Cascade eu reporting - erik van den elsen v.1.0.rh
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Transcript of Cascade eu reporting - erik van den elsen v.1.0.rh
Plenary meeting 2013 - Alicante
EU project reporting 2013
Erik van den Elsen, Rudi Hessel, Violette Geissen, Coen Ritsema
Plenary meeting 2013 - Alicante
Contents
• Reporting periods for the CASCADE project• EU Reporting components• Online reporting system
– Financial reporting with EU-Fin– Scientific reporting with EU-Xpert
• 2013 reporting
Plenary meeting 2013 - Alicante
Contents
• Reporting periods for the CASCADE project• EU Reporting components• Online reporting system
– Financial reporting with EU-Fin– Scientific reporting with EU-Xpert
• 2013 reporting
Plenary meeting 2013 - Alicante
Cascade reporting periods• The EU reporting periods in FP7 have an interval of
18 months (1,5 years).• The reports must be submitted within 60 days after
the project period has ended.
Report Project month submission
1 (periodic report) 20 (August 2013)
2 (periodic report) 38 (February 2015)
3 (periodic report) 56 (August 2016)
4 (Final report) 68 (August 2017)
Year
Months 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 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68
EU Reporting 1 2 3 12 months 418 months 18 months18 months
2012 2013 2014 2015 2016 2017
Project year 1 Project year 2 Project year 3 Project year 4 Project year 5 Project year 5.5
Plenary meeting 2013 - Alicante
Cascade reporting periods
Reporting planning Because of Integration of reports and financial checks, the reports need to be submitted to the Coordinator much earlier.
Report Submission to EU (month) Submission to Coordinator (month)
1 (periodic report) 20 (August 2013) 18 (June 2013)
2 (periodic report) 38 (February 2015) 36 (December 2014)
3 (periodic report) 56 (August 2016) 54 (June 2016)
4 (Final report) 68 (August 2017) 66 (June 2017)
Plenary meeting 2013 - Alicante
Contents
• Reporting periods for the CASCADE project• EU Reporting components• Online reporting system
– Financial reporting with EU-Fin– Scientific reporting with EU-Xpert
• 2013 reporting
Plenary meeting 2013 - Alicante
Cascade reporting componentsA Periodic Report consist of:• An overview, including a publishable summary of the
progress of work (scientific report)• An explanation of the use of the resources (financial report)• A Financial Statement (Form C – Annex VI to the Grant
Agreement)• (if applicable) A summary financial report (Audit Certificate)
During the course of the period, Deliverables need to be submitted (in practice: together with the Periodic Report)
Plenary meeting 2013 - Alicante
Cascade reporting componentsA Final Report consist of:• A Periodic Report (as shown in the previous
slide),• A final publishable summary report,• A plan for the use and dissemination of
foreground,• A report covering the wider societal
implications of the project (Gender, Ethical questionnaires)
Plenary meeting 2013 - Alicante
Cascade reporting componentsContinuously during the project,
‘References of all scientific publications relating to foreground at the latest two months following
publication’ ...
...need to be provided to the European Commission.(Article II.30. of the Grant Agreement).
After having published a scientific paper -> send immediately to the coordinator!
Plenary meeting 2013 - Alicante
Cascade reporting componentsFormats for EU reports are prescribed
Plenary meeting 2013 - Alicante
Contents
• Reporting periods for the CASCADE project• EU Reporting components• Online reporting system
– Financial reporting with EU-Fin– Scientific reporting with EU-Xpert
• 2013 reporting
Plenary meeting 2013 - Alicante
Online reporting system
CASCADE has purchased a subscription of the FP-Tools online management system for FP7 projects:
Financial reporting
Scientific reporting
Plenary meeting 2013 - Alicante
Online reporting system(most important) Advantages:• Online system – accessible for all partners, joint
production of reports,• Online system - central storage, versioning provided,• Pre-defined project structure,• Pre-defined budgets,• Financial checks,• Hierarchical structure (WPs),• Pre-defined (EU) output formatting.
Plenary meeting 2013 - Alicante
Online reporting system
EU-Fin
EU-Xpert
CASCADECoordinator
WP2Leader
WP3Leader
WP9Leader
Partner 1
Partner 2
Partner 12
Plenary meeting 2013 - Alicante
Online reporting system
EU-Fin
EU-Xpert
CASCADECoordinator
WP2Leader
WP3Leader
WP9Leader
Partner 1
Partner 2
Partner 12
Financial data
Project data
Plenary meeting 2013 - Alicante
Online reporting system
EU-Xpert
CASCADECoordinator
WP2Leader
WP3Leader
WP9Leader
Partner 1
Partner 2
Partner 12
EU-Fin
Plenary meeting 2013 - Alicante
Online reporting system
EU-Xpert
CASCADECoordinator
WP2Leader
WP3Leader
WP9Leader
Partner 1
Partner 2
Partner 12
EU-Fin
Plenary meeting 2013 - Alicante
Online reporting system
CASCADECoordinator
WP2Leader
WP3Leader
WP9Leader
Partner 1
Partner 2
Partner 12
EU-Fin
EU-Xpert
Plenary meeting 2013 - Alicante
Online reporting system
CASCADECoordinator
WP2Leader
WP3Leader
WP9Leader
Partner 1
Partner 2
Partner 12
EU-Fin
EU-Xpert
Plenary meeting 2013 - Alicante
Online reporting system
CASCADECoordinator
WP2Leader
WP3Leader
WP9Leader
Partner 1
Partner 2
Partner 12
EU-Fin
EU-Xpert
Plenary meeting 2013 - Alicante
Online reporting system
CASCADECoordinator
WP2Leader
WP3Leader
WP9Leader
Partner 1
Partner 2
Partner 12
EU-Fin
EU-Xpert
Plenary meeting 2013 - Alicante
Online reporting system
CASCADECoordinator
WP2Leader
WP3Leader
WP9Leader
Partner 1
Partner 2
Partner 12
EU-Fin
EU-Xpert
Plenary meeting 2013 - Alicante
Online reporting system
WP2Leader
WP3Leader
WP9Leader
Partner 1
Partner 2
Partner 12
EU-Fin
EU-Xpert
CASCADECoordinator EU
REPORT
Plenary meeting 2013 - Alicante
Online reporting system - Roles
Scientist – scientific reporting – EU-xpert
Plenary meeting 2013 - Alicante
Online reporting system - Roles
Scientist – scientific reporting – EU-xpert
Financial – financial reporting – EU-fin
Plenary meeting 2013 - Alicante
Online reporting system - Roles
Scientist – scientific reporting – EU-xpert
Financial – financial reporting – EU-fin
WP leader – scientific reporting – EU-xpert - financial reporting – EU-fin
- WP assignments – EU-xpert
Plenary meeting 2013 - Alicante
EU Periodic Report
Workpackage leader
Participants Workpackages with
• Tasks
• Deliverables
• Milestones
Online reporting system
Plenary meeting 2013 - Alicante
Online reporting system – the role of WP leaders
Workpackage leader
Participants
Plenary meeting 2013 - Alicante
Online reporting system – the role of WP leaders
Workpackage leader
Participants
Navigation tree of entire reportNon-editable text printed in report
Editable text printed in report
Instructions not printed in report
Plenary meeting 2013 - Alicante
Online reporting system – the role of WP leaders
Coordinator instructs WP leaders
Assigning EU-xpert assignments
Assigning EU-xpert assignments
Title assignment
Instruction for assignee
select assignee(s)Default assignment status = openDue date for assignmentSend email with deeplink to assignee
Save & send assignment
Plenary meeting 2013 - Alicante
Online reporting system – the role of Participant
In mailbox assignee
Partner can enter text by typing …… or pasting Word document
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Online reporting system – the role of Participant
adjust import settings if needed before importing
Inserting picture from desktop
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Online reporting system – the role of participant
See previous edits of other authors … and compare modifications
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Online reporting system – the role of WP leaders
Inform assigner that work is done …
…and change the assignment status to Done
Plenary meeting 2013 - Alicante
Online reporting system
An assignment can have four states:
1. Open: the assignment has been assigned to a participant and is in progress,
2. Done: the Participant has finished editing,
3. Sign-off: the Workpackage leader has checked the work and accepts it,
4. Closed: the Project management office closes the edit assignment.
Project Management
Office
Workpackage leader
Participant
Close
assign
assign
edit
Finished(Done)
Sign-off
Plenary meeting 2013 - Alicante
Online reporting system – the role of coordinator
Plenary meeting 2013 - Alicante
Online reporting system – the role of coordinator
Plenary meeting 2013 - Alicante
Online reporting system
Supports the coordinator’s responsibilities:
• Financial planning• Project cost reporting• Distribute EC-contribution• Financial management
Plenary meeting 2013 - Alicante
Online reporting system
• Coordinator invites beneficiaries to EU-fin (financial contact persons)
EU-Fin
Plenary meeting 2013 - Alicante
Online reporting system - participant
Select work package
Planned budgets and person months are shown
Actual costs and person months have to be entered
And, if necessary, the adjustments to previous periods
Repeat for each work package
Plenary meeting 2013 - Alicante
Click on ‘project costs’ in the navigation panel
Select work packageSelect periodPlanned budgets and person months are shown
Actual costs and person months have to be entered
And, if necessary, the adjustments to previous periods
Save the entered information
Repeat for each work package
Online reporting system - participant
Plenary meeting 2013 - Alicante
Online reporting system - coordinator
Enter explanation of the actual costs
Plenary meeting 2013 - Alicante
Online reporting system
• Coordinator generates necessary reports
A3.1
EU-fin
Various other reports
Distribution of EC-contribution
Explanation of use of resources
Summary financial report
Plenary meeting 2013 - Alicante
Online reporting system
Select parameters and location in table
The overview is generatedSelect page
Change columns shown
Select the relevant periods
The new overview is generated
The overview adjusts automatically
Change the location of the parameter
Hide parameters
Export overview to Excel or PDF
Plenary meeting 2013 - Alicante
Contents
• Reporting periods for the CASCADE project• EU Reporting components• Online reporting system
– Financial reporting with EU-Fin– Scientific reporting with EU-Xpert
• 2013 reporting
Plenary meeting 2013 - Alicante
2013 reporting
Plenary meeting 2013 - Alicante
2013 reporting +60d - Month 20 (AUGUST)Submission of reports to the EU(due to vacations in NL: July 15th !)
Month 18 (JUNE)All partner contributions submitted to the coordinator
Plenary meeting 2013 - Alicante
Activity Deadline
2013 reporting deadlines
Plenary meeting 2013 - Alicante
Activity Deadline
Coordinator sends out tasks to WP leaders (scientific)and Participants (financial)
May 7th
2013 reporting deadlines
Plenary meeting 2013 - Alicante
Activity Deadline
Coordinator sends out tasks to WP leaders (scientific)and Participants (financial)
May 7th
WP leaders send out tasks to Participants May 15th
2013 reporting deadlines
Plenary meeting 2013 - Alicante
Activity Deadline
Coordinator sends out tasks to WP leaders (scientific)and Participants (financial)
May 7th
WP leaders send out tasks to Participants May 15th
Participants have their reports ready June 14th
2013 reporting deadlines
Plenary meeting 2013 - Alicante
Activity Deadline
Coordinator sends out tasks to WP leaders (scientific)and Participants (financial)
May 7th
WP leaders send out tasks to Participants May 15th
Participants have their reports ready June 14th
WP Leaders have their WP reports ready June 30st
2013 reporting deadlines
Plenary meeting 2013 - Alicante
Activity Deadline
Coordinator sends out tasks to WP leaders (scientific)and Participants (financial)
May 7th
WP leaders send out tasks to Participants May 15th
Participants have their reports ready June 14th
WP Leaders have their WP reports ready June 30st
Participants have their financial reports ready June 30st
2013 reporting deadlines
Plenary meeting 2013 - Alicante
Activity Deadline
Coordinator sends out tasks to WP leaders (scientific)and Participants (financial)
May 7th
WP leaders send out tasks to Participants May 15th
Participants have their reports ready June 14th
WP Leaders have their WP reports ready June 30st
Participants have their financial reports ready June 30st
Coordinator has checked all reports July 8th
2013 reporting deadlines
Plenary meeting 2013 - Alicante
Activity Deadline
Coordinator sends out tasks to WP leaders (scientific)and Participants (financial)
May 7th
WP leaders send out tasks to Participants May 15th
Participants have their reports ready June 14th
WP Leaders have their WP reports ready June 30st
Participants have their financial reports ready June 30st
Coordinator has checked all reports July 8th
Coordinator submits reports to EU July 12th
2013 reporting deadlines
Plenary meeting 2013 - Alicante
Remarks?
Questions?
Plenary meeting 2013 - Alicante
...with CASCADE there is always hope...