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Workshop on ESSnets

31/5 – 1/6 2010, Stockholm

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ESSnet on SDMX«

Administrative and financial issues

« Overview of the Action

Preparation phase

Project phase

Templates

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ESSnet on SDMX – Administrative issues

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ESSnet on SDMX – Administrative issues

Overview of the Action

Assumptions:

Multi-beneficiary Grant Agreement

End of 2008: Technical specifications of the Action made

available;

Maximum total budget available by the Commission:

EUR 500.000;

Contribution required: 20%;

Invitations were made to 30 countries;

4th quarter 2008: some countries manifested interest to

participate and started working on the proposal;

2nd quarter 2009: final proposal submitted to Eurostat.

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ESSnet on SDMX – Administrative issues

Overview of the Action

Approved total budget for the project: EUR 571,592.83

Contribution of the Commission: EUR 457,274.60

Kick-off meeting: 16th October, 2009;

Final participating countries (partners):

– Italy, Norway, Portugal, Slovak Republic, Spain, Sweden

Co-ordinator: Portugal;

7 Work Packages (WP) in progress;

Duration: 18 Months

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ESSnet on SDMX – Administrative issues

Overview of the Action

European Commission

Sponsor

Eurostat

Par

tner

countr

ies Portugal

co-ordinator

Country 5

co-partner...Country 1

co-partner

Monthly

Reports

and

Deliverables

Quarterly

Reports

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ESSnet on SDMX – Administrative issues

Preparation phase

Begining of the work on the initial proposal: November 2008

Initial participating countries:

Portugal, Italy, Latvia, Slovenia, Slovak Republic(INFOSTAT),

Spain, Sweden

Preparation of the MBGA

Call for WP proposals

Analysis and evaluation of proposals

Considering the possibility of INFOSTAT to be a partner

Call for the documentation required by Eurostat

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ESSnet on SDMX – Administrative issues

Preparation phase

Preparing the MBGA

• First version in time (16/04/2009)

• Answers to clarifications request from Eurostat

(05/0672009)

• Second version (25/06/2009) – Slovenia give up the

project

MBGA signed by both parts in 23/09/2009

Partners at the begining of the Action:

Portugal, Italy, Latvia, Slovak Republic(INFOSTAT), Spain,

Sweden

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ESSnet on SDMX – Administrative issues

Project phase

Preparation of kick-off meeting

Kick-off meeting in 16/10/2009

Call to WP’s responsibles for monthly progress reports

Evaluation of monthly progress reports, changes and issues incurred

and deliverables

Latvia abandon the Action (November 2009)

Norway come into the project to replace Latvia

Revisions to the schedule and budget and demanding approval by

Eurostat

Preparation of quarterly progress reports to Eurostat (January, April)

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ESSnet on SDMX – Administrative issues

Project phase

Wiki – work in progress

Preparation of the 2nd coordination meeting

2nd coordinatiion meeting in 26/03/2010

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ESSnet on SDMX – Administrative issues

Templates

Monthly progress report

Progress Report_WPnº_MonthYear.doc

Production sheet

Production Sheet_WPnº_Employee_MonthYear.xls

Changes repository

Changes Request Forms_042010.xls

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Budget preparation

Pre-financing

Questions about the overall project

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ESSnet on SDMX – Financial issues

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ESSnet on SDMX – Financial issues

Budget preparation

1st step:

Budget by WP, prepared by the WP responsible:

code

F.

indirect

costs

Grand

Total

functionA1: number

of personellA2: # hours

A3: hourly

rate

total=A1*A2

*A3function

B1:

number of

personell

B2: #

hours

B3: hourly

rate

total=B1*

B2*B3

Means of

transportOrigin Destination

C1: unit

costs

C2: # of

personell

total=C1*

C2D1: units D2: days D3: nights

D4: daily

allowance

D5: hotel

allowance

Total=

D1*[(D2*D

4)

+(D3*D5)]

Subcontract

orAmount

Coordinator PT

Sérgio Bacelar

Project

coordinator 1 360 41,00 14760,00 0,00 FlightPorto Madrid

300,00 1 300,00 1 2 1 87,00 125,00 299,00 1075,13

Luisa Saraiva

Statistical

administrator 1 210 25,00 5250,00 0,00 0,00 0,00 367,50

Olga Mendes

Statistical

administrator 1 210 25,00 5250,00 0,00 0,00 0,00 367,50

0,00 0,00 0,00 0,00

Prof.

Christophe

Roche 14796,00 1035,72

0,00 0,00 0,00 0,00 UNL 14515,20 1016,06Coordinator

Totals 25260,00 0,00 300,00 299,00 29311,20 3861,91 59032,11

Copartner1 ESFrancisco

Hernandez

Statistical

administrator 1 16 35,00 560,00 0,00 FlightMadrid Lisbon

500,00 4 2000,00 4 2 1 51,09 114,19 865,48 239,78

Ana Isabel

Sanchez Luengo

Statistical

administrator 1 140 35,00 4900,00 0,00 0,00 343,00

Julio Núñez

Statistical

administrator 1 104 35,00 3640,00 0,00 0,00 254,80

Luis López

Statistical

administrator 1 180 35,00 6300,00 0,00 0,00 0,00 441,00

0,00 0,00 0,00 0,00 0,00 Copartner1

Totals 15400,00 0,00 2000,00 865,48 0,00 1278,58 19544,06

Total WPn 78576,18

E. sub contractorsC. travel costs D. subsistence

sum of grand totals for all partners

WP2 MVC Ontology

A. operational staff B. administrative staff

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ESSnet on SDMX – Financial issues

Budget preparation

2nd step:

Budget by Partner, prepared by the co-ordination:ITEM 1: Staff Costs

Operational staff

WP Function # persons # Hours Hourly rate Total

2 Statistical Administrator 1 16,00 35,00 560

2 Statistical Administrator 1 140,00 35,00 4900

2 Statistical Administrator 1 104,00 35,00 3640

2 Statistical Administrator 1 180,00 35,00 6300

3 Analyst/programmer 1 288,50 35,00 10097,5

0

Sub-total 25497,5

ITEM 2: Travel/Subsistence costs

Travel

WP Means of transport Origin DestinationUnit costs [1]# persons Total

1 Plane Madrid LUX 1000 3 3000

2 Plane Madrid Lisbon 500 4 2000

3 Plane Madrid Porto 500 1 500

9 Plane Madrid Lisbon 500 1 500

Sub-total 6000

Subsistence

WP # persons # days # nightsDaily allowance [4]Hotel allowance [5]Total

1 3 3 2 63,11 145 1438

2 4 2 1 51,09 114,19 865

3 1 3 2 51,09 114,19 382

9 1 3 2 51,09 114,19 382

Sub-total 3067

ITEM 7: indirect costs 2420

TOTAL 36984

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ESSnet on SDMX – Financial issues

Budget preparation

3rd step:

Budget by Partner, prepared by the co-ordination:

Budgetary details

EUR EUR

(1) Staff 0,00 0,00

Operational staff

Permanent staff * Enrolment fees

Temporary staff * Document sales

Administrative staff * Interests on Pre-Financing

Permanent staff * Other income

Temporary staff

0,00

Other staff costs

From other organisations 0,00

(2) Travel/subsistence 0,00 1

Travel 2

Subsistence

Other related costs From Co-ordinator 0,00% 0,00

(3) Purchase of equipment 0,00 Commission grant

Depreciation (Financing requested)

Other equipment costs

(4) Consumables 0,00 Please, do not forget to fill in the financing requested amount !!

Postal charges, envelopes...

Telephone / Fax

Other material

(5) Subcontracting

(6) Any other direct costs 0,00

Information costs

Costs of reports

Costs of translation

Rent or leasing

Certificates / guaranties

External audit costs

Other

(7) Indirect costs (7%) 0,00

Costs Income

Income from action

Contributions

0,00%

0,00%

0

0

Budget (EUR)

Project

Full Name :0

0

CO-ORDINATOR

A — ELIGIBLE COSTS co-ordinator co-partner 1 co-partner 2 co-partner 3 co-partner 4 co-partner 5 co-partner 6 co-partner 7 TOTAL

A.1) costs of the staff assigned to the action 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

A.2) travel and subsistence costs 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

A.3) purchase cost of equipment 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

A.4) costs of consumables and supplies 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

A.5) costs entailed by other implementation contracts 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

A.6) any other direct costs 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

A.7) indirect costs of implementation 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

TOTAL ELIGIBLE COSTS 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

TOTAL COSTS 0,00

B — FUNDING

B.1) expected direct revenue from the action 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

B.2) contribution by the partners 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

B.3) contribution by other external sponsors 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

B.4) contribution hereby requested from the Commission 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

TOTAL FUNDING 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

TOTAL REQUESTED COMMISSION CONTRIBUTION 0,00

BUDGET SUMMARY SHEET

The co-ordinator certifies that the costs given below are necessary and exclusively related to the implementation of the action.

Project

0Full Name of the project:

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ESSnet on SDMX – Financial issues

Budget preparation

3rd step:

Budget by Partner, prepared by the co-ordination:

2.6 Details of estimated expenditure

CO-ORDINATOR / CO-PARTNER: NO. *** AND NAME1 ITEM 1: STAFF COSTS

2

Please make a clear distinction between your permanent staff and any temporary staff specifically

recruited for this action.

* Operational staff:

(number of persons and functions x hourly rate x number of hours)

Permanent staff:

Function Number of persons [1] Number of hours [2] Hourly rate [3] Total [4]= [1x2x3]

0

0

0

0

0

0

Sub-total 0

1 Please, delete what is not appropriated.

2 Staff costs must correspond to real salaries including social security contributions and other statutory wage costs. As an

alternative, the partner can, at his choice, declare the staff costs on the basis of his official pay scales of minimum salary

rates applicable per staff grade. Particular attention should be given to the costs of the permanent staff of public

administrations. Following the 2007 revision of the detailed rules for the implementation of the Financial Regulation

[Article 172a(2)(e)], salary costs of the staff of national administrations are considered eligible where they correspond to

the cost of activities that the public authority concerned would not carry out if the project in question were not undertaken.

On the other hand, defrayal by the Community of salary costs corresponding to activities that the public authority was

already carrying out before the project was launched would generate a profit for the beneficiary, as these costs are already

borne by the budget of the state (or regional or local authorities') in the context of their ordinary activities

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ESSnet on SDMX – Financial issues

Pre-financing

Request for a letter from partner countries

Pre-financing letter_template.doc

Transfer of pre-financing to each partner

proportionally to its budget

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ESSnet on SDMX – Financial issues

Costs Progress

Participant Name

Nº hours

estimated

(revised)

31/03/2010

Nº hours

estimated

(Initial)

Total

spent

(hours)

Staff

costs €

incurred

Quarter 1

(Hours

spent)

Quarter 1

(Staff

costs €)

Quarter 2

(Hours

spent)

Quarter 2

(Staff

costs €)

Total WP1 720 198,2 7473 120,3 4 453,90 77,9 3 019,10

Total WP2 1 430 384,1 12756,1 162,9 4 971,70 221,2 7 784,40

Total WP3 2 693 607,6 15284,96 169,6 4 240,00 438 11 044,96

Total WP4 2120 535 15580 270 7 864,71 265 7 715,75

Total WP7 1741 1230 357 15302,5 74 3 291,60 283 12 010,90

Total WP8 6030 1167,5 13722,73 528,5 6 273,69 639 7 449,04

Total WP9 214 148 6 068,00 26 1 066,00 122 5 002,00

14 948,22 14 437,22 3 397,40 86 187,75 1 351,30 32 161,60 2 046,10 54 026,15

Staff costs:

Quarter 1 Quarter 2

WP Participant Name

Origin Destination Cost Days D.allow Nights H.allow

1 Isabel Morgado Lisbon Luxembourg € 452,09 2 € 137,32 1 € 212,85 939,58 € 939,58 € 0,00 €

1 Jorge Magalhães Lisbon Luxembourg € 500,01 2 € 137,32 1 € 212,85 987,50 € 987,50 € 0,00 €

1 Cristina Ferreira 0,00 € 0,00 €

1 Sérgio Bacelar Lisbon Luxembourg € 539,59 2 € 137,32 1 € 212,85 1 027,08 € 1 027,08 € 0,00 €

1 João Poças Lisbon Luxembourg € 492,07 2 € 137,32 1 € 212,85 979,56 € 979,56 € 0,00 €

1 Laura Vignola Rome Luxembourg € 189,91 2 1 € 125,00 314,91 € 314,91 € 0,00 €

1 Lars NordbäckStokolm Luxembourg

SEK 1554,18

€ 29,90 2 1 € 110,00 292,47 € 292,47 € 0,00 €

1 Dusan Prazenka Bratislava Luxembourg € 868,02 2 € 60,00 1 € 85,00 1 073,02 € 1 073,02 € 740,64 €

1 Graciela Perez Corral Madrid Luxembourg € 613,07 2 € 63,11 1 € 145,00 884,29 € 884,29 € 0,00 €

Total

Out-09

TotalTravel Subsistence

Total

Travel costs:

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ESSnet on SDMX – Financial issues

Questions

1. Staff costs – Hourly rate

Staff costs usually are the most significant amount

of the budget

Incurred hourly rate of each person:

Who validates if staff costs (hourly rate) comply

with the requirements of applicable tax and social

legislation of each partner, on the final financial

statement?

The coordinator or Eurostat?

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ESSnet on SDMX – Financial issues

Questions

2. Subcontracting

Subcontracting must follow the national public

procurement rules, accordingly with specific

legislation of each partner country

Shall the coordinator validate this premise with

each partner?

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ESSnet on SDMX – Financial issues

Questions

3. Frequent changes

Often the coordination is faced with requests of

changes in the WP’s budgets, either by hits in

the project planning or by invitations to attend

to WG meetings. The Grant Agreement is clear

about this.

Is it normal in all ESSnet’s to deal with

frequent changes to the budget? There

is some way to overcome this issue?

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ESSnet on SDMX

Proposals

The “preparation phase” should be financed, because

is heavily time consuming

Balancing the profusion of ESSnet’s: just the

necessary and sufficient ESSnet’s