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Transcript of MAGENTA KICKOFF MEETING · PDF file WP5 WP6 WP8 WP5 WP4 WP6 WP8 WP3 WP2 WP4WP6 WP8WP8 WP7 WP5...

  • MAGENTA

    KICKOFF MEETING

    Paris, January 23rd-24th 2017

    | PAGE 1 Paris | January 23rd - 24th, 2016

  • PROGRAM

    | PAGE 2 Paris | January 23rd - 24th, 2016

    January 23rd, 2017 January 24th, 2017

  • OPERATION OVERVIEW

    - PROJECT MEETINGS

    - FUNDING

    - REPORTS & REVIEWS (BY EU)

    - PROJECT MANAGEMENT

    | PAGE 3

    Paris | January 23rd - 24th, 2016

  • MEETINGS AND OBJECTIVES

    | PAGE 4 Paris | January 23rd - 24th, 2016

    4 different ‘types’ of meetings

    1. Consortium meeting – once a year (January of every year)

    • Purpose: governance, adminstrative & financial aspects, amendements to DoA’s, DMP

    2. Steering Committee meeting – twice a year (to be combined with CM above)

    • Purpose: Technical content review (progress report, future plans)

    • Workshops/Technical Day at M30: 1-day event to “present MAGENTA’s concepts, results

    and application possibilities.” Both insider and outsider to MAGENTA can attend.

    3. WP leaders meeting (Q&R mangement)– Monthly video-conferencing

    • Puropose: Progress and problem monitoring, focus on deliverables & risks

    • Propositions: 1st Tuesday morning of every month?

    • First video-conference on Feb. 14th?

    • Check if everyone can connect on Feb

    • Verify deliverabls for M2 (Website, logo and Project management plan)

    4. Review Meegings at EU:

    • After periodic reports (M12/30/48) in Brussels (tentative), not everyone is required to

    attend.

    • Technical review meeting at M21 – maybe combined with Consortium meeting.

  • NEXT MEETINGS - VOTE

    | PAGE 5 Paris | January 23rd - 24th, 2016

    1. Steering committee timings and place:

    Neuchatel, Switzerland –HESSO

    Time: July 2017

    Paris, France – CNRS

    Time: July 2018

    2. Consortium meeting (GA) timings and place:

    Athens, Greece (NCSRD, Popi Trohidou)

    January 2018

    3. WP (task) leaders monthly meeting schedule

    1st meeting date: February 14th

    Timing: Every 1st Tuesday of the month

    • Some rules (see CA)

    • 45-day notification on the meeting date/place

    • 14-day notification for meeting agenda

  • MEETING FREQUENCY

    | PAGE 6 Paris | January 23rd - 24th, 2016

    Asked PO if everyone needs to be there, or group TR meeting with SC meeting

  • CRF CTECH SOLV NCSRD PHNX

    Direct recipient

    CEA

    Allocation

    HESSO GEM GUT

    Transfer

    WP3

    WP2

    WP5

    WP6

    WP8

    WP5

    WP4

    WP6

    WP8

    WP3

    WP2

    WP4

    WP8

    WP3

    WP2

    WP6

    WP8

    WP7

    WP5

    WP8

    WP7

    WP5

    WP8

    WP7

    WP6

    WP8

    WP7

    WP5

    WP8

    WP3

    WP2

    WP8

    Periodic and continual on-line reporting

    payment

    WP6

    WP5

    WP7

    WP8

    WP1

    CNR

    FUNDING DISTRIBUTION AND TRANSFER

    • Payments are made to cooridnator > distributed to beneficiaries

    • Pre-financing : EU > coordinator (Dec. 2016) > beneficiaries (January 17th, 2017)

    • Interim payments: reimburses eligible costs incurred during the reporting periods.

    • Final balance payment: Release or pay back

    • Record keeping and reports are extermely important!!!

  • REPORTS & REVIEWS

    | PAGE 8

    Paris | January 23rd - 24th, 2016

  • REPORT TYPES

    | PAGE 9 Paris | January 23rd - 24th, 2016

    2 report types

    1. Continuous reporting on the EU site: activated since January 1st, 2017

    • Open to all beneficiaries

    • Submit deliverables (and milestones) as they are achieved by WP and/or

    task leaders or by the coordinator

    • Beneficiary leaders are all WP leaders or task leaders.

    • No excuses!!

    • Upload publications, communication activities

    • Answer questionnaire

    • All WP leaders and authors

    2. Periodic reports

    • M12, 30 and 48 and reports are due 60 days after period-end dates

    • 3-part report written by coordinator, WP leaders and individual

    beneficiaries (financial form)

  • CONTINUOUS REPORTS

    | PAGE 10 Paris | January 23rd - 24th, 2016

    On-line Continous Reporting

  • CONTINUOUS REPORTS

    | PAGE 11 Paris | January 23rd - 24th, 2016

  • CONTINUOUS REPORTS

    | PAGE 12 Paris | January 23rd - 24th, 2016

  • CONTINUOUS REPORTS

    | PAGE 13 Paris | January 23rd - 24th, 2016

  • CONTINOUS REPORTING OF DELIVERABLES VS.

    PERIODIC REPORTING

    | PAGE 14 Paris | January 23rd - 24th, 2016

    • Continous reporting: monitoring via monthly video-conferencing of WP

    leaders (check deliverables!!)

    • Periodic reporting: M12, M30 and M48 (+60 days for submission)

  • PERIODIC REPORTING

    | PAGE 15 Paris | January 23rd - 24th, 2016

    Technical:

    coorindator +

    WP leaders

    Financial:

    Beneficiary

    leaders

  • PERIODIC REPORT

    | PAGE 16 Paris | January 23rd - 24th, 2016

    3 parts: A, B and financial : « periodic report template » available

    1. Part A: cover page, summary and answers to questionnaire

    • Generated automatically based on the information entered by the participants

    through reporting modules (periodic and continous)

    • Questionnaires specific to SMEs, gender balance must also be filled

    2. Part B

    • PDF document to be uploaded by the coordinator

    • Work carried per WP (provided by WP leaders)

    • Updated DMP (explained later today)

    • (Follow-up of recommendations/comments by reviewers from before)

    • Deviations: tasks, use of resources, unforeseen subcontracting, etc.

    3. Financial

    • Each participant (beneficiary) completes financial statement on-line

    • Explanation of the use of resources (include subcontracting, in-kind

    contributions by 3rd party)

    • Request for interim payment

  • PERIODIC FINANCIAL REPORT

    | PAGE 17 Paris | January 23rd - 24th, 2016

    Types of information to be declared:

    1. Direct personnel costs (actual & unit) & in-kind contribution from 3rd party

    2. Direct cost of subcontracting

    3. Direct cost of providing financial support to 3rd parties

    4. Other direct costs

  • PARTICULAR ATTENTION ON FORM C

    | PAGE 18 Paris | January 23rd - 24th, 2016

    • TRAVEL costs! EU is particulary strict on travel costs. Must clearly indicate

    dates, place, amount spent and on what (food, accomodation, transport..) person

    traveling, purpose of travel clearly in line with WP where he/she declares his

    person-months. Must keep receipts!

    • Equipement! : date of purchase, cost, depreciation cost over the declared period

    of use.

    • Person months! names, status, months worked and on which WP. Must keep a

    timesheet table of personnel whose salary to be reimbursed by the EU that is

    consistent with the Form C in case of audit. All persons record their time

    dedicated to ‘actions’ on daily, weekly, or monthly basis using a paper or computer

    based system and must be verified (signed) by an authorized person in each

    beneficiary institution.

    Make sure that every financial information you enter in form C is traceable!!

  • PR SUBMISSION PRECAUTION

    | PAGE 19 Paris | January 23rd - 24th, 2016

    Preparation

    • Part A: on-line, filled by each partner

    • Part B: pdf, contribution from WP leaders and compilation by coordinator

    • Financial form (form C): on-line, filled by each partner

    Submission to EU is done by the coordinator (60 days after PR period)

    1. After entering financial information, do not press ‘submit’ but notify project

    manager (Dijana Samson) – leave it in ‘draft’ form

    2. Partner financial forms will be pre-examined by the coordinator – (within 15 days)

    3. Once coordinator validates, ‘submit’ your financial form (30 days after PR period)

    4. Coordinator receives ‘financial form submission notice’ from EU (immediate)

    5. Coordinator validates the « form C ».

    • EU can request ‘financial forms’ to be resubmitted if problems are

    detected (takes long)

    • Rejected cost will not be reimbursed => the cost (in question) will be

    deducted from interim payments

  • PERIODIC REPORT REVIEW

    | PAGE 20 Paris | January 23rd - 24th, 2016

    • Periodic reports are due 60 days after each period

    1. M12 => Feb 28th, 2018 (Consortium meeting in January 2018)

    2. M30 => Aug 31st, 2019 (Steering committee meeting in July 2019)

    3. M48 => Feb 28th, 2021 (Final consortium meeting in January 2021)