project reporting in msca under h2020 · ncp academy training prague, 26/9/2017 marcela groholova...
TRANSCRIPT
PROJECT REPORTING
in MSCA under H2020
NCP Academy Training
Prague, 26/9/2017
Marcela Groholova
Research Executive Agency
Brussels
Table of content
• Monitoring Project Implementation
• Reporting obligations
• Continuous Reporting
• Periodic Reporting
• Amendments
• FAQs from projects
Monitoring Project Implementation
Art. 22 of the GA:
• The Agency will — during the implementation of the action or
afterwards — check the proper implementation of the action and
compliance with the obligations under the Agreement, including
assessing deliverables and reports.
• For this purpose the Agency may be assisted by external persons or
bodies.
Project Officers monitor projects. External experts may assist.
Participant Portal (PP): "The entry point for submission"
• Project Reports
• Researchers' Declarations for all researchers
• Other documents (e.g. Notification of Starting date, Amendment)
• "My Area" – "My projects" tab
Principles of submission in H2020:
• Forms and templates provided in the electronic system (PP)
• Two-step submission process:
1 - Beneficiary Coordinator
2 - Coordinator REA
• No paper signed document, only electronic submission
• Single submission
• Process more automated
Type of reporting:
Continuous reporting (at any moment):
• Monitoring of project implementation – e.g. deliverables
• Some statistical data
Periodic reporting (at the time of payment):
• After each reporting period
Project Start date
Project End date
End period 1
End period 2, 3
Periodic Periodic
Continuous Reporting Module
Periodic + Final
1. Continuous reporting (during whole project life cycle) • Researchers' Declarations (art. 19 of the GA)
• Deliverables
• Milestones
• Publications
• Dissemination and communication activities
• Progress Report (ITN and RISE)
• Patents
• Info on gender balance
• Training activities
• Questionnaires for researchers • etc.
2. Periodic reporting (for each reporting period) • Reports from art. 20 of the GA
• Predefined templates in the system
1 – Continuous Reporting
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Log on to the Participant Portal. "My Area"
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Go to “My Projects” section. Then click on MP icon so to reach Participant Portal Grant Management Services
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Continuous Reporting Module
Researcher's Declaration (RD): • Art. 19 of the GA (ITN, RISE, COFUND)
• No RD for MSCA-IF
• To be submitted by each beneficiary for all researchers
Content of RD:
• Personal data (name, date of birth, nationality, gender, family
charges, email of researcher, etc.)
• Data linked to the project allowances: start date and end date of
recruitment/secondment, hosting institution, etc.
Researcher's Declaration – step 1:
Project researcher library:
• Each beneficiary can add researcher and fill in all personal data
• It is saved in the project database
• Once RD needs to be created, researcher's data are taken automatically
Advantages:
• Consistent data
• Time saving
Researcher's Declaration – step 2:
Create RD:
According to GA – to be submitted within
20 days after the recruitment (ITN)
20 days after the secondment (RISE): in case of split stays within 20 days
after the start of the first stay
20 days after the start of the research training activities (COFUND)
- For researchers that already exist in the project library, all personal data are
automatically prefilled.
- Who: - ITN and COFUND - recruiting beneficiary;
- RISE – seconding beneficiary (in case of Partner org . – the coordinator will submit)
Researcher's Declaration – important!
• RD is the main input document for calculating the duration of
recruitment/secondment.
• Ensure that data encoded in the RD are 100% correct (mainly start
date, end date, organization).
• RD feeds the financial statement.
• If the number of units in the financial statement is not correct, RD
must be corrected and financial statement must be resubmitted.
RISE - How to report a split stay ?
• Create and submit only one RD per secondment.
• In case of split stay, no new RD to be created
• "Add period" in the "Secondment period tab" for RD already
created for the secondment.
Deliverables: • To be uploaded directly on the PP by the Coordinator
• Scientific deliverables and other deliverables as defined in the GA
Annex 1
Progress report (ITN and RISE) = deliverable :
• ITN - Within 30 days after year 1
• RISE - Within 30 days after year 1 and 3
• NO financial reports required
• Template defined on the Participant Portal
• Attachments possible
• Via PP MP
Deliverable's status (draft, pending (overdue),
submitted, approved, rejected (comments possible)):
• The status of the deliverable is 'Pending' when a deliverable hasn't been uploaded
yet.
• When the status is displayed with a red background ( ) this means that the
estimated delivery date has passed.
• If the deliverable’s estimated delivery date falls in a given reporting period and the
deliverable is not submitted here on time, before the periodic report is "Locked for
review", participants will be asked to justify the delay (in the Periodic Reporting
module).
Deliverables
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Continuous Reporting
Current view
• Before submission a comment can be added and user is asked for confirmation whether s/he
wants to submit.
• Each time a deliverable has been submitted, the EU Officers will be notified.
• Each time the EU Officers reject the deliverable, the Coordinator Contacts and the
Participant Contacts are notified through the Participant Portal Notification System.
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Deliverables Continuous Reporting
Milestones
• Milestones as defined in the GA Annex 1
• Tick box to confirm that it is achieved
Publications
• The main data to be specified (Title, author, journal, etc.)
Patents (if applicable)
Gender information
• Gender dimension in research
• R&D participants involved in the project
Dissemination and Communication
activities
• No of Dissemination/Communication activities
• Funding amount of the activities
• No of people reached by the activities
SME impact
To measure impact on growth and job creation:
• Turnover and No of employees – only for SMEs
Training activities
• Organizer
• Module title
• Skills acquired
• Duration
• No of project researchers attending the event
• No of external participants
Questionnaires (will be available soon):
• Evaluation questionnaire - at the end of the
recruitment/secondment
• Follow-up questionnaire - two years after recruitment/secondment
• Each recruited/seconded researcher
2 – Periodic Reporting
Periodic reporting obligations
• Periodic Report (within 60 days following the end of each reporting
period) Periodic technical report
Periodic financial report
• Final Report (in addition to the periodic report for the last reporting
period) Final technical report – summary for publication
Final financial report (final summary financial statement created
automatically by the electronic exchange system, consolidating the individual
financial statements for all reporting periods)
NB: For MSCA IF with 1 reporting period - "Report "+ "Final Report" covering
a single reporting period
Article 20 of the GA
Periodic report - template
Template for periodic report
(RIA, IA, CSA, SME, MSCA)
published on the Participant
Portal
http://ec.europa.eu/research/participants/d
ata/ref/h2020/gm/reporting/h2020-tmpl-
periodic-rep_en.pdf
Periodic report - technical report
Part A
• Publishable summary
• Data from Continuous reporting
Part B – narrative part
• Explanation of the work carried out by the beneficiaries and overview of
progress
• Update of the plan for exploitation and dissemination of results
• Explanations on deviations from DoA
Information entered in the IT tool through the Continuous Reporting module.
Submitted in a PDF through the Periodic Reporting module.
Periodic report - financial statement
1. Individual financial statements (Annex 4 to the GA)
• Financial statements for MSCA: only No if units to report, costs are
calculated automatically
• No of units coming from
• RD (ITN, RISE, COFUND)
• Duration of fellowships (IF)
2. Periodic summary financial statement including the request
for payment
Report generated automatically by the IT tool based on the information entered through the Periodic Reporting module.
Periodic reporting module (Activated after the end of each reporting period)
• Beneficiaries complete on-line the financial statements.
• Coordinator uploads the Part B of the periodic technical report (narrative
part).
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.
At the time the coordinator submits the periodic report, the IT tool will capture the information from the continuous reporting module in order to generate automatically the Part A of the Periodic report
Make sure the information in the continuous reporting module is complete and up-to-date before the periodic report is 'locked for review'
Automatic activation except if an amendment with financial implications is on-going or a previous periodic report is still open
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Periodic Reporting Module
Periodic Reporting
Final report (Art 20 of GA)
• Within 60 days following the end of the last reporting period
• Report covers whole project period
• Final technical report
• Final financial report (final summary financial statement created
automatically by the electronic system, consolidating the individual
financial statements for all reporting periods)
• To be submitted together with Periodic report for the last RP
• Via PP MP
1. Notification: All beneficiaries receive a notification.
2. Beneficiaries complete PR and e-sign FS: All beneficiaries complete their own
Financial Statement and their contribution to the Technical Part of the Periodic
Report. Beneficiaries e-sign and submit their Financial Statements to the
Coordinator.
3. The Coordinator approves & submits the elements of the Periodic Report.
Coordinator submits all reports in one package – Single Submission.
4. The EU Services review the submitted Periodic Report and accept or reject it.
5. Interim or Final Payment
NB: In case of need the Coordinator may decide to submit package without some
Form Cs (beneficiaries didn't submit Form C on time and blocking payment for
whole consortium), those beneficiaries will not have any opportunity to submit
their Form C within the same reporting period, only in the next reporting period!
Periodic reporting module – summary of steps
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Periodic Reporting
Notifications
• LEAR directly via PP
• To notify about changes in the organization legal data - address,
name, universal transfer of rights, etc.
• PO is informed
• Via PPMy AreaMy Organization
Amendments
• Changes in the Grant agreement (e.g. change in consortium,
modification of Annex I, etc.)
• H2020 online manual (Amendments)
• With prior agreement of Project Officer
• Via PPMP
After the grant agreement is signed by the Coordinator and by the REA
It is highly recommended to involve the PO during the amendment request preparation
The Amendment Request can only be:
• Rejected (the whole) (with comments) • Accepted (the whole) - 45 days • Withdrawn by the initiating party No other option; no 'negotiation'
Coordinator
Progress report
Periodic report
Final report
Amendments
•Each beneficiary incl. Coordinator
Financial Statement – FORM C
Researchers' Declarations
Notifications
•Each researcher
Questionnaires
Frequently asked questions:
How to report long-term sick leave in MSCA project:
IF:
Periods in which a researcher was absent for more than 30 days (for reasons
other than normal annual leave) can NOT be charged to the action (and must be
removed from the financial statement, by requesting an amendment to suspend
the action; see Article 49.1.1.2).
ITN, COFUND:
Periods in which a researcher was absent for more than 30 days (for reasons
other than normal annual leave) can NOT be charged to the action (and must be
removed from the financial statement, by changing the researcher declaration).
Can we make changes in the secondment plan? If so, how flexible are you?
It depends. Normally changes should be limited to the minimum necessary and
should be duly justified. However contact your PO to discuss the details.
Is it possible to replace a partner/beneficiary during GAP?
Normally not. H2020 proposals must be mature and ready to be implemented (no
negotiation). Changes during GAP are limited to the absolute minimum (e.g.
participant becomes bankrupt).
I cannot submit my amendment request, why?
The amendment request can be prepared by anyone having access to the
participant portal (with Coordinator Contact rights) but the submission and
withdrawal buttons can only be clicked by the PLSIGN.
Would a request for exceptional funding (TC) be accepted during GAP or
project implementation?
Very unlikely, this must be part of the evaluation (see General Annex of the WP "List
of countries eligible for funding").
How is the EU contribution in RISE calculated for split stays?
For partial months (split stays), a pro-rata unit cost of 1/30 will be reimbursed for
each day (for ease of implementation, each month is considered to have 30 days).
Details are available in AGA.
When does the consortium receive the EU contribution and how should it be
distributed?
Pre-financing payment within 30 days, either from the entry into force of the
Agreement or from 10 days before the starting date, whichever is the latest. Interim
payment and Payment of balance within 90 days from receiving the complete
Interim/Final report. Distribution according to GA and detailed in Consortium
agreement.
RISE: Are ESRs without employment contract with the sending University
eligible? Are there any special arrangements possible?
Employment contract is not an obligation for RISE, staff members must be actively
engaged in or linked to research and/or innovation activities for at least one month
(full-time equivalent) at the sending institution, before the first period of
secondment. More details are in AGA.
Where to find the template for periodic report?
Participant Portal:
http://ec.europa.eu/research/participants/data/ref/h2020/gm/reporting/h2020-tmpl-
periodic-rep_en.pdf.
Can 'Publishable summary '' in the Continuous reporting be filled in at any
time during project implementation or only at the end of the project?
Yes, it can be filled in at any moment during the project duration, but at the latest
before submission of the Periodic report (Final report for IF).
What is the procedure for Early termination?
It is a Notification, not an Amendment, "Launch new interaction" in the PP. The
Termination Date and the Fellowship End Date (for IF) should be specified. It
cannot be retroactive date, if this is the case, the date of Notification is taken by
the system.
IF: My project already finished and I realized that my Start date,
communicated to the REA, is wrong in the system: can I change it?
No, it is not possible to change anything after the project end date.
How to submit the Final Report?
The Final report must be submitted together with the Periodic report for the last
reporting period, Normally it is triggered by the system after the end day of the
project.
Who can submit the Financial statement (access rights):
Only the FSIGN can submit the financial statement.
Where to upload the scientific deliverables:
IF – no scientific deliverables needed, only Ethics requirements and the Data
Management Plan (if art. 29.3 activated);
ITN, RISE, COFUND – deliverables are contractual obligation, submit under
Continuous reporting.
Which information provided in the Reporting are considered confidential?
Is Publishable summary confidential?
'Publishable summary' is public information, ensure that no confidential information
is included. All Deliverables marked as "confidential" are not public. All information
included in the Part B (Technical report) of the proposal are also confidential.
Do I need to involve PO before I submit my amendment request?
It is not an obligation, but it is highly recommended. Please consult your PO before
you formally submit your amendment in order to avoid delays in the process.
Do we need a web site and can we submit without one or whether we should
put the one that is linked to the institution?
Whatever fits better to your project needs. But ensure that your PO can access it.
When do we need to submit the Data Management Plan and what it should
contain?
A DMP should be submitted during the project implementation, it is part of the
deliverables. It is obligatory for all projects which do not "opt-out" of the Open
Research Data Pilot.
It describes the data management life cycle for the data to be collected, processed
or generated by a research project. It must cover how to make data findable,
accessible, interoperable and reusable (FAIR). More information on PP
http://ec.europa.eu/research/participants/docs/h2020-funding-guide/cross-cutting-
issues/open-access-dissemination_en.htm
More information and help:
http://ec.europa.eu/mariecurieactions
Thank you
for your attention