EUNAWE Presentation Project Officer

Research Executive Agency

Stefano D’OriliaREA Unit S2- Space Research

1st April 2011

EUNAWEKick-off meeting

Guidelines for a good start

Table of content

1. Who we are: the Research Executive Agency

2. EUNAWE in the FP7 research

3. Getting down to work: some guidelines

4. Any questions?

• Who we are: the Research Executive Agency

• EUNAWE in the FP7 research

• Important documents

• Periodic Report and reviews

• Payments, changes to the G.A. and audits

• Dissemination activities: publications and publicity

• Questions & Answers

• Commission Decision EC/2008/46 of 14 December 2007• Autonomy since 15 June 2009• Total FP7 budget managed: about € 6.5 billion• Lifetime: 2008 – 2017

• Lifetime of FP7 (to 2013), then a run down to 2017 of projects under management

• Reviewed every three years• Potential to extend after FP7

The Research Executive Agency

REA main activities

• The REA directly implements some actions:– SME-specific actions (Capacities);– Marie Curie actions (People);– Security and Space actions (Cooperation).

• The REA provides horizontal services across all programmes:– Runs the evaluation facility (reception of proposal

and support to evaluation);– Provides administrative services registration of

beneficiaries (central validation);– Runs a central FP7 enquiry service.

Space Research budget

• Total Space budget € 1.43 Billions

• The EC (DG Enterprise and Industry) is responsible for ESA Data Access Grant and Delegation Agreement, which covers about half of the total budget.

• Space budget managed by the REA– 1st call (2007-2008) € 134 Millions– 2nd call (2009) € 53 Millions– 3rd call (2010) € 114 Millions– 4th call (2011) € 99 MillionsThen about € 100 Millions/year⇒ Thus globally about € 600 Millions(about 400 for GMES and 200 for SSF)

Space Research Unit - Main Tasks• Policy work remains within the

Commission (DG Enterprise and Industry) - this includes the definition of the space work programme

• FP7 Implementation by the Space Research Unit:The REA is in charge of: (1) organising the evaluation of

proposals(2) negotiation of proposals(3) technical and financial

management of projects

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4. Any questions?








Running projects in Exploitation of space science and exploration data

Title Summary

SPACE-DATA ROUTERSFor Exploiting Space DATA

EL

"Space-Data Routers" is a project that has the potential to allow Space Agencies, Academic Institutes and Research Centers to share space-data generated by a single or multiple missions, in a natural, flexible, secure and automated manner. It develops a communication overlay modeled according to thematic context of missions, Ground Segment topological distribution, Agency policies and Application restrictions and requirements. It realizes its model through the development of Space-Data Routers.

High Energy Solar Physics Data in Europe

IT

Hard X-ray observations provide a direct observational link to the acceleration and transport of highly energetic particles in solar flares, a phenomenon that has many significant solar-terrestrial consequences. Hespe proposes to mainstream the exploitation of high energy solar physics data in Europe. To achieve this overall objective, we will proceed with three complementary activities: theory, computation, and technology.

Data Services and Analysis Tools for Solar Energetic Particle Events and Related Electromagnetic Emissions

FI

The main objective of theproject is to produce a new tool, which greatly facilitates the investigation of solar energetic particles (SEPs) and their origin: a server providing SEP data, related electromagnetic (EM) observations and analysis methods, a comprehensive catalogue of the observed SEP events, and educational/outreach material on solar eruptions.

European Cluster Assimilation Technolgy UK

ECLAT will provide an unparalleled space plasma physics data repository and software tools archive for the Solar Terrestrial Physics community, building on the existing ESA Cluster Active Archive initiative (CAA). The objective of this proposal is to upgrade an already-existing European Space Physics Data Centre, the ESA CAA, increase its data holdings with a wide selection of additional data and to develop software tools.

Building on the International Year of Astronomy: Making young children aware of the Universe

NL

EUNAWE exploits inspirational aspects of astronomy and space to interest very young disadvantaged children in science and technology, broaden their minds and stimulate European and global citizenship. The proposal builds on Universe Awareness (UNAWE), a unique, innovative and proven programme for children aged 4 to 10 years. It will exploit the achievements of European (EU) and South African (SA) space sciences to inspire, excite and stimulate young children, when their curiosity is high and their value systems are being formed.

UNIVERSITA DEGLI STUDI DI GENOVA

HESPE

Acronym Coordinator

UNIVERSITEIT LEIDENEUNAWE

UNIVERSITY OF LEICESTER

ECLAT

HELSINGIN YLIOPISTOSEPServer

SPECIFIC RESEARCH ACCOUNT OF DEMOCRITUS UNIVERSITY OF THRACE

SPACE-DATA ROUTERS

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FP7 web portal CORDIS

Database of experts

Open and closed calls•Guide for applicants

•Work programme

Most important!

Grant agreement: Core text + Annexes

To be submitted via FORCE, a web based tool to edit and submit Forms C, at the end of the reporting periodhttps://webgate.ec.europa.eu/FormCThen after Coordinator’s approval, they are printed, signedand posted.Use your ECAS registration to enter FORCE. Further information see: ftp://ftp.cordis.europa.eu/pub/fp7/docs/presentation-force_en.pdf

Financial statementsubmitted by each beneficiary at the end of the reporting period

Form CVI

Termination also possible (see Annex II – General conditions)Request for accession of a new beneficiary to the Grant Agreement

Form BV

§ Each partner signed 3 copies of Form A ⇒ coordinatorOnce signed by the coordinator: 1 copy retained by coordinator, 1 copy sent back to beneficiary, 1 copy sent to the REA§ The coordinator shall send to the REA one signed Form A per beneficiary at the latest 45 calendar days after the entry into force of the grant agreement

Accession to the grant agreement

Already provided!

Form AIVNot applicableIII

General conditions

II

Description of Work -DoW

IAnnex

All partners shouldread these!

G.A. signed by the REA on 31/01/11, in force from 01/01/11 to 31/12/2013

Grant agreement: Core text + annexes

§ Optional, suitable especially for beneficiaries with multiple participations in FP7§ Beneficiary may request to opt for this certificate on the methodology for the calculation of costs, which it uses to prepare its cost claims with regard to both personnel and indirect costs§ This certificate must be forwarded in the form of a detailed description verified as factual by its external auditor § When this certificate is accepted, the requirement to provide certificates on the financial statements for claims of interim payments shall be waived§ Details and advantages explained in 'Guidance Notes on Audit Certification' (http://cordis.europa.eu/fp7/find-doc_en.html)

Certificate of the methodology

Forms E

§ The certificate shall be submitted for claims of payments when the amount of the EC financial contribution claimed by a beneficiary as a reimbursement of costs is equal to or exceeds € 375 000, when cumulated with all previous payments for which the certificate has not been submitted§ Verified as factual by an external auditor§ Public bodies, secondary and higher education establishments and research organisations may opt for a competent public officer to provide their certificate on the financial statements and on the methodology.

Certificate on the financial statements

Only for Coordinator

Forms DVII

Annex

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• An overview of the progress of work towards the objectives of the project including:- a publishable summary, - achievements and attainment of milestones and deliverables identified in the Description of Work, - an explanation of the use of the resources (see next slides)

• The template and related guidelines are available in CORDIS!ftp://ftp.cordis.europa.eu/pub/fp7/docs/periodic_report_en.doc

• A Financial Statement (Form C) from each beneficiary + summary financial report for all beneficiaries together;

• Financial statements may be accompanied by certificate on the financial statements (Form D), when EU contribution is higher than 375k € (Only for Coordinator!)

Periodic progress report – what includes?

Submission of deliverables and reports

• Register in ECAS (Commission’s Authentication Service): https://webgate.ec.europa.eu/ecas/index.jsp

• Once access granted, submit documents via SESAM - log in through Participants Portal,

http://ec.europa.eu/research/participants/portal/appmanager/participants/portal

• What information should be submitted at the date scheduled in the work plan:

1. Deliverables

2. Publications

3. Patents (if relevant)

4. Periodic and final reports

• If a deliverable is « late », explain the reason, the corrective action undertaken, the estimate date of delivery, and the PO will make an assessment of the situation.

• Additonal information on SESAM see: http://webgate.ec.europa.eu/sesam/index.do

Technical annual Project Reviews

– Present the work carried out, the main achievements and the use of the resources– Planned at the end of each reporting period, usually in Brussels, 2 or 3 weeks after the

submission of the report and deliverables– Participants: PO, coordinator and reviewer (other W.P. leaders on a case-by-case basis)

• Independent experts are appointed as reviewers: – give external advice to the REA on the project for the period concerned– assist the REA by recommending any reorientation that may be required.

• The reviewers assess, among others:– the degree of fulfilment of the project work plan and of the related deliverables;– the continued relevance of the objectives;– the resources planned and utilised in relation to the achieved progress;– the management procedures and methods of the project;– the beneficiaries’ contributions and integration within the project etc.

• The COO will be informed of the identity of the reviewer on the outcome of the review report (submitted via SESAM)

• Templates for review report: ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_review_en.pdf

Reports to be sent 60 days after the end of each reporting period– Give a clear account of the project activities during the reporting

period• What did you do?• What did you achieve?• Which problems did you encounter?• How did you spend your budget? Any deviations?

– Personnel: Who worked on the project (Qualification)? How many person*months? How much?» KEEP TIMESHEETS

– Travel: which trips? Where? How much in total?» Meetings: collect participants’ signatures (especially if

you reimburse or claim travel costs)– Any subcontracting?

– Clear, informative, straight to the point, concise– Transparent communication– On time

Periodic progress report

Approval of reports

After reception of the reports the REA may:

• Approve the reports and deliverables: REA disburses the corresponding payments within 105 days of their receipt unless the time-limit, the payment or the project has been suspended;

• Suspend the time limit if reports/deliverables have not been supplied, are incomplete, unclear or raise doubts concerning theeligibility of costs claimed.

• Suspend the payment at any time for the amount intended for the beneficiary(ies) concerned: for details see Article II.5 of Annex II (General conditions) to the grant agreement;

• Reject the reports and deliverables by giving an appropriate justification and, if appropriate, start the procedure for termination of the GA.

Payments are linked to submission of complete and correct report, signed forms C and deliverables!

§ ReportsUse of the resources

Explanation of use of the resources

* All the entries are examples and purely for illustration

Travels:-indicate « purpose » of travel

Equipment: please note that equipment has to be depreciated

Note to the coordinator: if one partner overspends, it is up to the coordinator to decide how much the partner can claim as EU contribution (i.e. full amount if the overspending is due to anticipated work, or only the budget share agreed for the reporting period and lower than the amount which could be claimed).

For each item, distinguish between type of activity: RTD, dissemination management and OTHER (e.g. dissemination )

Purchase cost of durable equipment and Depreciation• Durable equipment (e.g. software, computers, etc.) is subject to depreciation,

according to the national accounting rules of each partner• please see p. 61 and following of the Financial Guidelines (there is a new

version dated 28/02/2011 at ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf).

Participation in conferences and other public events• The participation in national and international conferences, workshops and

events can be charged to a project ONLY if justified by a public presentation of the project activities and results. The participation "just to listen and network" cannot be charged to a project.

• The participation of several project partners and/or several representatives of the same partner has to be clearly justified.

• In the case of the presentation of the project, the FP7 funding has to be properly acknowledged (see Art. II.30 of Annex II - General Conditions to the Grant Agreement).

• In addition a copy of the submitted paper and/or the presentation, and the event agenda, have to be delivered to the REA project officer (i.e. as supporting documents to the Periodic Report).

A couple of important financial rules

§ Coordinator to send a three-monthly e-mail (1 page)

§ Overview on status of the activities, progress achieved, problemspotentially encountered or envisaged, way ahead

§ Mention that the internal deliverables are in line with the work plan, if it is(hopefully) the case

Communication with REA Project Officer

Be pro-activein case of problems/questions do not hesitate to contact the REA Project Officer.

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Prefinancing and Guarantee Fund

§ Prefinancing- 920,062.41 € transferred to the Coordinator on 10/02/2011 (GA

amount: 1,015,241.28 €, of which 95,178.87 € transferred to the Guarantee Fund)

§ Guarantee Fund– 5% of maximum EU contribution of all FP7 projects– No collective financial responsibility in FP7 as was the case in

FP6 (still collective scientific responsibility)– At the final payment, the amount contributed to the Fund shall

be returned to the beneficiaries via the coordinator

Payments to beneficiaries are responsibility of coordinator

The coordinator shall submit a report on the distribution of theUnion financial contribution between beneficiaries within 30 days after receipt of the final payment.

Changes and requests for Amendments§ Only if necessary, beneficiaries are allowed to transfer

budget between different activities and between themselves, in so far as the work is carried out as planned in the Description of Work, and upon agreement of the PO

• When does the GA need to be amended by an Amendment Request?

• When is an Information Letter sufficient?See: ftp://ftp.cordis.europa.eu/pub/fp7/docs/amendments-

ga_en.pdf

• An amendment to a grant agreement (GA) is a legal act modifying the commitments initially accepted by the parties and which may create new rights or impose new obligations on them, or modifying significant parts of the GA. It allows the parties to modify the GA during its lifetime.

Financial audits

• The Commission/REA may, at any time during the implementation of the project and up to five years after the end of the project, arrange for technical or financial audits to be carried out, by external auditors, or by the Commission/REA services themselves including European Anti-Fraud Office OLAF.

• The beneficiaries shall keep the originals or, in exceptional cases, duly authenticated copies – including electronic copies - of all documents relating to the grant agreement for up to five years from the end of the project

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Publications and publicity

• The beneficiaries shall, throughout the duration of the project, take appropriate measures to engage with the public and the mediaabout the project and to highlight the EU financial support.

• Any publicity, including at a conference or seminar or any type of information or promotional material must specify that the project has received EU research funding and display the European emblem.

• Any publicity made by the beneficiaries in respect of the project must specify that it reflects only the author’s views and that the Community is not liable for any use that may be made of the information contained therein.

Publications and publicity

• All publications shall include the following statement:

• The research leading to these results has received funding from the European Community's Seventh Framework Programme ([FP7/2007-2013]) under grant agreement n° 263325 (see Article II.30. of the Grant Agreement).

• During and after the project, the coordinator shall provide references and an abstract of all scientific publications relating to foreground at the latest two months following publication (see Article II.30. of the Grant Agreement).

• As part of the final project report, the coordinator will be required to submit a full list of publications relating to foreground of the project.

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4. Any questions?








Helpdesk for IT related questions

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Stefano D’OriliaREA – Research Executive Agencyhttp://ec.europa.eu/research/rea@ stefano.d’[email protected]* COV2 17/115• 1049 Brussels • Belgiumsite 16 Place Rogier • 1210 Brussels ( +32-2-29 546607 +32-2-29 79646

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EUNAWE Presentation Project Officer