TN1302: BESTPRAC
First Meeting of
the WG 2
Finance COST Targeted
Network TN1302: BESTPRAC
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
WHO?
WG 2 Member
. Name
Country
Email
Ms Katharina Buesel
Austria
buesel@zsi.at
Dr Dirk De Craemer
Belgium
dirk.decraemer@ugent.be
Ms Mirela Crljen
Croatia
Mirela.Crljen@pilar.hr
Mr Antonis Ioulianos
Cyprus
aioulian@research.org.cy
Ms Pirjo Ollanketo
Finland
Pirjo.Ollanketo@helsinki.fi
Ms Geraldine Leonard
France
geraldine.leonard@univ-orleans.fr
Mr Karlheinz Pohl
Germany
Karlheinz.Pohl@dlr.de
Ms Eva Vas
Hungary
vase@ceu.hu
Dr Kristjan Kristjansson
Iceland
kk@ru.is
Dr Vanessa Ravagni
Italy
vanessa.ravagni@unitn.it
Ms Marguerite Auberger
Luxembourg
gestion-projets@lippmann.lu
Ms Dorianne Mamo
Malta
dorianne.mamo@um.edu.mt
Mr Per Inge Andresen
Norway
Per.Andresen@ntnu.no
Ms Kathrine Huke Markengbakken
Norway
kathrine.huke@hig.no
Ms Franja Arlic
Slovenia
Franja.Arlic@mirovni-institut.si
Dr Cristina Velasco Garcia
Spain
mariacristina.velasco@uc3m.es
Ms Maddalena Tognola
Switzerland
maddalena.tognola@research.unibe.ch
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
WG2 – Finance
Topics: financial aspects of preparing and running crossEuropean projects



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
accounting practices
VAT
overhead
exchange rates
audit
Deliverables: deepened understanding of financial regulations
 of FP7 & H2020 (year 1)
 of structural funds programmes with R&I focus (year 2)
 checklists and templates
 case stories “good practice and experiences”
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Topic: identification of difficulties administrators are confronted
with in dealing with European projects

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BESTPRAC shall then contribute to harmonization of problems
Research administrators with practical experience are needed
identifying this
for
What is the top 10 list of most experienced difficulties/obstactles and how can
BESTPRAC address these?
• open discussion on experienced difficulties
• identification of top 10 list of difficulties and how to address these
• outcome: difficulties to be addressed in BESTPRAC and by which means
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Topic: identification of difficulties administrators are confronted
with in dealing with European projects
- One size fits all (same system)
- Overhead (incentives, ..)
- allocation: direct vs indirect costs
- Internal approval procedures: signature procedure/post
award phase
- IP?
- personnel costs
- SMEs involvement
- Reporting (ad hoc requirements)
- Third parties
- Subcontracting
- Templates (checklist , guidelines)
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Difficulties to be addressed by which means
- One size fits all (same system): same rules and
systems/schemes
for
all
European
Programmes:
harmonization need
survey on European Programmes
managed by WG members
Per, Norway and Vanessa, Italy
- Overhead : use of overheads in different institutions,
incentives schemes –
survey on schemes implemented WG
members’ Institutions
Maddalena, Switzerland and Cristina, Spain
Collection of docs for our Library? (topic 4)
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Topic 2: Difficulties to be addressed by which means
- Allocation: direct vs indirect costs
survey on ?
Dirk, Belgium
Management Tools’ Features
Jakob, Denmark
- Internal approval procedures: signature procedure/post
award phase
survey on schemes implemented by WG
members’ Institutions
Kristjan, Iceland and Vanessa, Italy
Collection of best practices?
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Difficulties to be addressed by which means
- Collection of tools /check lists…
collection of tools, guidelines /
internal procedure
Marguerite, Luxembourg
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Topic: development of job profiles, functions for a project
administrator of European projects and other aspects of competences
and qualifications needed for research administrators
Project administration requires a spectrum of skills and competences
not only technical (F, A, L), such as
 capacity to understand complex text
 service mentality
 enjoying administrative tasks
 well organised
 high tollerance for frustration
 Communication skills
 Team player
 interlinked (researchers/administration)
 indipendency from PI
 experience (different backgrounds)
 critical mass
 Learning by doing
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Competences needed strictly related to the size/organization of the
institution
Pre award phase
Financial
Admin
Legal
Scientific advisor
Post Award phase
Financial
Admin
Legal
1 person: all competences, all phases
1 person
L
1 person
F
2nd MC Meeting, Zagreb, Croatia
A
Deep specializazion, coordination
needed
March 18, 2014
TN1302: BESTPRAC
Topics: Identification, understanding, and quantification of the
different aspects of project management Europe-wide
• short inventory of profiles of WG members:
- type of support administrative support combined with
scientific/financial/legal support
- years of experience
- type of funding programmes: how many?
• networking
outcome of the surveys will be contact lists organized by topic
to facilitate networking
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Topics: Identification, understanding, and quantification of the
different aspects of project management Europe-wide
• short inventory of profiles of WG members:
Construction of Job tasks MATRIX (single
person/tasks)
- proposed tasks list by Vanessa,
Italy, collection of info until end of
April
OBJECTIVE: Facilitate Network
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Training School on “…”
Participants:
35
Date:
min. 3 days; late autumn 2014
Venue:
tbd (should take place in COST inclusiveness countries)
Programme:
 tbd (on emerging topics from following WG-meetings)
Reimb. of
trainers/train
ees:
 Trainers will be reimbursed according to meeting rules
 Trainees will receive a fixed financial contribution (max. € 160
per day, € 300 for travel)
 € 750 for 3-days training school suggested
MC-approval for local organiser support grant of € 20
per registered person or payment of invoices & fixed
reimbursement of trainees requested!
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Open Issues for Training School
Topic to be addressed: budget /reporting? Have to be submitted
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
WG2-Meeting
Participants:
WG2-members
Date:
2-days-meeting, July 2-3, 2014
Venue:
Tallinn, Estonia
Tasks:
 Topics will be the result of the discussion of the WG2-meeting in
the next two days
 Participants also going to the EARMA Annual Conference, will be
asked to obstain from reimbursement, and hereby contribute to
BESTPRAC and its ability to reach the target group. Respective
information on the recommendations of the reimbursement will
be sent out in advance to participants.
MC-approval for local organiser support grant of € 20
per day per registered person requested!
2nd MC Meeting, Zagreb, Croatia
March 18, 2014
TN1302: BESTPRAC
Next steps – WG 2
- Presentation of the results of the 5 surveys and the Tasks
MATRIX during the next meeting
- Consensus and discussion
- Focus on H2020:
- TOP three issues (selected during the next two weeks)
2nd MC Meeting, Zagreb, Croatia
March 18, 2014