Help the project negotiate the magic and beauty of EC rules and procedures ... personal computers, office supplies including printer ink and stationery ... – PowerPoint PPT presentation
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).
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
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
52 Public Annual/Final Reports
Used to inform and promote your project activities and results
Brief description of the project
Achievements
Results
Future work-plan and exploitation prospect
It should be understandable by the wide public.
53 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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