Download - MAGENTA KICKOFF MEETING · WP5 WP6 WP8 WP5 WP4 WP6 WP8 WP3 WP2 WP4WP6 WP8WP8 WP7 WP5 WP8 WP7 WP5 WP8 WP7 WP6 WP8 WP7 WP5 WP8 WP3 WP2 WP8 Periodic and continual on-line reporting payment

MAGENTA

KICKOFF MEETING

Paris, January 23rd-24th 2017

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

PROGRAM


January 23rd, 2017 January 24th, 2017

OPERATION OVERVIEW

- PROJECT MEETINGS

- FUNDING

- REPORTS & REVIEWS (BY EU)

- PROJECT MANAGEMENT

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Paris | January 23rd - 24th, 2016

MEETINGS AND OBJECTIVES


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


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


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

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REPORT TYPES


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


On-line Continous Reporting

CONTINUOUS REPORTS


CONTINOUS REPORTING OF DELIVERABLES VS.

PERIODIC REPORTING


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

leaders (check deliverables!!)

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

PERIODIC REPORTING


Technical:

coorindator +

WP leaders

Financial:

Beneficiary

leaders

PERIODIC REPORT


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


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


• 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


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


• 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)

• Reviews conducted by EU (PO and reviewers)

• Deliverables (schedule, quality, deviations, etc.)

• Financial details

• Review meetings: Coord., PM, and concerned members

PROJECT MANAGEMENT

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PROJECT MANAGEMENT STRUCTURE

QUALITY & RISKS MONITORING


Tasks leaders

When needed

WP leaders

All

WP2 to WP7

Q&R permanent control

Work Package leaders

Task

leader

Task

leader

Task

leader

MAGENTA private

SharePoint

Q&R management team

monthly review (video conf)

WP

minutes

Meeting

Q&R

Minutes

Meetings

Update +

validation

PROJECT MANAGEMENT PLAN


• PMP = deliverable M2

• Describes manangement

structure, implementation plans

(Q&R management, meetings,

reports, record keeping

procedures, communication

actions, etc.)

• A draft is being prepared and

sent to all partners for validation

RECORD KEEPING AND SHARING


1. Individual task leaders must keep traceable records

• Lab notebook (or any other form of record keeping)

• Person months of all personnel working on the task

• All direct costs incurred

2. WP leaders:

• Supervise and communicate within WPs (min. once a month)

• Report to Project Manager before the monthly meeting

3. Proposition: SharePoint @ CoRe (SPEC/CEA-CNRS)

• Web-based application for document management, storage and sharing

• CoRe (CNRS) - Free of charge up to 20GB

• Secure and reliable collaborative project management (individual or institutional

accounts)

• Easy uploading data files, publications, reports, communications

4. Q&R management (WP leaders) monthly video-conference meetings

• Implementation and progress, deliverables

• IPR (publications, ORDP) – (more in next section)

• Not all WP leaders need to attend

MORE ON CORE


1. Web-based document management tool for ‘confidential’ information

• Allows secure storage and sharing among project partners

• Easy uploading data files, publications, reports, communications

2. Provider: CNRS (not to be confused with PHENX-partner 3)

• Free of charge up to 20GB

• English pages available

• MS SharePoint 2013

• Data backup frequency can be chosen

3. Access

• Password protected access for individual users

• Project ‘space’ with sub-space (folders) for WPs

• Different levels of access rights will be granted

• Coord.- PM – IPR manager (Edd) = full access

• WP leaders = full access to his/her WP, then read only for other WPs

• Task leaders = upload and read only within his/her WP

QUESTIONS AND/OR OBJECTIONS?


1. Project management structure?

2. WP leader and task leader responsibilities?

3. The use of CoRE?

LUNCH

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