Kick-off meeting DEEPFISHMAN
12 – 14 may 2009
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Nantes, France
Administrative and financial management
of the project DEEPFISHMAN : rules,
explanations and templates
Patricia THIBAULT
project manager
Objectives :
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Understanding the funtionning of an
european project
and roles and
obligations of each partner
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1Reporting procedures
Project schedule
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DEEPFISHMAN overview of the deliverables, milestones,
meetings and EC reporting periods schedule
Deliverables list : DoW page 23.
Milestones list : DoW page 73.
Meetings list : DoW page 19.
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DEEPFISHMAN overview of the deliverables, milestones, and
meetings _ Focus on the 1st year
Contractual obligations : deliverables and EC reports
The 2 types of mandatory and contractual documents to be
provided during the course of the project
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1- Deliverables :
- Delivered to the EC by the coordinator at the due date indicated in the DoW
(annex I of GA) : list of deliverable page 23.
- A procedure will be defined by the Executive Steering Group : retroplanning,
delay for production and validation, roles of each partner, level of diffusion, etc.
2- EC reports :
Contractual obligations : deliverables and EC reports
Deadlines :
Delivery to the EC of the reports : within 60 days after the end of each
reporting period:
 1st period : M1–M18 (01/04/2009 to 30/09/2010) ; delivery 30/11/2010 maxi
 2nd period : M19–M36 (01/10/2010 to 31/03/2012); delivery 31/05/2012 maxi
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2 reports : 1 periodic report (interim report) and 1 final report
- period M1 to M18 : one periodic report.
 Publishable summary
 Project objectives for the period
 Work progress and achievements during the period (per WP)
 Deliverables and milestones tables
 Project management
 Explanation of the use of the resources
 Financial statements – Form C and Summary financial report (filled in on a EC software FORCE)
 Certificates of financial statements
- period M19 to M136 : one periodic report + the final report at the end
 A report idem to the above periodic report
 Final publishable summary report
 Use and dissemination of foreground
 Report on societal implications
Models for EC reports and form C :
www.deepfishman.fr
(project report and deliverables / documents for reporting)
(zone partners / EC guides)
Contractual obligations : deliverables and EC reports
EC Reports : procedure for production and delivery :
A precise procedure will be defined for each report by the Management Team
of the Executive Steering Group : retroplanning, delay for production and
validation, roles and contribution of each partner, etc.
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Coordinator and
Management
Team
SG
Max deadline
M18 (periodic report)
or M36 (final report)
(60 days after the end of the
period: M20 or M38)
Interim internal reports for project monitoring
6th months internal reports :
Activity report : All partners and WP leaders
- work progress of each partner,
- work progress per WP (by WP leaders),
- explanation of the use of the resources,
- explanation of the delays and difficulties
Budget monitoring : All partners
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- declaration and analyse of person.months used per WP
- declaration of costs per WP
- % progress and variance / estimated total budget (DoW) of each partner.
Coordinator and
Management
Team
SG
15 days
before due date
due date
M6x
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Reports schedule
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2Legal issues of DEEPFISHMAN
Reference documents :
• CA : Consortium Agreement
• GA : Grant Agreement
available on www.deepfishman.fr
(zone partners / contractual documents)
CA (Consortium Agreement)
The CA is the contract which defines the internal rules of the
Consortium for the implementation of the project :
Signed by each partner.
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Role, composition (see annexes of CA), voting rules and
responsabilities of the management bodies of the project :
 Governing Board (GB),
 Executive Steering Group (SG),
 Team management of the SG.
Responsabilities of the Coordinator and of each partner : obligations.
Procedure in case of problem or failure of a participant
Procedure for the meeting preparation (deadline for submission of
the agenda, the minutes, etc).
Procedure for decisions (voting and veto rules).
List of foreground for free access to the Consortium or excluded.
GA (Grant Agreement) structure and content
The GA is signed by the coordinator with the EC in the name of all
partners : must be read by each partner
Core Text : essential articles :
- Amount of the maximum financial contribution and pre-financing (art 5 and 6)
- 2 Periods for DEEPFISHMAN : M1 to 18 and M19 to 36 (art 4).
Essential Annexes :
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- Annex I : DoW (Description of Work) :
the technical annex in which all the work TO DO during the project is detailed
and is CONTRACTUAL with the EC.
= THE « ROAD BOOK » of DEEPFISHMAN.
- Annex II : the general conditions :
All the rules to be respected by all partners and explanations on the financial
and reports conditions of the EC
= THE CONTRACTUAL RULES of the EC.
- Annex IV : form A ( Accession of beneficiaries to the GA) must be
signed by each partner for accession to the pre-financing.
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3Financial issues
Main reference documents :
• FP7 guide to Financial Issues
• EC notes for certificate for financial statements (form D)
EC guides available on www.deepfishman.fr
(zone partners / EC guidelines)
Eligible costs
Costs elibility criteria : (Art II.14 of the GA
and page 28 of the EC guide to financial issues)
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To be considered eligible, costs must be :
All partners
concerned except
NatMIRC
 Actual : real costs.
 Incurred by the beneficiary :
Supporting documents proving the payment of the costs must be kept for all costs
and for 5 years after the end of the project (until 31 march 2017).
 Incurred during the duration of the project :
Only costs generated during the lifetime of the project are eligible (from 1st april
2009 to 31 march 2012).
Exceptions :
 Costs relative to final reports and certificates on the financial statements.
 Costs relative to costs not already paid at the date of request for the final
payment if a debt exits (invoice or equivalent as supporting document ) for
services or goods and the final cost is known.
 Determined according to the usual accounting of the partner.
 Use for the sole purpose of achieving the objectives of the project.
 Recorded in the accounts of the partner.
 Indicated in the estimated budget annexed to the GA (DoW).
NON ELIGIBLE COSTS : see art II.14.3 of the GA and EC guide to F.I page 37.
Definition of DIRECT and INDIRECT COSTS :
see art II.15 of the GA and EC guide to F.I page 38.
Submission of Certificates for Financial Statements (CFS)
Conditions of submission of a CFS :
Partners concerned :
Ifremer, Cefas,
Imperial College
Mandatory for every PERIOD (interim or final) whenever the
amount of the EC contribution is = or > to EUR 375,000 when
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cumulated with all previous payments for which a CFS has not
been submitted.
Reference documents :
EC Guide to Financial Issues pages 13-17
GA annex II art 4.4
Audits : justificatives for the costs
Original support documents to be kept during 5 years after the
end of the project (art II of the GA).
Partners must keep ALL :
invoices (hotel, restaurant, purchases, etc)
All partners
concerned except
NatMIRC
tickets (train, flight, metro, bus, etc)
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list of presence signed by the participants to a meeting and the programme
other costs justificatives
Good practice !
Keep your justificatives per cost category and per period.
Audits : justificatives for personnel
Time-sheet must be kept during 5 years
after the end of the project
All partners
concerned
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1 680 productive hours per year and per person maximum accepted by
the EC for the reimbursement,
The only justificative for personnel costs = time-sheet and payslips for
each person involved in the project
Agendas can be demanded !
Good practice !
Example of time-sheet proposed by the EC :
see page 40 of the EC guide to Financial Issues.
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Any questions ?
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Thank you
for your attention !
Don’t hesitate to contact me :
patricia.thibault@ifremer.fr
 + 33 02 40 37 41 22
 + 33 02 40 37 40 01