FP7 Project reporting. FP7 INCO National Contact Points Meeting 9 June Athens Anne Mandenoff - European Commission - RTD A.

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1 FP7 Project reporting FP7 INCO National Contact Points Meeting 9 June Athens Anne Mandenoff - European Commission - RTD A.6

2 Reference documents 1 Model grant agreement - Grant Agreement (GA): Article 4. - Annex II of GA: Parts II.4, II.5, II Guidance notes - For Project Reporting

3 FP7 model grant agreement Annex II (general conditions) Reporting requirements During the project : - Periodic report within 60 days after the end of each reporting period - Deliverables (identified in Annex I of the Grant Agreement, according to the timetable specified in the Deliverables list). Within 60 days after the end of the project: - Last project periodic report - Final report 30 days after reception of final payment: - Report on distribution of EC contribution

4 Reporting requirement During the course of the project Periodic project report 1. DECLARATION BY THE SCIENTIFIC REPRESENTATIVE OF THE PROJECT S COORDINATOR 2. PUBLISHABLE SUMMARY (not more 4 pages, suitable for publication) 3. CORE OF THE REPORT 3.1 PROJECT OBJECTIVES FOR THE PERIOD 3.2 WORK PROGRESS AND ACHIEVEMENTS DURING THE PERIOD 3.3 PROJECT MANAGEMENT 4. DELIVERABLES AND MILESTONES TABLES 5. EXPLANATION OF THE USE OF THE RESOURCES FINANCIAL STATEMENT, (form C) per beneficiary; plus summary financial report 7. CERTIFICATES

5 Reporting requirement After the end of the project Final report 1. FINAL PUBLISHABLE SUMMARY REPORT 2. DISSEMINATION AND USE OF FOREGROUND 2.1. Dissemination activities 2.2. Publications peer reviewed 2.3. Applications for patents, Trademarks, Registered designs, etc 2.4. Use of foregrounds: Exploitable foreground and plans for exploitation 3. REPORT ON SOCIETAL IMPLICATIONS

6 How to submit the reports? By electronic means via the Participant Portal Periodic & Final reports / deliverables. DG RTD/ENTR - structured IT Reporting tool* DG INFSO - Upload PDF doc Financial reports : Forms C * Mandatory for DG RTD - No more paper reports accepted including for the signed self declaration of the coordinator. By normal post (to the mail address indicated in article 8 of the GA) in parallel to the electronic submission: ONLY : Signed Forms C (prepared and submitted via the webbased tools) Signed Certificates (if needed)

7 Access to the Participant Portal Participant Portal : One single entry point for: All external stakeholders (LEARs, coordinators, beneficiaries ) registered in ECAS Handling all grant-related actions (Access to unique legal entity registration, negotiation, amendments, financial and scientific reporting) Role-based authorization (Identity and access management IAM), in such a way to provide personalised services

8 Roles on the Portal COM control

9

10 Services after ECAS login

11 Via the Participant Portal Access to IT reporting tool Front End With an ECAS ID Scientific Representative of Coordinator in NEF is granted access Others participants should be declared by Coordinator in NEF

12 Home page of IT Reporting Tool (RTD-REA-ENTR)

13 Upload Deliverables during the life of the project List of deliverables is retrieved from contract - DoW Other deliverables unforeseen may also be uploaded User just has to upload the content

14 Upload Publications, patents, foregrounds during the life of the project Tables of structured entries Participants may also contribute Coordinator validates and submits Tables are used in final report

15 Periodic Report

16 Periodic Report

17 Periodic Report Deliverables Milestones- Use of resources

18 4. EXPLANATION OF THE USE OF THE RESOURCES One table per beneficiary Table 3.1 Personnel, subcontracting and other major cost items for Beneficiary 1 for the period Work Package Item description Amount Explanations Ex: 2,5, 8, 11, 17* Personnel costs * Salaries of 2 postdoctoral students and one lab technician for 18 months each* 5* Subcontracting * Maintenance of the web site and printing of brochure* 8, 17* Major cost item 'X' * NMR spectrometer* 11* Major cost item 'Y' * Expensive chemicals xyz for experiment abc* Remaining direct costs * Indirect costs TOTAL DIRECT COSTS [1] * * The entries in italics are examples and purely for illustration [1] Total direct costs have to be coherent with the directs costs claimed in Form C

19 Periodic Report

20 5. Financial Reports: Form C (use electronic tool is mandatory) Workflow for the external Coordinator Select the the Reporting period Fill Fill in in the the Form C and and save it it Submit the the Form C to to the the Commission The The EC EC user user can can request a revision

21 To be filled in in current release, calculated automatically if ICM is a flat rate Calculated automatically

22 6. CERTIFICATES Certificate on financial statements (CFS) (Form D) Expenditure verification Mandatory when the funding request is equal or more than 375,000 N.B.: The submission of a certificate does not waive the right of the Commission to carry out its own audits (Article II.22 of the FP7 model grant agreement).

23 Periodic Report Approval Approval and payment by COM within 105 days from receipt of complete report No tacit approval Suspension of time limit if clarifications or additional information needed

24 1. Publishable summary Final Report 2. Dissemination activities, list of publications, patents, foregrounds 3. Questionnaire of societal implications

25 Final Report

26 Reporting requirement 30 days after reception of the final payment Final report on the distribution of the European Union financial contribution Name of each beneficiary Final amount of EU contribution/beneficiary in Total of EC contribution

27 To get Information Creation of an ECAS account Technical helpdesk for the Participant Portal /portal?_nfpb=true&_pagelabel=contactus#wlp_contactus Helpdesk for IT technical questions: Tel (08:30-16:30 Brussels time)

28 Thank you very much for your attention

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