Kick-Off Meeting, Barcelona, 7th November 2012

Management – Practical MattersPaula Newton (EUPORIAS Project Manager)

Met Office

hello

hola

hej

hallo

olá ciao a tutti

bonjour

Bună Ziua

grüezi

EUPORIAS

• Programme Management and Governance Structure• Reporting to the EC• Payment Schedule/Finance Plan• Deliverables in the first six months• Website• Acknowledgement Template• HELP!

Management – Practical Points

European Commission

Co-ordinator

General Assembly

Management Board

Special InterestsManagement Group

Stakeholder Group

Users and research Community

Project OfficeAdvisory Board

EUPORIAS Management and Governance

• Grant Agreement

Programme Management and Governance

CORE TEXT (INCLUDING SPECIAL CLAUSES)

ANNEX I (DOW)ANNEX II (GENERAL CONDITIONS)ANNEX III (SPECIAL PROVISIONS)

OTHER ANNEXES AND TEMPLATES/FORMS

• Consortium Agreement

Programme Management and Governance

RESPONSIBILITIESMANAGEMENT AND GOVERNANCE

RIGHTS AND OBLIGATIONSCONFIDENTIALITY

OWNERSHIP OF RESULTSACCESS RIGHTS

• Starting 1 November 2012 for 51 months– Reporting Periods:

• First: Month 1 – 181 Nov 2012 – 30 Apr 2014

• Second: Month 19 – 361 May 2014 – 31 Oct 2015

• Third : Month 37 – end of project1 Nov 2015 – 31 Jan 2017

• Technical Project Review– Independent mid-term review, held at request of EC– Around Autumn 2014

Reporting to the EC:Project Duration and Reporting Periods

• Deliverables

• Periodic Report:– Overview (including summary of progress of work towards project

objectives)– Use of the resources (including explanation)– Financial Statement (Form C) from each partner, plus a summary

financial report– Any accompanying financial certificates (audit) where appropriate

• References of all scientific publications (by co-ordinator, relating to foreground)

Reporting to the EC:EC Requirements

• Deadline to submit progress reports to the EC is 60 days after the end of the reporting period:– EUPORIAS First Reporting Period:– Deadline – end of June 2014.

• The EC has 105 days, from the date of submission, to evaluate the reports and disburse payment:– EUPORIAS First Reporting Period:– Deadline – Mid-October 2014.

• Note: If EC requires clarification or additional information, the ‘clock will stop’ until EC is satisfied.

Reporting to the EC:Reporting Deadlines

• Pre-financing• There is a connection between the reporting and the

payments to the Consortium by the EC• There will be two interim payments - after the approval of the

reports from the reporting periods • Interim payments based on amounts declared in periodic

report• The total amount of the pre-financing and interim payments

cannot exceed 90% of the maximum financial contribution• Final payment – include any adjustments such as the

guarantee fund release

Payment Schedule/Financial Plan

• IMPORTANT!! Incurred and reported costs have to be eligible– http://cordis.europa.eu/fp7/find-doc_en.html

• Actual costs, not estimated or budget

• Important to keep auditable records (timesheets for time recording, travel/proof of spend/proof of travel)

• Can be audited up to five years after the end of the project

• WARNING – incorrect claims will result in a delay in payment to ALL partners

Eligible Costs

Deliverables due in the first six monthsYear 2012 2013 Month Nov Dec Jan Feb Mar AprProject month 1 2 3 4 5 6WP1 D1.1 WP2 MS1 D2.1 WP3

WP4 D4.2

D4.1 D4.3

WP11 MS3

WP12

D12.1 MS6

WP21 WP22 MS19

WP23

MS21 MS22

Annual Meetings

Label Lead Description D1.1 Met O Internal Project Website D2.1 Met O Report on recommended priorities for Horizon 2020 D4.1 Met O Project Pack D4.2 Met O Updated Dissemination Plan D4.3 Met O External Project Website D12.1 Univleeds Literature review of the use of S2D predictions across all sectors

• http://www.euporias.eu

• Group e-mail addresses

Website

Acknowledgement to the EC

• The research leading to these results has received funding from the European Union Seventh Framework Programme (FP7/2007-2013) under grant agreement no 308291.

• (Grant Agreement Article II.30)

• Partners’ Finance Department, European Project Team

• EU documentation– http://cordis.europa.eu/fp7/find-doc_en.html

• National Contact Points

• Q&A on project website

• NACLIM and SPECS

• Coordinator and Project Office

Guidance and HELP points

Thank you!