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Transcript of Http://cern.ch/SLHC-PP S L H C – P P Management Tools Kick-off Meeting April 8 th, 2008 Mar...
http://cern.ch/SLHC-PP
S L H C – P PManagement Tools
Kick-off MeetingApril 8th, 2008
Mar CAPEANSCERN
This project has received funding from the European Community's Seventh Framework Programme (FP7/2007-2013) under the Grant Agreement no212114
http://cern.ch/SLHC-PP
Outline
• Reporting to the EC– Technical Progress and Financial Periodic Reports – Financial reporting timeline for SLHC-PP
• SLHC-PP Management Tools– Overview and schedule
• Other Electronic Tools
April 8, 2008 M.C. 2
http://cern.ch/SLHC-PP
Reporting to the EC
• SLHC-PP has received funding from the European Community's Seventh Framework Programme (FP7/2007-2013) under the Grant Agreement no 212114. Therefore EC reporting rules apply
• The EC will monitor the project technically and financially at the end of each reporting period:
April 8, 2008 M.C. 3
• P1: from month 1 (April 2008) to month 12 (March 2009) • P2: from month 13 (April 2009) to month 24 (March 2010) • P3: from month 1 (April 2010) to last month of the project (March 2011)
• P1: from month 1 (April 2008) to month 12 (March 2009) • P2: from month 13 (April 2009) to month 24 (March 2010) • P3: from month 1 (April 2010) to last month of the project (March 2011)
http://cern.ch/SLHC-PP
Reporting to the EC
The beneficiaries, via the Coordinator, shall submit the following reports to the Commission:
April 8, 2008 M.C. 4
1. The deliverables identified in Annex I2. A periodic report within 60 days after the end of each
reporting period, including:• Progress of work towards the objectives of the project • Explanation of the use of the resources• Financial Statement (Form C – Annex VI of the Grant Agreement)
from each beneficiary together with a summary financial report
1. The deliverables identified in Annex I2. A periodic report within 60 days after the end of each
reporting period, including:• Progress of work towards the objectives of the project • Explanation of the use of the resources• Financial Statement (Form C – Annex VI of the Grant Agreement)
from each beneficiary together with a summary financial report
http://cern.ch/SLHC-PP
Financial Reporting at Institute Level
April 8, 2008 M.C. 5
Personnel
Travel
Material
TimesheetTimesheetTimesheetTimesheet Collection,Consolidation
Form CForm CForm CForm CClaimClaimClaimClaim Collection,
Consolidation
AcquisitionAcquisitionCollection,
ConsolidationCETFI-F
Keep supporting documents
(paper copies) of all costs
http://cern.ch/SLHC-PP
Time Sheets
April 8, 2008 M.C. 6
Timesheets record personnel working hours. EC requests a system that certifies the number of hours worked in order to declare a cost as eligible. A contract, as a document signed before the work is actually performed, would not be sufficient.
Timesheets record personnel working hours. EC requests a system that certifies the number of hours worked in order to declare a cost as eligible. A contract, as a document signed before the work is actually performed, would not be sufficient.
~ 75% SLHC-PP direct costs
are costs of Personnel
http://cern.ch/SLHC-PP
Form C, Institute level
April 8, 2008 M.C. 7
RTD Coordination Support Mgt
PersonnelSubcontracting
Other Direct CostsIndirect Costs
http://cern.ch/SLHC-PP
SLHC-PP Financial Reporting Timeline
MONTHLY
QUARTERLY
REGULARLY
REGULARLY
YEARLY YEARLY
1st April to 31st March of next year + 60 days1st April to 31st March of next year + 60 days
http://cern.ch/SLHC-PP
Financial Reporting at Project Level
Form CForm CForm CForm C
Form CForm CForm CForm C
Form CForm CForm CForm C
Form CForm CForm CForm C
Form CForm CForm CForm C
“Form C”s“Form C”s
Form CForm CForm CForm C
Form CForm CForm CForm CForm CForm CForm CForm C
Form CForm CForm CForm C
Form CForm CForm CForm C
Form CForm CForm CForm C
Form CForm CForm CForm C
Form CForm CForm CForm C
Form CForm CForm CForm CForm CForm CForm CForm C
Form CForm CForm CForm C
YEARLY
4 weeks
Consolidation at Project Level2/3 weeks
Consolidation at Beneficiary Level
http://cern.ch/SLHC-PP
Summary of SLHC-PP Financial Reporting
April 8, 2008 M.C. 10
MONTHLY
Individuals submitTimesheets
QUARTERLY
Institutes submitInternal Cost Claims
YEARLY
Institutes submitForm C
+ Audit Certificates
To demonstrate that all personnel costs are directly related to the project
Effort monitoring in PM
To monitor the costs of each partner by activity and cost category (personnel, travel, materials)
To get reimbursement of the cost incurred by each partner
http://cern.ch/SLHC-PP
Management Tools
April 8, 2008 M.C. 11
A Management of SLHC-PPGeneral project monitoring structure for financial reporting and project progress management tool
B SLHC Implementation
Project monitoring structures and a finance management system for the SLHC implementation (accelerator and experiments)One of the main aims of SLHC-PP WP2 and possibly WP3 and WP4
http://cern.ch/SLHC-PP
A: CERN PPT for EU projects
• CERN/IT-AIS has developed a Project Progress Tracking (PPT). It has been used by ATLAS, LHC, CNGS, APT
• The tool has been adapted to manage EU projects in FP6. PPT-EU has been used by EGEE (funding over 30 M€ from the EC, ~1000 members), ETICS… and it will be used for EGEE3 and ETICS2 in FP7
• Web based, accessible to all beneficiaries
April 8, 2008 M.C. 12
Functionality:– Members Database– Activities Management– Data collection (timesheets, cost claims) and reminders– Data repository for EC mandatory reporting
Functionality:– Members Database– Activities Management– Data collection (timesheets, cost claims) and reminders– Data repository for EC mandatory reporting
http://cern.ch/SLHC-PP
CERN PPT-EU for SLHC
April 8, 2008 M.C. 13
SLHC-PPAdministrative Management
SLHC-PP Progress Tracking
SLHC Mgt
Phase 1 Phase 2 Phase 3
End of May 08Tool available to SLHC-PP Beneficiaries
End of May 08Tool available to SLHC-PP Beneficiaries
http://cern.ch/SLHC-PP
Phase 1 Preparation
ADMIN TOOL• Preparation of Timesheets
April 8, 2008 M.C. 14
Request: • Provide a list of members per WP, and their role (member,
activity supervisor, WP leader, etc)Instructions and templates will be provided
Request: • Provide a list of members per WP, and their role (member,
activity supervisor, WP leader, etc)Instructions and templates will be provided
http://cern.ch/SLHC-PP
Phase 2 Preparation
PROJECT PROGRESS TRACKING• Annex I contains defined dates for EC DELIVERABLES and EC
MILESTONES. Typical granularity is:
April 8, 2008 M.C. 15
WP
Task 1 Task 2
D 1.1 D 2.1
M 1 M 2
D 1.2 D 2.2
D 1.3
Request: – Produce a proper WBS of each WP (broken down in tasks and
subtasks), with a set of internal deliverables to help/ensure that EC deliverables are attainable on schedule, within budget
Request: – Produce a proper WBS of each WP (broken down in tasks and
subtasks), with a set of internal deliverables to help/ensure that EC deliverables are attainable on schedule, within budget
http://cern.ch/SLHC-PP
Example: WP1 deliverables and milestones
April 8, 2008 M.C. 16
WP1: SLHC Project Management
Task 1: Steering of the Consortium and project follow-up
Task 2: Dissemination
M 1.1 Kick-off meeting M01
D 2.1 SLHC-PP Web Site M03
M 1.2 Annual Meeting 1 M12
D 1.1 Periodic report M14
M 1.3 Annual Meeting 2 M24
D 1.2 Periodic report M26
M 1.4 Annual Meeting 3 M36
D 1.3 Periodic report M38
D 1.4 Final Report M38
EC Deliverables and Milestones
Internal Deliverables and MilestonesNot visible to EC
http://cern.ch/SLHC-PP
Phase 2 Preparation
PROJECT PROGRESS TRACKING• Members are assigned to partners• Members are assigned to tasks or subtasks• Tasks and subtasks have a defined duration
April 8, 2008 M.C. 17
Request: – Define the assignments above for each WP
Request: – Define the assignments above for each WP
http://cern.ch/SLHC-PP
Targets
• All the information will be collected by the WP leaders (via templates)
• Deadline: May 5th
• Target: Timesheets for April and May collected with the tool
April 8, 2008 M.C. 18
Next steps:– May 6 – 13: enter data (by SLHC-PP Admin team)
– May 26: Admin Tool (Phase 1) available to all beneficiaries
Next steps:– May 6 – 13: enter data (by SLHC-PP Admin team)
– May 26: Admin Tool (Phase 1) available to all beneficiaries
Timesheets for April and May must be filled in Excel Templateshttp://cern.ch/SLHC-PP/MANAGEMENT.htm
Target: Collect Timesheets with the tool from June
http://cern.ch/SLHC-PP
SLHC-PP Admin Guide
• SLHC-PP Administration Guide being prepared by Admin team
• First draft available towards the end of the week:https://edms.cern.ch/document/904943/1
April 8, 2008 M.C. 19
Contents:– Summary of FP7 rules: EC reporting, finances, timescales– SLHC-PP internal rules for reporting and financial matters
(personnel costs, travel and materials claims, etc.)– Links to EC reporting templates and forms
Contents:– Summary of FP7 rules: EC reporting, finances, timescales– SLHC-PP internal rules for reporting and financial matters
(personnel costs, travel and materials claims, etc.)– Links to EC reporting templates and forms
http://cern.ch/SLHC-PP
SLHC-PP Web• Public pages: http://cern.ch/SLHC-PP/• Internal pages, password protected, will be prepared
April 8, 2008 M.C. 20
http://cern.ch/SLHC-PP
SLHC-PP Documents in EDMS• Restricted access to SLHC-PP members -member list under preparation
• Storage, approval, versioning of documents, release procedures…
April 8, 2008 M.C. 21
http://cern.ch/SLHC-PP
SLHC-PP Indico
April 8, 2008 M.C. 22
• Management of conferences, public and internal meetings• Contributions and Minutes Repository• Calendar of events
http://cern.ch/SLHC-PP
Questions
• Please, contact SLHC-PP management/admin team at CERN– Emails, phones of the team and expertise will be
available soon in the SLHC-PP Web Site
• EC Guides: http://cordis.europa.eu/fp7/find-doc_en.html
April 8, 2008 M.C. 23