heritage plus mid term management board...

1

HERITAGE PLUS

Mid Term Management Board

meetingBrussels, 17th March 2016

WP1 - Coordination and management Administrative and financial management of

the project

Patrizia Bianconi

JPICH Coordination Office

HERITAGE PLUS Mid Term Management Board MeetingBruxells,17 March 2016

WP1 : OBJECTIVES

• Supervising the Consortium activity by the Coordinator.

• Fulfilling contractual obligations and an efficient

communication flow with the European Commission.

• Ensuring the coherent implementation of the various

WPs and oversee the development of the Project and the

Partners’ work.

• Carrying out the administrative and financial follow-up of

research contracts signed in support of the trans-

national projects by all the partners


WP1 : Task 1.1. Coordination (1)

• The Coordinator will actively follow up and supervise the progress

of the project and the execution of the Work Packages and the

Tasks. The quality of the deliverables, project time management and

the resources available are to be monitored on regular basis.

• Active and open internal information flow as one part of coordination is

important for successful cooperation. Public dissemination will include

first of all the active web-site but also other dissemination means will be

used as appropriate. In addition at the end of the project a policy

brief will be provided synthesising policy-relevant results including

both information relevant to the Heritage Plus project and to the

projects funded under the Joint Call.


WP1 : Task 1.1. Coordination (2)

• A Strategy for knowledge transfer and implementation will

be developed and coordinated throughout the project, for

example in WP2 by specific request in the call documents and

including specific evaluation criteria in WP3 within the contract

negotiation and in WP 4 at dissemination and evaluation level.


WP1 : Task 1.2 Management

• This Task includes both administrative and financial

management of the project. Administrative issues with the

Commission will be taken care of according to the EC

practices in FP7. This will include the annual reporting

of the coordination activities. The Commission’s

financing will be managed by the Coordinator. The EC

contribution for the best ranked R&D projects will be

transferred via the Coordinator to the other funding

partners. Financial reports will be submitted to the

Commission.


DISTRIBUTION OF THE FINANCIAL CONTRIBUTION (i)

A second pre-financing

shall be paid to the Coordinator within 30 days following the

acceptance by the Commission of the joint selection list

of the trans-national projects and the

associated commitment to fund them.

The Coordinator already re-submitted to EC

the Del 3.1 – Del 3.2 – Del 3.3 with the integration requested

The Coordinator received, the first pre-financing of

Euro 153.220,95

The Partners agreed to use this pre-financing as cash flow

to pay the evaluation process of the Heritage Plus call


Pre

-exis

ting

co

nso

rtiu

m

Phase 1: call & evaluation Phase 2: Transnational projects implementation

Period 3Period 2

Pre

pa

ration

Pu

blic

ation/

Ad

ve

rtis

ing

Ste

p 1

Ste

p2

Initial national commitments

Ranked list

Formal national financing commitments

One Interim report

ERA-NET PlusGrant Agreement

(planned call budget)1st Prefinancing (10%

EU contribution)

2nd Prefinancingbased on actual

budget following call evaluation results. Final EU payment

Evaluation

(Interim EU payment)

Final reportlast grants paid

to projects

In our case (consistent with GA)

will be 50% of Top Up requested


DISTRIBUTION OF THE FINANCIAL CONTRIBUTION (iii)

After to received from EC the second pre-financing

the Coordinator will transfer the first (5%) and

second pre-financing (50%)

to the partners which have to pay

the beneficiaries of

the trans-national projects.

The partners need to send to the Coordinator

the bank account information where

transfer the money !!!

We will send you a template to be filled with

bank details….


HERITAGE PLUS PERIODIC REPORTS

As specified in GA the Heritage Plus Project plans 2 reporting periods:

Period 1: from month 1 to 30

Period 2: from 31st at the 60 month of the project

Specific requirements & customised templates (see background document p.12)


Pre

-exis

ting

co

nso

rtiu

m

Phase 1: call & evaluation Phase 2: Transnational projects implementation

Period 3Period 2

Pre

pa

ration

Pu

blic

ation/

Ad

ve

rtis

ing

Ste

p 1

Ste

p2

Initial national commitments

Ranked list

Formal national financing commitments

FIRST REPORT

ERA-NET PlusGrant Agreement

(planned call budget)1st Prefinancing (10%

EU contribution)

2nd Prefinancingbased on actual

budget following call evaluation results. Final EU payment

Evaluation

(Interim EU payment)

Final reportlast grants paid

to projects


FIRST PERIODIC REPORT

From GA - I.4. Reports and deliverables

The consortium shall submit a periodic report to the Commission for each

reporting period within 60 days after the end of each respective period

(by 30 May 2016)

First Periodic Report (technical):It will report on the activities performed during the first 30 months: definition call,

launch of the call, evaluation process, the shortlist of transnational projects

selected for funding together with the funding decisions from the participating

funding programmes. It will emphasize in particular on the implementation of the

evaluation procedure in two steps.

We will describe also the activities performed from the selected project for funding

until now, included the contract beneficiaries definition, the signature of the

contracts and the initial payment to projects beneficiaries.

“In the periodic reporting on the actual funding of the transnational projects by the

programmes, the consortium shall report on the use of the EU topping-up and

provide the Commission with a general overview of the progress of the jointly

funded projects.”

DISTRIBUTION OF THE FINANCIAL CONTRIBUTION (iv)

First Periodic Report (financial):

The Coordinator and the other Beneficiaries claim on their Forms C

the total amount accepted, verified and paid for the funding of

the transnational projects of the joint selection list.

This amount should be encoded in Column "Other (D)" in the field

"Total Funding of the joint selection list of transnational projects”’.


The specific Form C for ERA-NET Plus actions looks as follows:

13

ECAS PORTAL

PERIODIC REPORT

We will send you a template….

From “Background document”

“To complete the requirements for reporting as described in Article II.4,

and in line with the ERANET Plus Form C, the Periodic Reports

covering Phase 2 of this ERA-NET Plus action (funding of

transnational projects, starting from Period 2) shall include:

For each reporting period and for each [Beneficiary] identified

in Art. 7 (special clause 10) of the Grant Agreement]


We will send you a template

PERIODIC REPORT

We will send you template…..

For reporting period a summary table for the total of the grants paid

for all projects supported by the respective Beneficiary and the

financial contribution of the Union distributed to the final beneficiaries

of the transnational projects according to the agreed principles within

the consortium, following the table template below:

WHAT WE NEED TO DO NOW ?

• Write and submit the First Periodic Report by 30 may 2016

• The period covered by this First Reporting are the first 30 months: from 1

October 2013 to 31 March 2016 ;

• The Coordinator will send to all partners the template for the

technical and financial report by 25 March 2016;

• The WP/Task leaders will send to the Coordinator the contribute for the

Reporting in term of : objectives, work performed, deliverables and

milestones submitted, coherence or deviations among the DoW and the

actions achieved by 15 April 2016;

• All partners will send to the Coordinator the description of use of top up

and the activities carried out for implementing the projects funded by 30

April 2016

• In any case all the Partners need to fill and submit to the Coordinator the

Form C + the tables by 30 April 2016

CONSORTIUM AGREEMENT

“8.1 Covering of management costs at national level

(over the complete HERITAGE PLUS duration)”

All Parties will cover their management, coordination or

monitoring costs over the complete HERITAGE PLUS

duration.

The total budgeted management costs for 18 Parties

(corresponding 15 countries) are 404.000 Euro.


CONSORTIUM AGREEMENT: Attachment 3 - Management cost

Costitems

TotalbudgetPhase1

(€)

Personnelcosts 244.400

Travels 55.000

Panelmeetings 95.000

CallPublication 5.000

Auditcertificates 5.000

Total 404.400



Travel costs including the travel

expenses of the 18 Partners to join the

Management Group meetings and WP

meetings

3.055 Euro in total per partners !!!



Panel meetings including evaluation

costs:

Step 1 - 12 Scientific Committee members

+ external experts (assuming 15

additional experts) + 2 days consensus

meeting (estimated 15KEuro for

evaluation fee and 10KEuro for

travel/subsistence).

Step 2 – remote peer review evaluation

and international peer review panel

meeting:

estimated 45KEuro for remote evaluation

fee and 25KEuro for international peer

review panellists travel/subsistence and

one external observer travel/subsistence.



• Call publication cost

• Audit certificates cost evaluated

on the basis of 0.5% of

Beneficiaries budget exceeding

375KEuro


CONSORTIUM AGREEMENT

The contribution to management costs for country is the

sum of the minimum contribution plus the proportional

contribution based of the agreed criterion described

above.

Each Party contributed to cover the management costs

with the amount reported in the table of Attachment 4.


CONSORTIUM AGREEMENT: Attachment 4 - Parties Fee

Contribution based on HE FTE (2010)

N. Countries

R&D personnel by Higher Education sector,2010 (FTE)

Scale of contribution (Rounded)

Proportional distribution

Management costs (*) Personel Cost

HERITAGE PLUS managemnet contrribution(**)

Travel expences for partners

Contribute really received

1Italy 73.287,00 11,88 30.163,02 40.163,02 64.800,00 -25.586,99 6.110,00

2Belgium 21.633,00 3,51 8.903,58 18.903,58 8.400,00 10.503,58 3.055,00 7.448,58

3Cyprus 595,00 0,10 244,89 10.244,89 8.400,00 1.844,89 3.055,00 1.844,89

4Denmark 17.278,00 2,80 7.111,18 17.111,18 8.400,00 8.711,18 3.055,00 8.711,18

5France 105.048,00 17,02 43.235,02 53.235,02 24.400,00 28.835,02 6.110,00 28.835,00

6Norway 11.970,00 1,94 4.926,54 14.926,54 8.400,00 6.526,54 3.055,00 6.526,54

7Portugal 30.429,00 4,93 12.523,78 22.523,78 8.400,00 14.123,78 3.055,00 14.123,788Spain 83.300,00 13,50 34.284,11 44.284,11 8.400,00 35.884,11 3.055,00

9Lithuania 7.198,00 1,17 2.962,51 12.962,51 8.400,00 4.562,51 3.055,00 4.562,51

10Netherlands 35.000,00 5,67 14.405,09 24.405,09 46.400,00 -21.994,91 6.110,00 24.405,09

11United Kingdom 152.999,00 24,79 62.970,41 72.970,41 16.400,00 56.570,41 3.055,00

54.964,09

12Poland 43.111,00 6,99 17.743,37 27.743,37 8.400,00 19.343,37 3.055,00 16.288,37

13Israel *** 6.770,00 1,10 2.786,36 12.786,36 8.400,00 4.386,36 3.055,00 2.079,00

14Sweden 19.471,00 3,16 8.013,76 18.013,76 8.400,00 9.613,76 3.055,00 9.613,76

15Romania 9.054,00 1,47 3.726,39 13.726,39 8.400,00 5.326,39 3.055,00Total 617.143,00 100,00 254.000,00 404.000,00 244.400,00 54.990,00 179.402,78

CONTRIBUTION RECEIVED AT PRESENT


COSTS FOR EVALUATION PROCESS – BUDGET PANEL MEETING

BUDGET AVAILABLE from DOW

REAL COSTS

Fee pre-proposal evaluators 15.000,00

26.294,62travel costs pre-proposal evaluation

10.000,00

Fee remote evaluators full proposal

45.000,00

24.150,00

Fee for indipendent panel 9.000,00

Fee for european observer 0

Fee for independent expert observer

800,00

Travel cost independent panel evaluators for full proposals

25.000,00 6543,88

TOTAL 95.000 66.788,50

SAVE 28.211,5


COSTS FOR EVALUATION PROCESS – BUDGET PANEL MEETING

Cost items Total budget

Phase 1

Real cost Difference/Save

Personnel costs 244.400 244.400 0

Travels 55.000 8.179 (requested by

partners up now)

46.821 to be

distributed to partners

Panel meetings 95.000 66.788,50 28.211,5

Call Publication 5.000 1.606,32 3.393,68

Audit certificates 5.000

Total 404.000 31.605,18

PROPOSED BUDGET FOR DISSEMINATION ACTIVITIES

ITEMS BUDGET AVAILABLE

First parade organization (venue, catering, ICT devices)

10.000,00

Second parade organization (venue, catering, ICT devices

10.000,00

Travel expenses for pilot call PL 2.500,00

Promotional flyer of funding projects (graphics and printing)

2.500,00

Publication of projects outcomes (e-book? + limited

printed copies)5.000,00

TOTALE 30.000,00


28HERITAGE PLUS Mid Term Management Board MeetingBruxells,17 March 2016

heritage plus mid term management board...

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