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Legal and Finance NCP meetingBrussels 14 October 2009
Reporting in EU Framework Programmes
Timesheets and Work Packages
and an alternative version of table 3.1
Poul Petersen
Legal and Finance NCP, Faroe Island
FP6 Table 4 – extremely time consuming and impossible to verify. Micromanagement should not be reintroduced in FP7
List of Deliverables – to be submitted for review to EC
Dissemi-nation
Delivery date
Nature level (proj.month)
Estimated indicative person-months
TOTAL
Del. no. Deliverable name
WP no. Lead bene-ficiary
Example of Micromanagement in FP7
An “Estimated Indicative” is very vague – and cannot be verified at a later stage.
This column is not part of the normal evaluation process. This column has no practical use and should be deleted.
Table 1.3e - Summary of staff effort table
Participant no./ short name
WP1 WP2 WP3 WP4 WP5 WP6 WP7 WP8 WP9 WP1 0 TotalPerson Months
Partner 1 3 12 3 21 30 3 6 48 126
Partner 2 6 6 36 4 52
Partner 3 12 36 12 12 4 76
Partner 4 6 6 36 24 4 76
Partner 5 2 2 20 24 24 4 76
Partner 6 2 22 24 4 52
Partner 7 48 4 0
Partner 8 12 48 12 4 76
Partner 9 24 24 24 4 76
Partner 10 24 24 20 4 4 76
Partner 11 2 2 6 32 30 4 76
Partner 12 9 12 7 20 4 52
Partner 13 16 18 14 4 52
Total 88 132 106 49 97 97 153 94 54 48 918
Second version of Table 3.1
Not possible to distinguish Personnel costs for RTD, Management and Dissemination. Not possible to reconcile with Requested contribution in Form C
Project nr Funding scheme
Project Acronym
Period from 01.01.08 NoTo 31.12.08
Legal Name University of Copenhagen 999991043Organisation short Name 1
75% %
RTD(A)
Demonstration(B)
Management Disseminat.(C)
Other (D)
TOTAL (A+B+C+D)
Personnel costs
Subcontracting
Other direct costs
Indirect costs
Lump sums/flat-rate/scale of unit declared
Total
Maximum EC contribution
Requested EC contribution
Funding % for RTD activities (A) If flat rate for indirect costs, specify %
1- Declaration of eligible costs/lump sum/flate-rate/scale of unit (in €)
Type of Activity
FP7 - Grant Agreement - Annex VI - Collaborative Project
12345
Beneficiary nr
Is this an adjustment to a previous statement ?
Form C - Financial Statement (to be filled in by each beneficiary )
Collaborative Project
SuperProject
Participant Identity Code
Compared to Table 3.1, the Form C does not have a line called “Total Direct Costs”
Timesheet
Person : Valentin Draft Number of hours envisaged i.e. according to the employment contract: 20 hours/week
2009 January
Indicate the time in hours Only the yellow cells are writeableDate 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Total NotesDay Sun Mo Tue Wed Thu Fri Sat Sun Mo Tue Wed Thu Fri Sat Sun Mo Tue Wed Thu Fri Sat Sun Mo Tue Wed Thu Fri Sat Sun Mo TueEU-ProjectsR&D Activities Project x 3 4 7 8 3,5 3 2 8 9 4 7 0 58,5 WP3Project y 5 5 5,5 8 23,5 WP8Project z 0
Total RTD 0 8 9 7 8 5,5 0 0 0 0 0 0 3,5 0 0 3 2 8 9 4 0 0 0 0 0 0 0 0 0 7 8 82DemonstrationProject x 0Project y 0Project z 0
Total Demonstration 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Management Project x 8 3,5 5 1 17,5 WP1Project y 0Project z 0
Total Management 0 0 0 0 0 0 0 0 0 0 0 8 3,5 0 0 0 5 0 0 1 0 0 0 0 0 0 0 0 0 0 0 17,5Other ActivitiesProject x 3 5 8 WP7Project y 0Project z 0
Total Other 0 0 0 0 0 0 3 0 0 0 0 0 0 0 5 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 8Internal and National ProjectsTeaching 2,5 6 1 3 12,5B 0C 0
Total 0 0 0 0 0 2,5 0 0 0 0 0 0 0 0 0 6 1 0 0 3 0 0 0 0 0 0 0 0 0 0 0 12,5Absences and activities not to be part of productive hoursAnnual Leave 8 8 8 8 32Special Leave 0 0Illness 8 8 8 24Training / internal meetings 1 0,5 1 2,5
Total 1 0 0 0 0 0 0 0 8 8 8 0 0 0,5 0 0 0 0 0 0 0 0 0 8 8 8 8 1 0 0 0 58,5
Total productive hours 0 8 9 7 8 8 3 0 0 0 0 8 7 0 5 9 8 8 9 8 0 0 0 0 0 0 0 0 0 7 8 120
Total hours 178,5
Productive hours per project: Project x 84Signed: Approved: Project y 23,5
Project z 0
Time of illness and training / internal meetings:Hours: 26,5
Days (here 8 hours are one day): 3,3A good activity based timesheet, but hard to combine with Staff Effort Table. Most scientist work in several RTD Work Packages.
Table 1.3e - Summary of staff effort table
Participant no./ short name
WP1 WP2 WP3 WP4 WP5 WP6 WP7 WP8 WP9 WP1 0 TotalPerson Months
Partner 1 3 12 3 21 30 3 6 48 126
Partner 2 6 6 36 4 52
Partner 3 12 36 12 12 4 76
Partner 4 6 6 36 24 4 76
Partner 5 2 2 20 24 24 4 76
Partner 6 2 22 24 4 52
Partner 7 48 4 0
Partner 8 12 48 12 4 76
Partner 9 24 24 24 4 76
Partner 10 24 24 20 4 4 76
Partner 11 2 2 6 32 30 4 76
Partner 12 9 12 7 20 4 52
Partner 13 16 18 14 4 52
Total 88 132 106 49 97 97 153 94 54 48 918
Lessons learned from first reporting in FP7
In FP7 Timesheets and “Explanation of the use of resources” have to be clearly separated in:
RTD activities
Management activities
Dissemination activities
Lessons learned from first reporting in FP7 (2)
Updated Reporting Forms
An alternative version of Table 3.1
“Explanation of the use of resources”
Alternative Table 3.1 – Explanation of the use of resourcesFP7 Cost Statement TemplateExample Collaborative ProjectProject Acronym: SuperProjectEC contract number: 12345Reporting period: 01.01.08 – 31.12.08Partner name: University of CopenhagenPartner number: 1Indirect Cost Model: Specific Transitional Flat Rate of 60%
Personel Costs
Other Direct CostsTotal Direct Costs
(Overhead)
Indirect Costs
(Overhead)
Total Eligble Costs
Requested Contribut.Travel Comsumabl. Equipment
(Other Costs)
RTD(WP3,5,7)
80.000 10.000 5.000 5.000 100.000 60.000 160.000 120.000
Management(WP9)
10.000 5.000 15.000 9.000 24.000 24.000
Dissemination Other(WP8)
2.000 3.000 5.000 3.000 8.000 8.000
Subcontract. 2.000* 2.000* 2.000 2.000
Total Requested
Contribution as in Form C
154.000
* Audit Certficate Possible to reconcile with Form C
Project nr Funding scheme
Project Acronym
Period from 01.01.08 NoTo 31.12.08
Legal Name University of Copenhagen 999991043Organisation short Name 1
75% %
RTD(A)
Demonstration(B)
Management Disseminat.(C)
Other (D)
TOTAL (A+B+C+D)
Personnel costs 80000 12000 95000Subcontracting 2000 2000Other direct costs 20000 8000 25000Indirect costs 60000 12000 72000Lump sums/flat-rate/scale of unit declared
Total 160000 32000 2000 194000
Maximum EC contribution 120000
Requested EC contribution 120000 32000 2000 154000
Funding % for RTD activities (A) If flat rate for indirect costs, specify %
1- Declaration of eligible costs/lump sum/flate-rate/scale of unit (in €)
Type of Activity
FP7 - Grant Agreement - Annex VI - Collaborative Project
12345
Beneficiary nr
Is this an adjustment to a previous statement ?
Form C - Financial Statement (to be filled in by each beneficiary )
Collaborative Project
SuperProject
Participant Identity Code
Summary
• The European Commission is not the only provider of external financing – there are many others
• Each external provider have their own rules for financial reporting – this is extremely time consuming for the accounting department
Summary (2)
• Scientist are obliged to spend their grants in a responsible way – it is taxpayers money
Scientists should focus on doing good science. Therefore, unnecessary micromanagement should be avoided
• Scientist should be evaluated on their scientific progress – not on their accounting systems
Summary (3)
• Time recording can be based on Activities or on Work Packages – but not on both
• Keep the reporting simple – even a scientist should understand it
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