Ismar

Project management issuesProject management issuesthe non-scientific side of NEARESTthe non-scientific side of NEAREST

Alessandra BorgattiAlessandra Borgatti

ASTER ASTER

Nearest Kick-off meetingNearest Kick-off meeting

Bologna, 11 October 2006Bologna, 11 October 2006

Ismar

Management: key definitionsManagement: key definitions

What is management?Management is the practice of handling, supervision and control the project

Is management important in FP6 project?

Yes! It is an element in all proposals, it is specifically evaluated and its costs are fully reimbursed

…but it concerns coordinators only, doesn’t it?

Not exactly! Management activities and relevant skills are needed by all partners

Ismar

Management: what does it facilitate?Management: what does it facilitate?

Coordinator (and

partners)

Scientific activities

Reporting

Funding distribution

Dissemination

IPR

Ismar

Management StructureManagement Structure

Steering Committee

Coordinator

Advisory Board

Ismar

Reporting issues: why?Reporting issues: why?

The project coordinator on behalf of the consortium has to submit REPORTS and DELIVERABLES

- it is a contractual obligation!!! -

- reporting allows the EC to monitor and evaluate the scientific progress of the contract

- approval of the reports enables the consortium to receive further financing

NO REPORT, NO MONEY!!!

Ismar

Reporting issues: periodsReporting issues: periods

The project is divided into REPORTING PERIODS

Nearest has 3 reporting periods:

-P1: from month 1 to month 12

-P2: from month 13 to month 24

-P3: from month 25 to the last month of the project

1st October 2006 to 30th September 2007

1st October 2007 to 30th September 2008

1st October 2008 to 30th September 2009

[ Article 6 Core Contract ]

P1 P2 P3

Ismar

Reporting issues: six-monthly intermediary reportReporting issues: six-monthly intermediary report

According to the Consortium Agreement, each Party undertakes to elaborate and submit to the Coordinator a

SIX-MONTHLY INTERMEDIARY REPORT

structure and timing defined by the Steering Committee

[ Article 4.2 Consortium Agreement ]

April 2007 April 2008 April 2009

Ismar

Reporting issues: after each reporting period

Reporting issues: after each reporting period

The YEARLY REPORT will include the following documents:

• PERIODIC ACTIVITY REPORT (including Publishable Executive Summary and Plan for Using and Disseminating the knowledge)

• PERIODIC MANAGEMENT REPORT

• PERIODIC REPORT ON THE DISTRIBUTION OF THE COMMUNITY’S CONTRIBUTION

• Interim Science and Society Reporting Questionnaire (not for P2)

• Interim Socio-Economic Reporting Questionnaire (not for P2)

Ismar

PERIODIC ACTIVITY REPORTPERIODIC ACTIVITY REPORT

It has to contain:- overview of:

- activities carried out during period- progress in relation to project objectives and - any problem encountered and correction actions taken

- work package progress

- publishable executive summary (max 4 pages, good quality for publication)

- information on Consortium management

- plan for using and disseminating knowledge (type: press, TV, conference, publication.… and type of audience)

Ismar

PERIODIC ACTIVITY REPORT (2)PERIODIC ACTIVITY REPORT (2)

At the end of each reporting period each partner responsible is asked to produce about his/her Organization’s activities:

- a short report on activities carried out for each task/WP by his/her staff including

• overview of the activities carried out during the reporting period

• progress in relation to the project objectives• progress towards the milestones and deliverables set for

the period• any problems encountered and corrective actions taken

- reporting the worked person months of the staff split by WP

These reports should be delivered within 20 days from the end of the reporting period at the latest

Ismar

Reporting issues: after the end of the project

Reporting issues: after the end of the project

Besides the yearly reports for the last reporting period, at the end of the project the following documents have to be prepared:

• FINAL ACTIVITY REPORT (including Publishable Executive Summary and Plan for Using and Disseminating the knowledge)

• FINAL MANAGEMENT REPORT

• FINAL REPORT ON THE DISTRIBUTION OF THE COMMUNITY’S CONTRIBUTION

• Final Science and Society Reporting Questionnaire• Final Socio-Economic Reporting Questionnaire• Final reporting Questionnaire on Workforce Statistics

Ismar

Reporting issues: deadlinesReporting issues: deadlines

45 days45 - 90 days

45 days

Submission to EC

Advance payment

(corrected) 80% of upcoming

18 months

EC approval

End of reporting period

20 days

Submission to

CoordinatorFEEDBACK FROM EC: Normally within 45 days after reception

Tacit approval: for periodic activity reports within 90 days after the receipt

No tacit approval: for all other reports even if no response is received from the Commission within 45 days

Ismar

Reporting issues: overview of P1Reporting issues: overview of P1

Item DetailsEarliest

dateDays to

completeDeadline

Article in Contract

Who

END OF YEAR 1

Report Periodic activity reportincludingDissemination + use plan

30/09/2007 + 45 days(90=tacit approval)

14/11/2007(29/12/2007)

Annex II Article 7.2.a

Coordinator + each contractor

Report Management reportincluding:Justification of resourcesForm CSummary financial report

30/09/2007 + 45 days 14/11/2007 Annex II Article 7.2.b

Coordinator + each contractor

Report Periodic report on the distribution of the Community’s contribution

30/09/2007 + 45 days 14/11/2007 Annex II Article 7.2.c

Coordinator + each contractor

Questionnaire

Interim science and society reporting questionnaire

30/09/2007 + 45 days 14/11/2007 Annex II Article 10.3

Coordinator

Questionnaire

Interim reporting questionnaire on workforce statistics

30/09/2007 + 45 days 14/11/2007 Annex II Article 10.3

Each contractor

Ismar

Reporting issues: overview of P2Reporting issues: overview of P2

Item DetailsEarliest

dateDays to

completeDeadline

Article in Contract

Who

END OF YEAR 2

Report Periodic activity reportincludingDissemination + use plan

30/09/2008 + 45 days(90=tacit approval)

14/11/2008(29/12/2008)

Annex II Article 7.2.a

Coordinator + each contractor

Report Periodic management reportincluding:Justification of resourcesForm CSummary financial report

30/09/2008 + 45 days 14/11/2008 Annex II Article 7.2.b

Coordinator + each contractor

Report Periodic report on the distribution of the Community’s contribution

30/09/2008 + 45 days 14/11/2008 Annex II Article 7.2.c

Coordinator + each contractor

Ismar

Reporting issues: overview of P3Reporting issues: overview of P3Item Details Earliest date

Days to complete

Deadline Article in Contract Who

END OF YEAR 3

Report Periodic activity reportincludingDissemination + use plan

30/09/2009 + 45 days(90=tacit approval)

14/11/2009(29/12/2009)

Annex II Article 7.2.a Coordinator + each contractor

Report Periodic management reportincluding:Justification of resourcesForm CSummary financial report

30/09/2009 + 45 days 14/11/2009 Annex II Article 7.2.b Coordinator + each contractor

Report Periodic report on the distribution of the Community’s contribution

30/09/2009 + 45 days 14/11/2009 Annex II Article 7.2.c Coordinator + each contractor

Final Report Publishable final activity reportincluding publishable results of the final plan for using and disseminating the knowledge

30/09/2009 + 45 days(opt. +45)

14/11/2009(29/12/2009)

Annex II Article 7.4 a Coordinator + each contractor

Final Report Final plan for using and disseminating the knowledge

30/09/2009 + 45 days(opt. +45)

14/11/2009(29/12/2009)

Annex II Article 7.4 a Coordinator + each contractor

Final Report Final management report 30/09/2009 + 45 days(opt. +45)

14/11/2009(29/12/2009)

Annex II Article 7.4 b Coordinator + each contractor

Final Report Final report on the distribution of the Community’s contribution

Receipt of the final tranche of the contribution

+ 60 days 29/11/2009 Annex II Article 7.4 d Coordinator + each contractor

Questionnaire Final science and society reporting questionnaire

30/09/2009 + 45 days 14/11/2009 Annex II Article 10.3 Coordinator

Questionnaire Final reporting questionnaire on workforce statistics

30/09/2009 + 45 days 14/11/2009 Annex II Article 10.3 Each contractor

Questionnaire Final socio-economic reporting questionnaire

30/09/2009 + 45 days 14/11/2009 Annex II Article 10.3 Each contractor

Ismar

DeliverablesDeliverables

- Deliverables and timing of submission specified in Annex I to the contract (DoW)

- To be submitted electronically and on paper as for project reports

- To be submitted on the due date specified in Annex I and with a maximum delay of 45 days after the end of the reporting period

- Delays of deliverables must be reported in the Periodic Activity Report

- Formal approval of deliverables by the Commission is part of the periodic review process

Ismar

Reporting issues: recommendationsReporting issues: recommendations

- Please always submit complete sets of documents

- Check your forms carefully (stamps, signatures,…) before submitting them

- Please keep the deadlines otherwise whole Consortium is blocked

- Inform the coordinator early about any changes or problems and support the coordinator in all matters

Ismar

ASTER S. Cons. p.a. ASTER S. Cons. p.a.

Via Gobetti, 101 - 40129 BolognaVia Gobetti, 101 - 40129 Bologna

Tel: 0039 051 6398099Tel: 0039 051 6398099

Fax: 0039 051 6398131Fax: 0039 051 6398131

E-mail: E-mail: nearest@aster.it nearest@aster.it

Soon available in

Nearest

web site