corresponding
field of Form C
Fill in other Costs
Edit Form Cs: after saving, the draft Form C remains
editable (1) and can still be deleted
To edit, click on
the hyperlink
of the Legal name
THIRD PARTIES
FORM C
Form C for Third Parties (1)
Third Party Form C (2)
“Draft” status
Adjustment Form C
for a previous Period
IF Requested by CLEANSY
Adjustment Form Cs (1)
Legal names
Adjustment Form C
Note: an Adjustment Form C can be filled to modify the data of a previous Period
At the end of the Project, one exception : possible to create an adjustment for the last period
Adjustment Form Cs (2)
e.g. Project is in Period 3, create adjustment for Period 2
Adjustment Form Cs (3)
Type only the
DELTA
(positive or
negative
Amount)
Coordinator / Beneficiaries
Save Form C
Notify the Fsign
(Financial Statement Authorized signatory)
Save Form C
NOTIFY FSIGN
(1) (2)
xxxxxxx
xxxxxxx
FSIGN
signs electronically the
Form C
and submits to the
Coordinator
FSIGN signs and submits
to the Coordinator
(1)
(2)
Coordinator
can reject the Form C
of a Beneficiary
Coordinator rejects FORM C
After rejection  status "draft" for BENEFICIARY
Coordinator
submits FORM(s) C
to Cleansky
Coordinator selects Form Cs to be submitted (1)
(1)
Legal Names
Short
Names
(2)
Coordinator obtains overview of Form Cs
ready for submission and confirms (2)
Short
Names
SUBMIT FORM(s) C TO CLEANSKY (3)
Coordinator confirms in case Form Cs
of all Beneficiaries were not submitted
Coordinator receives OK message
Note: Project Officers (Cleansky) will receive an automatic email
131
Submission History (1)
Coordinator can view different submissions any time
Submission History (2)
Coordinator can view different submissions any time
Legal names
E-receipt generated
automatically for each
submitted Form C
in case of "Electronic only submission"
Open the submitted Form C
E-receipt
AFTER Submission by
Coordinator
Cleansky can ask for a
revision
Revise Form C
Revise a Form C: Edit and Resubmit
Indicates that Cleansky asked to review Forms C
PRINT
Open the submitted Form C
PDF PRINT
Open the submitted Form C
E-receipt
Open the submitted Form C
Use of Resources
WORKFLOW 2
ELECTRONIC + PAPER
for Grants signed before 01/01/2013
and
(no Amendment about "Electronic only Submission of
reporting")
FORCE
Role of the Coordinator – Beneficiaries
Access Participant Portal (Financial Reporting)
Beneficiaries fill in Form Cs & submit to Coordinator
Coordinator checks submissions done by Beneficiaries
can reject a Form C
Coordinator submits to CLEANSKY ( + Paper version)
Workflow
Consortium
Participant Portal
Log on on with Ecas account
Appropriate Role has been defined
Go to ‘MY AREA’ / MY PROJECTS
For the Project click on
FORCE
Coordinator & Beneficiaries fill Form C
Coordinator submits all Form Cs to
Cleansky
Cleansky
Checks Form Cs
(possibility to
request revision)
Single Submission
"Electronic only Submission of Reporting"
OR
ELECTRONIC + PAPER SUBMISSION
FORCE / SESAM
•
SESAM FRONT END
•
Conditions for Single
Submission
The Periodic (Final) Report has to be created and finalised.
It has the status "Ready for Submission" in Sesam Front End
•
•
FORCE
Coordinator screen
•
Conditions for Single
Submission
Forms C are all
"Submitted to Coord."
(1) Select all
(2)
Scientific Report is
"Ready for submission"
The Coordinator submits all the Form Cs and the Report(s) together (SINGLE SUBMISSION) to Cleansky
• Single Submission by Coordinator
•
Forms C
"Submitted to JU"
•  Submission History
Clean Sky JU – financial team
Financial Officers in Clean Sky JU:
ECO & SAGE – Maria Di Francesco- Maria.Difrancesco@cleansky.eu
SFWA, SGO, GRA – Franky De Loof- Franky.Deloof@cleansky.eu
GRC – Conrad Zeppelin- Conrad. Zepellin@cleansky.eu
Romain Borgat, Project controller- Romain.Borgat@cleansky.eu
Elizabeth Gavin, Head of Administration and Finance- Elizabeth.Gavin@cleansky.eu
Useful links
1. Link to Commission guidelines for audit certification in FP7 – new version from
July 2013:
http://www.cleansky.eu/sites/default/files/documents/ec_guidance_notes_benefi
ciaries_cfs_auditors_2013.pdf
2. Link to the guide on financial issues of CS Grants
http://www.cleansky.eu/sites/default/files/documents/guide_to_financial_issues
_for_cs_gaps.pdf
3. Link to Amendments Guide for Clean Sky Grant Agreements for Partners :
http://www.cleansky.eu/content/document/gaps-guidelines-amendments
Coffee break
Questions and answers session
Thank you all for attending