Transcript HORIZONTAL-ORG Kick

Community Research
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« ARCHAEOMAP» project :kick-off meeting in Palermo 7/12/07
Kick-Off Meeting
Michel CHAPUIS
European Commission
DG Research, Unit I 3 “Environmental Technologies and
Prevention of Pollution”(cultural heritage issues)
e-mail :[email protected] ; tel 32 2 2954106
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Overview (“memo”)
Part 1: Administrative and financial issues
Context of the “
ARCHEOMAP” Project
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Project history and current status
Contract
Consortium agreement
Management
Communication issues
Financial aspects
Reporting and labelling of documents
Working language (meetings and
minutes)
Meetings
Publications
FP6
Experts
Part 2: Information on situation of EU
research policy
•From FP5 & FP6 to FP7,
•Policy initiatives : ECTP –FACH & ERA-NET
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Part 1: Administrative
and
financial
issues -Context of the “ARCHAEOMAP”
project
 Coordination Action “ARCHAEOMAP”selected following a call for
proposals under FP6 “Scientific Support to Policy”(SSP-5)
 EC DG Education and Culture with DG Research have identified this
task as being in need of research results
 The project must therefore ensure:
 Work and
results are focused on the needs of policy development and
implementation
 Dissemination of the results to the relevant players in appropriate
specified format
 General acceptance of the results
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Contract Overview
Contract body:
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Identifies consortium, scope, duration, Community financial
contribution
Defines reporting periods, payment modalities, applicable law,
amendments
Annex I: The Description of Work:
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Describes the work to be done, management of the project,
deliverables and milestones, financial overview
Annex II: General Conditions:
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Details all general contractual aspects such as changes to
partnership, termination of contract, rules for reporting, intellectual
property rights, etc.
No other annexes
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Contract Overview
 The main contract is signed by the co-ordinator and the
Commission
 All other partners must accede to the contract within 45 days
from entry into force (using special “Access A” form ) (Art. 2)
 All partners have equal rights and obligations (only the coordinator has more obligations)
 Scientific/technical and financial collective responsibility
(II.17 and II.18)
 Key dates:
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Project start date is 1st November 2007 (long negotiation)
Duration is 24 months (from 1/11/07 (entry into force) until 31 /10/ 09)
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Consortium Agreement
 Obligatory from the start of the project (Art. 1)
 Complements the contract with the Commission
 May regulate aspects such as:
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co-operation
financial aspects
exploitation of results
protection of knowledge
etc.
 Help in preparing a consortium agreement can be found at
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http://www.ipr-helpdesk.org/index.htm
http://europa.eu.int/comm/research/fp6/working-groups/modelcontract/index_en.html
 Duration of consortium agreement may extend beyond the duration of
the contract
 The Commission is not a partner to the consortium agreement 6
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Management
 Consortium of partners lead by co-ordinator
 All contact with DG Research in the Commission must go through the coordinator (Art. 11)
 Apply modern management techniques
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Follow and record progress of work (draft minutes sent for comments to all
partners less than 2 weeks after the consortium meeting)
Review scheduling and consumption of resources very regularly (every 6
months or less)
 Pick up problems early – then they are more easily corrected
 If mandatory changes to contract (Art. 10: amendment of contract )
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Avoid unnecessary changes : cause excessive administrative load and delays
Should be justified by objective causes
Submitted by the project coordinator on behalf of the consortium
Amendments due to mismanagement will not be accorded
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Financial Aspects
 Budget breakdown in DoW (annex I of contract)
 Fixed cost categories are replaced by conformity to the participants’
own accounting rules and legal environment (but still direct/indirect
costs and subcontracting costs)
 Costs must be
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actual, economic and necessary for the project
incurred during the duration of the project (exception for final report)
recorded in the accounts of the participant
 Audit certificates (one per partner , Art. 6 and 7)
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External auditor
Competent public officer for public bodies
 In addition to normal accounting rules - keep records of the time
devoted to the project
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Financial Aspects
Full details in the contract (Art 8 and II.19-II.28) and the Financial
Guidelines downloadable from
http://www.cordis.lu/fp6/find-doc.ht
 Community financial participation:
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Maximum amount given in contract (Art. 5)
Up to 50% (100% for partners on AC cost scheme) for RTD activities
Up to 100% for management activities with an upper limit of 7% of the total
Community contribution
 Pre-financing based on expected cost for next 18 months (85% initial)
 In case of non audit required at the end of 1st year ,minimum level of expenses
done at end of 1st year for receiving new EC payment (in principle according to
current EC rules , minimum level for allowing payment is in principle 70% of prefinancing)
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Reporting
 Standard reporting is specified in article II.7 of the contract
 Additional reporting may be specified :eg Mid-term Assessment
Report
 Submitted within 45 days for the approval of the Commission
 Reporting guidelines ( sent by Project Coordinator to all partners :
also available on the EC Cordis server at
http://cordis.europa.eu.int/fp6/find-doc-management.htm#reporting
see “guidance notes” )
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Full Reports each 12 months
 Periodic activity report
 Overview of
activities
 Progress towards the objectives
 Milestones and deliverables
 Problems and corrective actions
 Updated plan for using and disseminating knowledge
 Periodic management report
 Justification of
resources deployed
 Financial statement per contractor
 Summary financial report
 Reporting each 6 months based on minutes of each 6 months Meeting
 Report on distribution of Community financial contribution
 Audit certificates (at 24 months)
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Other reports
 Final
activity report covering all the work, objectives results and
conclusions and a final plan for using and disseminating the knowledge
 Final management report
both reports to be agreed by all consortium partners ( unless specific
problem raised to EC Project Officer)
 Copies of the project deliverables specified in the DoW to be
supplied together with the reports for the relevant period (must be
agreed by all partners before sending them to the EC)
 Copies of draft agendas and consortium meeting reports (in
principle around each 6 months ) sent to EC Project Officer
respectively before and after meetings
 DVD recommended for optimal dissemination &exploitation of results
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Reporting schedule
 Project duration: 1 November 2007- 31 October 2009:
+ 12 months: Periodic activity report and management report (month
1-12)
+ 24 months: Final activity report and final management report (month
12-24)
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Meetings
 Inform EC-DG Research Project Officer to allow him to participate (if
possible, once a year: kick-off, mid-term, final seminar or event )
 Whether appropriate, the EC can be assisted by a third party (Project
Technical Assistant or expert ) to monitor the progress all over the
course of the project, or only at mid-term of the project (12 months)
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Publications
 The publicity for the project is very important
 Three rules from the contract (II.12):
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any notice or publication by the contractors about the project,
including at a conference or seminar, must specify that the project
has received research funding from the Community’s Sixth
Framework Programme.
Where use of the European emblem, or any similar trademark or
logo, is envisaged, prior approval shall be required from the
European Commission (this can be lightened ).
Any notice or publication by the contractors, in whatever form and
on or by whatever medium, must specify that it reflects only the
author’s views and that the Community is not liable for any use that
may be made of the information contained therein.
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Experts for Evaluations
 Experts are required for proposals evaluation, project reviews, etc.
 If you are interested or you know potential candidates, please submit
applications on CORDIS (also inform EC Project Officer):
https://cordis.europa.eu/emmfp7
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Part 2: Information on situation of EU
research policy
From FP5 and FP6 to FP7
• ECTP (European Construction Technology Platform)
FACH initiative (ECTP “Focus Area” on Cultural Heritage)
• ERA-NET
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FP6 Priority 8.1: Policy-Oriented research
« Scientific Support to Policies (SSP)
2002-2006 related to DG Research,
Directorate “Environment”)
Area 1 Sustainable management of Europe’s natural
resources
•Environmental assessment (soil, water, air, noise,
chemicals)
•Assessment of environmental technologies
Area 3 Underpinning the economic potential and
cohesion of a larger and more integrated EU
•Forecasting and developing innovative policies for
sustainability in the medium/long term
•3.6 The protection of cultural heritage and associated
conservation strategies
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Clustering in Cultural Heritage
FP5-FP6 Projects
Impact of climate change and air pollution on cultural heritage:
CARAMEL, MULTIASSESS, CULTSTRAT, NOAH’s ARK
Damage preservation & restoration on historic buildings and
monuments: ONSITEFORMASONRY, DIAS, ASSET, COMPASS, ROCEM,
FORTMED, McDUR, FIRE-TECH,HISTOCLEAN, GRAFFITAGE,
SALTCONTROL, DESALINATION, CONSIST, CHEF, SPRECOMAH
Novel Microbiological Tools for conservation: COALITION, CATS,
BIOREINFORCE, BACPOLES, BIOBRUSH, BIODAM
Environment inside museums and damage assessment of movable
assets: IMPACT, MIMIC, MASTER, LIDO, VIDRIO, IDAP,
MULTIENCODE, PAPYLUM, INKCOR, MIP, MODHT, TEXMED, LASERACT,
SURVENIR, PAPERTREAT, FING-ART-PRINT, COLLAPSE, SENSORGAN,
COINS, PROPAINT, CONSTGLASS, AUTHENTICO
Integration of C.H. in the urban and rural setting, archaeology,
landscapes and cultural tourism: SUIT, APPEAR, DEMOTEC,
HERCOMANES, PICTURE, ARCHAIA, ARCHAEOMAP
Others: CHRAF
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What next ?
 ARCHAEOMAP for concrete/effective deliverables for « integrated and
preventive conservation strategy »(« holistic approach » : all deliverables and
meeting reports recorded in « private part » of website to be set up very soon
(also initial leaflet requested as « visiting card » ); DVD ?
 Importance of exchange of information, coordination and complementarity,
with most connected projects
 Contribute to define and express further research needs for FP7 as regards the
coastal , submerged, maritime and archaeological cultural heritage (call
foreseen in FP7 on these topics : indicative time -table 2010-2012).
 Contribution of ARCHEOMAP to specifications/methodology ( cf
interdisciplinary methodologies) and for training of professionals;
…/…
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Thank you for your attention; I wish you most
successful and concrete results for the
“ARCHAEOMAP”project..
Michel Chapuis, EC Project Officer(07/12/07)
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