t echnical seminar (wp0 – international & local coordination)

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme

RENAISSANCE - LYON -FRANCE

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Technical seminar (WP0 – international & local coordination)

7th RENAISSANCE meeting, Lyon, 28th April 2009

Raphaëlle GauthierProject coordination, Hespul

Email : [email protected]


RENAISSANCE - LYON -FRANCEObjectives

To “re-present” the core element of the local coordination tasksTo report on observed dysfunctions at local & project levelBased on these elements

To find collective “corrective measures” to avoid any delay, for the coming years

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technical session WP0

State of implementation - April 2009 : theoretically, nearly ¾ of the project implementation !

Role of local coordination (overview/management)Read Annex I (full project) - to get an overview of what your community has planned to achieve

What has been achieved ? What is missing ? Read next 18 month Report, to get an overview of where partners stand- what they have planned

Foreseeing progress and identifying potential problems Report to Project coordinator /PSG when necessary (progress/difficulties)

Key element : the success of this project = your partners’ success



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Technical session WP0tasks of local coordinator

Administration/Financial management : Management of your community on a everyday basisProvide guidelines and assistance to your partners, that they are able to deliver work in time and/or to let you know if they have problemsSupervision of EACH of your partner budget/activities- cf xls document (budget & Activities.xls per partner)- declared/foreseen/Final result-

Financial key documents are A3.1 (full budget) - A.3.3 (next 18 months) in the end of the Annex 1 Provide overview/assistance on “financial forecasting” : Make sure that financial forecasting “stick” to what is planned (closest to reality).



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Management overviewProject Management

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Management overviewLocal management

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How to handle reporting process ? Suggestions

List of documents (sent by project coordinator) : Deliverables summary: what ? Who’s involved ? Additional information needed ? Template of annual report (caution : all partners covered ? major cost items covered ? next 18 months description ?)Updated financial sheet of xls doc/ Year 3 DG TREN validation ?

Local coordination (close collaboration needed with each partner/ local leaders) : Preparation of their xls doc (description + financial declaration) ? + visit each partner ?

Adequate fulfilment of xls doc (description activities + financial sheet)Precise consistence between xls doc & Form C & Audit certificate (flexibility : Clause 39)Make sure “major Costs” are justified

Assistance to WP Leader on Annual report production (clearly identify what is asked from them + others involved partners/ locally-internationally).FINAL CHECKING : comparison of figures between xls/Form C/Audit certif + check “activity description” in xls doc.



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How & what ? The need of having one and single common format for each partner :

fulfilment of xls document by partners (Description activities + Financial declaration) + Mandatory Language : EnglishFor Annual Report progress : WP (local) leader

Who? List of main authors (responsible) : WP0 : WP0.1 : Renaissance coordinator (Hespul/GL) + WP0.2 : local coordinator (GL/Hespul + UdZ)WP1: Renaissance leader by sub-WP, i.e.: WP1.1 (UdZ-FINAL/FINAL), WP1.2 (INSA), WP1.3 (LoM !!??), WP1.4 (Urbic), WP1.5 (UdZ)WP2 : separated annual report for WP2.1/2.2 per community (local leaders: UdZ/ Hespul-Enertech) but common for WP2.3 (INSA + UdZ)WP3 : local Leader (SPLA Lyon confluence + SMZV+EVZ): annual report per community WP4 : Renaissance leader (Hespul)WP5 : Renaissance leader (Ayto.Zaragoza)

Deadline : mid- October 2009 : To be sent to the Renaissance Coordinator

Example : proposed Methodology for the Reporting

Period 4



Example : proposed agenda for Reporting Period 3

Thursday - 18th September: launch of the procedure (& especially xls doc)!

Friday -19th September 2008: Hespul => Local coordinator all « Budget_activity.xls document”/partner. => EACH Local coordinator to his/her partners

Period between 19/09 => 6/10/2008 (2 weeks): Fulfilment of the “Budget_activity.xls document”/partner, with active exchanges with Local coordinator, if necessary.

Wednesday 25th September (Launch of Annual Progress Report per subWP):

Hespul => Email to ALL subWP Leaders + Local Coordinator, with Annual progress report

Monday the 6th October 2008: FINALISATION of Budget_activity xls document

sent it to its Local coordinator

One week for Local coordinator to double check/verify & validate these xls doc.

Monday 13th Oct.: VALIDATION of “Budget_activity xls document”

validated Budget_activity xls document, = BASIS of its Form C + Audit Certificate, + each Annual Progress Report

Monday 20th Oct.: FINALISATION of the ANNUAL PROGRESS REPORT & other Deliverables (see below) + Annexes.

Monday, 3rd Nov.:

1) Each partner should send its definitive Form C + Audit certificate to his/her Local Coordinator.

2) Local coordinator should send all Form C + Audit certificate to Hespul

From 3rd Nov until the end of November: work of Project coordinator (Hespul)9



Project coordination : Observed dysfunctions during last reporting

processDelay to submit financial data, reports, annexesNot using the documentation sent by the project coordinator (but used their “own” documents) Xls document (budget & Activities) = activity description sometimes missing & not in EnglishActivity report not covering all involved partners’ activities, Annex not included or missingNo justification of major costs (important for Demonstration; Monitoring,Dissemination (if production), subcontracting activities)➠ double/triple/etc. checking is then needed

(wasting time for all)

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RENAISSANCE - LYON -FRANCECorrective measures ?

suggestions (from project coordinator) : by local coordinator : to send a short summary Email/3 months to project coordinator (and PSG ?) on updating local progress (per sub-WP) To make sure that partners have « foreseen » (scheduled) this reporting process in their annual « work plan »Make sure that the “major costs” are “justified” (especially for WP3 + WP2 (monitoring equipments)Meeting each partner far before the annual reporting processTo change the calendar to report ?? To be done late summer ?

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t echnical seminar (wp0 – international & local coordination)

Documents