FruitBreedomics KOM 30-03-2011 1 management issues


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FruitBreedomics KOM 30-03-2011 1 management issues

  1. 1. Management issues 29th March 2011 Angers, France
  2. 2. Role of the European Project Manager <ul><ul><li>Make sure that the project progresses as annonced to the EC </li></ul></ul><ul><ul><li>As a consequence, I will be: </li></ul></ul><ul><ul><li>The bad guy: </li></ul></ul><ul><ul><ul><li>Makes sure the deadlines are respected: reports, deliverables. </li></ul></ul></ul><ul><ul><ul><li>Asks for a lot of input: reports </li></ul></ul></ul><ul><ul><li>But I will also help you on various aspects : </li></ul></ul><ul><ul><ul><li>The daily management: answer any questions related to the rules of participation to EU-funded projects </li></ul></ul></ul><ul><ul><ul><li>Financial administration </li></ul></ul></ul><ul><ul><ul><li>Legal administration (contracts amendments, etc.) </li></ul></ul></ul><ul><ul><ul><li>Consolidation of project reports </li></ul></ul></ul><ul><ul><ul><li>Handling of the project logistics (meetings) </li></ul></ul></ul>
  3. 3. Main management issues <ul><li>Current state of EC contract signature and payments: </li></ul><ul><ul><li>Grant Agreement signed by the Coordinator  waiting for the EC signature </li></ul></ul><ul><ul><li>Annex IV and Banking information being collected: 5 partners missing (CRA-W, Novadi, RDG, UMIL, ARC). </li></ul></ul><ul><li>State of progress of the Consortium Agreement: </li></ul><ul><ul><li>3 rd version currently being circulated among the partners  last remarks to be sent to INRA before 8 th April </li></ul></ul><ul><ul><li>The Final version will be sent to the partners for signature on 15 th April </li></ul></ul>
  4. 4. Deliverables and Reports
  5. 5. Deliverable review process <ul><li>Deliverables are contractual elements to be provided at a specific delivery date to the European Commission. Whereas Milestones are control points at which decisions are needed. </li></ul><ul><li>Each Deliverable has to be provided at the date announced to the EC. In case a delay is foreseen, please inform the Project Manager as soon as possible. </li></ul>
  6. 6. Deliverables <ul><li>Main deliverables for the first 18 months period: </li></ul>N° Deliverable title WP N° Leader Nature Dissemination level Delivery date D1.1 Description of ideotypes and breeding schemes WP1 INRA R RE M12 D3.1 List of EU-founders and indications on their level of exploitation in breeding. WP3 DLO R RE M10 D4.1 Description of phenotypic and genotypic variability using available data in (i) in 4 peach germplasm collections and (ii) in 5 apple germplasm collections. WP4 CRA-W R RE M12 D5.1 List of the tools and protocols developed for phenotyping new (sub)-traits. WP5 INRA R PU M12 D6.1 Low density apple genotyping array (384 SNP array) is made available. WP6 FEM P Co M4 D6.2 Medium density apple genotyping array (3-9K SNP array) is made available WP6 FEM P Co M12 D6.3 The peach GWA genotyping array (9K SNP) is made available WP6 FEM P Co M12 D7.1 Fruit Breedomics database frame WP7 PTP P RE M12 D8.1 Project website and brochure. WP8 IRTA O PU M6 D8.2 Detailed stakeholder requirements compiled from the seminars. WP8 INRA R RE M9 D8.3 Publication of annual newsletters WP8 IRTA O PU M12 D9.1 Kick-off meeting (including ExCom meeting). WP9 IT O RE M1 D9.2 Project Collaborative workspace. WP9 IT O CO M3 D9.3 Management Guidelines. WP9 IT O CO M3 D9.4 Organisation of Annual Project Meetings (including meetings of the ExCom, the General Assembly, and the Stakeholder Advisory Board) and preparation of minutes. WP9 IT O RE M12
  7. 7. Milestones <ul><li>Milestones are control points at which decisions are needed </li></ul><ul><li>Each milestone must lead, at least, to a short description sent by e-mail to the Coordinator and the Project Manager. </li></ul><ul><li>For the good work of the project, all milestones should be published on the collaborative workspace for internal purpose: even if they are only working document and not beautiful reports. </li></ul>
  8. 8. Reporting process <ul><li>Overview of the reporting process: </li></ul><ul><ul><li>There will be 3 reporting periods of 18 months: </li></ul></ul><ul><ul><ul><li>From 1 st March 2011 to 31 st August 2012 </li></ul></ul></ul><ul><ul><ul><li>From 1 st September 2012 to 28 th February 2014 </li></ul></ul></ul><ul><ul><ul><li>From 1 st March 2014 to 31 st August 2015 </li></ul></ul></ul>
  9. 9. Reporting process <ul><ul><li>At the end of each reporting period, a technical and financial report will have to be delivered to the EC (2 Interim Reports and one Final Report). </li></ul></ul><ul><ul><ul><li>This report presents: </li></ul></ul></ul><ul><ul><ul><ul><li>The state of progress of the project (scientific and financial issues) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Eventual problems or delays in project progress and corrective actions to be taken if necessary </li></ul></ul></ul></ul><ul><ul><ul><li>These reports will only be technical and will be restricted to the description of the work done during the reporting period in order to justify the costs declared by the partners. </li></ul></ul></ul><ul><ul><ul><li>The actual results of the project will be described in more details during the Annual Meetings. </li></ul></ul></ul><ul><ul><li>In addition to these Interim reports, an Evaluation Procedure will take place at the end of the first year of the project (March 2012) in order to check the good start of the project. </li></ul></ul><ul><ul><ul><li>This evaluation procedure will lead to the payment of the second part of the pre-financing to the partners (“Conditional Pre-Financing” outlined in Article 7.3 of the Consortium Agreement). </li></ul></ul></ul><ul><ul><ul><li>This evaluation will be done by the ExCom on the basis of scientific and technical indicators in order to check the adherence of each Party contribution in line with that outlined in the Description of Work (tasks, milestones, deliverables).  to be defined at the 2 nd ExCom meeting in September 2011. </li></ul></ul></ul>
  10. 10. Reporting process <ul><li>Example of a reporting process: </li></ul>
  11. 11. First reporting period planning July 2012 August 2012 Aug. 2011 Sept. 2011 Oct. 2011 Nov. 2011 Dec. 2011 Jan. 2012 Feb. 2012 March 2012 April 2012 May 2012 June 2012 March 2011 April 2011 May 2011 June 2011 July 2011 KOM Meeting Start of P1 ExC Meeting 1st Annual Meeting M12 Internal Evaluation procedure Report n°1 End of P1
  12. 12. Next meetings organisation <ul><li>Next ExCom meeting in September by Phone </li></ul><ul><li>2012 Annual Meeting (February 2012) </li></ul><ul><ul><li>80% propability to be hosted by RBIPH in Czech Republic… to be validated in the coming weeks </li></ul></ul><ul><ul><li>Dates will be chosen by electronic consultation of the partners </li></ul></ul><ul><li>2013 Annual Meeting in IRTA </li></ul>
  13. 13. Financial issues
  14. 14. General principles <ul><li>Eligible costs : </li></ul><ul><ul><li>Actual : must be real and not estimated </li></ul></ul><ul><ul><li>Necessary to carry out the project </li></ul></ul><ul><ul><li>To follow the usual accounting principles of the beneficiary </li></ul></ul><ul><ul><li>Incurred during the addressed period </li></ul></ul><ul><ul><li>Exception : costs relating to final reports and audit certificates </li></ul></ul><ul><ul><li>Used to achieve the objectives of the project </li></ul></ul><ul><ul><li>Costs must be reported in Euros for all beneficiaries </li></ul></ul><ul><li>Non-eligible costs : </li></ul><ul><ul><li>Indirect taxes, including VAT </li></ul></ul><ul><ul><li>Interest owned </li></ul></ul><ul><ul><li>Provisions for future losses or charges </li></ul></ul><ul><ul><li>Exchange losses </li></ul></ul>
  15. 15. General principles <ul><li>Direct costs : </li></ul><ul><ul><li>Personnel : permanent and temporary employees </li></ul></ul><ul><ul><ul><li>Declaration of working time on timesheets (no FruitBreedomics standards) </li></ul></ul></ul><ul><ul><ul><li>Total hours worked on the project, excluding holidays, sick leave… </li></ul></ul></ul><ul><ul><ul><li>Time spent in each type of activity (research / dissemination) </li></ul></ul></ul><ul><ul><li>Durable equipment: depreciation costs </li></ul></ul><ul><ul><ul><li>Calculation based on the amount of use: percentage and time used </li></ul></ul></ul><ul><ul><li>Travel and subsistence </li></ul></ul><ul><ul><li>Subcontracting </li></ul></ul><ul><ul><li>Certificate on Financial Statement </li></ul></ul><ul><ul><li>Dissemination : posters, publication of papers… </li></ul></ul><ul><ul><li>Other costs </li></ul></ul>
  16. 16. General principles <ul><li>Indirect costs = overheads : </li></ul><ul><li>costs connected with infrastructures and the general functioning of the organisation </li></ul><ul><ul><li>Actual indirect cost </li></ul></ul><ul><ul><li>Flat rate of 20% </li></ul></ul><ul><ul><li>Transitional flat rate of 60% </li></ul></ul>
  17. 17. EC Financial contribution per activity MAXIMUM EC CONTRIBUTION ACTIVITIES Non-profit public bodies, secondary and higher education establishments, research organisations and SMEs Others Research: WPs 1 to 7 75 % 50 % Dissemination of results: articles, presentation in conferences, news for the website, etc. WP8 100 % 100 % Management: WP9 (only for INRA and INRA Transfert) 100 % 100 %
  18. 18. Payments European Commission <ul><li>Pre-financing : contract signature + 45 days </li></ul><ul><li>Interim or Final payments: 105 days after receipt of the validated report </li></ul>INRA PARTNER 1 PARTNER 2 PARTNER n No more than 15 days after receiving the EC payments INRA Transfert Preparation of payments
  19. 19. Payment distribution <ul><li>The Coordinator will receive the EC financial contribution and distribute them to the partners as below: </li></ul><ul><ul><li>A first pre-financing of 70% of (160 % of the average EC funding per period, minus the contribution to the Guarantee Fund - 5% of the total EC contribution for the project) </li></ul></ul><ul><ul><li>A subsequent pre-financing of 30% of (160 % of the average EC funding per period, minus the contribution to the Guarantee Fund - 5% of the total EC contribution for the project) will be distributed to the partners on the basis of an Evaluation of the first 12 months of the project . </li></ul></ul><ul><li>Following approval by the EC of each Interim or Final Reports: </li></ul><ul><ul><li>a payment which settles the amounts justified and accepted by the EC during the reporting period concerned by those reports. </li></ul></ul><ul><ul><ul><li>The 1st Interim Payment will be limited to 75% of the EC contribution to be received during the whole project duration. </li></ul></ul></ul><ul><ul><ul><li>The 2nd Interim Payment will be limited to 85%. </li></ul></ul></ul><ul><li>The same procedure will apply for each Reporting Period (Interim or Final report) until the end of the Project. </li></ul>
  20. 20. Certificate on Financial Statement <ul><li>CFS = Form D = previously known as Audit Certificate </li></ul><ul><li>If cumulative requested EC contribution is < 375 000 €, no CFS, even at the end of the project </li></ul><ul><li>Submission of a CFS is mandatory every time cumulative requested EC contribution ≥ 375 000 €: </li></ul><ul><ul><li>INRA </li></ul></ul><ul><ul><li>EVD </li></ul></ul><ul><ul><li>FEM </li></ul></ul><ul><ul><li>IRTA </li></ul></ul><ul><ul><li>DLO </li></ul></ul><ul><li>After submission of the CFS the calculation restarts again from 0 </li></ul><ul><li>It must cover all eligible costs , not only the EC contribution </li></ul><ul><li>It is prepared and certified by an external auditor </li></ul><ul><ul><li>For public bodies : competent public officer </li></ul></ul><ul><li>When ? </li></ul><ul><ul><li>during the corresponding reporting period </li></ul></ul><ul><ul><li>to be provided with the Form C during reporting </li></ul></ul>
  21. 21. Useful tools
  22. 22. Participation to the project <ul><li>Make sure you have read the parts of the DoW describing the work you have to do in the project. </li></ul><ul><li>Partners obligations: </li></ul><ul><ul><li>To keep all documents related to the project until 5 years after the end of the project </li></ul></ul><ul><ul><li>For the EC the end of the project is the date of the last payment </li></ul></ul>
  23. 23. EC documentation <ul><li>Cordis: Reference Documents </li></ul><ul><ul><li>Project Reporting Guidelines </li></ul></ul><ul><ul><li>Financial Guidelines </li></ul></ul><ul><li>Financial helpdesk </li></ul><ul><ul><li> </li></ul></ul><ul><li>IPR Helpdesk </li></ul><ul><ul><li> </li></ul></ul>
  24. 24. Useful tools for you (2 first Deliverables of WP9) <ul><li>The Management Guidelines will be published on May 2011. It is a useful document for every participant in ENDURE which describes: </li></ul><ul><ul><li>the production processes of Deliverables, Milestones and Reports, </li></ul></ul><ul><ul><li>the payment modalities, </li></ul></ul><ul><ul><li>good practices for internal and external communication. </li></ul></ul><ul><li>Collaborative Workspace will be setup in the coming weeks: </li></ul><ul><ul><li>It is the core of the Network </li></ul></ul><ul><ul><ul><li>A secured c ollaborative workspace on the web where all partners can share information </li></ul></ul></ul><ul><ul><ul><li>A place to exchange ideas, data and documents </li></ul></ul></ul><ul><ul><ul><li>A place to enhance internal communication </li></ul></ul></ul><ul><ul><ul><li>A place to help you to achieve the work to be done in your activity </li></ul></ul></ul><ul><ul><li>You will be provided soon a personal LOGIN and a PASSWORD </li></ul></ul><ul><ul><ul><li> Contacts of all the persons from your organisation who will be involved in the project </li></ul></ul></ul>
  25. 25. <ul><li>Demonstration of the workspace </li></ul><ul><li>Agreement to put the presentations of the KoM on it </li></ul><ul><li>+ collection of the Workshop feedback sheets </li></ul>
  26. 26. <ul><li>Thank you for your attention </li></ul><ul><li>+ Evaluation of the meeting </li></ul>