EDLocal KickOff Meeting 2527 June 2008

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Title: EDLocal KickOff Meeting 2527 June 2008

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Title: EDLocal KickOff Meeting 2527 June 2008

1
EDLocal Kick-Off Meeting25-27 June 2008

The Role of the PO
The Grant Agreement
Reviews and Payments
Dissemination Awareness
Ray Hudson

2
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

3
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

4
Share.TEC Kick-Off Meeting16-17 June 2008

The Grant Agreement

5
Model Grant Agreement

Change in terminology
Contract Grant Agreement
Contractor Beneficiary

6
Signature and Accession to Grant Agreement

The grant agreement will be signed by the
co-ordinator and the Commission only
Other legal entities may accede to the grant
agreement later by means of Annex III form B
subject to acceptance by the Commission.

The other beneficiaries will have to complete
and sign Annex III Form A Consent of the
beneficiaries to accede to the agreement
7
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

8
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

9
Amendments

(Article 9)
Always in writing.
Requests to be submitted by coordinator on behalf
of the consortium.
The coordinator ensures adequate proof of the
consortiums agreement.
Commission can refuse amendment.
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.

10
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.

11
Role of the Beneficiaries

(Art II.2)
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.

12
Collective Responsibility

(Art. II 8)
Technical collective responsibility
Financial collective responsibility for
beneficiaries

Responsibility for carrying outthe work of a
defaulting beneficiary
The consortium will have to reimburse the amount
due to the Commission
13
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.

14
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.
If remarks from the Commission are not received
within 45 days the deliverable is deemed to be
approved.
The Commission may revise the approval of any
deliverable following an audit or a review.

15
Coordinator - Financial management 1

(Art II.17 par1(e))
Pre-financing
Amount transferred to the coordinator. The
coordinator passes the corresponding share to
each beneficiary and informs the Commission about
it (Art II.2).
The pre-financing remains the property of the
Communities.
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).

16
Coordinator Beneficiaries - Financial
management 2

(Art II.16)
Accounting
Each beneficiary maintains the accounts for the
project and appropriate documentation to justify
the costs reported.
for at least 5 years after the agreement
completion date (i.e. date of final payment)
(audits!).
Accounting rules to be applied the accounting
conventions of the State in which the beneficiary
is established.

17
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
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.

18
Contract management - Coordinator
BeneficiariesSubcontracting 1

(Art II 5)
Only for those elements of the work clearly
identified inAnnex I. Core tasks are disallowed.
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.
Prior written approval where
the cumulative amount of (all!) subcontracts of a
beneficiary is
gt 20 of his estimated eligible costs or
gt EUR 100 000 whichever is lower
or subcontractor is established in a third country

19
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.

20
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.

21
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

22
Share.TEC Kick-Off Meeting16-17 June 2008

Reporting Reviews and Payment Requests

23
Deliverables Reporting 1

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
24
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).

25
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

26
Deliverables Reporting 4

The Final Report describes
all work done
objectives results and conclusions
exploitation prospects
and includes a
summary for publication

27
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
28
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
29
Payment Requests Payments

Two types
Pre-financing
Final payment

30
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
pre-financing to be notified annually and offset
against grant at end of project

31
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

32
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 gt 70
per cent of earlier pre-financing based on
eligible costs incurred to date

33
Payment Requests Prefinancing 4
2nd Progress Report Pre-financing request
Approval of Deliverables Reports
Payment of pre-financing
1st Progress Report
D1
D2
D3
Dn
Technical review
45 days
45 days
M6
M0
M12
34
Payment Requests Final Payment 1

Outstanding balance after deduction of
pre-financing and interest/equivalent benefits
yielded by pre-financing from total eligible
costs
Paid to coordinator who distributes to other
beneficiaries

35
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

36
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 gt 325000 EUR
Purpose to certify that costs declared meet
conditions of grant agreement

37
Payment Requests Final Payment 4
4th Progress Report Final Report Financial
Statement (Audit Certificate)
Approval of Deliverables Reports Financial
Statement
Final Payment
3rd Progress Report
D5
D6
D7
Dn
Technical review
45 days
45 days
M18
M12
M24
38
Payment of Community Contribution - Summary

Pre-financing in instalments up to 80 of EC
contribution

40
M0
M12
M24
39
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

40
Brief Reminders Community Contribution

Targeted Projects
50 of total eligible costs (direct and indirect)
Indirect costs calculated as flat rate of up to
30 of personnel costs
Best Practice Network Projects
80 of total eligible costs (no indirect costs)
Thematic Networks
100 of direct costs for co-ordinating and
implementing the network
Funding of network members limited to travel
subsistence (100)

41
Brief Reminders Eligible Costs

Necessary for project
Reasonable
Cost-effective
Incurred during project duration
Exclude any profit margin

42
Brief Reminders costs that cannot be claimed

List in Article II.13 (2) e.g.
Entertainment or hospitality expenses
V.A.T.
but also costs covered by Overheads
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

43
Brief Reminders Direct Costs

Personnel costs personnel working for the
project
Travel subsistence costs incurred for project
according to usual rules of beneficiary
Subcontracting identified in DoW bid offering
best value for money
Other specific costs costs not eligible under
other mentioned cost categories subject to
Commission approval if not listed in grant
agreement

44
Brief Reminders Indirect Costs

Overheads Flat rate up to 30 of personnel
costs.
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.

No overheads for Best Practice Projects
and Thematic Networks
45
Share.TEC Kick-Off Meeting16-17 June 2008

Dissemination and Awareness

46
Dissemination raising awareness

Project web-site
Press release (press/radio/TV)
Media briefing
Conference
Exhibition
Publications
Posters
Flyers
Direct e-mailing
Film/video

47
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 eContentplus

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.

48
Commission dissemination activities

Communications
Conferences
Working groups for the preparation of future
Commission activities
Articles

49
eContentplus website

Project information
the beneficiarys name and address
the subject and purpose of the grant
the amount granted and the proportion of the
projects total cost covered by the funding
Link to project website

50
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

51
Project Web-site