This document summarizes key management issues and deliverables for a research consortium. It outlines the addition of two new partners, reviews the deliverable submission process, and provides tables listing deliverables due in the first two years of the project including their work package, leader, nature, dissemination level, and planned delivery date. Key deliverables include descriptions of ideotypes and genetic materials, new versions of analysis software, databases of phenotypic and genotypic data, and dissemination materials like newsletters and websites.

1. Management
issues
9th February 2012, Prague

2. Main management issues
• Addition of 2 new partners (KU-Leuven and
RC-Laimburg) in the Consortium is ongoing
• Change of Project Officer

3. DELIVERABLES AND REPORTS

4. Deliverable review process
• Deliverables are contractual elements to be
provided at a specific delivery date to the EC.
• In case a delay is foreseen, please inform me
as soon as possible.
Ask for revisions if
needed
Due date
WP Coordinator
Author
Leader Project Manager EC
Write the
deliverable Check & approve Check & validate

5. Deliverables due during the first 2
years of the project
Due Date
2011 2012
2012
Initial
Year 1 Year 2
Year 2
WP Del. Description
Ma. Ap. May Ju. Ju. Au. Se. Oc. No. De. Ja. Fe.
Ma. Ap. May Ju. Ju. Au. Se. Oc. No. De. Ja. Fe. Ma. Ap. May Ju. Ju. Au. Se. Oc. No. De. Ja. Fe.
1 2 3 4 5 6 7 8 13 14 15 16 17 18 19 20 21 22 23 24
9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
1 D1.1 Description of ideotypes and breeding schemes M12 I P
2 D2.1 Detailed description of available genetic material carrying the chosen traits M23 useful for breeding
and II
D3.1 List of EU-founders and indications on their level of exploitation in breeding.M10 I P
3 D3.2 New version of the FlexQTLTM with several new capacities and functionalities. M24 II
D4.1 I collections.
Description of phenotypic and genotypic variability using available data in (i) in 4 peach germplasm collections and (ii) in 5 apple germplasm collections.
M12
4 D4.2 Database uploaded with already-available phenotypic characterisation of the 600 peach cultivars of the selected core collections (4 CC of 150 cultivars each) and the 1500 app
M24 II
each) and the 1500 app
D5.1 List of the tools and protocols developed for phenotyping new (sub)-traits. M12 I
5 D5.2 Identification of effective tools or protocols to characterise (sub)-traits. M24 II
D6.1 Low density apple genotyping array (384 SNP array) is made available. M4 I, 0
D6.2 Medium density apple genotyping array (3-9K SNP array) is made available M12 I
6
D6.3 The peach GWA genotyping array (9K SNP) is made available M12 I
D6.4 Apple GWA genotyping array (ca. 50K SNP array, final density to be decided based on LD extension (see milestone year 1.5) is made available.
M24 II
D7.1 Fruit Breedomics database frame M12 I
7 D7.2 Complete collections of trait phenotypic data from genetic material available and complete list of identified genomic variation.
M24 II
D8.1 Project website and brochure. M6 I X 0
D8.2 Detailed stakeholder requirements compiled from the seminars. M9 I P I
8 D8.3 Publication of annual newsletters M12 I II
D8.4 Printing the Booklets M24 II
D8.5 Mapping of the connections established with other project and initiatives. M20 I
D9.1 Kick-off meeting (including ExCom meeting). M1 I 0
D9.2 Project Collaborative workspace. M3 I,0
9 D9.3 Management Guidelines. M3 I X,0
D9.4 I
Organisation of Annual Project Meetings (including meetings of the ExCom, the General Assembly, and the Stakeholder Advisory Board) and preparation of minutes.
M12 preparation of minutes. II
D9.5 1st Reporting Period consolidated technical and financial reports M20 I

6. Deliverables due during the second
year of the project
Dissem Delivery
N° Deliverable title WP N° Leader Nature ination date
level (planned)
Description of ideotypes and breeding M12
D1.1 schemes WP1 INRA R RE
(M15)
Detailed description of available genetic
D2.1 material carrying the chosen traits and WP2 CRA R RE M23
useful for breeding
List of EU-founders and indications on M10
D3.1 their level of exploitation in breeding. WP3 DLO R RE
(M18)
New version of the FlexQTLTM with
D3.2 several new capacities and WP3 DLO P CO M24
functionalities.
Description of phenotypic and genotypic
variability using available data in (i) in 4 M12
D4.1 WP4 CRA-W R RE
peach germplasm collections and (ii) in 5 (M17)
apple germplasm collections.
Database uploaded with already-
available phenotypic characterisation of
the 600 peach cultivars of the selected
D4.2 WP4 CRA O RE M24
core collections (4 CC of 150 cultivars
each) and the 1500 apple cultivars from 5
European CC.
List of the tools and protocols developed
D5.1 WP5 INRA R PU M12
for phenotyping new (sub)-traits.
Identification of effective ols or procols
D5.2 WP5 INRA R PU M24
characterise (sub)-traits.

7. Deliverables due during the second
year of the project
Medium density apple genotyping array (3- M12
D6.2 WP6 FEM P Co
9K SNP array) is made available (M15)
The peach GWA genotyping array (9K
D6.3 WP6 FEM P Co M12
SNP) is made available
Apple GWA genotyping array (ca. 50K SNP
array, final density be decided based on LD
D6.4 WP6 FEM P Co M24
extension (see milesne year 1.5) is made
available.
D7.1 Fruit Breedomics database frame WP7 PTP P RE M12
Complete collections of trait phenotypic
data from genetic material available and
D7.2 complete list of identified genomic variation. WP7 PTP R RE M24
D8.2 Detailed stakeholder requirements compiled
WP8 INRA R RE M9 & M21
from the seminars.
D8.3 Publication of annual newsletters M12 &
WP8 IRTA O PU
M24
D8.4 Printing the Booklets WP8 IRTA R PU M24
D8.5 Mapping of the connections established
WP8 IRTA R RE M20
with other project and initiatives.
D9.4 Organisation of Annual Project Meetings
(including meetings of the ExCom, the
General Assembly, and the Stakeholder M12 &
WP9 IT O RE
Advisory Board) and preparation of minutes. M24
D9.5 1st Reporting Period consolidated technical
WP9 IT R RE M20
and financial reports

8. Milestones
• Milestones are significant points or events in
the project to follow-up the project
progresses.
• No official report is necessary.
• Each milestone must at least lead to a short
description of the result that must be
uploaded on the workspace for internal
purpose: even if they are only working
document and not beautiful reports.

9. Overall planning
2nd Pre-financing = Kick-off, Annual Meetings and Final Conference
M13
= Lead to
March 2012
Evaluation 1st Interim Payment 2nd Interim Payment
Procedure M22 M42
M12 Dec. 2012 Aug. 2014
Final Payment
EC Review EC Review M60
M21 M39 Feb. 2016
1st Pre-
financing Periodic Periodic
M3 Report Report Final Report
May 2011 M20 M38 M56
First Reporting period Second Reporting period Third Reporting period
M1 M18 M36 M54
March 2011 Aug. 2012 Feb. 2014 Aug. 2015

10. M12-Evaluation procedure
– In addition to the 3 reports due to the EC, an
Evaluation Procedure is taking place to check
the good start of the project.
• It 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).
• It will be done on the basis of scientific and
technical indicators in order to check the
adherence of each Partner contribution with that
outlined in the DoW (tasks, milestones,
deliverables).

11. FruitBreedomics
M12-Evaluation procedure
M12-Evaluation Procedure
29
Annual
Meeting February
24 March
9 January 1 February 5 March 21 March 10 April
M11 M12 M13 M14
Missing partners’ reports:
IT
Partners Coord.
Provides WP Leaders
•ASF Fill in the report
report Analyze and IT
Makes the
template
•Novadi
templates synthesize Compiles the
payment to
the validated
their reports report for the
•DLO whole project
partners
•ARC
ExCom
•PFR Checks and Coord. + IT
validates Analyze
reports IT
Informs the
partners for
which payment
is retained if
any
• The payment will be made after approval by the ExCom.
• More details can be found in the Reference Sheet N°7 of the
Researchers’ Guide.

12. M18-Periodic report
• Covers the period from 1st March 2011 to 31st August 2012
• This report includes:
• A scientific report of the tasks the partner contributed to (including
the Use of foreground and dissemination activities). This report should
include a description of the work progress towards the objectives of
the project compared to the planned objectives of the DoW.
• Cost declaration (Financial Statement = Form C) to be filled in online
and signed after validation of the form by the project manager
• Detailed justification of costs and resources deployed by each
contractor during the reporting period (Detailed Form C)
• Templates will be made available after the end of the M12-
Evaluation
• The EC asks for a technical report restricted to the description of
the work done in order to justify the costs declared by the partners.
• The actual results of the project should be described in more
details in the Deliverables which are the actual outcomes of the
project and can be added as Attachments to the report.

13. M18-Periodic report
• Note the dates in your agenda
FruitBreedomics
• Forward these deadlines to your financial and administrative
services (check that these contacts are Process contact list)
M18-Reporting correct in the
31 August 31
October
10 September 20 September 15 October
1 August 28 September 10 October 24 October
M18 M19 M20
Scientific Report
IT
Partners
Provides WP Leaders
Fill in the report IT
report Analyze and synthesize ExCom
template Checks and Checks and Coord. + IT
templates their reports
Compiles validates Write the
the report final report
IT EC
Financial Report
Partners
Provides Fill in the report templates: IT
report Checks & Partners
1. Annex I “FormC” Sign the FormC IT
templates 2. Annex II “Detailed FormC” Compiles Checks and
validated by the
3. A Word file with partner Project Manager Compiles
information

14. FINANCIAL ISSUES

15. Financial issues
• Refer to the Reference Sheet N°9 of the Researchers’ Guide
for general principles
• Temporary and permanent staff must declare their working
time on timesheets (no FruitBreedomics standards)
• Reimbursement of congress costs:
– The EC recently reminded the rules to ask reimbursement of
the participation to a scientific congress under the frame of an
EU project:
• there must be an action of dissemination (poster minimum in Europe;
oral communication minimum outside of Europe) by the person
asking reimbursement of his/her travel,
• it is limited to one person per institute (or per research units for large
institutes like INRA).
– To have more researchers attending a congress, you have to
provide justifications that will be forwarded to the Project
Officer for validation. If you don’t do so before attending a
congress, the EC might refuse to reimburse your costs.

16. EC Financial contribution per
activity
MAXIMUM EC CONTRIBUTION
Non-profit public bodies,
secondary and higher
ACTIVITIES education establishments, Others
research organisations
and SMEs
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 %

17. Payments
European
Commission
• Pre-financing : contract signature + 45
days
• Interim or Final payments: 105 days after
receipt of the validated report
INRA Transfert INRA
Preparation of No more than 15 days after receiving the
payments EC payments
PARTNER 1 PARTNER 2 PARTNER n

18. Next Payments
• On the basis of M12-Evaluation and following the
validation by the ExCom, the Coordinator will
distribute the second part of the pre-financing to the
partners at the end of April 2012:
– 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).
• Following approval by the EC of the first M18-periodic
report, the Coordinator will distribute:
– a payment which settles the amounts justified and
accepted by the EC during the first reporting period. This
payment will be limited to 75% of the EC contribution to
be received during the whole project duration and might
be distributed around December 2012

19. USEFUL TOOLS FOR ALL
PARTICIPANTS OF THE PROJECT

20. Researcher’s Guide
• The FruitBreedomics Researcher’s Guide
is intended to help all the persons
involved in the project.
• It sets up common rules to be applied by
all.
• Please print it and have it available at all
time on your desk. It will answer most of
your questions about your participation to
the project and the EC rules in EU-funded
projects.

21. Collaborative workspace
• The collaborative workspace has been designed to help
you to achieve your tasks in the project.
• It is not a web-site but a place where you can exchange
ideas, information and documents with other
FruitBreedomics participants, plan meetings, etc.
• This tool is the core of the project so do not hesitate to
use it.
• All the minutes of the workshops organised by your
tasks should be available on the workspace so that
other members of the project can see what is going on
in your task.
• The Internal Newsletter displays links to the workspace

22. External communication
• Every partner must be actor of external communication
by:
– adding a link on the website of your organization to the
FruitBreedomics website,
– providing input to the FruitBreedomics website if you have
some items to disseminate to the outside world,
– representing FruitBreedomics at national or International
events,
– spreading information about FruitBreedomics in your country
and to your usual contacts (national projects, press, etc.).

23. Communication tools
• Dedicated communication tools to present the project
have been developed by WP8. You can find them on the
workspace:
– A PowerPoint template
– A Poster template
– A general PowerPoint presentation of the project
– A general Poster presentation of the project
– The logo of the project
• The brochure of the project is now available. Each
partner organization will receive some copies. Do not
hesitate to use it when you present FruitBreedomics in
your country or when you go to a conference. If you
need some additional copies, contact Joan Bonany
(Joan.Bonany@irta.cat).

24. Stakeholder Platform
• The objectives of the Stakeholder Platform are:
– to provide preferential contact for the dissemination of the
project’s outcomes to society,
– to discuss the most promising results and how they should be
transferred.
• The Stakeholder Platform gathers representatives of all
players intervening in the supply chain from
scientists, breeders, germplasm collection
curators, nurserymen, to cooperatives, and growers.
• Do not hesitate to propose additional contacts in order
to enlarge the platform and ensure the efficient uptake
of FruitBreedomics results. Send your propositions of
contacts to Joan Bonany (Joan.Bonany@irta.cat).

25. Publication
• Publications and communications are an important part
of the evaluation of the success of a project by the EC.
We therefore remind you that:
– Any project of publication must be submitted through the workspace
30 days before publication (or 30 days before submission in the case
of a scientific paper) following the process described in the
FruitBreedomics Researcher’s Guide (Reference Sheet N°5). This
concerns all publications linked to FruitBreedomics funding which are
not necessarily 100% financed by FruitBreedomics but for which some
funding have been received.
– It is mandatory acknowledge EC funding in every publication or
communication.

26. Next meetings organisation
• Next ExCom meeting by Phone beginning
of March 2012
• 2013 Annual Meeting in IRTA
– Dates and location will be chosen in the
coming weeks/months

27. EC documentation
• Cordis: Reference Documents
http://cordis.europa.eu/fp7/find-doc_en.html
– Project Reporting Guidelines
– Financial Guidelines
• Financial helpdesk
www.finance-helpdesk.org
• IPR Helpdesk
www.iprhelpdesk.eu

28. Thank you for your attention
+ Evaluation of the meeting
+ Demonstration of the workspace if time