FP7 Project Reporting ****** Research Participant Portal Peter Härtwich European Commission DG Research-A6
1 Model grant agreement Reporting - Reference documents - Grant Agreement (GA): Article 4. - Annex II of GA: Parts II.4, II.5, II.23. 2 Guidance notes - For Project Reporting. - For Project Technical Review. cordis.europa.eu/fp7/find-doc_en.html
FP7 model grant agreement Article 4 Reporting periods The project is divided in reporting periods : - P1: from month 1 to month X - P2: from month X to month Y - ( ) - [Final period]: from month [N+1] to last month Language of reports indicated in grant agreement. FP7: COM aiming at longer average reporting period: 18 months (flexibility)
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 At the end of the project: - Final report within 60 days after the end of the project 30 days after reception of final payment: - Report on distribution of EC contribution
Reporting requirements during the course of the project Periodic project report 1. DECLARATION BY THE SCIENTIFIC REPRESENTATIVE OF THE PROJECT S COORDINATOR 2. PUBLISHABLE SUMMARY 3. CORE OF THE REPORT 3.1 PROJECT OBJECTIVES FOR THE PERIOD 3.2 WORK PROGRESS AND ACHIEVEMENTS DURING THE PERIOD 3.2 PROJECT MANAGEMENT 4. DELIVERABLES AND MILESTONES TABLES 5. EXPLANATION OF THE USE OF THE RESOURCES 6. FINANCIAL STATEMENT, (form C) per beneficiary; plus summary financial report 7. CERTIFICATES, (form D or E), if applicable
Submission of scientific reports Currently RTD: text document as pdf by e-mail plus signed paper copy, very soon: upload of 2 pdf documents (publishable summary and full report) Currently INFSO: upload in NEF form C By end of 2009: Web-based system for collection of reports in structured Web forms
6. FINANCIAL STATEMENT : Form C Financial report per beneficiary Summary financial report for consortium IT support: RTD, ENTR: INFSO: TREN: FORCE : FORM C EDITOR NEF form C No IT support yet (will use NEF form C)
7. CERTIFICATES (Form D, E) Form D: Certificate on financial statement (CFS): only when cumulated requests > 375 000 Form E: If certificate on methodology accepted no interim CFS necessary (only final) Public bodies, secondary or higher education establishments, research organisations: CFS by competent public officer
7. CERTIFICATES - Form D: New compared to FP6: detailed terms of reference to the auditors on the requirements for the certificates Make these instructions an explicit part of your order to the auditor!
FORCE Web-based editor for forms C (used in DG RTD, ENTR)
What does FORCE do? Web based tool to edit and submit Forms C, both for FP-6 and FP-7 (access via SESAM) FP-6: 2 ways to submit Forms C Excel sheets (as before) Web based application FORCE Highly recommended to use as from now FORCE FP-7: only 1 way to submit Forms C Web based application FORCE Only coordinators have access (in a later version, expected to be available by mid 2009, individual beneficiaries will be able to view, edit and print their own Form C)
Key services offered by FORCE The preparation of FP6 FORMS C and FP-7 FORMS C with updated and correct contract/grant information of each beneficiary participating in the project/grant Printing of Forms C (for paper signature) Electronic submission of FORMS C to the Commission (signed paper version to be sent afterwards) Correction of Forms C after refusal by Commission
FORCE - Some recurring issues FORCE relies on contractual information encoded in the contract management system of the Commission Forms C of new beneficiaries appear in FORCE only when the relevant amendment was signed by the Commission Cost models/indirect costs methods in FORCE are taken from the same Commission system. Report changes to the Unique Registration Facility via the LEAR!
How to get access to FORCE 4 steps Register as a user in SESAM/FORCE (completely automatic): obtain login and password Request access to a specific project in SESAM/FORCE: information needed is project number and instrument/funding scheme Access to be provided by the Commission (e-mail notification) Accede to the Forms C of a specific project: Login Select project Select Forms C of selected project Fill in/save/print/submit
Access to FORCE https://webgate.ec.europa.eu/formc You need an ECAS account! Used internally in the Commission since several years Highly reliable and secure Will be used progressively also for front office systems Single sign-in (one login and password for many systems) Help on ECAS: https://webgate.ec.europa.eu/ecas/help.jsp
Register as a new user in FORCE via ECAS
Register via ECAS: select external
Register via ECAS: provide a username or an email address
Register via ECAS: Fill in the data as requested, tick the privacy statement, fill in the security check and submit
Register via ECAS: an e-mail message will be sent to the address you have specified Click on the link to activate your password within 90 minutes after the message was sent to you!
Register via ECAS: the account is activated and you can log in FORCE
Next steps in FORCE (Coordinator) Ask for access to your project: Indicate funding scheme and project number, automatic e-mail to project officer, project officer activates access, automatic e-mail to you Grant access to partners: After having received access, the coordinator can provide access to partners (several persons per partner possible, all persons must have ECAS account first)
FORCE (Form C Editor in RTD, ENTR) Workflow for the coordinator and partners Selects the Reporting period Fills in the Form C and saves it Submits the Form C to the coordinator The coordinator can reject a Form C Submits the Forms C to the Commission Sends signed paper version The Commission can request a revision of a Form C
NEF FORM C (INFSO) See http://212.68.215.215/display/iknowextern/fp7+periodic+report
Approval of Periodic Reports Approval and payment by COM within 105 days from receipt of complete report (scientific plus financial) No tacit approval Suspension of time limit if clarifications or additional information needed information to coordinator in writing
Reporting requirements After the course of the project Final report 1. FINAL PUBLISHABLE SUMMARY REPORT 2. USE AND DISSEMINATION OF FOREGROUND (to be public) 2.1. Dissemination activities 2.2. Publications peer reviewed 3. USE OF FOREGROUND: Exploitable foreground and plans for exploitation (confidential) 4. REPORT ON SOCIETAL IMPLICATIONS
2.2 Publications peer reviewed A list of all scientific publications (peer reviewed) relating to the foreground of the project, shall be mentioned in the table below starting with the most important ones. During and after the course of the project, the coordinator shall provide references and an abstract of all scientific publications relating to foreground at the latest two months following publication via the Participant's Portal (URL to correct module). template A: list of scientific (peer reviewed) publications, starting with the most important ones No Title Main author Title of the periodical or the series Number, date or frequency Publisher Place of publication Year of publication Relevant pages Abstract Permanent URL[1] Is open access[2] provided to this publication? 1 Economic transformation in Hungary and Poland European Economy No 43, March 1990 Office for Official Publicatio ns of the European Communiti es Lux 1990 pp. 151-167 [upload abstract here] [example] yes/no 2 3 [1] A permanent identifier should be a persistent link to the published version (full text if open access or abstract if article is pay per view) or to the final manuscript accepted for publication (link to article in repository). [2] Open Access is defined as free of charge access for anyone via the internet.
Research Participant Portal Current status and planning
Participant Portal Basic services Identity and access management Document management Interoperability services Electronic receipt (precursor of electronic signature)
Participant Portal Services to be integrated URF-PDM participant registration Jan. 2009 NEF grant negotiation April 2009 NEF amendments June 2009 Financial statements ( Form C ) end 2009 Reporting beginning 2010 Proposal submission - 2011 Expert services - 2011
Participant Portal User account - ECAS
Participant Portal Personalised Web space
LEAR service: My organisations >> View projects LEARs can access the list of projects that their organisations are currently working on, including project details. Currently: only signed grants and projects under negotiation
Participant Portal - My projects Project management (Pilot phase only for a few selected calls) Coordinators can access the list of their projects and see information on the amendments (if required) Coordinators can access the detail of their projects A link to the negotiations redirects them to the NEF v2 sessions
My Projects (pilot phase)
Participant Portal: Participant Portal important links http://ec.europa.eu/research/participants/portal Login to access the Participant Portal services: http://ec.europa.eu/research/participants/portal/appmanager /participants/portal/login/ Creation of an ECAS account to log into the Participant Portal: https://webgate.ec.europa.eu/aida/selfreg Technical helpdesk of the Participant Portal: DIGIT-EFP7-SUPPORT@ec.europa.eu