“Reporting Procedure for I3”

Seadatanet kick-offHeraklion, June 8-9, 2006

Lorenza Saracco, European CommissionDG Research

• I3 contract of 5 years, starting April 1st 2006

• 47 partners, 8.5 M€ of EC contribution

• 5 reporting periods

• Audit certificates after P2, P4 and P5 + special clause 39 (no intermediate audits

for participants with cumulative requested contribution less than 150 000 €)

• Mid-term review after P2

SEADATANET contract

A. Periodic activity report describing the progress made during the reporting period

B. Periodic management report justifying the costs incurred and the resources deployed by each contractor

C. Periodic report on distribution of Community’s contribution to each contractor

“Guidelines for preparing the Annual Report” provide instructions to prepare these reports

Reports to be submitted(according to Article II.7 of Contract)

Progress report• Summary of the activities and major achievements

Summary of progress and major achievements at project level

• Management activity Main management aspects, problems encountered and

corrective actions taken• Progress report for each individual activity

Report on the progress made at the individual activity level • Update of the non-confidential Project Information

List of deliverablesCompilation at project level of all deliverables + CD-Rom

Use and dissemination of knowledge

A. Periodic Activity Report

• Work progress and achievements with reference to planned objectives and role of contractors involved

To allow justification of major costs incurred and resources deployed by each contractor and declared in the management report

• Deviation from planned work and corrective actions taken/suggested

• List of deliverables/milestones achieved during reporting period compared to those specified in Annex 1

• List of major meetings, workshops organised

Progress report (for each individual activity)

• Description of the publicity concerning the new opportunities of access

• Description of the selection procedure included the list of selection panel members (DB)

• List of user-projects (DB)

• List of users (DB)

• Scientific output of the users at the facilities included the list of publications resulting from their work carried out under the TA activities

• Users meetings

Progress report for transnational access activities

Justification of the major costs incurred and resources deployed by each contractor

Linking them to the activities implemented in the project

Financial statements (Form C), for each contractor

- Reported costs must be actual (i.e. actually incurred, not budgeted or estimated) and necessary for the project (i.e. directly linked to the activities described in Annex 1)

- With Audit certificate where required

Summary financial report consolidating costs of contractors

B. Periodic Management Report

  "Activity number - Descriptive Title"

 Total effort in person-

months (1)  

Cost categoryActual direct eligible costs

(€)

Justification of costsdescription of expenditure and link to the specific work

carried out (e.g. Subtasks, work packages, …)

Personnel cost (2)  

Cost item 2    

…    

 …      

Total direct eligible costs

     

Total indirect costs

     

Total costs (3)

Global estimate of the total costs for AC contractors (not only the eligible costs)

 

Justify any deviations with respect to the planned budget:  

       

       

 

 

 

(1) AC contractors must include both the total estimated human effort (including permanent staff) and, in brackets, additional staff only.(2) Totals should correspond to the respective figures on FORM C - Financial Statement

Justification of the major costs incurred and resources

deployed during reporting period

Report on the distribution between contractors made during the reporting period of the Community financial contribution

C. Periodic report on distribution of Community’s

contribution to each contractor

D.Detailed Implementation Plan

for the next 18 months period

Providing a detailed description of the work to be carried out over the next 18 months together with a detailed financial plan for the same period

Approval of detailed implementation plan by Commission represents an automatic amendment of Annex 1 of the contract

• Research Infrastructures on CORDIS (FP6)

http://cordis.europa.eu/infrastructures/

Useful links