The purpose of this presentation is to explore the main requirements that will be

needed to ensure proper Reporting during the implementation of your project.

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• This is an overview of the aspects I am going to present:

• Firstly I will explain you the module “continuous reporting” then we will move to

the “periodic reporting” and we will finish with some key messages to sum up

this session.

Please note that throughout the project duration you have the contractual obligation to report on the progress of your project.

There are two types of reporting: The continuous and the periodic reporting.

Under the Continuous reporting we will have:

• Deliverables: for each deliverable, the deadline is set in GA Annex I

• Progress report: specific deliverable at M13 and M37 of the project giving a comprehensive overview of the progress made during the previous calendar year (in case of projects with duration of 48M) .

• Researcher Declarations: within the 20 days from the start of a secondment, data related to the secondment are encoded /declared directly in SyGMa

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• Summary for publication should be filled in continuously. It is regularly checked for publicity purposes

Under the Periodic reporting you will need to submit:

• the Periodic reports: within 60 days after the end of the reporting period (M24 and M48 or M36 depending on the total duration of your project)

• Evaluation questionnaire: should be filled in at the end of a secondment

• Follow-up questionnaire: two years after a secondment (at least one per seconded fellow)

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• The Continuous Reporting module can be accessed at any time between the

start of the project and the submission of the final reports.

• It is divided in several tabs that must be completed by the coordinators.

• Some data need to be submitted at specific deadlines (for example

Deliverables and Researcher declarations), while other parts can be completed

at any time until the end of the period (for example Publications).

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Important note:

• Two specific deliverables named “Progress report” need to be submitted

at Month 13 and 37 respectively -depending on the length of your project.

The template is available on top of the page, in SyGMa, under the tab

"deliverables". By that time, all tabs shall be completed with the information

already available.

• Summary for publication - should be revised continuously for publicity purposes

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Regarding the Researchers’ Declarations (RDs):

• you need to first encode the researcher’s name in the so called researcher

library;

• Then declare the period of a secondment within max 20 days after the start

date of the secondment;

• Splits stays (meaning the same researcher seconded from the same sending

organization “A” to the same hosting institution “B” but within different time

periods) must be declared correctly; one period after the other BUT within the

same entry in SyGMA;

Important note:

• An update of a RD (encoding of additional splits or corrections due to clerical

errors) in SyGMA require the “re-opening” of the RDs by the PO.

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We have finished with the continuous reporting. Let’s now move to the periodic reporting part.

The Periodic Report consists of two different categories:

i) The Technical Report (Part A and Part B) and

ii) The Financial Statements

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i) Part A of the periodic Technical Report is automatically generated by the IT system and consists of the information encoded in the Periodic Report and Continuous Reporting module in SyGMA

Let’s now see tab by tab what is required from you.

Summary for publication:

• Under this first tab, you have to provide publishable

information, such as a summary of the project, main results that

have been achieved in the concerned period and how this may

impact the lives of citizens or society at large. Reference to the

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website where the reader may find more detailed information can

also be included.

• This information will be published in a website of the European

Commission and should be updated regularly. You should follow

a template which is provided to you in the system.

Deliverables :

• All deliverables due for the period (M24 or M48 respectively) should be submitted before sending the reporting package (to be approved by the PO);

• Ethics deliverables - if applicable - shall be submitted as well;

• Should you not be able to submit the expected deliverables, please notify the responsible PO in advance and provide a justification for the delay. Propose for a new deadline for the deliverable to be submitted. Report the agreed changes under section 5 of the Technical Report – Part B (section titled “Deviations from Annex I and Annex II”)

• Data Management Plan – if applicable (if your projectparticipates in the Open Research Data Pilot)

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Critical risks:

• Please report on the state of play for Risk Mitigation (For each initially

estimated critical risk, report on whether the risk has materialized, on

the application of originally planned mitigation measures and comment

on the results);

• New –initially unpredictable- risks may arise during the implementation

of the project and thus, they can be added at the moment of the

periodic report if they have been identified in the meantime.

Publications:

• The Publications should be strictly linked to the research that has

been conducted under this specific RISE project and by the seconded

researchers (authors should be staff relevant to the project). Of course

the list should NOT contain publications dated before the starting date

of the project.

• All Publications should provide a link to the source of publication.

• Should acknowledge EU funding (shall include the standard

sentence on EU funding acknowledgment – Article 29.4 of the

GA, along with the EU emblem – Art.38 of the GA on

communication and visibility of the action).

• There is also an obligation for ensuring open access (OA) to all

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peer-reviewed scientific publications deriving from your EU funded RISE

project. They shall be deposited in an Open Access repository (Grant

Agreement Art. 29.2) and the repository link should be provided in the

Continuous Reporting module under the Tab “Publications”.

The Open Access Infrastructure for Research in Europe (OpenAIRE) links the

existing repositories and thus although it is not compulsory to use it, it is the highly

recommended entry gate for the decision on a repository. OpenAIRE also offers

support services for researchers, such as the National Open Access Desks that

you are warmly invited to use.

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Dissemination and communication:

• In this section you need to indicate the different dissemination and

communication activities done by the project. These will include for

example organisation of a workshop, participation in conferences,

creation of a website but also dissemination and communication

activities by other means than scientific publications, addressing to the

general public and the society (e.g. promotion of the project results on

social media, videos /films, press release, interviews on TV/radio). All

communication activities must acknowledge EU funding and include

the EU emblem (Art.29.4 and Art 38 of GA respectively) .

Patents:

• We will be happy to see your consortium patenting the results of your

research and to promote any information about this achievement in

your project;

• Should you have any queries related to this topic the IPR helpdesk

can help you on the procedure https://www.iprhelpdesk.eu/

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SME impact / Gender:

• Fill-in the updated information - if applicable.

• The "SME Impact" and "Gender" tabs provide information to our

services regarding specific policy objectives. It is important for the

project impact assessment.

ii) Part B of the Periodic Report – Technical Report:

For the technical report, use the template provided in the system (focus on the

RISE applicable sections), follow its layout, and

• Describe the work carried out and the progress made per task

and for each WP versus the original planning (DoA – Annex I of the

GA);

• Explain any deviations in project implementation

• Make link between secondments and tasks fulfilled for each WP

and explain their contribution

• Include a feasible updated Gantt chart, in case of delays

• Address the Mid-Term Meeting recommendations

• Address all Ethics requirements (if applicable): All ethical issues

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for the reporting period should be mentioned and the report of the

Independent Ethical Adviser should be submitted, if applicable

to your project, no later than the submission of the reporting

package.

• Indicate an assessment of the impact achieved by the end of

reporting period versus the expected impact (indicated in the DoA)

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Financial statements – FS:

• Calculation is done automatically based on the researchers

declaration of each beneficiary, therefore it is very important to

submit all the RDs;

• FS cannot be changed unless RD is changed;

• Each Beneficiary will have to sign and submit its financial

statement to the coordinator;

• The Coordinator then submits the full package (technical reports +

financial statements) at once to the REA;

• In case a beneficiary was terminated and left the consortium, the FS

of this terminated beneficiary should be submitted together with the

reporting period;

• Operating grant should always be “0” if no such funds were involved

in the project.

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We have reached the last tab of the periodic reporting which is:

Researchers – RDs;

• All researcher declarations for the period must be declared

• Split stays shall be declared properly

• In the last reporting period, the researchers with less than one

month secondment duration will have the costs rejected as non-

eligible.

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All reports need to be submitted electronically and only via the Funding and

tender opportunities Portal (former Participant Portal)

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Any additional information that might be useful for you can be found in the links

provided in this slide

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And now let me summarise the most important points.

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Be aware of deadlines and respect them;

Provide relevant information on progress of your project;

Make sure all secondments and splits are correctly encoded;

Report on publications directly linked to your project;

Indicate EU funding and disclaimer;

Ensure open access to your publications;

Contact your project officer in advance for any questions and

support.

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We reached the end of the presentation. For more information and support

please visit the funding and tender opportunities portal.

I would like to thank you for your attention.

•H2020 online manual

•Frequently asked questions here

•IT helpdesk

•RISE Project Officer team

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