PANTHEON SCADA for Agriculture Precision Farming of...

PrecisionFarmingofHazelnutOrchards(PANTHEON)___________________________________________________________________________________________________________

PANTHEONDocumentD1.1_ProjectManagementGuidelines_Rel.01_20171129

SCADA for AgriculturePANTHEON

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ProjectNumber:774571StartDateofProject:2017/11/01Duration:48months

TypeofdocumentD1.1.–V1.0

ProjectManagementGuidelines

Disseminationlevel PUBLICSubmissionDate 2017-11-30WorkPackage WP1Task T1.1Type ReportVersion 1.0Author AlessandroAlbinoFrezzaApprovedby AndreaGasparri+PMC

DISCLAIMER:Thesoleresponsibility forthecontentofthisdeliverable lieswiththeauthors. ItdoesnotnecessarilyreflecttheopinionoftheEuropeanUnion.NeithertheREAnortheEuropeanCommissionareresponsibleforanyusethatmaybemadeoftheinformationcontainedtherein.

Ref. Ares(2017)5841551 - 29/11/2017




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ExecutiveSummary

ThisdocumentaimsatprovidingaguidancetoPANTHEONpartnersonthewaytheyareexpectedtofulfiltheprojectmanagementrequirementssetoutbytheH2020GrantAgreementandestablishedbytheProjectManagementcommonbestpractices.

ThisreportisenvisionedasaworkingtoolfortheBeneficiariestobeusedduringthewholedurationof PANTHEON. Project’smemberswill refer to these guidelines to establish a day-to-day projectmanagementroutine.Thisdocumentisabriefcompendiumdescribingthegoverningstructureandtheservicestobeusedforthemanagementandadministrativecoordination.Italsodescribesthecommunicationstreamwithin theConsortiumand towards theECandoutlines theConsortium'sformal communication on PANTHEON’s activities and outcomes. It aims at complementing theprovisionsoftheabove-mentionedGrantAgreement.ItalsocomplieswiththeprovisionssetoutintheConsortiumAgreementadoptedbytheConsortium’sMembers.

H2020rulesandprovisionswillbestrictlyobservedduringtheimplementationoftheproject.

PANTHEON’sbasicadministrationwillfocusonthefollowingtasks:

• ManagementoftheConsortium;• CommunicationwithintheConsortiumaswellaswiththeEC;• Deliveryofguidelinesonqualityassuranceandreportwriting,includingtheprovisionof

varioustemplates;• Organizationofregularconferencecallsforallpartnersandprovisionofminutes,etc.;• Monitoringofresourceexpenditureandsubmissionofreportsanddeliverables

PANTHEON’SLegalandfinancialtaskscover:

• Managementofcontractualissuesandtimelydistributionofcorrespondingdocumentsandrelevantinformationtopartners(e.g.regardingGAandCA).

• CommunicationbetweenConsortiumpartnersandtheEConprojectandfunding-relatedmatters.

• Managementofbudgetanddistributionofpaymentstopartners,etc.




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TableofContent

1 GovernanceandCoordination..................................................................................................................4

2 PeriodicreportingtotheEC......................................................................................................................6

3 Projectdocumentsanddeliverables.........................................................................................................7

4 Financialmanagement............................................................................................................................10

4.1 Directpersonnelcosts.....................................................................................................................13

4.2 Indirectcosts...................................................................................................................................14

4.3 Ineligiblecosts.................................................................................................................................14

5 Monitoringofresourcesexpenditure.....................................................................................................15

6 Communication.......................................................................................................................................15

6.1 CommunicationwiththeEC............................................................................................................15

6.2 Internalcommunication..................................................................................................................16

6.3 Externalcommunication.................................................................................................................16

6.4 Conferencecalls..............................................................................................................................16

6.5 ProjectMeetings.............................................................................................................................17

6.6 Portal,ForumandRepository.........................................................................................................17

7 WP1-duedeliverables............................................................................................................................17

8 Keydocuments........................................................................................................................................17




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AbbreviationsandAcronyms

AMGA AnnotatedModelGrantAgreementBEN BeneficiaryCA ConsortiumAgreementCO CoordinatorDoA DescriptionofActionEC EuropeanCommissionFO FinancialOfficerFS FinancialStatementGA GrantAgreementKoM KickoffMeetingMS ManagementStaffPM PersonMonthPMC ProjectManagementCommitteePN PartnerPO ProjectOfficerPP ParticipantPortalPR PeriodicReportSyGMa SystemforGrantManagementTS TechnicalStaffUoR UseofResourcesWP WorkPackageWPL WorkPackageLeader

1 GovernanceandCoordinationPANTHEON is based on the close collaboration of 4 academic and 2 industrial partners from 4EuropeanCountries.Theirnameandacronymstobeusedwithintheinternalcommunicationstream,aswellastheirroleandfinancialparticipationtotheprojectareitemizedinthefollowingtable.

Table1.Beneficiaries

Beneficiary Role COUNTRY TotalCost MaxGrantAmountUNIROMA3 CO IT 960.893,75 960.893,75FERRERO PN LUX 172.500,00 172.500,00ULB PN BE 515.750,00 515.750,00UNITUS PN IT 452.525,00 452.525,00TRIER PN DE 684.108,75 684.108,75SIGMA PN IT 358.675,00 358.675,00

Thegoverninganddecision-makingprocessoftheprojectwillinvolve:

i) the Project Coordinator/Principal Investigator (CO/PI) as responsible of the project’simplementation.TheCOchairstheProjectManagementCommittee(PMC)(seebelow).




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ii) thePM,supportingthePIandactingasanintermediatebetweentheConsortiumandtheEC;

iii) thePMCcomposedbyonerepresentativeforeachmemberoftheConsortium,includingtheWPLs.(Seetable2below).ThePMCisthedecision-makingbody.EachmemberofthePMCisexpectedtobedulyauthorizedtodeliberate,negotiateanddecideonallmattersrelatingPANTHEON.

iv) theWPLresponsibleoftheWPsandrelevanttasks,supportingtheCOineachformofcommunication from/to the research units in charge of the actual realization of theresearch. Their responsibilities includeamongstother things coordinating,monitoring,andassessingtheprogressoftheworkpackagemostlyintermsofscopeandschedule.

TheCOisresponsiblefortheoverallmanagement,communication,andcoordinationofPANTHEON.Asmentionedabove,healsochairsthePMCandservesastheonlyofficialchannelthatinteractswiththeEC,focusingonthesubmissionofdeliverables,theaspectsrelatingtothemanagementofthebudgetandonanyotherrelevantcontractualissuethatmightraiseduringtheimplementationoftheproject.

Moreindetail,theCOisresponsiblefor:

• establishingtheoverallcoordinationandthecommunicationbetweenprojectpartnersandstakeholders;

• ensuringareliable,efficientandeffectivecommunicationwiththeEC(PO+FO);• ensuringtheachievementoftheprojectgoalsasoutlinedinAnnex1totheGAontime;• ensuringthetimelyandaccuratehandlingofalltheadministrativeandfinancialtasks;• gathering,maintainingandsubmittingdeliverables,projectreportsandfinancialstatements;• supportingthedecision-makingprocessandtheadoptionofequitablesolutionsforresolving

conflicts;• ensuringthefullcompliancewiththetermsoftheECGAandtheCA.

Prof.AndreaGASPARRI ([email protected]) is therepresentativeof theCO(UNIROMATRE)andthePrincipalInvestigatorinchargeofcoordinatingandsupervisingallthescientificaspectsoftheproject.

Table2.MembersoftheProjectManagementCommittee

Beneficiary Name emailUNIROMA3 A.Gasparri [email protected] L.Giustarini [email protected] E.Garone [email protected] V.Cristofori [email protected] T.Udelhoven [email protected] E.Graziani [email protected]




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WP# WPTitle WPL1 Projectmanagement A.Gasparri2 Functionalspecifications L.Giustarini3 SCADAsub-systemsandrealization A.Gasparri4 Hazelnutremotesensing T.Udelhoven5 Agronomicdecisionmaking V.Cristofori6 Integration,testingandvalidation E.Graziani7 Disseminationandexploitation E.Garone

TheresponsibilitiesoftheWPLswillspecificallyfocusonthecoordinationofthefollowings:

• implementationoftheWP-relatedtasksinaccordancewiththeobjectivesset-outintheDoA;• coordinationandsupervisionoftheinvolvedpartners;• coordinationofthetimelydeliveryofdeliverables;• identificationandassessmentofunforeseenrisksandrelevantcommunicationtotheCO.

ThecollaborationwithintheConsortiumandwiththeECisbasedontheGA.RelevantfortheproperimplementationoftheprojectworkisAnnex1includingtheestimatedbudgetfortheAction(Annex2)

TheConsortium'sworkisbasedontheCAwhichhasbeendulypreparedontheDESCAModelbytheCO.TheCAwassignedandadoptedbyallthebeneficiarieson08.09.2017.

PartnershavecopyofboththeGAandtheCA.TheGAisalsoaccessiblethroughthePP.AdditionalcopieswillbemadeavailableinthePANTHEONrepositorycurrentlyunderconstructionandduefordeliveryatM4(SeeCommunicationbelow).

2 PeriodicreportingtotheECThereportingprocessallowstheECtofollowtheprojectcloselyandtoensurethatitisimplementedasstatedintheGAandinconformitywiththecurrentfinancialprovisions.Thereportingprovidesanoverall sketchof theprogressof theproject versus theoriginal and revised (if any)plans. It alsoprovidesareviewoftheincurredcosts.

PANTHEONisdividedin3RPcoveringM1-12(P1),M13-30(P2)andM31-48(P3).TheCOmustsubmitaPeriodicReportwithin60daysfollowingtheendoneachRP.

ThePeriodicReportsmustincludeaperiodictechnicalreportandaperiodicfinancialreport(seeGAart.20–20.3).

AllreportsarecoordinatedandmonitoredbytheCOwhoalsowillprovideguidanceontherequiredcontentsandstyle.Theperiodicreportswilltypicallyinclude:

• theprogressdetailsperWP/task;• alistofpublications;




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• alistofdisseminationandnetworkingactivities;• adeliverableandmilestonetableand,• atablepresentingplannedversusactualresourceusage(PMs)perpartners.

GeneralscopeofthesereportsistoprovideanoverviewoftheprogressmadetowardstheobjectivesofeachWP/taskandoftheworkperformedandresultsachievedwithineachtimeframe.

Ifapplicable,thereportswillalsocontainfullexplanationsondeviationsfromtheworkplanandwilloutlinecorrectiveactions tobe taken.Furthermore, theywill summarize theactions for thenextphasesandillustratemajordisseminationandcooperationactivitiescarriedout.

Report writing will be mainly managed through the PANTHEON repository. While the CO isresponsibleforrequestingandreviewingthereports,forverifyingtheiraccuracyandcompletenessandsubmittingthemtotheEC,eachBeneficiarymustprovideingoodtimethedataneededforthesereports. Contributions are expected from all partnersmonitored through theWPLs. Revisions, ifrequiredforthereport'sfinalacceptance,aremanagedbytheCO.

3 ProjectdocumentsanddeliverablesAgeneraltemplateforthedeliverableshasbeendevelopedbytheCOandwillbemadeavailabletoallpartnersintherepository.DuringPANTHEON’simplementation,awiderangeofdocumentswillbewidelyused,eitherforinternaluse,forreportingtotheECorfordisseminationandexploitationpurposes.Thetablebelowshows,pereachitem,thepreparationandapprovalchain

27deliverablesareplannedforsubmissioninPANTHEON.Theyarelistedinthetablebelow.




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Dlv.# Title WP# Lead Type Diss.level DuedateD1.1 Project

managementguidelines

WP1 UNIROMA3 Report Public M1

D2.1 Requirements,specificationsandbenchmark

WP2 FERRERO Report Public M6

D2.2 Guidelines forcomponents anddocumentcompatibility

WP2 FERRERO Websites,patentsfiling

Public M8

D2.3 Real-world (1:1scale) hazelnutorchard for finaldemo

WP2 FERRERO Report Public M10

D3.1 Roboticprototypes

WP3 ULB Other Confidential M14

D3.2 Datamanagement

WP3 UNIROMA3 Other Public M30

D3.3 Communicationinfrastructure

WP3 SIGMA Other Public M16

D3.4 Userinterface WP3 SIGMA Other Public M24D3.5 Farm activities

plannerWP3 UNIROMA3 Other Public M26

D4.1 MultispectralLiDAR pointclouds

WP4 TRIER Other Public M14

D4.2 3Dtreemodels WP4 TRIER Other Public M28D4.3 Aerial

orthophoto-mosaic


D4.4 Drought stressdetection


D4.5 Pest and diseasedetection


D4.6 Fruitdetection WP4 TRIER Other Public M46D5.1 Water

managementcontrol

WP5 UNITUS Other Public M10

D5.2 Suckers’managementcontrol

WP5 UNITUS Other Public M18

D5.3 Pruningmanagementprotocol

WP5 UNITUS Report Public M36

D5.4 Pestanddiseasesmonitoring andcontrol





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D5.5 Fruitdevelopmentand productionmonitoring


D6.1 Robotic vehiclesfieldvalidation

WP6 UNIROMA3 Demonstrator Public M30

D6.2 SCADA systemintegration andfieldvalidation

WP6 SIGMA Demonstrator Public M39

D6.3 Finaldemo WP6 SIGMA Demonstrator Public M48D7.1 Publicwebsite WP7 ULB Website Public M4D7.2 Data

managementplan–Opendatapilot

WP7 ULB ORDP Public M6

D7.3 PUDF WP7 ULB Websites,patent filings,etc.

Public M46

D8.1 M–PODP–OEI–H- DU – GEN –EPQrequirements#1

WP8 UNIROMA3 Ethics Confidential M3

As the high-quality standard of the deliverables is a priority, the following steps, to be mainlyimplementedbyWPLsandtheCO,willhelptodefineasharedstructuredreviewingandapprovalprocess:

• Deliverables’mainauthorsandreviewersofthedeliverablestobesubmittedinthefirst12months of theproject,will be identifiedby the PMC in advanceby the secondmonthofimplementation of PANTHEON, following the technical discussion held during the KoMmeeting. Adjustments, ifneeded,willbeadoptedduringproject implementation.Authorsandreviewersfortheadditionaldeliverables[Year2+Year3+Year4]willbeidentifiedonayearlybasisbythePMC.Therewillbeatleastonereviewerperdeliverable;

• D1.1willbereviewedandapprovedbythePMCbeforeitssubmission(M1);• Theinternalworkscheduleforthetimelyproductionofthedeliverableswasapprovedduring

theKoM,specifyingtheexactdeadlinesforinternalreviewsandrevisionswithrespecttothedifferentapplicabledeadlinesforsubmission.Inprinciple,some6weekswillbedevotedtothe preparation of the deliverables; in addition, 1week/10 dayswill be dedicated to theinternalreview.Timingissubjecttovariationsaccordingtothecomplexityofthedeliverablesthemselves;

• ThefinalapprovalofthedeliverablesrestsintheresponsibilityoftheWPLandtheCO.

Thefollowingschemesummarizestheworkschedulementionedabove.




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Hereafteristheschedulingofthedeliverablestobesubmittedduringthe48monthslengthoftheproject.

4 FinancialmanagementTheCOoverseesthefinancialcontributionoftheECtoPANTHEON.TheCOtransferspaymentstothepartner'sbankaccountswithoutunjustifieddelayandinconformitywiththeruleslaidoutintheGAandCA.TheCOalsomonitorsthesubmissionoftheFS(Annex4oftheGA)andhandleswiththePMCanyrequestofre-allocationoffundingwithintheConsortium.

Thefollowingarethepaymentsmade/tobemadebytheECtotheCO:

• Onepre-financingpaymentmadewithin30dayseitherfromtheentryintoforceoftheGAorfrom10daysbeforethestartingdateoftheproject.[Paymentprocessed].

• Oneinterimpayment,madewithin90daysfromreceivingtheperiodicreportsattheendofP1 and P2. The amount of the interim payment is calculated by the EC following theapplication of the reimbursement rates (100%) and considering the limit of 90% of themaximumgrantamount.Thetotalamountofpre-financingandinterimpaymentsmustnotexceed90%ofthemaximumgrantamount.

• Onepaymentofthebalancereimbursingtheremainingpartoftheeligiblecostsincurredbythebeneficiaries.Beingthetotalamountsofpreviouspaymentslowerthanthefinalgrantamount,theECwillpaythebalancewithin90daysfromreceivingthefinalreport(P3)

Draft sharedthroughPANtHEOnrepositoy

Drafting Writing Completing Internal RW Revision/FinalEditing

PDFtoCOforuploading toSyGMa

6weeksbeforedeadline 7- 10daysweekbeforedeadline

DEADLINE

Nov-17

Dec-17

Jan-18

Feb-18

Mar-18

Apr-1

8

May-18

Jun-18

Jul-1

8

Aug-18

Sep-18

Oct-18

Nov-18

Dec-18

Jan-19

Feb-19

Mar-19

Apr-1

9

May-19

Jun-19

Jul-1

9

Aug-19

Sep-19

Oct-19

UNIROMA3 FERRERO ULB UNITUS TRIER SIGMA

M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M13 M14 M15 M16 M17 M18 M19 M20 M21 M22 M23 M24 D1.1 D2.1 D3.1 D5.1 D4.1 D3.3D1.1 D8.1 D7.1 D2.1 D2.2 D2.3 D3.1 D3.3 D5.2 D4.4 D3.4 D3.2 D2.2 D7.1 D5.2 D4.2 D3.4

D7.2 D5.1 D4.1 D4.3 D3.5 D2.3 D7.2 D5.3 D4.3 D6.2D6.1 D7.3 D5.4 D4.4 D6.3D8.1 D5.5 D4.5

D4.6RP1

Nov-19

Dec-19

Jan-20

Feb-20

Mar-20

Apr-2

0

May-20

Jun-20

Jul-2

0

Aug-20

Sep-20

Oct-20

Nov-20

Dec-20

Jan-21

Feb-21

Mar-21

Apr-2

1

May-21

Jun-21

Jul-2

1

Aug-21

Sep-21

Oct-21

Nov-21

Dec-21

M25 M26 M27 M28 M29 M30 M31 M32 M33 M34 M35 M36 M37 M38 M39 M40 M41 M42 M43 M44 M45 M46 M47 M48 M49 M50D3.5 D4.2 D3.2 D5.3 D5.4 D4.6 D6.3

D4.5 D6.1 D6.2 D5.5D7.3

RP2 RP3

Year1 Year2

Year3 Year4




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ThemaximumgrantamountisEUR3.144.452,50.Theamountofthepre-financingsetoutintheGAisEUR1.677.041,33.AnamountofEUR157.222,63(5%ofthemaximumgrantamount)isretainedbytheECfromthepre-financingpaymentandtransferredintotheGuaranteeFund.Theactualpre-financingpaidbytheECisEUR1.519.818,70.Thedistributionofthepre-financingtothepartnershasbeenprocessedbytheCOon08.11.2017.

Table4showsthedistributionofthepre-financingtopartnersasprocessedbytheCO.

Table4.Overviewofpre-financingpaymentstopartners

Beneficiaries will be notified by the CO aboutupcomingpaymentswell inadvancewithall thenecessary information on the amounts to betransferred.

Supporting management activities provided bytheCO in this specific fieldwillmainly focus oncostreportingincludingthecollectionandreviewof partners’ Financial Statements (FS) and costexplanations.

This include the monitoring of the Use ofResources (UoR) and the preparation of therelevant UoR table providing a detailed

explanationofindividualcostitems.

AdditionalinformationontheineligibilityandeligibilityofcostsislaidinArt.6oftheGA.TheUoRmonitoring table is requested for the mere purpose of validating these costs as coherent andcongruous.SuchamonitoringhelpstheECtounderstandapartner'scostclaimbetter.Thefollowingisapreliminary,illustrativeandnotlimitingexample/templateoftheUoR:

Typeofcosts FocusofexplanationsPersonnelcosts Listname,jobtitle,cosandperson/monthper

staffmember.LinkthecoststotheWPOtherdirectcosts–Travels List cost per travel, name and number of

participants,placeofdestination,dateoftravelandtravelpurpose(providespecialjustificationfortraveloutsideEU).LinkthecoststotheWP

Otherdirectcosts–Durableequipment Specify whether the equipment has beenacquiredexclusivelyforPANTHEON(ortowhatextenttheequipmentisusedintheproject)andwhat is used for. Specify depreciationmethodology, according to the financialregulationsofyourOrganization.LinkthecoststotheWPs




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DuringthecostreportingtheCOwillprovidesupport:

• byfacilitatingthecollectionoffinancialfiguresfortherelevantreportingperiod;• byinformingaboutrequireddocumentssuchasCertificatesoftheFinancialStatement(CFS

Annex5oftheGA);• byclarifyinghowtoenterfiguresintoSyGMainthePP;• and by reviewing the cost explanations for consistency and completeness. Advicewill be

offered via email and/or by exploiting the NeXTcloud platform (described below). Whenfinalized,beneficiariesentertheirfinancialinformationintoSyGMa,electronicallysigntheFSandsubmitthemtotheCO.RevisionsrequestedbytheECwillbeorganizedandsubmittedwithoutdelayviatheCO.

Thefollowingisadescriptionofthemostrelevantfinancialaspectstobeconsideredclassifiedby:

A. EligibleDirectCostsB. IndirectCostsC. IneligibleCosts

Eligibleactualdirectcostsmustmeetthefollowingcriteria:

i. theymustbeactuallyincurredbythebeneficiary;theymustbeincurredintheperiodsetout

inArticle3oftheGrantAgreement,apartfromcostsrelatingtothesubmissionoftheperiodicreportforthelastreportingperiodandthefinalreport;

ii. theymustbeindicatedintheestimatedbudgetsetoutinAnnex2;iii. theymustbeincurredinconnectionwiththeactionasdescribedinAnnex1andnecessary

foritsimplementation;iv. theymustbeidentifiableandverifiable,inparticularrecordedinthebeneficiary’saccounts

inaccordancewiththeaccountingstandardsapplicableinthecountrywherethebeneficiaryisestablishedandwiththebeneficiary’susualcostaccountingpractices;

v. theymustcomplywiththeapplicablenationallawontaxes,labourandsocialsecurity;vi. theymust be reasonable, justified andmust complywith the principle of sound financial

management,inparticularregardingeconomyandefficiency.

Costsareeligibleiftheycomplywiththeabovegeneralconditionsandthespecificconditionssetoutbelowforeachofthefollowingbudgetcategories:

• directpersonnelcosts;• directcostsofsubcontracting;• otherdirectcosts;• indirectcosts;• notapplicable.

Direct costsarecosts thataredirectly linked to theaction implementationandcan thereforebeattributedtoitdirectly.Theymustnotincludeanyindirectcosts(seenextsectionbelow).




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Indirectcostsarecoststhatarenotdirectlylinkedtotheactionimplementationandthereforecannotbeattributeddirectlytoit.

4.1 DirectpersonnelcostsOnlythecostsoftheactualhoursworkedbythepersonsdirectlycarryingoutworkundertheprojectmaybecharged.Suchpersonsmust:

o Bedirectlyhiredbythebeneficiaryinaccordancewithitsnationallegislation;o Workunderthesoletechnicalsupervisionandresponsibilityofthebeneficiary,ando Beremuneratedinaccordancewiththenormalpracticesofthebeneficiary.

Beneficiariesmustkeeprecordsofthehoursworkedfortheaction(e.g.time-sheets,etc.)byeachteammember.ThetimesheetsshouldhavethetimeallocationbyWP/taskandshouldbeproducedbythepersoninvolvedintheproject.

Directcostsofsubcontracting

Asubcontractorisatypeofthirdparty,i.e.alegalentitywhichisnotabeneficiaryoftheGA,andisnotasignatorytoit.Itappearsintheprojectbecauseoneofthebeneficiariesappealstoitsservicestocarryoutpartofthework,usuallyforspecializedjobsthatcannotcarryoutitselforbecauseitismoreefficienttousetheservicesofaspecializedorganization.

o Subcontractmustbedescribedincludingprojectname,projectnumber,durationandcontentof activity subcontracted, calculation of costs, signatures of all parties involved, dates ofsigningthecontract,etc.);

o The proof of payment to the subcontracted person or institution must be kept in thebeneficiary’saccountingrecords.

Subcontracting is only allowed if previously specified in the GA. Adding a subcontractor duringPANTHEONimplementationrequiresanamendmenttotheGA.

Travelcostsandrelatedsubsistenceallowances

Travelandsubsistencecostsmayrelatetothepersonnelofthebeneficiariesaswellastoexternalexperts thatparticipate in theactiononanadhocbasis (e.g. attending specificmeetings), if theexperts’participationisenvisagedintheGA.Inthiscase,thebeneficiarymayreimbursetheexpertsor handle the travel arrangements itself (andbe invoiceddirectly). As an internal rule, travellingoutsideofEuropemustbecommunicatedtotheCO.Alltravelcostsmustbelimitedtotheneedsoftheaction.Moreover,theymustbeadequatelyrecordedandjustified.

Depreciationcostsofequipment

Thedepreciableamountofanassetmustbeallocatedonasystematicbasisoveritsusefullife(i.e.theperiodduringwhich theasset isexpected tobeusable;depreciatedequipmentcosts cannotexceedtheequipment’spurchaseprice;depreciationcannotbespreadoveraperiodlongerthantheequipment’susefullife).Thedepreciationcostsmustbecalculatedforeachreportingperiod.




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Costsofothergoodsandservices

Suchgoodsandservicesinclude,for instance,consumablesandsupplies,dissemination(includingopenaccess),protectionofresults,certificatesonthefinancialstatements(requiredbytheGAforpartners receiving an EC contribution exceeding the 325KE), certificates on the methodology,translationsandpublications.

Howtobesurecostsareeligible:

o Theymustbeactuallyincurredbythebeneficiaryo Theymustbeincurredintheperiodofdurationoftheaction.Thereisonlyoneexception

costsrelatingtothesubmissionoftheperiodicreportforthelastreportingperiodandthefinalreport.

o TheymustbeindicatedintheestimatedbudgetsetoutinAnnex2ofGAo TheymustbeincurredinconnectionwiththeactionasdescribedinAnnex1andnecessary

foritsimplementation(necessarytoachievetheaction'sobjectives)o Theymustbeidentifiableandverifiable,inparticularrecordedinthebeneficiary'saccounts

accordingtotheaccountingstandardsapplicable inthecountryandwiththebeneficiary'susualcostaccountingpractices(comedirectlyfromthebeneficiaryaccountsandsupportedbydocumentation)

o Theymustcomplywithnationallawsontaxes,labourandsocialsecurityo Andfinally,theymustbereasonable,justifiedandmustcomplywiththeprincipleofsound

financial management in particular regarding economy and efficiency (in line withhousekeepingpracticewhenspendingpublicmoneyandnotbeexcessive).

IMPORTANT: Keep Records used to Proof eligibility and pay attention to the requirements forpersonnelcostsrecordsandhourlyratecalculation(article6)

4.2 IndirectcostsAreallthoseeligiblecostswhichcannotbeidentifiedbythebeneficiaryasbeingdirectlyattributedtotheproject.Theymustbecalculatedbyapplyinga25%flat-ratetothebeneficiary’seligibledirectcosts,minus:

o costsofsubcontractingando costsofin-kindcontributionsprovidedbythirdpartieswhicharenotusedonthe

beneficiary’spremises

4.3 IneligiblecostsArethosecoststhatdonotcomplywiththeconditionssetoutinArticle6.1to6.4ofGA,inparticular:

o costsrelatedtoreturnoncapital;o debtanddebtservicecharges;o provisionsforfuturelossesordebts;o interestowed;o doubtfuldebts;o currencyexchangelosses;




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o bankcostschargedbythebeneficiary’sbankfortransfersfromtheAgency;o excessiveorrecklessexpenditure;o deductibleVAT;o costsincurredduringsuspensionoftheimplementationoftheaction(seeArticle49).

Accordingly,declaredcoststhatareineligiblewillberejected.ReadingtheH2020annotatedModelGrantAgreement is strongly recommended–namely thearticles relatedtoeligibleand ineligiblecosts - that can be found in the following link:http://ec.europa.eu/research/participants/data/ref/h2020/grants_manual/amga/h2020amga_en.pdf.

DuringtheimplementationofthePANTHEONorafterwards,theECchecks,reviews,investigatesandauditstheproperimplementationoftheprojectanditscompliancewiththeGA.TheECmayorderanaudittothegrantduringtheprojectoratanytimeupto2yearsafterthefinalpayment.Anyclaimed ineligible costswill be recovered or deducted from the next payment. In the context ofchecks,reviews,auditsorinvestigations,partnersmustmakeavailablerecordsandothersupportingdocumentationthatprovestheproperimplementationoftheactionandthatthecoststheydeclareaseligible(foraperiodoffiveyearsafterthepaymentofthebalance).

5 MonitoringofresourcesexpenditureTheallocationofresourceswillbecontrolledonahalf-yearbasisbytheCO.Partnerswillbeaskedtoreport thedistributionof PMs for their organization,which is reviewedby theCOmainly to seewhethertheeffortsareinlinewiththeDoA.

ThisdatacollectionwillallowtheCOtotrackthemanpowerallocationperpartnerthroughouttheproject and provides a detailed summary of planned versus actual PM deployed for controllingpurposes.Eachpartnerwillalsobeaskedtojustifyanymajorover/underuseofPMtomakesurethatthedeviationsfromtheplannedschemewillnotresultinanoveralldelayoftheprojectorotherwisejeopardizetheproject'sobjectives.

6 Communication6.1 CommunicationwiththeEC.TheCOwillactassoleintermediaryforallcommunicationsbetweentheprojectpartnersandtheEC.

TheCOwillmanageallthecorrespondencewiththePOandtheFOonthefollowingtopics:

• the preparation, completion and submission of the PR (point 2 above) and FS for theConsortium,

• thepreparation,completionandsubmissionofdeliverables• projectand funding relatedmatters requiring specific feedbackandagreementby thePO

and/ortheFO.

The interaction between the CO and PO/FO will be mainly handled through the EC’s GrantmanagementSystemforH2020calledSyGMa.SyGMawillallowthemanagementofallprocedures




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relating to the submission of deliverables and reports, to the payment execution and auditimplementationaswellastotheenteringofanypotentialamendmenttotheGA.

6.2 Internalcommunication.ReferenceshallbemadetotheidentifiedscientificandadministrativecontactsperBeneficiary.

6.3 ExternalcommunicationIt is important tonote thatvisibilityofEU funding ismandatorywhilepromotingprojectactions.Pleaseusealways:

• The EU emblem - High-resolution emblems can be found here: http://europa.eu/about-eu/basic-information/symbols/flag/

• The following text: “Project PANTHEON is funded by the EuropeanUnion's Horizon 2020ResearchandInnovationProgramme,underGrantAgreementnumber774571”.

Forscientificdisseminationactivities,thefollowingtextshouldbealwaysused:

• “Thisworkhasbeen supportedby the EuropeanCommissionunder the grant agreementnumber774571–ProjectPANTHEON.”

6.4 ConferencecallsPANTHEONwillsetaconferencecallplatformtobeusedasmaincollectivecommunicationtool.ThisfunctionalitywillbepartoftheportalbasedontheNextcloudtechnologywhichhasbeendevelopedwithintheConsortium.SeeSection6.6forfurtherdetailsonthePortal.

AgeneralcallconferencewillbeorganizedbytheCOinprincipleevery3months.WPLsarerequiredtoparticipateortoberepresentedbyadeputy.ThesecallswillbeannouncedbytheCOviaemailaweekbefore.TheCOwilldraftandsendtheagendatwo-to-threedaysinadvance.

Everypartnerisexpectedtoparticipateinthesecallsinanactiveandreliablemanner.Ifanyoneisunabletobepresent,theyoughttogivepriornoticetotheCOandsendfeedbacktorelevantpointsraisedintheagenda.

Theagendawilltypicallyfocuson:

• progresswithineachworkpackagewithafocusonduedeliverables;• recentandcomingeventsattendedbyPANTHEONmembers;• management,reporting;• dissemination,networkingorganizationofreviewandplenarymeetings,etc.

Inaddition,callswillbescheduledonaregularbasistodiscusstechnicalandscientificissuesrelatingtoindividualWPs.




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6.5 ProjectMeetingsPANTHEONwillholdoneplenarymeetingtwiceayeartodiscussongoingwork,achievementsandnew actions. Eachmeeting will be organized by one of the partner who will be responsible formanagingontime issuessuchasvenue,agenda,co-locatedevents likecommunitymeetupswithstakeholdersand/orinvitationsofexternalguests.

6.6 Portal,ForumandRepositoryAportalincludingarepositorybasedontheNextcloudtechnologyhasbeendeveloped.Nextcloudisasuiteofclient-serversoftwareforcreatingandusingfilehostingservices,itisfreeandopen-source,allowinganyonetoinstallandoperateitonaprivateserver.

It also offers additional functionalities for enhancing collaborations such as video calls, sharedcalendars and instant messaging. Regarding specifically the repository functionality, Nextcloudallowseachusertohavehis/herownaccountwithspaceforprivatefiles,draft,inprogressdocumentandsoon.

Thesharedfolderfeatureallowstheworkgrouptoaccessallrequiredresources(inputs)andproducethenecessaryprojectartefacts(output).Sharingandauthorizationleveliscustomizableasneeded.AspartofthePantheonproject,theportaladministratorwillorganizeasetofdefaultfolders,sharedbetweenworkgroups,forfileexchange.

Thefolderstructurecanmodelmilestones/projectphases,adoptapartitioningdrivenbyWP,splitinworkgroupsoramixofthesestrategies.Thestructureshouldbedynamic,flexibleanditwilladjustovertimebasedonworkgroupneeds.

Finally, it has also been implemented a Forum devoted to the collection of all the technicaldiscussionsandcontributionsfocusedonthespecificnecessitiesofeachactivity.

7 WP1-duedeliverablesThefollowingisthemaindeliverableduewithinWP1:

Ø D.1.1:ProjectManagementGuidelinesM1

Inaddition,WP1willdelivertherequestedTechnicalandFinancialReportsatM12,M30andM48.

8 KeydocumentsGrantAgreement(No.774571)–ThecontractconcludedbetweentheEC(representingtheEU)andthebeneficiariesunderwhich theparties receive the rights andobligations (e.g. the rightof theUnion'sfinancialcontributionandtheobligationtocarryouttheresearchanddevelopmentwork).TheGAconsistsofthebasictextandannexes,includingAnnex1–Descriptionoftheaction(DoA).TheDoA(Annex1partA)isakeydocumenttobetakenintoaccountgiventhatitcompilesaspecificdescription of the tasks that will be carried out along the project and the expected results,deliverablesandmilestonestobeobtained.




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ConsortiumAgreement - the internalagreementsignedbetweenthemembersof theconsortiumestablishing their rights and obligations with respect to the implementation of the action incompliancewiththegrantagreement.

AllPANTHEONpartnershaveonecopyofthesedocuments,andtheywillbemadeavailableontheproject’srepository.

[ENDofD1.1]

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