Http://cern.ch/SLHC-PP S L H C – P P Management Tools Kick-off Meeting April 8 th, 2008 Mar...

http://cern.ch/SLHC-PP

S L H C – P PManagement Tools

Kick-off MeetingApril 8th, 2008

Mar CAPEANSCERN

This project has received funding from the European Community's Seventh Framework Programme (FP7/2007-2013) under the Grant Agreement no212114


Outline

• Reporting to the EC– Technical Progress and Financial Periodic Reports – Financial reporting timeline for SLHC-PP

• SLHC-PP Management Tools– Overview and schedule

• Other Electronic Tools

April 8, 2008 M.C. 2


Reporting to the EC

• SLHC-PP has received funding from the European Community's Seventh Framework Programme (FP7/2007-2013) under the Grant Agreement no 212114. Therefore EC reporting rules apply

• The EC will monitor the project technically and financially at the end of each reporting period:

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• P1: from month 1 (April 2008) to month 12 (March 2009) • P2: from month 13 (April 2009) to month 24 (March 2010) • P3: from month 1 (April 2010) to last month of the project (March 2011)

• P1: from month 1 (April 2008) to month 12 (March 2009) • P2: from month 13 (April 2009) to month 24 (March 2010) • P3: from month 1 (April 2010) to last month of the project (March 2011)


Reporting to the EC

The beneficiaries, via the Coordinator, shall submit the following reports to the Commission:

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1. The deliverables identified in Annex I2. A periodic report within 60 days after the end of each

reporting period, including:• Progress of work towards the objectives of the project • Explanation of the use of the resources• Financial Statement (Form C – Annex VI of the Grant Agreement)

from each beneficiary together with a summary financial report

1. The deliverables identified in Annex I2. A periodic report within 60 days after the end of each

reporting period, including:• Progress of work towards the objectives of the project • Explanation of the use of the resources• Financial Statement (Form C – Annex VI of the Grant Agreement)

from each beneficiary together with a summary financial report


Financial Reporting at Institute Level

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Personnel

Travel

Material

TimesheetTimesheetTimesheetTimesheet Collection,Consolidation

Form CForm CForm CForm CClaimClaimClaimClaim Collection,

Consolidation

AcquisitionAcquisitionCollection,

ConsolidationCETFI-F

Keep supporting documents

(paper copies) of all costs


Time Sheets

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Timesheets record personnel working hours. EC requests a system that certifies the number of hours worked in order to declare a cost as eligible. A contract, as a document signed before the work is actually performed, would not be sufficient.

Timesheets record personnel working hours. EC requests a system that certifies the number of hours worked in order to declare a cost as eligible. A contract, as a document signed before the work is actually performed, would not be sufficient.

~ 75% SLHC-PP direct costs

are costs of Personnel


Form C, Institute level

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RTD Coordination Support Mgt

PersonnelSubcontracting

Other Direct CostsIndirect Costs


SLHC-PP Financial Reporting Timeline

MONTHLY

QUARTERLY

REGULARLY

REGULARLY

YEARLY YEARLY

1st April to 31st March of next year + 60 days1st April to 31st March of next year + 60 days


Financial Reporting at Project Level

Form CForm CForm CForm C





“Form C”s“Form C”s


Form CForm CForm CForm CForm CForm CForm CForm C






Form CForm CForm CForm CForm CForm CForm CForm C


YEARLY

4 weeks

Consolidation at Project Level2/3 weeks

Consolidation at Beneficiary Level


Summary of SLHC-PP Financial Reporting

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MONTHLY

Individuals submitTimesheets

QUARTERLY

Institutes submitInternal Cost Claims

YEARLY

Institutes submitForm C

+ Audit Certificates

To demonstrate that all personnel costs are directly related to the project

Effort monitoring in PM

To monitor the costs of each partner by activity and cost category (personnel, travel, materials)

To get reimbursement of the cost incurred by each partner


Management Tools

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A Management of SLHC-PPGeneral project monitoring structure for financial reporting and project progress management tool

B SLHC Implementation

Project monitoring structures and a finance management system for the SLHC implementation (accelerator and experiments)One of the main aims of SLHC-PP WP2 and possibly WP3 and WP4


A: CERN PPT for EU projects

• CERN/IT-AIS has developed a Project Progress Tracking (PPT). It has been used by ATLAS, LHC, CNGS, APT

• The tool has been adapted to manage EU projects in FP6. PPT-EU has been used by EGEE (funding over 30 M€ from the EC, ~1000 members), ETICS… and it will be used for EGEE3 and ETICS2 in FP7

• Web based, accessible to all beneficiaries

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Functionality:– Members Database– Activities Management– Data collection (timesheets, cost claims) and reminders– Data repository for EC mandatory reporting

Functionality:– Members Database– Activities Management– Data collection (timesheets, cost claims) and reminders– Data repository for EC mandatory reporting


CERN PPT-EU for SLHC

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SLHC-PPAdministrative Management

SLHC-PP Progress Tracking

SLHC Mgt

Phase 1 Phase 2 Phase 3

End of May 08Tool available to SLHC-PP Beneficiaries

End of May 08Tool available to SLHC-PP Beneficiaries


Phase 1 Preparation

ADMIN TOOL• Preparation of Timesheets

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Request: • Provide a list of members per WP, and their role (member,

activity supervisor, WP leader, etc)Instructions and templates will be provided

Request: • Provide a list of members per WP, and their role (member,

activity supervisor, WP leader, etc)Instructions and templates will be provided


Phase 2 Preparation

PROJECT PROGRESS TRACKING• Annex I contains defined dates for EC DELIVERABLES and EC

MILESTONES. Typical granularity is:

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WP

Task 1 Task 2

D 1.1 D 2.1

M 1 M 2

D 1.2 D 2.2

D 1.3

Request: – Produce a proper WBS of each WP (broken down in tasks and

subtasks), with a set of internal deliverables to help/ensure that EC deliverables are attainable on schedule, within budget

Request: – Produce a proper WBS of each WP (broken down in tasks and

subtasks), with a set of internal deliverables to help/ensure that EC deliverables are attainable on schedule, within budget


Example: WP1 deliverables and milestones

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WP1: SLHC Project Management

Task 1: Steering of the Consortium and project follow-up

Task 2: Dissemination

M 1.1 Kick-off meeting M01

D 2.1 SLHC-PP Web Site M03

M 1.2 Annual Meeting 1 M12

D 1.1 Periodic report M14





D 1.4 Final Report M38

EC Deliverables and Milestones

Internal Deliverables and MilestonesNot visible to EC


Phase 2 Preparation

PROJECT PROGRESS TRACKING• Members are assigned to partners• Members are assigned to tasks or subtasks• Tasks and subtasks have a defined duration

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Request: – Define the assignments above for each WP

Request: – Define the assignments above for each WP


Targets

• All the information will be collected by the WP leaders (via templates)

• Deadline: May 5th

• Target: Timesheets for April and May collected with the tool

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Next steps:– May 6 – 13: enter data (by SLHC-PP Admin team)

– May 26: Admin Tool (Phase 1) available to all beneficiaries

Next steps:– May 6 – 13: enter data (by SLHC-PP Admin team)

– May 26: Admin Tool (Phase 1) available to all beneficiaries

Timesheets for April and May must be filled in Excel Templateshttp://cern.ch/SLHC-PP/MANAGEMENT.htm

Target: Collect Timesheets with the tool from June


SLHC-PP Admin Guide

• SLHC-PP Administration Guide being prepared by Admin team

• First draft available towards the end of the week:https://edms.cern.ch/document/904943/1

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Contents:– Summary of FP7 rules: EC reporting, finances, timescales– SLHC-PP internal rules for reporting and financial matters

(personnel costs, travel and materials claims, etc.)– Links to EC reporting templates and forms

Contents:– Summary of FP7 rules: EC reporting, finances, timescales– SLHC-PP internal rules for reporting and financial matters

(personnel costs, travel and materials claims, etc.)– Links to EC reporting templates and forms


SLHC-PP Web• Public pages: http://cern.ch/SLHC-PP/• Internal pages, password protected, will be prepared

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SLHC-PP Documents in EDMS• Restricted access to SLHC-PP members -member list under preparation

• Storage, approval, versioning of documents, release procedures…

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SLHC-PP Indico

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• Management of conferences, public and internal meetings• Contributions and Minutes Repository• Calendar of events


Questions

• Please, contact SLHC-PP management/admin team at CERN– Emails, phones of the team and expertise will be

available soon in the SLHC-PP Web Site

• EC Guides: http://cordis.europa.eu/fp7/find-doc_en.html

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