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JHEP - Coordination action in support of the implementation of aJoint Programming Initiative (JPI) on Cultural Heritage and Global Change :
a new challenge for Europe "
Joint Programming Initiativeon Cultural Heritage
Rome, 28 October 2011
WP1 MANAGEMENT AND COORDINATION
Patrizia BianconiJHEP Project Coordination Structure
Ministry of Cultural Heritage and Activity
Grant Agreement n °°°° 277606 JHEP
JHEP Kick-off Meeting
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Joint programming Initiativeon Cultural Heritage
� Grant Agreement
� Consortium Agreement
� Periodic technical reports
� Periodic administrative reports
� Budget of the project
� Rules of reimbursement to GB/EB meeting for Associated partners
� Dissemination tools
� Schedule of next Project Meetings
Rome, 28 October 2011JHEP Kick-off
MANAGEMENT AND COORDINATION OF THE PROJECT
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
GRANT AGREEMENT
⇒ GA delivered by the EC (arrived in September)
⇒ MIBAC sent to all Beneficiaries
Annex I (DOW) already sent to all partners with the GA
Each partner signed three form A and returned to MI BAC
MIBAC sent GA and all signed forms to the Commissio n
The Commission will sign and send to MIBAC the GA and MIBAC will deliver one copy to each beneficiar ies
Grant Agreement n °°°° 277606 JHEP
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
CONSORTIUM AGREEMENT
⇒ The CA draft will be sent you by 15 November !!!
⇒ The beneficiaries partners may send their amendment s by two weeks
⇒⇒⇒⇒ We would define CA by 15 December 2011
⇒ The CA defines the rules of financial contribution between the partners: see next slides!
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
PERIODIC TECHNICAL REPORTS
Operative commencement date of the contract : 01 Oc tober 2011
1st Report (within 45 days) ⇒⇒⇒⇒ 30 June 2012
22nd MidMid --Term Assessment reportTerm Assessment report
(within 45 days) (within 45 days) ⇒⇒⇒⇒⇒⇒⇒⇒ 31 March 201331 March 2013
3th Report (within 45 days) ⇒⇒⇒⇒ 31 December 2013
FINAL PROJECT REPORTFINAL PROJECT REPORT
(within 45 days)(within 45 days) ⇒⇒⇒⇒⇒⇒⇒⇒ 30 September 201430 September 2014
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
PERIODIC ADMINISTRATIVE REPORTS
• 30 June 2012 (within 45 days) – Internal Adm. Report
• 31 March 2013 (within 45 days) - 1°°°° ADMINISTRATIVE REPORTING
• 31 December 2013 (within 45 days) – Internal Adm. Report
• 30 September 2014 (within 45 days) - FINAL ADMINISTRATIVE REPORTING
A TEMPLATE FOR JUSTIFICATION OF RESOURCES AND PERSON-MONTHS FOR WPs IN WHICH PARTNERS ARE
INVOLVED WILL BE SENT TO ALL CONTRACTORS
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
DISTRIBUTION OF THE FINANCIAL CONTRIBUTION
� Expected EC grant per partner
� General Conditions
� Procedures for Transfer of Funds
� Amounts to be transferred
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
Expected EC grant per partner
IT MIBAC 781.100,00
UK AHRC 298.530,00
NL RCE 104.860,00
CY RPF 72.760,00
TK TUBITAK 131.610,00
FR MCC 126.260,00
IE HC 372.360,00
BE BELSPO 22.470,00
PL MSHE 22.470,00
RO ANCS 22.470,00
SI MHEST 22.470,00
ES MICINN 22.470,00
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
JHEP PARTNERS BUDGET
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
General Conditions
The financial contribution of the European Commission to the Project shall be distributed to the Partners by the Coordinator according to:
⇒ the Consortium Budget as included in the Grant
⇒ the approval of reports by the European Commission, and
⇒ the schedule of transfer of funds specified in the Grant, according to the rules specified in section 3.3.7.
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
Procedures for Transfer of Funds
After receiving the EC grant, the Coordinator shall:
⇒ notify the Partners of the date and composition of the amount transferred to its bank account, giving the relevant references.
⇒ transfers of funds to Partners will be handled according to the schedule to be shown. In no case during the period corresponding to Transfer of funds, the total funding received by each Beneficiary may exceed 85% of the maximum EU contribution (100% -5% Guarantee fund -10% Retention).
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
Amounts to be transferred (I)
⇒ 1. Pre-financing:
Amount to be received by the Commission =61,67% of the total amount = 1.233.295,15 Euro
Upon receipt by the Coordinator of the pre-financing from the Commission, the Coordinator shall distribute the shares for Reporting Period 1. Each Partner will receive the 25% of its share immediately after the reception of the Pre-Financin g from the Commission .
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
Amounts to be transferred (II)
⇒ 2. Pre-financing:
After receiving the Internal Report at month 9, the Coordinator will provide the Partners with an additional pre-financing, equal to the amount spent by each Partner in the first 9 months.
If a Partner spends more than 25% of its share before Month 9, it will submit to the Coordinator an additional Internal Report, and it will immediately receive the additional 25% of Pre-financing. The same rule will be applied at months 18 and 27, until the total amount of Pre-financing will be distributed to the Partners, according to their share.
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
Amounts to be transferred (III)
⇒ 3. Interim payment:
Following the approval of Reporting Period 1 from the Commission.
Amount to be received by the Commission =actual costs of partners = ??????? Euro
The distribution of the Interim Payment to the Partners will be based on the actual costs documented by the Partners in their Internal Reports, until a maximum amount of 85% of their share.
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
Amounts to be transferred (IV)
⇒ 4. Final payment:
After receipt of the final payment from the Commission.
The Coordinator shall distribute the balance between funding sent to the Partners since the beginning of the contract and the total expenses accepted by the Commission within the limit of the budget allocated to each Beneficiary as detailed in Annex I of the Grant.
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
Amounts to be transferred: Pre-financing
IT MIBAC 195.275,00
UK AHRC 74.632,50
NL RCE 26.215,00
CY RPF 18.190,00
TK TUBITAK 32.902,50
FR MCC 31.565,00
IE HC 93.090,00
BE BELSPO 5.617,50
PL MSHE 5.617,50
RO ANCS 5.617,50SI MHEST 5.617,50
ES MICINN 5.617,50
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
Questions
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
RULES OF REMBOURSEMT OF GB AND EB Members of JHEP Associated Partners and
Countries involved in JPI CH (i)The Coordinator have the budget to reimburse the travel and accommodations
costs of Governing Board meetings and Steering Committee meetings for Associated Participants of JHEP and Countries involved in JPICH.
DenmarkCzech Republic
Lithuania Norway SlovakiaSweden
Only 1 person for Governing Board and Executive Board meetings !!!
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
RULES OF REMBOURSEMT OF GB AND EB Members of JHEP Associated Partners and Countries involved in JPI (ii)
DenmarkCzech Republic
Lithuania Norway SlovakiaSweden
You will receive a template you must complete and return to the Coordinator after each meeting .
You must send to the Coordinator also with the orig inal receipt of the expenditure incurred (hotel and restaurant receipts , flight receipts with
boarding passes, etc).You will receive a formal letter with the expenditu re ceilings and
reimbursable expenses in accordance with the rules of the European Commission and the MIBAC
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
PROJECT DISSEMINATION TOOLS
The Coordinator will prepare a FACT SHEET and a bro chure of JPI CH and JHEP and other dissemination tools ….
PLEASE!!!Communicate to the Coordinator your participation to e vents, meeting
for inclusion to project web site
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
PROJECT WEB SITE
www.JPI-culturalheritage.eu
www.JHEP.eu
22Rome, 28 October 2011JHEP Kick-off
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
SCHEDULE OF NEXT PROJECT MEETINGS
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
NEXT PROJECT MEETINGS
Scientific Committee Meeting = January 2012 in London
Working Groups Meeting = 21 March 2012 Steering Committee Meeting = 22 March 2012Governing Board Meeting = 23 March 2012
will be in Rome
Advisory Board Meeting = Last week of February/fir st week of March 2012
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Joint programming Initiativeon Cultural Heritage JHEP JHEP
Coordination action in support Coordination action in support of the implementation of aof the implementation of a
Joint Programming Initiative (JPI) on Joint Programming Initiative (JPI) on Cultural Heritage and Global Change : Cultural Heritage and Global Change :
a new challenge for Europea new challenge for Europe
Rome, 28 October 2011JHEP Kick-off
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
COUNTRIES PARTECIPATIONS IN JPI CH GOVERNING BOARD
By ToR of JPI CH:“
Any Member State and Associated Country participating in the present joint programming initiative shall be represented in the Governing Board (GB) by a
maximum of two representatives (coming for instance from ministries, research organisation, funding bodies, research councils…) with a governmental mandate,
nominated by the competent Ministry of the country. Each country can also nominate one deputy representative.
If not otherwise decided by the participating countries, in accordance with their internal rules, the members of the Governing Board shall be appointed for a term of 5 years.
One of these representatives shall act as the official spokesperson with voting rights (one vote only ).
Any accession and changes of membership shall be addressed to the Governing Board
The GB is always open to new participants.”
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Joint programming Initiativeon Cultural Heritage
Rome, 28 October 2011JHEP Kick-off
COUNTRIES PARTECIPATIONS IN JPI CH EXECUTIVE BOARD
By ToR of JPI CH:
“The Executive Board shall be responsible for the JPI management and for the implementation of the decision approved by the GB.
It is composed by one technical representative from each Member State and Associated Country and it is chaired by the Coordinator.”
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