cascade eu reporting - erik van den elsen v.1.0.rh

Plenary meeting 2013 - Alicante

EU project reporting 2013

Erik van den Elsen, Rudi Hessel, Violette Geissen, Coen Ritsema


Contents

• Reporting periods for the CASCADE project• EU Reporting components• Online reporting system

– Financial reporting with EU-Fin– Scientific reporting with EU-Xpert

• 2013 reporting


Cascade reporting periods• The EU reporting periods in FP7 have an interval of

18 months (1,5 years).• The reports must be submitted within 60 days after

the project period has ended.

Report Project month submission

1 (periodic report) 20 (August 2013)

2 (periodic report) 38 (February 2015)

3 (periodic report) 56 (August 2016)

4 (Final report) 68 (August 2017)

Year

Months 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68

EU Reporting 1 2 3 12 months 418 months 18 months18 months

2012 2013 2014 2015 2016 2017

Project year 1 Project year 2 Project year 3 Project year 4 Project year 5 Project year 5.5


Cascade reporting periods

Reporting planning Because of Integration of reports and financial checks, the reports need to be submitted to the Coordinator much earlier.

Report Submission to EU (month) Submission to Coordinator (month)

1 (periodic report) 20 (August 2013) 18 (June 2013)

2 (periodic report) 38 (February 2015) 36 (December 2014)

3 (periodic report) 56 (August 2016) 54 (June 2016)

4 (Final report) 68 (August 2017) 66 (June 2017)

Hessel, Rudi

Yes, but fully 2 months earlier is not realistic. For example, financial reports can only be made after the end of a certain reporting period. Same is basically true for activity reports although for them it is easier to perform most of the work before the end of the reporting period


Contents



• 2013 reporting


Cascade reporting componentsA Periodic Report consist of:• An overview, including a publishable summary of the

progress of work (scientific report)• An explanation of the use of the resources (financial report)• A Financial Statement (Form C – Annex VI to the Grant

Agreement)• (if applicable) A summary financial report (Audit Certificate)

During the course of the period, Deliverables need to be submitted (in practice: together with the Periodic Report)


Cascade reporting componentsA Final Report consist of:• A Periodic Report (as shown in the previous

slide),• A final publishable summary report,• A plan for the use and dissemination of

foreground,• A report covering the wider societal

implications of the project (Gender, Ethical questionnaires)


Cascade reporting componentsContinuously during the project,

‘References of all scientific publications relating to foreground at the latest two months following

publication’ ...

...need to be provided to the European Commission.(Article II.30. of the Grant Agreement).

After having published a scientific paper -> send immediately to the coordinator!


Cascade reporting componentsFormats for EU reports are prescribed


Contents



• 2013 reporting


Online reporting system

CASCADE has purchased a subscription of the FP-Tools online management system for FP7 projects:

Financial reporting

Scientific reporting


Online reporting system(most important) Advantages:• Online system – accessible for all partners, joint

production of reports,• Online system - central storage, versioning provided,• Pre-defined project structure,• Pre-defined budgets,• Financial checks,• Hierarchical structure (WPs),• Pre-defined (EU) output formatting.



EU-Fin

EU-Xpert

CASCADECoordinator

WP2Leader

WP3Leader

WP9Leader

Partner 1

Partner 2

Partner 12

Hessel, Rudi

We have 14 partners



EU-Fin

EU-Xpert

CASCADECoordinator

WP2Leader

WP3Leader

WP9Leader

Partner 1

Partner 2

Partner 12

Financial data

Project data



EU-Xpert

CASCADECoordinator

WP2Leader

WP3Leader

WP9Leader

Partner 1

Partner 2

Partner 12

EU-Fin



CASCADECoordinator

WP2Leader

WP3Leader

WP9Leader

Partner 1

Partner 2

Partner 12

EU-Fin

EU-Xpert



WP2Leader

WP3Leader

WP9Leader

Partner 1

Partner 2

Partner 12

EU-Fin

EU-Xpert

CASCADECoordinator EU

REPORT


Online reporting system - Roles

Scientist – scientific reporting – EU-xpert




Financial – financial reporting – EU-fin




Financial – financial reporting – EU-fin

WP leader – scientific reporting – EU-xpert - financial reporting – EU-fin

- WP assignments – EU-xpert


EU Periodic Report

Workpackage leader

Participants Workpackages with

• Tasks

• Deliverables

• Milestones



Online reporting system – the role of WP leaders

Workpackage leader

Participants



Workpackage leader

Participants

Navigation tree of entire reportNon-editable text printed in report

Editable text printed in report

Instructions not printed in report



Coordinator instructs WP leaders

Assigning EU-xpert assignments

Assigning EU-xpert assignments

Title assignment

Instruction for assignee

select assignee(s)Default assignment status = openDue date for assignmentSend email with deeplink to assignee

Save & send assignment


Online reporting system – the role of Participant

In mailbox assignee

Partner can enter text by typing …… or pasting Word document


Online reporting system – the role of Participant

adjust import settings if needed before importing

Inserting picture from desktop


Online reporting system – the role of participant

See previous edits of other authors … and compare modifications



Inform assigner that work is done …

…and change the assignment status to Done



An assignment can have four states:

1. Open: the assignment has been assigned to a participant and is in progress,

2. Done: the Participant has finished editing,

3. Sign-off: the Workpackage leader has checked the work and accepts it,

4. Closed: the Project management office closes the edit assignment.

Project Management

Office

Workpackage leader

Participant

Close

assign

assign

edit

Finished(Done)

Sign-off


Online reporting system – the role of coordinator



Supports the coordinator’s responsibilities:

• Financial planning• Project cost reporting• Distribute EC-contribution• Financial management



• Coordinator invites beneficiaries to EU-fin (financial contact persons)

EU-Fin


Online reporting system - participant

Select work package

Planned budgets and person months are shown

Actual costs and person months have to be entered

And, if necessary, the adjustments to previous periods

Repeat for each work package


Click on ‘project costs’ in the navigation panel

Select work packageSelect periodPlanned budgets and person months are shown

Actual costs and person months have to be entered

And, if necessary, the adjustments to previous periods

Save the entered information

Repeat for each work package

Online reporting system - participant

Hessel, Rudi

something wrong with format here...


Online reporting system - coordinator

Enter explanation of the actual costs



• Coordinator generates necessary reports

A3.1

EU-fin

Various other reports

Distribution of EC-contribution

Explanation of use of resources

Summary financial report



Select parameters and location in table

The overview is generatedSelect page

Change columns shown

Select the relevant periods

The new overview is generated

The overview adjusts automatically

Change the location of the parameter

Hide parameters

Export overview to Excel or PDF


Contents



• 2013 reporting


2013 reporting


2013 reporting +60d - Month 20 (AUGUST)Submission of reports to the EU(due to vacations in NL: July 15th !)

Month 18 (JUNE)All partner contributions submitted to the coordinator

Hessel, Rudi

I am not sure if that is feasible. As I indicated earlier partners cannot provide all their report before end of reporting period, so it seems not likely that we would be able to submit within 15 days. I myself might be away for perhaps a week or so, but certainly not for the whole period from July 15th until August 31st. Hence, it should be possible to submit sometime during that period.


Activity Deadline

2013 reporting deadlines


Activity Deadline

Coordinator sends out tasks to WP leaders (scientific)and Participants (financial)

May 7th



Activity Deadline


May 7th

WP leaders send out tasks to Participants May 15th



Activity Deadline


May 7th


Participants have their reports ready June 14th



Activity Deadline


May 7th



WP Leaders have their WP reports ready June 30st



Activity Deadline


May 7th




Participants have their financial reports ready June 30st



Activity Deadline


May 7th





Coordinator has checked all reports July 8th



Activity Deadline


May 7th





Coordinator has checked all reports July 8th

Coordinator submits reports to EU July 12th



Remarks?

Questions?


...with CASCADE there is always hope...

cascade eu reporting - erik van den elsen v.1.0.rh

Technology

eu reporting periods

plenary meeting

alicanteeu project reporting

eufin scientific reporting

eu reports

project year

report submission

eu month submission