Coordinating EC Research Projects Paul Drath Singleimage Limited 3 Foundry Walk St Ives Cambs PE27 5FW phone +44 1480 497712 fax +44 1480 497714 email

Coordinating EC Research Projects

Paul Drath

Singleimage Limited

3 Foundry Walk St Ives Cambs PE27 5FWphone +44 1480 497712 fax +44 1480 497714

email [email protected] www.singleimage.co.uk

Project Coordination © Singleimage 20022

Coordination in EC RTD projects

ECEC

CoordinatorCoordinator

Principal Principal contractorscontractors

Contractual Contractual alterationsalterations

Contract Contract agreementsagreements

Cost Cost statementsstatements

DeliverablesDeliverables

Progress Progress reportsreports

Review Review reportsreports

Cost statement Cost statement reportsreports

PaymentsPayments


Project management structure - Delphi

Management BoardManagement Board

Management committeeManagement committee

Project manager (WP6)Project manager (WP6)

Manager Manager WP1WP1





Exploitation Exploitation managersmanagers

Partner managersPartner managers


Project management - proposal 8

Management committeeManagement committee

Research technical Research technical committeecommittee

Manager WP1Manager WP1(University A)(University A)

Manager WP3Manager WP3(University B)(University B)

Manager WP5Manager WP5(University C)(University C)

Manager WP2Manager WP2(Company X)(Company X)

Manager WP6Manager WP6((Company Z)Company Z)

Industry technical Industry technical committeecommittee

Manager WP4Manager WP4(Company Y)(Company Y)

Technical Committee

Supervisory Board

Project Management Committee

Workpackage Leader(WP1)




Contractor A Contractor A ManagerManager

Contractor B Manager

Contractor C Manager

Contractor D Manager

AA

BB

CC

DD

AAAA

BBBB

CCCC

DD


Roles & responsibilitiesRole Responsibility

Project manager Project direction, cost control,EC contact

Contractormanager

Delivers contractorcontribution

Technicalmanager

Technical coordination

Workpackagemanager

Delivery of Workpackageresults


Project management structure

Distributed responsibilityDistributed responsibility

Delegated authorityDelegated authority

Roles not peopleRoles not people

Management processesManagement processes

Management processes

Budget

meuro

Partners Duration PMC members

PMC meetings

TM TMC

EDS 30.5 21 89-94 4 4 pa Yes Yes

FRAMES 12.2 13 95-99 6/13 4 pa Yes PM,TM, WP

RAINBOW 15 15 95-99 11 3 pa Yes ?

QUARTET 8.5 14 92-95 5 ? No PM, WP


Consortium agreement• PMC powers and processes

• budget transfers

• contract changes

• rescheduling

• publications and dissemination

• Default - costs• Unified consortium agreement

• royalties for academics

• access rights for exploitation


Project planning

T3.1.1T3.1.1

T3.1.3T3.1.3

T3.1.2T3.1.2 T3.2T3.2T2.4T2.4

T2.2T2.2T3.3T3.3


Project planning

• Maximum activity size

• Tolerance margins

• Intermediate deliverables

• Replanning

• Plan approval


DeliverablesNo Deliverable Resp Date Type StatusD1 Specification of

infrastructureB 3 R CO

D2 Softwarecomponents

B 6 P CO

D3 1st Progress Report A 6 R CO

D4 Prototype D 12 P RE

D5 Demonstration C 15 D RE

D6 Video of workingmodel

D 21 O PU


Tangible deliverables


Quality assurance

Project Management CommitteeProject Management Committee

Project ManagerProject Manager

WP1WP1 WP2WP2 WP3WP3

Evaluation GroupEvaluation Group

Technical ManagerTechnical Manager Project OfficeProject Office


Approving deliverablesApproved draft from WPApproved draft from WP

EditorEditor

Project Management TeamProject Management Team

7 days to comment7 days to comment EditorEditor1-3 days for updating1-3 days for updating

Project Management TeamProject Management Team7 days to approve or not7 days to approve or not

Project managerProject managerNot approvedNot approved

European CommissionEuropean Commission

ApprovedApproved


Project administration

5 B* CJ5 B*CJ6 B*5 6 B* CJ05 6 B* CJ85Xhy:K[abv¡¢×ØÙÚüüüüüü÷÷üíæä


Project handbook• Project objectives

• Organisation & responsibilities

• Management reporting

• Financial reporting

• Document control

• Quality procedures

• External presentations

• Project plan

• Contact lists


Management reports

Per Who year

–Task progress report 12 Task Leader–Workpackage progress report 4 WP Leader–CEC management report 4 Project Mngr–Technical progress report 2 Technical Mngr–Periodic progress report 2 Project Mngr–Cost statements 2 Contractor Mngr–Edited PPR 1 Project Mngr


Payments

ECEC

ContractorsContractors

CoordinatorCoordinator

• allowable costs allowable costs • auditaudit• advanceadvance• progress paymentsprogress payments• final paymentfinal payment

EUROEURO


FP6 - cost models euro

Personnel costs

Overheads

FC ACF FCF

Other direct costs


Audit certificates

• Costs differ by no more than 2.5% of claim

• Confidence level of 95%


Audit certificates

• Costs not ineligible• Related to project• In official accounts

• Within time period• Actual hours in time

records


Payment timings (FP5)EC EC contribution contribution %%

44

YearsYears

2211 33

100100

5050

00

Cumulative costs (50%)Cumulative costs (50%)


Payment timings (FP5)

44

YearsYears

2211 33

100100

5050

00


Cumulative payments- theoretical

EC EC contribution contribution %%


Payment timings (FP5)

44YearsYears2211 33

100100

5050

00


Cumulative payments- theoretical

EC EC contribution contribution %%

Cumulative paymentsCumulative payments- actual- actual


FP5 cash flow

-40

-30

-20

-10

0

10

20

30

40

1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31 33

Months

% E

C c

on

trib

uti

on


0 6 12 18 24 30 36 42 48

Months

Activity report

Reported costs

Activity report Detailed work plan

Reported costs Adjusted advance

Activity report Detailed work plan

Reported costs Adjusted advance

Activity report

Reported costs

Detailed work plan

Adjusted advance

Detailed work plan

Initial advance

(Four year contract)(Four year contract)

Integrated projects – payments and reporting schedule


Cumulative cash flow (IP)

-10

-5

0

5

10

15

20

25

30

1 4 7 10 13 16 19 22 25 28 31 34 37 40 43 46 49 52

Months

% E

C c

on

trib

uti

on


Contract - signature

• Signed between EC and co-ordinator or common legal structure

• Accession to the contract

• Request for accession to the contract


Contract - responsibilities

• Participants share– Joint and several technical

responsibility– Joint and several financial

liability

• Consortium agreement– mandatory (usually)– Signed before EC contract

signed


Contract - finance

Personnel Travel Equipment Overheads EtcPartner A 100 5 10 80 …Partner B 150 7 0 200 …Partner C … … … … …Partner D … … … … …Partner E … … … … …

Framework 5Framework 5

Framework 6Framework 6

Total 5 meuro


Joint & several financial liability

Partner E defaults

01020304050

A B C D E

EC contribution

Liability


Access to IPR

Pre-existing Pre-existing know howknow how

ResultsResults


Access rights

ProjectProject

UseUse

Pre-existingPre-existingknow howknow how

ResultsResults

Royalty free Royalty free unless*unless*

Royalty freeRoyalty free

Reasonable Reasonable conditionsconditions

Royalty free Royalty free unless*unless*


Changing resources

€

Contract change

Call

Change a partner

No Unlikely

Add a partner

No Yes

(consortium)

Add budget

Yes Yes

(EC)


Subcontracting

• FP5– EC permission if >20%

of participant’s cost

– Subcontracted management not eligible cost

– Subcontracted management often not allowed

• FP6– Not core research

– Needs EC approval

– Subcontracted management: see financial guidelines


Management reports

• Technical achievement (by WP or partner)

• Issues and actions

• Red flags and recommended actions

• Meetings

• Changes in deliverables

• Effort per partner – estimated v budget


Management reports - effort

0

2

4

6

8

10

12

14

Jul-02 Aug-02 etc.....

OriginallyEstimatedCumulative

ActualSpentCumulative


External monitoring

Green Yellow Red

Exploitation

Technicalprogress

Managementperformance


EC project reviews

• Accept/reject deliverables

• Independent reviewers• Format and frequency


Review agenda (Growth)– Project overview 10– Response to previous actions 20– Management report 20– Detailed review 30 *

n– Achievements 10– Exploitation & dissemination 60– Future plans 20– Discussion 20– Demonstration


Review preparationDeliverablesDeliverables

PeriodicPeriodicprogressprogressreportreport

RehearsalRehearsal

DemonstrationDemonstration


Progress review report (IST)• Summary• Work progress overview• Project management and co-

ordination• Cost breakdown• Information dissemination &

exploitation of results• Publishable version


Periodic Progress Report (Growth)

• (Publishable) summary

• Objectives

• Scientific & technological performance

• Deliverables due/made

• Exploitation & dissemination

• Management & co-ordination


Support project management

• Synchronise with milestones

• Tangible deliverables• Team building


Concertation and clustering

The contractors agree to co-operate with other projects


http://europa.eu.int/comm/research/fp6/

Nothing in life is certain, except death and taxesNothing in life is certain, except death and taxes

Documents

Coordinating EC Research Projects Paul Drath Singleimage Limited 3 Foundry Walk St Ives Cambs PE27 5FW phone +44 1480 497712 fax +44 1480 497714 email