Transcript Slide 1

EDLocal Kick-Off Meeting
25-27 June 2008
The Role of the PO
The Grant Agreement
Reviews and Payments
Dissemination & Awareness
Ray Hudson
Role
 Help the project negotiate the magic and
beauty of EC rules and procedures concerning
the grant agreement
 Establish a good working relationship with the
coordinator
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What Do They Do?
 Review and approve (or not) project
deliverables
 Check requests for pre-financing and financial
statements
 Attend project meetings
 Chair project review meetings
 Communicate normally through the coordinator
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Share.TEC Kick-Off Meeting
16-17 June 2008
The Grant Agreement
Model Grant Agreement
Change in terminology:
 Contract
 Grant Agreement
 Contractor
 Beneficiary
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Signature and Accession to Grant
Agreement
 The grant agreement will be signed by the co-ordinator and
the Commission only
The other beneficiaries will have
to complete and sign Annex III Form A
“Consent of the beneficiaries to accede to the agreement”
 Other legal entities may accede to the grant agreement
later by means of Annex III form B, subject to acceptance
by the Commission.
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Consortium Agreement
Concluded between Beneficiaries specifying or supplementing the
Grant Agreement
Not compulsory, but highly recommended
Possible issues (examples):
Technical provisions
 Technical contribution and resources of each beneficiary
Commercial provisions
 Exploitation of results
 Ownership of results
Organizational provisions
 Committees – procedures, roles, etc.
Legal provisions
 Applicable law; settlement of disputes
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Duration
Project duration specified in contract (e.g. 24 months)
Eligible costs beyond project duration:
(Art II 13)
 costs for drawing up final report within a max.
period of 45 days after end of project
(coordinator only)
 costs for reports, dissemination of knowledge,
monitoring and evaluations if specified in
Annex I in the time-limits set out
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Amendments
(Article 9)
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Always in writing.
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Requests to be submitted by coordinator on behalf of the
consortium.
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The coordinator ensures adequate proof of the consortium’s
agreement.
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Commission can refuse amendment.
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Beneficiaries may transfer between themselves amounts (breakdown in
Annex I) within the limit of 20% of the budget of the recipient.
Coordinator informs Commission (Art II 13 par 4).
Transfers of higher amount require amendment.
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Role of the Coordinator
(Art II.2)
The coordinator is in charge of the technical, financial and
administrative coordination of the project.
 He is the intermediary between the beneficiaries
and the Commission.
 He transmits to the Commission all documents and
correspondence.
 He checks and submits the deliverables.
 He distributes the funds and informs the
Commission about it.
 Other issues as set out in Art II.2.
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Role of the Beneficiaries
(Art II.2)
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Designate one or more persons who direct the work and ensure
correct performance
Keep signed original copies of subcontracts
Forward to the coordinator all data needed to draw up the
deliverables
Forward financial statements
Take part in meetings concerning the supervision, monitoring
and evaluation of the project where relevant
Provide information requested by the Commission.
etc.
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Collective Responsibility
(Art. II 8)
 Technical collective responsibility
Responsibility for carrying out
the work of a defaulting beneficiary
 Financial collective responsibility for beneficiaries
The consortium will have to reimburse
the amount due to the Commission
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Coordinator – Contract Management
Deliverables #1
(Art 7, Art II.3 )
Deliverables are submitted by the coordinator in one original (paper)
copy and one electronic copy
 progress reports
 deliverables designated as such in Annex I (e.g. a
document analysing the available digital content)
 the financial statements
 the final report
 other information requested by the Commission
Deliverables are subject to approval by the Commission.
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Coordinator – Contract Management
Deliverables #2
(Art II.4)
Approval of deliverables

Commission evaluates the deliverables, approves or rejects
them or asks for changes within 45 days.
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If remarks from the Commission are not received within 45
days, the deliverable is deemed to be approved.
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The Commission may revise the approval of any
deliverable, following an audit or a review.
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Coordinator - Financial management #1
(Art II.17 par1(e))
Pre-financing
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Amount transferred to the coordinator. The coordinator passes the
corresponding share to each beneficiary and informs the
Commission about it (Art II.2).
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The pre-financing remains the property of the Communities.
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The coordinator informs the Commission of the amount of any
interest yielded by the pre-financing (annually and/or when the
payment request is submitted).
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Coordinator & Beneficiaries - Financial
management #2
(Art II.16)
Accounting
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Each beneficiary maintains the accounts for the project and
appropriate documentation to justify the costs reported.
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… for at least 5 years after the agreement completion date
(i.e. date of final payment) (audits!).
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Accounting rules to be applied: the accounting conventions of the
State in which the beneficiary is established.
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Coordinator & Beneficiaries- financial management 3
(Art II.16)
Working time records
Working time charged must be recorded throughout the
duration of the project
… and be certified
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by the person in charge of the work designated by the
beneficiary (not the member of staff concerned!)
or by the duly authorised financial officer of the
beneficiary.
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Contract management - Coordinator & Beneficiaries
Subcontracting #1
(Art II 5)
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Only for those elements of the work clearly identified in
Annex I. Core tasks are disallowed.
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Subcontract to be awarded to the bid offering best value for money
(best price-quality ratio) and market prices, under conditions of
transparency and equal treatment.
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Prior written approval where:
 the cumulative amount of (all!) subcontracts of a
beneficiary is
• > 20% of his estimated eligible costs or
• > EUR 100 000, whichever is lower
• or subcontractor is established in a third country
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Contract management
Subcontracting #2
(Art II 5)
The beneficiary is solely responsible for carrying out the
work. He makes the necessary arrangements to ensure this.
The beneficiary ensures that the subcontract obliges the
subcontractor:
 to submit invoices making reference to the project and
giving details of the service or supply rendered
 to submit to the audit, ownership, confidentiality, publicity
rules
 to waive any rights in respect of the Commission stipulated
under the Grant Agreement.
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Intellectual property
(Art II.10)
 Knowledge resulting from the project shall be the property
of the beneficiaries carrying out the work leading to that
knowledge.
 Each beneficiary shall grant the Commission the right, on
a royalty-free basis, to translate, reproduce, use, publish
and distribute any document on whatever medium
established under the project.
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And please bear in mind ...
 That the coordinator is the key link between the
consortium and the EC
 To study the entire grant agreement - it will answer
most of your questions
 To keep your project officer informed of any event
likely to impact the project in due time
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Share.TEC Kick-Off Meeting
16-17 June 2008
Reporting, Reviews and Payment Requests
Deliverables – Reporting #1
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Progress reports – Final report
Deliverables (Deliverables List - DoW)
Financial statements
Any other information in response to
Commission request
To be submitted on due date set in grant agreement;
Commission provides templates
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Deliverables – Reporting #2
Deliverables provide information on project
achievements according to
 work phases set forth in work packages
 time schedule provided in deliverables list
contained in Annex I (DoW).
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Deliverables – Reporting #3
Progress Reports describe
 work progress and results
 By work package and task
 Status deliverables – events
 Indicators: actual vs expected
 resources employed
 By work package and beneficiary (record working
time accordingly)
 departures from work schedule
 Substantial departures may require amendment
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Deliverables – Reporting #4
The Final Report describes
 all work done
 objectives, results and conclusions
 exploitation prospects
and includes a
 summary for publication
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Reviews – Technical Review
Technical review to verify that project is
carried out in accordance with agreement
 any time up to agreement completion date, usually prior
to mid-term pre-financing and at end of project
 confidential exercise - outside experts
 beneficiaries obliged to cooperate
 review report to coordinator
 May lead to revision of approval of deliverables
Review conclusions determine further fate of project:
Green light to continue, yellow card for omissions,
red light for termination
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Reviews – Financial Audit
Financial audit to ascertain eligibility of
 costs and
 working time
charged to agreement
Keep project accounts and time sheets for at
least 5 years after agreement completion date
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Payment Requests – Payments
Two types:
 Pre-financing
 Final payment
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Payment Requests – Pre-financing #1
 Up to 80% of estimated Community financial
contribution
 Payable in instalments
 Paid to coordinator who distributes to other
beneficiaries
 Remains property of Communities
 Interest/equivalent benefits yielded by prefinancing to be notified annually and offset
against grant at end of project
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Payment Requests – Pre-financing #2
Payment of pre-financing instalments
1st instalment within 45 days of
 TP, CEP: Accession of all beneficiaries mentioned in DoW
 TN: Date of entry into force, i.e. following signature by
coordinator and Commission
Required documents:
 TP, CEP: copy of duly signed Annex III «Form A – consent of
the beneficiaries to accede to the agreement» for all
beneficiaries mentioned in DoW
 TN: duly signed grant agreement
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Payment Requests – Pre-financing #3
Payment of pre-financing instalments
Subsequent instalments within 45 days of
 According to payment schedule in Annex I (DoW)
 Approval of deliverables due during preceding project period
 Where organised, endorsement of approval of deliverables
by mid-term technical review
Required documents:
 Payment request accompanied by cost report (Commission
provides template)
 Demonstrating that consortium has incurred > 70 per cent
of earlier pre-financing based on eligible costs incurred to
date
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Payment Requests – Prefinancing #4
2nd Progress Report
Pre-financing request
1st Progress Report
D1
D2
D3
Dn
Approval of
Deliverables
Reports
Payment of
pre-financing
Technical
review
M0
M6
M12
45 days
45 days
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Payment Requests – Final Payment #1
 Outstanding balance after deduction of prefinancing and interest/equivalent benefits
yielded by pre-financing from total eligible
costs
 Paid to coordinator who distributes to other
beneficiaries
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Payment Requests – Final Payment #2
 Settlement of final payment
Within 45 days of
 Approval of deliverables due during preceding project period
 Where organised, endorsement of approval of deliverables
by final technical review
Required documents:
 Payment request accompanied by final financial statement
(Commission provides template)
 Reporting total eligible costs incurred for the project by
beneficiary
 Audit certificate?
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Payment Requests – Final Payment #3
 External audit certificate of all financial
statements and underlying accounts
 To be deliverered with final financial
statement
 by each beneficiary requesting a total
Community contribution > 325,000 EUR
 Purpose: to certify that costs declared meet
conditions of grant agreement
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Payment Requests – Final Payment #4
4th Progress Report
Final Report
Financial Statement (Audit Certificate?)
3rd Progress Report
D5
D6
D7
Dn
Approval of
Deliverables
Reports
Final Payment
Financial Statement
Technical
review
M12
M18
M24
45 days
45 days
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Payment of Community Contribution - Summary
 Pre-financing in instalments up to 80% of EC contribution
Approval of deliverables and
statement that consortium has
incurred > 70% of earlier prefinancing
Final payment after approval
of all deliverables and
financial statement
20%
40%
M0
40%
40%
40%
40%
M12
M24
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Suspension of Payments
Commission may suspend any payment where
 Payment request does not comply with agreement
 Supporting documents (e.g. deliverables, reports,
additional information requested by Commission)
have not been produced
 Additional checks are required (e.g. a deliverable or
report do not provide sufficient information; costs
declared in final financial statement appear
ineligible)
 It decides to hold a financial audit or technical
review
 It suspects fraud or serious financial irregularity
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Brief Reminders: Eligible Costs
 Necessary for project
 Reasonable
 Cost-effective
 Incurred during project duration
 Exclude any profit margin
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Brief Reminders: costs that cannot be claimed
List in Article II.13 (2), e.g.:
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Entertainment or hospitality expenses
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V.A.T.
but also costs covered by Overheads:
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general management and administration costs
depreciation of buildings and equipment
rent, heating, water, electricity, office furniture
personal computers, office supplies including
printer ink and stationery
telecommunications and postal charges
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Share.TEC Kick-Off Meeting
16-17 June 2008
Dissemination and Awareness
Dissemination & raising awareness
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Project web-site
Press release (press/radio/TV)
Media briefing
Conference
Exhibition
Publications
Posters
Flyers
Direct e-mailing
Film/video
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Article II.11 - Publicity
You are requested to:
 mention that the project has received funding from the
Community, and shall indicate the relevant Community
programme:
co-funded by the
Community programme
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 state in any communication that the author is solely responsible
for it and that it does not represent the opinion of the
Community and that the Community is not responsible for any
use that might be made of information contained therein.
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Commission dissemination activities
 Communications
 Conferences
 Working groups for the preparation of
future Commission activities
 Articles
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eContentplus website
 Project information:
 the beneficiary’s name and address
 the subject and purpose of the grant
 the amount granted and the proportion of the
project’s total cost covered by the funding
 Link to project website
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PowerPoint presentation
With key messages in terms that will be
understandable to non-specialists.
It should provide information on:
 project objectives
 expected results and by when
 how will I benefit from the project
 partners description and their role
 Contact details
… and at the end of the project:
 achievements
 showcases
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Project Web-site
 Provide information about the project (to be updated
regularly)
 Objectives
 Consortium
 Status of the project
 Deliverables
 Events
 Attract new stakeholders
 Being the source of info for the specific field.
 Linking with other relevant web-sites
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Public Annual/Final Reports
Used to inform and promote your project, activities and
results:
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Brief description of the project
Achievements
Results
Future work-plan and exploitation prospect
It should be understandable by the wide public.
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eContentplus Best Practice & Thematic
Networks
Best Practice and Thematic networks bring together
relevant stakeholders, expertise and facilities for
awareness raising and consensus building.
Be proactive!
 Inform them about your project
 Contribute to their activities
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