fp7 project management monitoring and reporting.pdf

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FP7 Project Management,Monitoring and Reporting.

European Commission

Research DGHans Hartmann PEDERSEN

Directorate G, IndustrialTechnologies

FP7 Coordinators’ Information Day - Bruxelles, 11th September 2008



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CONTENTS

Role of coordinatorProject management

MonitoringProject Technical Advisor (PTA)

Reporting



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1. THE ROLE OF THECOORDINATOR

Projects shall contribute to the Industrial transformation throughintegration!

Coordination of research and industry interests are key elements

Be clear about expectations and expected results – “both sides”

Make individual interests the strength of your project – not the

(unforeseen) obstacleTogether with your consortium – work with and for industry in

Î Managing the projectÎ Monitoring and reviewing the progressÎ Reporting its progressÎ Preparing Exploitation strategyÎ …



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2. PROJECT MANAGEMENT

– what’s involved?Good International project management practice - applies also toEuropean funded projects!

Î Clear Contractual Obligations – towards EC (ModelGrant Agreement - GA ) and between partners(Consortium Agreement - CA)

Î Clear Technical Expectations (from GA and CA?)Î Managerial and Administrative expert(s) in charge!Î Management of results clear (from GA and CA?)

The coordinator must be capable of ensuring that all are workingtowards the same objectives – contractually, technically andadministratively.

Delegation maybe needed, but this does not release thecoordinator from this obligation!



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2. PROJECT MANAGEMENT

– what’s involved?

Commission requirements are defined in the Grant Agreement.

Further details are provided in the guidelines for reporting andreviewing.

Key points are explained in the following concerning …

• Monitoring – assisted by PTAs• Reporting

… however please always use the original text!!



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3. MONITORING

- assisted by Project Technical Advisors

1. Providing technical advice to the Commission staff

2. Monitoring progress on the basis of progressreports, site visits, and project meetings; and pro-active follow-up of the work as required.

3. Assessing periodic and final reports of the Projects,and make recommendations for contract relateddecisions to be taken by the Commission services(including reviews or technical audits)

4. Proposing workable solutions to any contractual and/ormanagerial matters, ensuring scientific, administrative andfinancial issues are on schedule



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3. MONITORING

- assisted by PTA 2/2

5. Developing links between Projects of a similar nature;

6. Assisting participants in the management of theproject, particularly regarding (exploitation) planning (butuse the guidelines – not the PTA)

7. Assist Commission staff in dissemination andexploitation issues (organisation of meetings, workshopsand conferences, prepare related documents andpublications)

8. Provide support to assessment of results and impactof the project and promote dissemination importantresults.



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MONITORINGProject Review

OBJECTIVES of the review are to verify:z the degree of fulfilment of the project work plan for the relevant

period and of the related deliverablesz the continued relevance of the objectives and breakthrough

potential with respect to the scientific and industrial state of the art

z the resources planned and utilised in relation to the achievedprogress , in a manner consistent with the principles of economy,efficiency and effectiveness

z the management procedures and methods of the project z the beneficiaries’ contributions and integration within the project z the expected potential impact in scientific, technologic , economic,

competitive and social terms (where relevant), and the plans for the useand dissemination of results.

: recommending any re-orientation that may be required

The aim of a technical audit or review is to assess the work carried out under the project over a certain period and provide recommendations to theCommission.



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Outline of the review processÎ Timescale, objectives, results and evt. consequences

defined in the Annex IÎ Not necessarily following the « financial » reporting

periods as defined in the GPFsÎ Review meetings called by coordinator

Review materialÎ Periodic and other reports and deliverables as foreseen by

the Annex I

Decision by the CommissionÎ Go/no go/modify/amend Grant Agreement

ReportingÎ Review report (see next slide)

3. MONITORING

Project Review Process



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3. MONITORINGProject Review Report

zOverall assessmentz Objectives and workplan

z Resoursesz

Implementation of the projectz Use and dissemination of foregroundz Other issues

The template can be found at http://cordis.europa.eu/fp7



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4. REPORTINGand Payment timing

Reporting periodsÎ

Periodic reports – 18, 36, 48or 12, 24, 36, 48 if large (>10M€ funding)Î Intermediate reports – i.e. 6 monthlyÎ …your internal reporting - 2-3M

Payment delaysÎ EC must pay latest 105 days following acceptance of

reports

Î Coordinator immediately distributes to beneficiaries



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PERIODIC REPORTINGwhat to submit:

z The deliverables as specified in Annex I

z A periodic report within 60 days of the end of eachreporting period (including the last reporting period). Theperiodic report comprises:

Î An overview, including a publishable summary, of theprogress of work. Explain differences between thework planned and that actually carried out,

Î An explanation of the use of the resources,Î

A Financial Statement (Form C – Annex VI of theGrant Agreement) with a summary financial reportÎ Financial statements should be accompanied by

certificates when grant > 375.000€



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FINAL REPORTING

At the end of the project (+60 days max), and in addition to theperiodic report, you should submit a final report that shall comprise:

Î A final publishable summary reportÎ A report on the wider societal implications of the projectÎ The plan for the use and dissemination of foreground.

After receiving the final payment from the EC, you should submit:

Î a report on the distribution of the Community financialcontribution between beneficiaries.

This report must be submitted 30 days after receipt of the final payment (notrequired for intermediate payments).



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REPORTING REQUIREMENTSFormat and transmission modalities

Reports and other deliverables are only sent by electronic means (ONE single

report only, preferably in PDF format)

Form C originals (signed by authorized person(s)) must be sent by post

Certificates (originals) on the financial statements and on the methodology

(signed by an authorized person of the auditing entity) must be sent by post

Include, where applicable, a copy (properly scanned) of the signed pages.

The signed pages concerned are the Forms C, the self declaration of thecoordinator and the audit certificates or certificates on the methodology.

Publishable parts of the reports shall be of a suitable quality to enable directpublication without any additional editing (separate files).



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PERIODIC REPORTTable of Contents

z FRONT PAGEz SELF DECLARATIONz TABLE OF CONTENTS with pagination

Followed by the following sections:

1. Publishable summary (max 4 pages)

2. Project objectives for the period3. Work progress and achievements during the period4. Deliverables and milestones tables5. Project Management6. Explanation of the use of the resources7. Financial statements -- Forms C and Summary financial

report (signed originals sent in parallel by post)8. Certificates (signed originals sent in parallel by post)

U s e t h e E C G u i d e l i n e s

A s k c o l l e a g u e s w i t h

p r e v i o u s e x p e r i e n c e



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PERIODIC REPORTFront 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 toProject co-ordinator name, title and organisation:

Tel:

Fax:E-mail:

Project website address:



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PERIODIC REPORTDeclaration By The Project Coordinator

I, as co-ordinator of this project and in line with my 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 periodwith relatively minor deviations ;

has failed to achieve critical objectives and/or is not at all on schedule.• The public Website is up to date, if applicable.

• To my best knowledge, the financial statements which are being submitted aspart of this report are in line with the actual work carried out and areconsistent with the report on the resources used for the project (section 3.6)and if applicable with the certificate on financial statement.

• All beneficiaries , in particular non-profit public bodies, secondary and highereducation establishments, research organisations and SMEs, have declared tohave verified their legal status . Any changes have been reported

under section 5 (Project Management) in accordance with Article II.3.f of the Grant Agreement.



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PERIODIC REPORT

1. Publishable summary

A stand-alone paper document not exceeding four pages:

z summary description of the project objectives,z description of the work performedz description of the main results achievedz the expected final results and their potential impact and usez Use diagrams or photographsz Include project logoz Provide contact details, includingz the address of the project public website

To be provided as separate file!



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PERIODIC REPORT2. Project objectives for the period

an overview of the project objectives for the reporting period , as included in Annex I of the Grant Agreement.

a summary of the recommendations from the previous reviews



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PERIODIC REPORT

3. Work progress and achievements A concise overview of the progress of the work in line with the structure of Annex I of the Grant Agreement.

For each work package:Î A summary of progress towards objectives and details for each

task; (don’t repeat the workprogramme, only keywords and targetfigures)

Î Highlight clearly significant results ; (relative to criticalobjectives and milestones, defined in Annex I)

Î If applicable, explain the reasons for deviations from Annex I, their impact on other tasks as well as on

available resources and planning;Î If applicable, explain the reasons for failing to achievecritical objectives and/or not being on schedule (theexplanations should be coherent with the declaration by theproject coordinator);

Î A statement on the use of resources, in particular highlightingand explaining deviations between actual and planned man-months per work package and per beneficiary

Î If applicable, propose corrective actions.

A graphical management overview may be provided in the ManagementChapter



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PERIODIC REPORT4. Milestones table

Milestones will be assessed against the specific criteria and performanceindicators as defined in Annex I.



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PERIODIC REPORT

5. Project managementManagement tasks are indicated in Articles II.2.3 and Article II.16.5 of the Grant Agreement.

Î Consortium management tasks and achievements;Î Problems which have occurred and how they were solved or envisaged

solutions;Î Changes in the consortium, if any;Î List of project meetings, dates and venues;Î Project planning and status (a bar-chart may be useful);Î Impact of possible deviations from the planned milestones and

deliverables, if any; (don’t repeat from ch. 3 but provide a “managementoverview” of any deviations and impact and actions planned with focus on keyresults, resources and partners)

Î Any changes to the legal status of any of the beneficiaries, in particularnon-profit public bodies, secondary and higher educationestablishments, research organizations and SMEs status;

Î Development of the Project website, if applicable;Î Use and dissemination activities during this period (if applicable).Î comments and information on co-ordination activities (other projects,

networks, platforms, National and private)



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PERIODIC REPORT6. Explanation of the use of the resources

Personnel costs, subcontracting and any major costs, such as the purchase of important equipment, travel costs, large consumable items, etc. should beexplained for each partner with reference to work packages.Standard tables provided by the EC guidelines only include totals per partnerfor the period.It is recommended that you also maintain management overview tables with all periodic figures, the accumulated totals and the total project budget.



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Budget Monitoring Table

- Partner TotalsContract N°: Date:

Peri od 1 Perio d 2 Peri od 3 Per iod 4 Total TOTAL

e a1 b1 c1 d1 e1 a1+b1+c1+d1/e e-e1

Part. 1……… Total Person-month 0 0% 0

Personnel co sts 0 0% 0

Subcontracting 0 0% 0

Major cost i tems 0 0% 0

Other costs ('the rest') 0 0% 0

Tot al Costs 0 0 0 0 0 0 0% 0

Part. 2……… Total Person-month 0 0% 0

. ………

. ………

TOTAL Total Person-month 0 0% 0

Personnel co sts 0 0% 0

Subcontracting 0 0% 0

Major cost i tems 0 0% 0

Other costs ('the rest') 0 0% 0

Tot al Costs 0 0 0 0 0 0 0% 0

Acronym:Pct.

SpentRemain'g

Budget(EUR)

PARTI-CIPANTS

TYPE of EXPENDITURE(as defined byparticipants)

BUDGET ACTUAL COSTS

(EUR)



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Person-Month Monitoring Table

T O T A L S

P a r t n e r 1

P a r t n e r 2

P a r t n e r . .

P a r t n e r . .

Workpackage 1: Title…. Actu al WP to tal : 0

Planned WP to tal : 0

Workpackage 2: Title…. Actu al WP to tal : 0Planned WP to tal : 0















Actual to tal : 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Total Pro jec t Person-mo nth Planned to tal : 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

CONTRACT N°: ACRONYM:PERIOD:

Update with end of period WP totals



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PERIODIC REPORT

7. Financial statements

Form C and Summary financial report

Form C varies with the funding scheme used. Templates forForm C are provided in Annex VI of the Grant Agreement.

The correct form C should be downloaded from CORDIS

http://cordis.europa.eu/fp7/find-doc_en.html



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FINAL REPORTS A final publishable summary report in electronic format (PDF)

A plan for use and dissemination of foreground. Part A will bepublishable – Part B confidential. (input online once the online facility isavailable (see http://cordis.europa.eu) in electronic format (to be agreed withthe Project Officer).

A questionnaire covering the wider societal implications of theproject ( gender equality actions, ethical issues, efforts to involve other actorsand to spread awareness). Note: this will be input online once the onlinefacility is available (see http://cordis.europa.eu ) (to be agreed with the ProjectOfficer).

Note: A periodic report must be submitted as well for the last period.



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FINAL REPORTSFinal Publishable Summary Report

This report should address a wide audience, including thegeneral public.

The report must be:Î suitable for direct publication by the Commission.Î comprehensive, and describes the work carried out;

the main results, conclusions and their potentialimpact and use (including the socio-economic impactand the wider societal implications of the project).

Î include diagrams or photographsÎ

include a list of all beneficiaries with contact nameand coordinatesÎ provides the address of the public Website of the

Project



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FINAL REPORTSUse And Dissemination Of Foreground

Section A (public)Î List of planned dissemination activities (publications,

conferences, web, press releases, flyers etc.)Î List of scientific, peer reviewed publications relating

to foreground (Use template A in Guideline).Details/references and an abstract must be provided to the Commission at the latest two months

following publication. The published version to be provided as well. (e-copies)

Section B (confidential)Î Overview table listing applications for patents,

trademarks, registered designs, etc. (Use template B1

in Guideline).Î Overview table with exploitable foreground (Use

template B2 in Guideline)Provide a text fully explaining the exploitable foreground (purpose, how exploited, IPR

measures, further research needed, impact (quantify)

M i ni mum Re qui r e me nt s ! - but t hi nk a bo ut y o ur P R!

See also ESIC presentation



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FINAL REPORT

Use And Dissemination Of ForegroundSection A (public)



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The applications for patents, trademarks, registered designs, etc . listing at least one unique identifier.

FINAL REPORT

Use And Dissemination Of ForegroundSection B (confidential)



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FINAL REPORT

Use And Dissemination Of ForegroundSection B (confidential)

Explain and list the exploitable foreground, in particular:Î Its purpose

Î How the foreground might be exploited, when and by whomÎ IPR exploitable measures taken or intendedÎ Further research necessary, if anyÎ Potential/expected impact (quantify where possible)



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CONSORTIUM AGREEMENT ANNEX I generally the basis, but supplementary details may be needed regardingthe preliminary technical specifications;

the desired technical results;the work to be accomplished;

the contribution of each party;the (maximum) effort expected.

TECHNICAL PROVISIONS may be further detailed:Tasks of each party (inter-dependencies)

Non-financial resources made available (resources, qualifications, details about background,sponsors, subcontractors)

Project scheduleChanges

MANAGERIAL PROVISIONS, as specified in Annex I, but adding details on:Co-ordination and management

Powers and responsibilitiesFollow-up and Supervision

FINANCIAL PROVISIONS, specified by the Contract, butFinancial plan

Mutual payments (common expenses, additional management)

Costs to be claimed under the management activity ChangesPROVISIONS REGARDING INTELLECTUAL PROPERTY RIGHTS (IPR), DISSEMINATION AND

USEBackgroundForeground

GENERAL PROVISIONS, on dates, duration/termination, CA amendments, confidentiality,communication



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European CommissionResearch DG

Directorate G, Industrial Technologies

Thank you for your attention.

For questions/guidelines – please see:http://cordis.europa.eu/fp7/find-doc_en.htmlor ask your PO.

fp7 project management monitoring and reporting.pdf

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