Management
Alice Carpentier, STI Innsbruck
Content
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ADMIN
◦ Management structure and board creation
 PMB
 TMB
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Quality Assurance
Report creation
PD Ecosystem
PD Programs
Communication
FINANCES
11-Oct-10
Kick-off, Mallorca, Spain
Slide 2 of 25
Management structure
GA: PC (chair) + 1 delegate of each core partner
PC Dieter Fensel
SC Elena Simperl
PM: Alice
Carpenier
Gregoris Antoniou
WP1: CWI
WP2: KIT
WP3:FORTH
FM: Leo
Garcia
PMB: PC (chair), SC, PM + 1 rep of each
core partner
TMB: PC, SC (chair), Activity 1-3 Leaders,
WP1-7 leaders
Karl Aberer
WP4: FBU
WP5: EPFL
John Domingue
Dieter Fensel
WP6: IJS
WP7: STI2
WP8: UIBK
11-Oct-10
Kick-off, Mallorca, Spain
Slide 3 of 25
Board creation
PMB
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PC (chair)
SC
PM
1 rep of each core partner
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CWI:
EPFL:
FORTH:
FUB:
IJS:
KIT
STI2
http://planet-data-wiki.sti2.at/index.php/Boards
11-Oct-10
Kick-off, Mallorca, Spain
Slide 4 of 25
Board creation
TMB
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PC (chair)
SC
Activity Leaders A1-A3
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WP leaders WP1-7
◦ A1: Gregoris Antoniou
◦ A2: Karl Aberer
◦ A3:John Domingue
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WP1:
WP2:
WP3:
WP4:
WP5:
WP6
WP7
http://planet-data-wiki.sti2.at/index.php/Boards
11-Oct-10
Kick-off, Mallorca, Spain
Slide 5 of 25
Quality Assurance
deliverables
3 weeks before the deadline
4 weeks before the deadline
The reviewers receive the
deliverable from the
coordinating author (email
attachment, link, etc.).
The coordinating author
uploads the deliverable to the
wiki.
The reviewers produce detailed
reviews using a template, send
the reviews to the coordinating
author and upload them to the
wiki.
The deliverable is revised by
the authoring team according
to the review reports.
The work package leader
supervises this process in
order to ensure that the
deliverable implements the
reviewer’s comments.
Upon completion the revised
deliverable is sent to the
Activity Leader.
2 weeks before the deadline
A final quality check is
undertaken by the Activity
Leader.
The coordinating author
submits the final version to the
Project Manager.
The coordinator author uploads
the final version to the wiki
1 week before the deadline
The Project Manager ensures
that the deliverable is
submitted on time to the EC
and (if public) is uploaded to
the project Web site
The work package leader
uploads the deliverable to the
wiki.
http://planet-datawiki.sti2.at/index.php/Quality_Assurance_procedure:_detailed_decription_of_roles_and_responsibilities#Sche
dule
11-Oct-10
Kick-off, Mallorca, Spain
Slide 6 of 25
Report creation
4 weeks before
the deadline
WP leaders request
info from WP
members, compile
WP report and
submit it to Project
Manager
3 weeks before
the deadline
Project Manager
compiles
Management
Report
2 weeks before
the deadline
Activity Leader
checks activity
section of
Management
Report
1 week before
the deadline
Scientific
Coordinator finalchecks report
http://planet-data-wiki.sti2.at/index.php/Creation_Schedule#Management_Reports
11-Oct-10
Kick-off, Mallorca, Spain
Slide 7 of 25
PD ecosystem (1)
Core partners
Organisations
outside the
PD network
Associate
partners
11-Oct-10
Kick-off, Mallorca, Spain
Slide 8 of 25
PD ecosystem (2)
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Organisations outside the PD network
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Associate partners
◦ Access to research, and data provisioning and
management results
◦ Ability to participate in training, dissemination and
community building events
◦ Access to open training infrastructure
◦ Ability to submit proposals to PD Programs
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All rights of organizations outside the PD network
Ability to submit proposals to PD Programs
Partner logo listed on PD website
Early access to ongoing PD results through participation
in PD meetings
◦ Opportunity to shape the results and topics of the PD
Programs through contribution of requirements and use
cases
11-Oct-10
Kick-off, Mallorca, Spain
Slide 9 of 25
How to become an associate
partner?
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PD consortium issues invitation for associate
partners on a yearly basis (with the first call
being issued prior to the start of the project)
interested parties submit membership
request to PC by submitting a membership
application that documents the organization’s
interest in large-scale data management and
what they believe they can bring to the PD
network
three-step approval process:
◦ PC referees applications
◦ PC makes recommendations to the PMB
◦ PMB takes the final decision
11-Oct-10
Kick-off, Mallorca, Spain
Slide 10 of 25
PD Programs (1)
- 45 days,
15-Feb-11
• draft call announcement text
- 30 days,
01-March 11
• communicate call announcement text to
Project Officer
- 10 days,
21-March-11
• upload full call details on website
• communicate full call details to Project Officer
-/+ 0 days,
01-April-11
• publish full call details in print media/on
website
11-Oct-10
Kick-off, Mallorca, Spain
Slide 11 of 25
PD Programs (2)
+ 5 weeks,
11-May-11
Week 6+7,
16-27 May 11
Week 10, 1317 May 11
Week 17
•close call
•finalize evaluation preparations
•communicate names of experts to commission/PO
•conduct evaluation
•submit evaluation report to Project Officer
•request accession of the new beneficiary(ies)
•Project Officer approves accession of new beneficiary(ies) to grant agreement
•communicate the result of each proposal to the proposer
01-05 Aug 11
http://planet-data-wiki.sti2.at/index.php/Planetdata_programs
11-Oct-10
Kick-off, Mallorca, Spain
Slide 12 of 25
Communication
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Mailing list
◦ [email protected]
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Wiki
◦ http://planet-datawiki.sti2.at/index.php/Main_Page
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Website
◦ http://www.ics.forth.gr/isl/PlanetData/
11-Oct-10
Kick-off, Mallorca, Spain
Slide 13 of 25
Finances
1. Eligible costs of the project
a) they must be actual
b) they must be incurred by the beneficiary
c) they must be incurred during the duration
of the project, with the exception of costs
incurred in relation to final reports or reports
corresponding to the last period (financial
audit certificates, final review travel costs,
etc.) which may be incurred during the
period of up to 60 days after the end of the
project.
11-Oct-10
Kick-off, Mallorca, Spain
Slide 14 of 25
Finances
d) they must be determined in accordance
with the usual accounting and
management principles and practices of
the beneficiary
e) they must be used for the sole purpose
of achieving the objectives of the project,
consistent with the principles of economy,
efficiency and effectiveness
f) they must be recorded in the accounts
of the beneficiary
11-Oct-10
Kick-off, Mallorca, Spain
Slide 15 of 25
Finances
Eligible costs
g) They must be indicated in the
estimated overall budget in Annex I
11-Oct-10
Kick-off, Mallorca, Spain
Slide 16 of 25
Finances
non-eligible costs
a)
b)
c)
d)
e)
f)
g)
identifiable indirect taxes including value
added tax,
duties,
interest owed,
provisions for possible future losses or
charges,
exchange losses, cost related to return on
capital,
costs declared or incurred, or reimbursed in
respect of another project,
debt and debt service charges, excessive or
reckless expenditure
11-Oct-10
Kick-off, Mallorca, Spain
Slide 17 of 25
Finances
pre-financing payment
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a pre-financing of 1.057.000 EUR was paid to the
coordinator within the 45 days limit following the
date of entry into force of the grant agreement.
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5% of the total project Financial Contribution
(151.000 EUR) was kept by the Commission as a
Guarantee Fund and will be distributed with the
final payment.
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Project partners were asked to provide their
bank details and the transfers were processed as
shown in the following table:
11-Oct-10
Kick-off, Mallorca, Spain
Slide 18 of 25
Finances
pre-financing
PRE-FINANCING
requested EC Contribution
UIBK
CWI
EPFL
FORTH
FUB
IJS
KIT-U
STI2
UPM
1,231,474.00
226,678.00
228,250.00
271,116.00
166,320.00
237,150.00
291,200.00
187,600.00
180,212.00
3,020,000.00
Pre-financing
Commission
A
Guarantee fund
B
492,589.60
90,671.20
91,300.00
108,446.40
66,528.00
94,860.00
116,480.00
75,040.00
72,084.80
1,208,000.00
40%
11-Oct-10
Kick-off, Mallorca, Spain
61,573.70
11,333.90
11,412.50
13,555.80
8,316.00
11,857.50
14,560.00
9,380.00
9,010.60
151,000.00
5%
pre-financing
C=A-B
431,015.90
79,337.30
79,887.50
94,890.60
58,212.00
83,002.50
101,920.00
65,660.00
63,074.20
1,057,000.00
Slide 19 of 25
Finances
Financial reporting
- Financial reporting periods:
P1: from month 1 to month 12
P2: from month 13 to month 24
P3: from month 25 to month 36
Final period: from month 36 to month 48
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Schedule: within 60 days after each reporting period end date,
the coordinator will ask each beneficiary to provide the following
financial inputs for the periodic management report:
1. Explanation of the use of the resources
2. Financial Statements – Forms C
3. Financial Certificates on the Financial Statement
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The Financial Statement – Form C figures will be keyed by each
beneficiary in the NEF system, a Web-based online tool for
completing and submitting forms C via the Participant Portal:
http://ec.europa.eu/research/participants/portal
11-Oct-10
Kick-off, Mallorca, Spain
Slide 20 of 25
Finances
Explanation of the use of the resources
explanation of personnel costs, subcontracting
and any major costs incurred by each
beneficiary, such as the purchase of important
equipment, travel costs, large consumable items,
etc., linking them to work packages.
Table 3.1 Personnel, subcontracting and other major cost items for Beneficiary 1 for the period
Work
Item description
Package
Ex: 2,5, 8, Personnel direct costs
11,
5 17
Subcontracting
Amount in € with 2
Explanations
decimals
235000.00 €*
Salaries of 2 postdoctoral students and one lab technician for 18 months each*
11000.02 €*
Maintenance of the web site and printing of brochure*
8, 17
75000.23 €*
Travel 1: Palma, Mallorca, Spain: Kick off meeting
Travel
Travel 2: plenary project meeting, etc.
11
Durable Equipment
27000.50€*
2 laptops, etc.
Consumables
5000.20€*
Software licences, etc.
Other project specific costs
15000.10€*
Sponsoring of...
Indirect costs
TOTAL COSTS[1] 363000.85€*
11-Oct-10
Kick-off, Mallorca, Spain
Slide 21 of 25
Finances
Financial Statements – Forms C
11-Oct-10
Kick-off, Mallorca, Spain
Slide 22 of 25
Finances
Financial Audit Certificate
A certificate on the financial
statements shall be submitted for claims
of interim payments and final payments
when the amount of the financial
contribution claimed by a beneficiary is
equal to or superior to EUR 375 000
11-Oct-10
Kick-off, Mallorca, Spain
Slide 23 of 25
Finances
Financial distribution payments
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after each submission and approval of the Financial
Statements (FORM C), the commission will transfer
the amount accepted for the reporting period.
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Shall the 90% ceiling Maximum community Financial
Contribution be reached, a deduction will be made.
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the final payment will take into account the prefinancing amount paid at the start of the project. For
each beneficiary, the financial contribution cannot
exceed in any circumstances the maximum amount of
their agreed contractual financial contribution.
11-Oct-10
Kick-off, Mallorca, Spain
Slide 24 of 25
Thank you!