EUNAWE Presentation Project Officer

Research Executive Agency

Stefano D’Orilia
REA Unit S2- Space Research
1st April 2011

EUNAWE
Kick-off meeting

Guidelines for a good start

Table of content

• Who we are: the Research Executive Agency
1. Who we are: the Research Executive Agency
• EUNAWE in the FP7 research
2. EUNAWE indocuments
• Important the FP7 research
3. Getting down to work: some guidelines
• Periodic Report and reviews

4. Any questions? to the G.A. and audits
• Payments, changes

• Dissemination activities: publications and publicity

• Questions & Answers

The Research Executive Agency

• Commission Decision EC/2008/46 of 14 December 2007
• Autonomy since 15 June 2009
• Total FP7 budget managed: about € 6.5 billion
• Lifetime: 2008 – 2017
• Lifetime of FP7 (to 2013), then a run down to 2017 of projects
under management
• Reviewed every three years
• Potential to extend after FP7

REA main activities

• The REA directly implements some actions:
– SME-specific actions (Capacities);
– Marie Curie actions (People);
– Security and Space actions (Cooperation).

• The REA provides horizontal services across all
programmes:
– Runs the evaluation facility (reception of proposal
and support to evaluation);
– Provides administrative services registration of
beneficiaries (central validation);
– Runs a central FP7 enquiry service.

Space Research budget

• Total Space budget € 1.43 Billions

• The EC (DG Enterprise and Industry) is responsible for ESA Data
Access Grant and Delegation Agreement, which covers about
half of the total budget.

• Space budget managed by the REA
– 1st call (2007-2008) € 134 Millions
– 2nd call (2009) € 53 Millions
– 3rd call (2010) € 114 Millions
– 4th call (2011) € 99 Millions
Then about € 100 Millions/year
⇒ Thus globally about € 600 Millions
(about 400 for GMES and 200 for SSF)

Space Research Unit - Main Tasks
• Policy work remains within the
Commission (DG Enterprise and
Industry) - this includes the
definition of the space work
programme

• FP7 Implementation by the Space
Research Unit:
The REA is in charge of:
(1) organising the evaluation of
proposals
(2) negotiation of proposals
(3) technical and financial
management of projects

Running projects in Exploitation of space science and exploration data

Acronym Title Coordinator Summary
"Space-Data Routers" is a project that has the potential to allow Space Agencies,
SPACE-DATA SPECIFIC RESEARCH Academic Institutes and Research Centers to share space-data generated by a single or
SPACE-DATA ROUTERS ACCOUNT OF multiple missions, in a natural, flexible, secure and automated manner. It develops a
EL
ROUTERS For Exploiting Space DEMOCRITUS communication overlay modeled according to thematic context of missions, Ground
DATA UNIVERSITY OF THRACE Segment topological distribution, Agency policies and Application restrictions and
requirements. It realizes its model through the development of Space-Data Routers.
Hard X-ray observations provide a direct observational link to the acceleration and
High Energy Solar transport of highly energetic particles in solar flares, a phenomenon that has many
UNIVERSITA DEGLI
HESPE Physics Data in IT significant solar-terrestrial consequences. Hespe proposes to mainstream the exploitation
STUDI DI GENOVA
Europe of high energy solar physics data in Europe. To achieve this overall objective, we will
proceed with three complementary activities: theory, computation, and technology.

Data Services and The main objective of theproject is to produce a new tool, which greatly facilitates the
Analysis Tools for
investigation of solar energetic particles (SEPs) and their origin: a server providing SEP
Solar Energetic Particle
SEPServer HELSINGIN YLIOPISTO FI data, related electromagnetic (EM) observations and analysis methods, a comprehensive
Events and Related
catalogue of the observed SEP events, and educational/outreach material on solar
Electromagnetic
eruptions.
Emissions
ECLAT will provide an unparalleled space plasma physics data repository and software
tools archive for the Solar Terrestrial Physics community, building on the existing ESA
European Cluster UNIVERSITY OF
ECLAT UK Cluster Active Archive initiative (CAA). The objective of this proposal is to upgrade an
Assimilation Technolgy LEICESTER
already-existing European Space Physics Data Centre, the ESA CAA, increase its data
holdings with a wide selection of additional data and to develop software tools.
EUNAWE exploits inspirational aspects of astronomy and space to interest very young
Building on the disadvantaged children in science and technology, broaden their minds and stimulate
International Year of European and global citizenship. The proposal builds on Universe Awareness (UNAWE),
EUNAWE Astronomy: Making UNIVERSITEIT LEIDEN NL a unique, innovative and proven programme for children aged 4 to 10 years. It will exploit
young children aware the achievements of European (EU) and South African (SA) space sciences to inspire,
of the Universe excite and stimulate young children, when their curiosity is high and their value systems are
being formed.

FP7 web portal CORDIS

Open and closed calls
•Guide for applicants
•Work programme

Most important!

Database of experts

Grant agreement: Core text + Annexes

G.A. signed by the REA on 31/01/11, in force from 01/01/11 to 31/12/2013
Annex
I Description
of Work -DoW All partners should
read these!
II General
conditions
III Not applicable
IV Form A Accession to the § Each partner signed 3 copies of Form A ⇒ coordinator
grant agreement Once signed by the coordinator: 1 copy retained by coordinator, 1
copy sent back to beneficiary, 1 copy sent to the REA
Already provided! § The coordinator shall send to the REA one signed Form A per
beneficiary at the latest 45 calendar days after the entry into force
of the grant agreement
V Form B Request for Termination also possible (see Annex II – General conditions)
accession of a new
beneficiary to the
Grant Agreement
VI Form C Financial statement To be submitted via FORCE, a web based tool to edit and
submitted by each submit Forms C, at the end of the reporting period
beneficiary at the https://webgate.ec.europa.eu/FormC
end of the reporting
period Then after Coordinator’s approval, they are printed, signed
and posted.
Use your ECAS registration to enter FORCE.
Further information see:
ftp://ftp.cordis.europa.eu/pub/fp7/docs/presentation-
force_en.pdf

Grant agreement: Core text + annexes

Annex

VII Forms D Certificate on the § The certificate shall be submitted for claims of
financial payments when the amount of the EC financial
statements contribution claimed by a beneficiary as a
reimbursement of costs is equal to or exceeds
Only for € 375 000, when cumulated with all previous payments
Coordinator for which the certificate has not been submitted
§ Verified as factual by an external auditor
§ Public bodies, secondary and higher education
establishments and research organisations may opt for
a competent public officer to provide their certificate
on the financial statements and on the methodology.

Forms E Certificate of the § Optional, suitable especially for beneficiaries with
methodology multiple participations in FP7
§ Beneficiary may request to opt for this certificate on
the methodology for the calculation of costs, which it
uses to prepare its cost claims with regard to both
personnel and indirect costs
§ This certificate must be forwarded in the form of a
detailed description verified as factual by its external
auditor
§ When this certificate is accepted, the requirement to
provide certificates on the financial statements for
claims of interim payments shall be waived
§ Details and advantages explained in 'Guidance Notes
on Audit Certification'
(http://cordis.europa.eu/fp7/find-doc_en.html)

Periodic progress report – what includes?
• An overview of the progress of work towards the objectives of the
project including:
- a publishable summary,
- achievements and attainment of milestones and deliverables
identified in the Description of Work,
- an explanation of the use of the resources (see next slides)

• The template and related guidelines are available in CORDIS!
ftp://ftp.cordis.europa.eu/pub/fp7/docs/periodic_report_en.doc

• A Financial Statement (Form C) from each beneficiary + summary
financial report for all beneficiaries together;

• Financial statements may be accompanied by certificate on the
financial statements (Form D), when EU contribution is higher
than 375k € (Only for Coordinator!)

Submission of deliverables and reports
• Register in ECAS (Commission’s Authentication Service):
https://webgate.ec.europa.eu/ecas/index.jsp

• Once access granted, submit documents via SESAM - log in through Participants
Portal,

http://ec.europa.eu/research/participants/portal/appmanager/participants/port
al

• What information should be submitted at the date scheduled in the work plan:
1. Deliverables
2. Publications
3. Patents (if relevant)
4. Periodic and final reports

• If a deliverable is « late », explain the reason, the corrective action
undertaken, the estimate date of delivery, and the PO will make an
assessment of the situation.
• Additonal information on SESAM see: http://webgate.ec.europa.eu/sesam/index.do

Technical annual Project Reviews
– Present the work carried out, the main achievements and the use of the resources
– Planned at the end of each reporting period, usually in Brussels, 2 or 3 weeks after the
submission of the report and deliverables
– Participants: PO, coordinator and reviewer (other W.P. leaders on a case-by-case basis)

• Independent experts are appointed as reviewers:
– give external advice to the REA on the project for the period concerned
– assist the REA by recommending any reorientation that may be required.

• The reviewers assess, among others:
– the degree of fulfilment of the project work plan and of the related deliverables;
– the continued relevance of the objectives;
– the resources planned and utilised in relation to the achieved progress;
– the management procedures and methods of the project;
– the beneficiaries’ contributions and integration within the project etc.

• The COO will be informed of the identity of the reviewer on the outcome of the review
report (submitted via SESAM)

• Templates for review report: ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_review_en.pdf

Periodic progress report
Reports to be sent 60 days after the end of each reporting period
– Give a clear account of the project activities during the reporting
period
• What did you do?
• What did you achieve?
• Which problems did you encounter?
• How did you spend your budget? Any deviations?
– Personnel: Who worked on the project (Qualification)? How
many person*months? How much?
» KEEP TIMESHEETS
– Travel: which trips? Where? How much in total?
» Meetings: collect participants’ signatures (especially if
you reimburse or claim travel costs)
– Any subcontracting?
– Clear, informative, straight to the point, concise
– Transparent communication
– On time

Approval of reports
Payments are linked to submission of complete and correct report,
signed forms C and deliverables!
After reception of the reports the REA may:
• Approve the reports and deliverables: REA disburses the
corresponding payments within 105 days of their receipt unless
the time-limit, the payment or the project has been suspended;
• Suspend the time limit if reports/deliverables have not been
supplied, are incomplete, unclear or raise doubts concerning the
eligibility of costs claimed.
• Suspend the payment at any time for the amount intended for
the beneficiary(ies) concerned: for details see Article II.5 of
Annex II (General conditions) to the grant agreement;
• Reject the reports and deliverables by giving an appropriate
justification and, if appropriate, start the procedure for
termination of the GA.

Explanation of use of the resources
§ Reports
Use of the resources
For each item, distinguish between
type of activity: RTD, dissemination
management and OTHER (e.g.
dissemination )

Equipment: please note that
equipment has to be
depreciated

Travels:
-indicate « purpose » of travel

Note to the coordinator: if one
partner overspends, it is up to the
coordinator to decide how much
the partner can claim as EU
contribution (i.e. full amount if the
overspending is due to anticipated
* All the entries are examples and purely for illustration
work, or only the budget share
agreed for the reporting period and
lower than the amount which could
be claimed).

A couple of important financial rules
Purchase cost of durable equipment and Depreciation
• Durable equipment (e.g. software, computers, etc.) is subject to depreciation,
according to the national accounting rules of each partner
• please see p. 61 and following of the Financial Guidelines (there is a new
version dated 28/02/2011 at
ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf).

Participation in conferences and other public events
• The participation in national and international conferences, workshops and
events can be charged to a project ONLY if justified by a public presentation
of the project activities and results. The participation "just to listen and
network" cannot be charged to a project.
• The participation of several project partners and/or several representatives of
the same partner has to be clearly justified.
• In the case of the presentation of the project, the FP7 funding has to be
properly acknowledged (see Art. II.30 of Annex II - General Conditions to the
Grant Agreement).
• In addition a copy of the submitted paper and/or the presentation, and the
event agenda, have to be delivered to the REA project officer (i.e. as
supporting documents to the Periodic Report).

Communication with REA Project Officer

§ Coordinator to send a three-monthly e-mail (1 page)

§ Overview on status of the activities, progress achieved, problems
potentially encountered or envisaged, way ahead

§ Mention that the internal deliverables are in line with the work plan, if it is
(hopefully) the case

Be pro-active
in case of problems/questions do not hesitate to
contact the REA Project Officer.

Prefinancing and Guarantee Fund

§ Prefinancing
- 920,062.41 € transferred to the Coordinator on 10/02/2011 (GA
amount: 1,015,241.28 €, of which 95,178.87 € transferred to the
Guarantee Fund)

§ Guarantee Fund
– 5% of maximum EU contribution of all FP7 projects
– No collective financial responsibility in FP7 as was the case in
FP6 (still collective scientific responsibility)
– At the final payment, the amount contributed to the Fund shall
be returned to the beneficiaries via the coordinator

Payments to beneficiaries are responsibility of coordinator

The coordinator shall submit a report on the distribution of the
Union financial contribution between beneficiaries within 30
days after receipt of the final payment.

Changes and requests for Amendments
§ Only if necessary, beneficiaries are allowed to transfer
budget between different activities and between themselves,
in so far as the work is carried out as planned in the
Description of Work, and upon agreement of the PO

• When does the GA need to be amended by an Amendment
Request?
• When is an Information Letter sufficient?
See: ftp://ftp.cordis.europa.eu/pub/fp7/docs/amendments-
ga_en.pdf

• An amendment to a grant agreement (GA) is a legal act
modifying the commitments initially accepted by the parties
and which may create new rights or impose new obligations
on them, or modifying significant parts of the GA. It allows
the parties to modify the GA during its lifetime.

Financial audits

• The Commission/REA may, at any time during the implementation
of the project and up to five years after the end of the project,
arrange for technical or financial audits to be carried out, by
external auditors, or by the Commission/REA services themselves
including European Anti-Fraud Office OLAF.

• The beneficiaries shall keep the originals or, in exceptional cases,
duly authenticated copies – including electronic copies - of all
documents relating to the grant agreement for up to five years from
the end of the project

Table of content

• Who we are: the Research Executive Agency
• EUNAWE in the FP7 research
• Important documents
• Periodic Report and reviews

• Payments, changes to the G.A. and audits

• Dissemination activities: publications and publicity

• Questions & Answers

Publications and publicity

• The beneficiaries shall, throughout the duration of the project, take
appropriate measures to engage with the public and the media
about the project and to highlight the EU financial support.
• Any publicity, including at a conference or seminar or any type of
information or promotional material must specify that the project has
received EU research funding and display the European emblem.

• Any publicity made by the beneficiaries in respect of the project must
specify that it reflects only the author’s views and that the
Community is not liable for any use that may be made of the
information contained therein.

Publications and publicity

• All publications shall include the following statement:
• The research leading to these results has received funding from the
European Community's Seventh Framework Programme ([FP7/2007-
2013]) under grant agreement n° 263325 (see Article II.30. of the
Grant Agreement).
• During and after the project, the coordinator shall provide
references and an abstract of all scientific publications relating to
foreground at the latest two months following publication (see
Article II.30. of the Grant Agreement).
• As part of the final project report, the coordinator will be required to
submit a full list of publications relating to foreground of the
project.

Helpdesk for IT related questions

EC-FP7-IT-HELPDESK@ec.europa.eu
Tel: +32 2 29 87288 (08:30 – 16:30 CET)

Thank you for your attention!

Stefano D’Orilia
REA – Research Executive Agency
http://ec.europa.eu/research/rea
@ stefano.d’orilia@ec.europa.eu
* COV2 17/115• 1049 Brussels • Belgium
site 16 Place Rogier • 1210 Brussels
( +32-2-29 54660 Copyright © 2007-2009 Close Comfort
7 +32-2-29 79646

EUNAWE Presentation Project Officer

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