Reporting for Partners – Legal, admin and Financial

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Clean Sky
Reporting Info Day
Brussels 13th June 2012
1
Agenda
10h00:
Registration and welcome coffee
10h15:
Introduction to the Reporting Info Day
10h30:
Process for reporting: deliverables; periodic and final reporting;
Form C; CFS Examples of experience and most frequent problems/mistakes
CSJU Staff
12h00: Tools to be used
EC staff, supported by CSJU ITO
13h00
Lunch Break
13h45
Questions and Answers/Interactions with all involved staff
16h00
Closure
2
Implementation – selected aspects
(details: GA “core agreement” &
Annex II)
3
Project Implementation
CSJU
PO
€
Deliverables
Reports
(pdf)
Coordinator
DELIVERABLES
(doc/HW/SW) & REPORTS
(no Cost Claim)
TM
Member
of an ITD
Reporting Tools
SESAM & FORCE
4
Dependencies and responsabilities
CSJU
Grant Agreement execution
Report to JU upon request
Report to JU at end of each
period
Confirm to JU when necessary:
- Amendment request
- Significant change of work
- Progress achieved by the project
(check quality of deliveries)
- Communication results outside
Clean Sky
- Contribution to CS objectives
Provide PO with deliverables
when available
Provide information to JU upon
request (communication, ...)
Amendment request
Coordinator
- Day
to day relation
- Technical management
TM
Member
of ITD
5
Summary of Reporting and Payments (1/2)
Deliverables
planned
actual
Only Reporting after specific Reporting Period is
finished is legally binding
but
PO is to be informed in respect to (also approval by PO if
relevant):
Project duration
E-mail notification of
PO
(Deliv. Nr, Title, date)
1. Project progress (notification regarding “approved” by
the consortium deliverables)
2. Topics requesting modification of either DoW or GA
(significant changes in DoW, partnership of
beneficiaries (new beneficiaries/termination), extension
of project duration, etc.)
“Payment File” (Report + Form C) to be sent to the PO
1. PO will ask TM for opinion regarding the Report (technical aspects)
2. Payments (Pre-payment, Interim Payments, Final Payment) are to be
done by CSJU !
6
Summary of Reporting and Payments (2/2)
Period 1
Period 2
 Pre-financing
 Σ(Pre-financing + Interim payments)
≤ 80% CSJU contribution
Deliverables
planned
actual
30 d
105 d
Pay
ment
105 d
Final CSJU
contribut.
Pay
ment
Project duration
To be reported to CSJU
after are they acomplished
60 d
Discussion:
CSJU/PO to received notification regarding:
- Deliverables/milestones
- MoM from periodic reviews (TM
involvement)
- Events causing risk /mitigation of it
- Important events/potential participation
- Request of amendments
Periodic
Report
60 d
Periodic
Report
Final
Report
Societal
implication
Plan for
Using &
Dissemin.
Special
Templates,
Accessible
via
Participant
Portal
7
JU Reporting Assessment Process
Two main teams:
Project Officers Team
Administrative and Financial Team
)
Technical reports are processed
by Project officers
Financial reports are processed
by Financial officers
8
Summary – Components of Grant Agreement
Annex VII – Form E
Annex VI – Form D
Annex V – Form C
Annex IV – Form B
Annex III – Form A
Annex II – Gen Cond
Annex I - DoW
 Annex II – General Conditions
Grant
Agreement
 Annex III – Form A – Accession of beneficiaries to the
Grant Agreement
Core text
 Annex IV – Form B – Request for accession of a new
beneficiary
 Annex V – Form C – Financial Statement
 Annex VI – Form D – Terms of reference for the
certificate on the financial ststements
 Annex VII – Form E – Terms of reference for the
certificate on the methodology
9
II.4 – Reports and Deliverables (1/6)
Periodic report
The consortium shall submit a periodic report to the JU for each reporting
period and a copy of it (excluding the financial statements) to the
responsible ITD member as defined in Annex I, within 60 days after the end
of each respective period.
The reporting shall comprise:
a) an overview, including a publishable summary, of the progress of work towards
the objectives of the project, including achievements and attainment of any milestones
and deliverables identified in Annex I. This report should include the differences
between work expected to be carried out in accordance with Annex I and that actually
carried out,
b) an explanation of the use of the resources, and
c) a financial statement, from each beneficiary together with a summary financial
report consolidating the claimed JU contribution of all the beneficiaries in an
aggregate form, based on the information provided in Form C (Annex V) by each
beneficiary
10
II.4 – Reports and Deliverables (2/6)
The consortium shall submit a final report to the JU and a copy of it to the
responsible ITD member as defined in Annex I, within 60 days after the
end of the project.
The report shall comprise:
a) a final publishable summary report covering results, conclusions and socioeconomic
impact of the project.
b) a report covering the wider societal implications of the project, including gender
equality actions, ethical issues, efforts to involve other actors and spread awareness
c) the plan for the use and dissemination of foreground.
When providing a copy of their periodic and final reports to the responsible ITD member, the
beneficiary(ies) may make the content of such reports subject to confidentiality
provisions !!!.
The coordinator shall submit a report on the distribution of the JU financial contribution
between beneficiaries. This report must be submitted within 30 days after receipt of the
final payment
11
II.4 – Reports and Deliverables (3/6)
 A certificate on the financial statements shall be submitted for claims of interim
payments and final payments when the amount of the JU financial contribution claimed by a
beneficiary under the form of reimbursement of costs is equal to or superior to EUR 200 000,
when cumulated with all previous payments for which a certificate on the financial statements
has not been submitted. A certificate on the financial statements will be submitted in all
cases at the end of the project for all costs for which a certificate on the financial
statements has not been submitted previously. (Form D – Annex VI).
 Certificates on the financial statements shall certify:
•
•
that the costs claimed and the receipts declared during the period(s) for which they are
provided meet the conditions required by the grant agreement.
Where third parties’ costs are claimed under the grant agreement, such costs shall be
certified.
 Certificates on the financial statements and on the methodology shall be certified by an
external auditor and shall be established in accordance with the terms of reference
attached to the grant agreement. Each beneficiary is free to choose any qualified
external auditor, including its usual external auditor, provided that requirements are met, in
particular that no conflict of interest exists between itself and the beneficiary in
establishing this certificate.
12
II.4 – Reports and Deliverables (4/6)
 The cost of the CFS is an eligible cost and should be reported as “subcontracting cost” of
“management” type of activity
The CFS is composed of 3 separate documents (Annex VI of the GAP):
Updated version
on CS Web Site
 The term of reference
 The auditor’s Report of Factual Findings
 The procedures performed by the auditors which should be carried out without
adaptation
The reporting format by auditors is compulsory.
GUIDANCE NOTES FOR BENEFICIARIES AND AUDITORS for FP7 project can be downloaded
from http://cordis.europa.eu/fp7/find-doc_fr.html
Common Mistakes on CFS:
 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.
13
II.4 – Reports and Deliverables (5/6)
Common Mistakes on CFS (follows):
 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)
 Procedure 14 : interests yielded. Auditor reports that those have been checked but
no interests are declared on formC. (for coordinators only).
Common Mistakes on Financial Reporting:
 Summary financial report is missing
 Explanation of resources is missing
14
II.4 – Reports and Deliverables (6/6)
 The consortium shall transmit the reports and other deliverables through the coordinator
to the JU by electronic means
In addition, signed hardcopies of:
- Form C
- Summary Financial Report (SFR)
- Certificate of Financial Statement (CFS) if applicable
- Explanation of Use of Resources
SESAM
FORCE
 The layout and content of the reports shall conform to the instructions and guidance notes
established by the JU.
 Deliverables identified in Annex I shall be submitted as foreseen therein => information to
CSJU/ITD when it is done/approved (actual tracking of progress !)
 The JU may be assisted by external experts in the analysis and evaluation of the reports and
deliverables
15
II.5 – Approval of reports & deliverables, time-limit
for payments
1.
At the end of each reporting period, the JU shall evaluate project reports and
deliverables required by Article II.4 and the provisions of Annex I and disburse the
corresponding payments within 105 days of their receipt unless the time-limit,
the payment or the project has been suspended.
2.
Payments shall be made after the JU's approval of reports and/or deliverables. The
absence of a response from the JU within this time-limit shall not imply its
approval.
3.
The JU may reject reports and deliverables even after the time-limit for payment
4.
After the reception of the report and deliverables the JU may:
a) approve the reports and deliverables,
b) reject the reports and deliverables by giving an appropriate justification and, if appropriate,
start the procedure for termination of the grant agreement in whole or in part.
c) suspend the time limit if one or more of the reports or appropriate deliverables have not
been supplied, or are incomplete or not clear. The suspension will be lifted from the date when
the last report, deliverable or the additional information requested is received by the JU.
d) suspend the payment at any time, in whole or in part for the amount intended for the
beneficiary(ies) concerned:
- if the work carried out does not comply with the provisions of the grant agreement;
- if a beneficiary has to reimburse to its national state an amount unduly received as state aid;
- if the provisions of the grant agreement have been infringed;
- if there is a suspicion of irregularity committed by one or more beneficiary(ies) in the
performance of the grant agreement.
16
II.6 – Payment modalities
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 maximum JU financial contribution set
out in Article 5 (of GA)
17
Eligible costs of the project
Costs incurred for the implementation of the project shall meet the following conditions in order to be
considered eligible:
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 the final reports and reports corresponding to the last period as well as certificates on the
financial statements when requested at the last period and final reviews if applicable, which may be
incurred during the period of up to 60 days after the end of the project or the date of termination
whichever is earlier.
d) they must be determined in accordance with the usual accounting and management principles and
practices of the beneficiary. The accounting procedures used in the recording of costs and receipts shall
respect the accounting rules of the State in which the beneficiary is established. The beneficiary’s internal
accounting and auditing procedures must permit direct reconciliation of the costs and receipts declared in
respect of the project with the corresponding financial statements and supporting documents;
e) they must be used for the sole purpose of achieving the objectives of the project and its
expected results, in a manner consistent with the principles of economy, efficiency and effectiveness;
f) they must be recorded in the accounts of the beneficiary; in the case of any contribution from third
parties, they must be recorded in the accounts of the third parties;
g) they must be indicated in the estimated overall budget in Annex I.
18
Financial Responsability and Recoveries
•
The financial responsibility of each beneficiary shall be limited to its own
debt.
•
Reimbursement and recovery: if any amount is unduly paid to a
beneficiary or if a recovery is justified under the terms of the grant
agreement, the beneficiary undertakes to repay the JU via the coordinator
the sum in question following a written request by the JU at the latest 30
days after its receipt.
19
Audits
•
Financial audits and controls:
– Such audits may cover financial, systemic and other aspects (such as
accounting and management principles) relating to the proper
execution of the grant agreement.
– They shall be carried out on a confidential basis.
– They can take place at any time during the implementation of the
project and up to five years after the end of the project.
•
Technical audits and controls:
– Such audits and reviews may cover scientific, technological and
other aspects relating to the proper execution of the project and the
grant agreement.
– The aim is to assess the work carried out under the project over a
certain period, inter alia by evaluating the project reports and
deliverables relevant to the period in question. The JU may initiate
them at any time during the implementation of the project and up to
up to five years after the end of the project.
20
II.10 – Communication of data for evaluation,
impact assessment and standardisation purposes
1. Beneficiaries shall provide, at the request of the JU, the data necessary for:
- the continuous and systematic review of the specific cooperation programme and
the Seventh Framework Programme;
- the evaluation and impact assessment of JU activities, including the use and
dissemination of foreground.
Such data may be requested throughout the duration of the project and up to five
years after the end of the project. The data collected may be used by the JU in its
own evaluations but will not be published other than on an anonymous basis.
2. Without prejudice to the provisions regarding protection of foreground and
confidentiality, the beneficiaries shall, where appropriate, during the project and for
two years following it send, inform the JU and the European standardisation bodies
about foreground which may contribute to the preparation of European or international
standards.
21
II.12 – Information and communication
The beneficiaries shall, throughout the duration of the project, take appropriate
measures to engage with the public and the media about the project and to
highlight the JU financial support. Unless the JU requests otherwise, any
publicity, including at a conference or seminar or any type of information or
promotional material (brochure, leaflet, poster, presentation etc), must specify that
the project has received JU research funding and display the JU's logo and the
European emblem.
Envisaged Communication means:
1. Website of the project?
2. Other
22
II.12 – Information and communication
The JU or the Commission shall be authorised to publish, in whatever form and on or by
whatever medium, the following information:
– the name of the beneficiaries;
– contact addresses of beneficiaries;
– the general purpose of the project in the form of the summary provided by the consortium;
– the amount and rate of the JU financial contribution granted to the project;
- the estimated amount and rate of the JU financial contribution foreseen for each beneficiary in the
table of the estimated breakdown of costs in Annex I; and after the final payment, the amount and
rate of the JU financial contribution accepted by the JU for each beneficiary.
– the geographic location of the activities carried out;
– the list of dissemination activities and/or of published patent (applications) relating to foreground;
– the details/references and the abstracts of scientific publications relating to foreground and, where
provided pursuant to Article II.30.4, the published version or the final manuscript accepted for
publication;
– the publishable reports submitted to it;
– any picture or any audiovisual or web material provided to the JU for publication purposes in the
framework of the project.
23
II.30 - Dissemination
1. Each beneficiary shall ensure that the foreground of which it has ownership is disseminated as
swiftly as possible. If it fails to do so, the JU may disseminate that foreground.
2. Dissemination activities shall be compatible with the protection of intellectual property rights,
confidentiality obligations and the legitimate interests of the owner(s) of the foreground.
3. At least 45 days prior notice of any dissemination activity shall be given to the other beneficiaries,
members or partners concerned, including sufficient information concerning the planned dissemination
activity and the data envisaged to be disseminated.
4. All publications or any other dissemination relating to foreground shall include the following statement to
indicate that said foreground was generated with the assistance of financial support from the JU:
The research leading to these results has received funding from the European
Community's Seventh Framework Programme (FP7/2007-2013) for the Clean Sky Joint
Technology Initiative under grant agreement n° [xxxxxx].
Any dissemination activity shall be reported in the plan for the use and dissemination of foreground,
including sufficient details/references to enable the JU to trace the activity. Furthermore, an electronic
copy of the published version or the final manuscript accepted for publication shall also be provided to the
JU.
“Dissemination" means the disclosure of foreground by any appropriate
means other than that resulting from the formalities for protecting it,
and including the publication of foreground in any medium;
24
Useful documents
NEW
http://www.cleansky.eu/sites/default/files/documents/
b2c_-_2012-05-08_-_guide_to_financial_issues_for_cs_gaps_-_final.pdf
25
Years after …
End of
project
2 years
5 years
10 years
A. II.10
Impact
assesment
A. II.10
Contribution to
standards
(beneficiary
initiative)
A. II.9
Confidentiality
A. II.22
Financial audits
and controls
Keep original docs !
A. II.23
Technical audits and
reviews
A. II.23
Ethics audits
A. II.25
Excluding from grants
in case of an offence
≤ 2 years
A. II.25
Doubling of financial penalties if
repeated offence
A. II.43
End of entitlements between
JU and beneficiary
26
© 2012 by the CleanSky Leading Partners: Airbus,
AgustaWestland, Alenia Aeronautica, Dassault Aviation, EADSCASA, Eurocopter, Fraunhofer Institute, Liebherr Aerospace,
Rolls-Royce, Saab AB, Safran Thales and the European
Commission.
Permission to copy, store electronically, or disseminate this
presentation is hereby granted freely provided the source is
recognized. No rights to modify the presentation are granted.
27
Additional Materials: Administrative Aspects
28
Eligible costs for the project
a) They must be actual; Exceptions: possibility to declare average personnel
costs, according to beneficiary accounting practice – whole FP7; SME
owners and other natural persons, who do not receive a salary, can now
charge as personnel costs a flat rate based on the allowances used in the
People Specific Programme;
b) they must be incurred by the beneficiary;
c) they must be incurred during the duration of the project;
d) they must be determined in accordance with the usual accounting and
management principles and practices of the beneficiary and respect the
accounting rules of the State in which the beneficiary is established;
e) they must be used for the sole purpose of achieving the objectives of the
project and its expected results;
f) they must be recorded in the accounts of the beneficiary;
g) they must be indicated in the estimated overall budget in Annex I
29
Non-eligible costs
a) identifiable indirect taxes including value added tax,
b) duties,
c) interests owned,
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
Community or JU project,
g) debt and debt service charges, excessive or reckless expenditure.
30
Identification of direct costs
•
Direct costs are all those 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.
• Personnel costs:
– either the costs of the actual hours worked by the persons directly
carrying out the work under the project, OR
– average personnel costs.
– For SME owners and other natural persons who do not receive a
salary: they can charge as personnel costs a flat rate based on
the allowances used in the People Specific Programme.
31
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:
– The actual indirect costs method – The beneficiary must have an
analytical accounting system
– Simplified method
– 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.
32
Upper funding limits
•
Research and technological development activities, the JU financial
contribution may reach a maximum of 50% of the total eligible costs of
the beneficiaries.
– However, for beneficiaries non-profit public bodies, secondary and
higher education establishments, research organisations and
SMEs, the rate may reach a maximum of 75% of the total eligible
costs.
•
For demonstration activities, the JU financial contribution may reach a
maximum of 50% of the total eligible costs.
•
For other activities, inter alia, management activities and training, the
JU contribution may reach a maximum of 50% of the total eligible
costs.
– However, for beneficiaries that are non-profit public bodies,
secondary and higher education establishments, research
organisations and SMEs, the rate may reach a maximum of 75% of
the total eligible costs.
33
Summary of legal basis
•
Model GAP, available on the CSJU website
(http://www.cleansky.eu/sites/default/files/documents/cs-gb-2012-0216_doc10_gap.zip); IMPORTANT: Annex VI-Form D and Annex VII-Form
E already updated and adopted by CSJU.
•
New Guide on Financial issues is now available on Clean Sky web site.
34
Main deviations between CS GAP & EC GA
•
•
•
•
•
•
GAP Annex VI and VII  GA Annex VII - Forms D and E included;
Controls and on-the-spot checks among the beneficiaries performed
by the JU are also extended to the Commission and to the Court of
Auditors;
Recipients of reports: JU (AND ITD in copy-excluding the financial
statements)
When providing a copy of their periodic and final reports to the
responsible ITD member, the beneficiary(ies) may make the content of
such reports subject to confidentiality provisions.
GAPs: Submission of certificate on the financial statements for
amount of the JU financial contribution = or > EUR 200 000 A
certificate on the financial statements will be submitted in all cases at
the end of the project for all costs for which a certificate on the
financial statements has not been submitted previously. In EC GAs: =
or > 375.000.
GAPs: Confidentiality of any data preserved towards members and
other partners for 10 Years after end of project; EC GA: 5 Years.
35
Requirements about auditors
Certificates on the financial statements and on the methodology shall be prepared
and certified by an external auditor and shall be established in accordance with
the terms of reference attached to the grant agreement. Each beneficiary is
free to choose any qualified external auditor, including its usual external auditor,
provided that the cumulative following requirements are met:
i) the auditor must be independent from the beneficiary;
ii) the auditor must be qualified to carry out statutory audits of accounting
documents in accordance with national legislation implementing the Directive on
statutory audits of annual accounts and consolidated accounts or any Union
legislation replacing this Directive. Beneficiaries established in third countries shall
comply with national regulations.
Public bodies, secondary and higher education establishments and research
organisations may opt for a competent public officer for their certificate on the
financial statements and on the methodology.
36
Additional Materials: Technical Aspects
37
Outline
Periodic Report
Final Report
2
Different
Reports
38
Periodic Report
 Front page
 Declaration by the scientific representative of the project coordinator
Core text
 Publishable summary
 Project objectives, work progress and achievements, project
management
o
Project objectives for the period
o
Work progress and achievements during the period
o
Project management during the period
 Deliverables and milestones tables
 Explanation of the use of the resources
SESAM
.pdf
3.5 Financial statements – Form C and Summary financial report
39
Documents and forms for Periodic Report
SESAM
.pdf
40
Front Page Template
PROJECT PERIODIC REPORT
Grant Agreement number:
Project acronym:
Project title:
Funding Scheme:
Date of latest version of Annex I against which the assessment will be made:
Periodic report:
1st □ 2nd □ 3rd □ 4th □
Period covered:
from
to
Name, title and organisation of the scientific representative of the project's
coordinator :
Tel:
Fax:
E-mail:
Project website address:
41
Declaration by the scientific representative of the
project coordinator
I, as scientific representative of the coordinator of this project and in line with the obligations as stated
in Article II.2.3 of the Grant Agreement declare that:
The attached periodic report represents an accurate description of the work carried out in this project
for this reporting period;
The project (tick as appropriate) :
□
has fully achieved its objectives and technical goals for the period;
□
has achieved most of its objectives and technical goals for the period with relatively minor
deviations.
□
has failed to achieve critical objectives and/or is not at all on schedule.
The public website, if applicable
□
is up to date
□
is not up to date
To my best knowledge, the financial statements which are being submitted as part of this report are in
line with the actual work carried out and are consistent with the report on the resources used for the
project (section 3.4) and if applicable with the certificate on financial statement.
All beneficiaries, in particular non-profit public bodies, secondary and higher education establishments,
research organisations and SMEs, have declared to have verified their legal status. Any changes have
been reported under section 3.2.3 (Project Management) in accordance with Article II.3.f of the Grant
Agreement.
42
Publishable Summary
This section must be of suitable quality to enable direct publication by the CSJU/Commission and
should preferably not exceed four pages.
The publishable summary has to include all the distinct parts described below:
 A summary description of project context and objectives,
 A description of the work performed since the beginning of the project and the main
results achieved so far ,
 The expected final results and their potential impact and use (including the socioeconomic impact and the wider societal implications of the project so far),
 The address of the project public website, if applicable
In line with this, diagrams or photographs illustrating and promoting the work of the project
(abp: reason for pdf), as well as relevant contact details or list of partners can be provided
without restriction.
The publishable summary should be updated for each periodic report
43
Project objectives for the period
Please provide an overview of the project objectives for the reporting
period in question, as included in Annex I to the Grant Agreement. These
objectives are required so that this report is a stand-alone document.
Please include a summary of the recommendations from the previous
reviews (if any) and indicate how these have been taken into account.
44
Work Progress and Achievements During the Period
Please provide a concise overview of the progress of the work in line with the structure of
Annex I to the Grant Agreement
For each work package, except project management, which will be reported in another section,
please provide the following information:
•
A summary of progress towards objectives and details for each task;
•
Highlight clearly significant results;
•
If applicable, explain the reasons for deviations from Annex I and their impact on other
tasks as well as on available resources and planning;
•
If applicable, explain the reasons for failing to achieve critical objectives and/or not
being on schedule and explain the impact on other tasks as well as on available resources and
planning (the explanations should be coherent with the declaration by the project coordinator) ;
•
a statement on the use of resources, in particular highlighting and explaining deviations
between actual and planned person-months per work package and per beneficiary in Annex 1
(Description of Work);
•
If applicable, propose corrective actions
45
Project Management During the Period
Please use this section to summarise management of the consortium activities during the period.
Management tasks are indicated in Articles II.2.3 and Article II.16.5 of the Grant Agreement.
Amongst others, this section should include the following:
•
Consortium management tasks and achievements;
•
Problems which have occurred and how they were solved or envisaged solutions;
•
Changes in the consortium, if any;
•
List of project meetings, dates and venues;
•
Project planning and status;
•
Impact of possible deviations from the planned milestones and deliverables, if any;
•
Any changes to the legal status of any of the beneficiaries, in particular non-profit
public bodies, secondary and higher education establishments, research organisations
and SMEs;
•
Development of the Project website, if applicable;
The section should also provide short comments and information on co-ordination
activities during the period in question, such as communication between beneficiaries,
possible co-operation with other projects/programmes etc.
46
Deliverables and Milestones
TABLE 1. DELIVERABLES
Del.
no.
Deliverable name
Version
WP no.
Lead
beneficiary
Dissemination
Nlevel
a
t
u
r
e
Delivery
date from
Annex I (proj
month)
Actual /
Forecast
delivery
date
Dd/mm
/yyyy
Status
No
submitted
/
Contractual
Comments
Yes/No
Submitted
PU = Public
PP = Restricted to other programme participants (including the Commission Services).
RE = Restricted to a group specified by the consortium (including the Commission Services).
CO = Confidential, only for members of the consortium (including the Commission Services).
Make sure that you are using the correct following label when your project has classified deliverables.
EU restricted = Classified with the mention of the classification level restricted "EU Restricted"
EU confidential = Classified with the mention of the classification level confidential " EU Confidential "
EU secret = Classified with the mention of the classification level secret "EU Secret "
TABLE 2. MILESTONES
Mileston
e
no.
Milestone
name
Work package
no
Lead beneficiary
Delivery date
from Annex I
dd/mm/yyyy
Achieved
Yes/No
Actual /
Forecast
achievement
date
dd/mm/yyyy
Comments
47
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 tables (one table by participant):
TABLE 3.1 PERSONNEL, SUBCONTRACTING AND OTHER MAJOR
Work Package
Item description
Ex: 2,5, 8, 11, 17
Personnel direct costs
5
8, 17
11
Subcontracting
Major cost item 'X'
Major cost item 'Y' ………..
Remaining direct costs
Indirect costs
TOTAL COSTS
[1]
Amount in €
with 2 decimals
235000.00 €*
11000.02 €*
75000.23 €*
27000.50€*
15000.10€*
COST ITEMS FOR BENEFICIARY 1 FOR THE PERIOD
Explanations
Salaries of 2 postdoctoral students and one lab technician for 18 months each*
Maintenance of the web site and printing of brochure*
NMR spectrometer*
Expensive chemicals xyz for experiment abc*
363000.85€*
Total costs have to be coherent with the costs claimed in Form C.
48
Explanation of the Use of the Resources: Subcontracting
TABLE 3.2 PERSONNEL, SUBCONTRACTING AND OTHER MAJOR COST ITEMS FOR BENEFICIARY 2 FOR THE PERIOD
Work Package
Item description
Amount in €
with 2 decimals
Explanations
Personnel direct costs
Subcontracting
Major cost item 'X'
Major cost item 'Y' ………..
Remaining direct costs
Indirect costs
TOTAL COSTS10
49
Final Report
Front Page
Final publishable summary report
Use and dissemination of foreground
Report on societal implications
50
Documents and forms for FINAL Report
SESAM
.pdf
51
Publishable Summary
This section must be of suitable quality to enable direct publication by the Commission and should
preferably not exceed 40 pages. This report should address a wide audience, including the general
public.
The publishable summary has to include 5 distinct parts described below:
•
An executive summary (not exceeding 1 page).
•
A summary description of project context and objectives (not exceeding 4 pages).
•
A description of the main S&T results/foregrounds (not exceeding 25 pages),
•
The potential impact (including the socio-economic impact and the wider societal implications
of the project so far) and the main dissemination activities and exploitation of results (not exceeding
10 pages).
•
The address of the project public website, if applicable as well as relevant contact details.
Furthermore, project logo, diagrams or photographs illustrating and promoting the work of the project
(including videos, etc…), as well as the list of all beneficiaries with the corresponding contact names
can be submitted without any restriction.
52
Use and Dissemination of Foreground (1/2)
A plan for use and dissemination of foreground (including socio-economic impact and target
groups for the results of the research) shall be established at the end of the project. It should,
where appropriate, be an update of the initial plan in Annex I for use and dissemination of
foreground and be consistent with the report on societal implications on the use and
dissemination of foreground (section 4.3 – H).
The plan should consist of:
Section A
This section should describe the dissemination measures, including any scientific publications
relating to foreground. Its content will be made available in the public domain thus demonstrating
the added-value and positive impact of the project on the European Union.
Section B
This section should specify the exploitable foreground and provide the plans for exploitation. All
these data can be public or confidential; the report must clearly mark non-publishable
(confidential) parts that will be treated as such by the Commission. Information under Section B
that is not marked as confidential will be made available in the public domain thus demonstrating
the added-value and positive impact of the project on the European Union.
53
Use and Dissemination of Foreground (2/2)
Although there are dedicated tables in SESAM for this feedback
please add them also to the Final Report (Potential Impact in
Publishable Summary)
54
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