Reporting
CONTENT
•Types of project assessment reports
•Questionnaires – follow-up of researchers
•Declaration on Conformity
•Amendments
•SESAM and reporting help
Project Assessment
Reports
•
Progress report
•
Mid-Term review
•
Periodic report
•
Final report
•
Distribution report
Progress Report
•
When
–
•
Within 30 days after 12 and 36 months of project. NO financial report required
What
–
Contract deliverables update – tables pre-filled with GPFs data for recruitment and international
conferences/events
•
How
–
Pre-filled general part with some editable fields
–
Free text section
–
Attachments
–
Via SESAM and originals by mail
Mid-Term Review
•
When
–
•
between month 20-22 BUT no later than the Periodic Report (i.e. month 24)
What
–
Update Progress report covering period from beginning of the project till the date of MTR (to be sent 1
month before MTR)
–
Mid-Term Assessment questionnaires to be filled in by all researchers via SESAM (2 weeks before
MTR)
•
How
–
on site meeting
Periodic Report
•
•
•
When
–
P1 (1 month – 24 month)
–
P2 (25 month – end of the preoject)
within 60 days after each reporting period (P1 and P2)
What
–
Declaration by coordinator
–
Publishable summary
–
Overwiev of work progress
–
Project management with justification on incurred costs
–
List of submitted certificates
Financial Statement for each participant (Form C) and Summary Financial Report (by the coordinator)
Certificate on financial statement (if applicable)
How
–
via SESAM and originals by mail
Certificate on financial statement
Applicable to each beneficiary with claimed Community contribution ≥ 375.000 €
Example 1:
-Interim payment (P1)
Beneficiary 1, claimed costs = 100 K€ : NO certificate needed
-Final payment (P2)
Beneficiary 1, claimed costs = 300 K€ : Certificate needed (P1 + P2 > 375 KE)
Example 2:
-Interim payment (P1)
Beneficiary 1, claimed costs = 400 K€ : Certificate needed
-Final payment (P2)
Beneficiary 1, claimed costs = 300 K€ : NO certificate needed
Certificate on financial statement
Purpose of the audit: to attain assurance that the REA is not overcharged and the
amounts contracted are actually paid to the researcher.
An Audit can be done at any time up to five years after the final payment is made
What the auditor wants to see:
•
Category A-C: Employment contract, proof of payment to the fellow and a record that the fellow actually worked on
the project. This record can be things such as lab books, published papers, conference abstracts, time sheets
•
Category D: same as category A-C and records (invoices) of what the money was used for, e.g. for conference
registartion fees, courses paid for, consumables
•
Category E: same as category A-C
•
Category F: proof of the number of external participants (attendance sheets)
•
Category G: records (invoices) of what the money was used for, e.g. certificates on financial statements, time sheets of
persons working on the project
Final Report
•
When
–
•
within 60 days after the end of the project
What
Reports covers the whole project period
To be submitted together with Periodic Report for Period 2, financial reports and Certificate on financial
statement (if applicable)
Final report includes:
•
–
Final publishable summary report
–
Public part (dissemination activities, publications)
–
Confidential part (list of patents, trademarks, exploitable foreground
–
Scientist-in-charge questionnaire ( assessment of the research training)
How
–
via SESAM and originals by mail
Distribution Report
Report to be submitted within 30 days after reception of final payment.
Template of this report will be available on a later stage
Reporting:
Questionnaires
Three types of Questionnaire to be submitted by MCA-fellows
to assess integration into the research environment and training, career
progress, etc. at three different stages of their fellowship:
•
Mid-term assessment questionnaire – at Mid-Term Review
•
Evaluation questionnaire – at the end of the felloship
•
Follow-up questionnaire – 2 years after fellowship
Contractual obligation by each beneficiary to ensure that each
researcher completes ALL questionnaires, provided by the REA.
Therefore please KEEP CONTACT DETAILS of your researchers
Declaration on Conformity
•
To be submitted via SESAM by each beneficiary for each recruited researcher to
Coordinator
•
Declaration on conformity is required ASAP after appointment of researcher
•
Print-out copy of Declaration on Conformity must be duly signed by both
researcher and host institution and sent per post to the REA through the
Coordinator
Declaration on Conformity
Notifications
•
Notification of effective starting date of the project,if applicable (Art.
3)
– Only coordinator
•
Notification of change of scientist-in-charge
– Each beneficiary
Amendments
…. SHOULD BE AVOIDED!
Especially requests for extension of contract duration will in
principle not be considered
Any request of amendment is subject
to approval by the project officer
SESAM Tool
http://webgate.ec.europa.eu/sesam/index.do
All reports & documents must be:
• Submitted in SESAM
• Printed out & duly signed
• Sent by post
SESAM and reporting help
ITN Reporting Guidance Notes
ftp://ftp.cordis.europa.eu/pub/fp7/docs/itn_reporting_guidlines.pdf
Marie-Curie Website -> “How to manage project”
http://ec.europa.eu/research/mariecurieactions/index.htm
“Quest User Manual” available on SESAM home page
http://webgate.ec.europa.eu/sesam/index.do
Sesam helpdesk:
[email protected]
THANK YOU FOR YOUR ATTENTION