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Implementation and Reporting
ERA Chair Coordinators’ day
H2020-Widespread-05-2020
26 November 2020
Patricio ORTIZ DE LA TORRE
European Commission
Research Executive Agency - Unit B5
2
Content
• Roles (Agency, DG R&I, Coordinator)
• KPI Widening
• Project Reporting & Implementation
Roles distribution
DG Research and Innovation
-> Definition of Policies
-> Drafting the Work Programme
Research Executive Agency (REA)
'Spreading Excellence, Widening Participation, Science With And For Society', Unit B5
-> Implementation of calls for proposals
-> Grant Management
Coordinator
Central contact point for REA represents the consortium towards the Research Executive Agency
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KPI Widening
• Horizon KPI for Widening: "Evolution of the publications in high impact journals in the relevant research fields".
• Reference period: 3 years prior to the start of the project
• Add peer-reviewed publications (in the particular field of research) of the coordinating entity
• Deadline: M2
• Deliverable M2: One page statement that the task has been completed.
• Helpdesk: [email protected]
Electronic-only grant management
E-only: paper-free process endorsed by e-signature
Based on a "chain of trust" enabling e-signature
Identity and Access Management (IAM)
Roles enabling e-signature
Don’t forget…
• Nominate back-ups, give access rights for your organisation, eg. 2 Participant Contacts at least
• Revoke access rights of persons leaving the organisation or changing their internal roles
• Nominate a Project Financial Signatory (PFSIGN) at latest before the submission of the report.
• Amendments can be submitted only, if a Project Legal Signatory (PLSIGN) is appointed.
• Legal and Financial Signatories first have to be nominated by the LEAR, then linked to the project by the Coordinator
• For all communication use the Communication functionality.
Manage Project
Project consortium:
to manage roles and access rights in the project
Manage project:
to access the grant management tool (GA documents, communications with
PO, amendments, continuous reporting, etc.
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Reporting
1. Continuous reporting module
Remains open during whole project, upload whenever needed:
Deliverables
Publications
etc.
2. Periodic reporting module
Is opened at the end of the reporting period:
Reporting period as defined in GA
Predefined templates in the system
Final report – as done for the periodic report, no separate task
See: Portal – Reference Documents → Guidance → Project Reporting Templates
ReportingWHEN
60 days after the end of the reporting period
WHAT
Periodic Reportingpackage
HOW
via Portal Manage Pr.
(single submission & single rejection)
Periodic Report Template CSA structure:1. Technical report (Part A - structured tables, Part B - free text)2. Financial report consist of:•Individual financial statements of each beneficiary•Explanation use of resources and information on subcontracting, in kind contribution•Periodic summary financial statementTIP: 1) Clear, informative, straight to the point, concise! 2) Achievements, problems, corrective actions, deviations
Final technical report (in addition to the periodic report) is a publishable summary of the entire project overview of the results and their exploitation and dissemination
•conclusions on the project
• its socio-economic impact of the project
•an up-to-date link to the project website
•project logos, diagrams, photographs and videos illustrating its work (if available)
•Summaries must be written in a understandable style for a non-specialist audience
Final summary financial statement that is automatically created by the system (consolidating the data from all individual financial statements for all beneficiaries) and that constitutes the request for payment of the balance
Review and Reporting
1st period 2nd period
Month 1 M15 M36
+60dReports
+60dReports
Review meeting (M18)
Review (M36/38)
Project lifetime: 36 months: 2 reporting periods
End of reporting
period
Within
60 days
Revisions and explanations
End of reporting and
payment
Technical
DELIVERABLES
submitted
Submission of revised
version of report
and/or Financial Stat.
Review
Assessment by the
financial officer
ALL documents
received, correct
and accepted
Comments from
PO and FO – corrective
actions may be requested
Periodic REPORT
submitted
Financial
statement
submitted
Reporting exercise workflow:
Technical
DELIVERABLES
submitted
Periodic REPORT
submitted
Financial
statement
submitted
Initiation payment
Continuous reportingDeliverables - During whole project life cycle SGA ARTICLE 15 — SUBMISSION OF DELIVERABLES
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Project Management Invite your PO to the KoM
Keep the Project Officer informed of significant issues
Discuss any problems/changes well in advance
When in doubt, ask questions, we are here to support!
Do not hide problems
Always include an executive summary at the beginning of the deliverables
Do not overload your reports with information not requested (if you want to provide
additional information, put it in an annex)
Prepare carefully and on time for your review and/or audit
Arrange in good time for audit certification
In the explanation of the use of resources, please provide the necessary details to
associate the claimed cost with the work undertaken and planned in the DoW
Keeping records
Audits
can be carried out during the entire lifetime of the project, by the European Commission, not later than 2 years after the payment of the balance.
Two kinds of audits: financial and/or technical audits
More about checks, audits, reviews & investigations visit the FAQ on Audit and Certificates FAQ
Keeping records
a clear account of the project activities during the reporting period
Beneficiaries must keep records and other supporting documentation in order to prove the proper implementation and the costs declared as eligible.
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Support and Guidance Grant Agreement (including DoA, part A and B)
Available in your `Document Library`
H2020-Annotated Model Grant Agreement (AGA)
Check for updates on the Reference Documents page of the Portal
H2020 Online Manual
Online guidance divided in business processes
Aims at providing all the information, list of documents & useful links (IT wiki, etc.)
for each specific process
IT HOW TO
Videos about the given IT tool
Step by step descriptions
Full user guides with all details
H2020 Reference Documents
WP, reporting templates, audit templates etc….
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Thank you for your attention
