Third Annual Meeting 3Second Annual Report - breach of contract Deadline for the delivery:15/12/06...

Third Annual Meeting

3 Second Annual Report - breach of contract

Deadline for the delivery: 15/12/06Sent to Brussels: 14/12/06, but incomplete!

This is a breach of contract!


3 Second Annual Report - breach of contractSubmission of documents to Commission

No. Participant short name Form C Justification Form Audit Certificate1 RBGK ● ● ●2 NKUA ● ● ●3 IB SAS ● ● ●4 BZBG ● ● ●5 MAICh ● ● ●6 JB Cordoba ●● ● ●●●7 TCD ●●● ● ●●●8 Jardin Canario ●●● ● ●9 CYARI ● ● ●10 UPM ● ● ●11 NBGB ● ● ●12 MNHN ● ● ●13 PAV-UNI-CFA ● ● ●14 Pisa Botanic Garden ● ● ●●15 JB Soller ● ● ●16 MTSN ● ● ●17 UVEG ● ● ●18 HBV ● ● ●19 BG-CBDC- PAS ● ● ●20 FUB-BGBM21 HUBG22 FUL23 NHMOSLO24 IB-BAS

● in time + 'correct'

● in time but wrong

● not in time but 'correct'

●● not in time and wrong

●●● not arrived by end 2006


3 Second Annual Report - breach of contractSubmission of documents to Commission

Scientific part Same as last year - wrong / incomplete / no information

Financial part• 15 partners delivered financial forms in time• Last partner sent form 22/02/07 (>2 months after deadline).

Comment from the Commission 16/04/07“a delay of milestones is not acceptable without significant efforts to overcome the problem…”


3 Second Annual Report - breach of contractResponse to feedback from Commission

Scientific part: a few questions, answered 26/04/07 Financial part:

Responses to questions / requests from the Commission must be answered with high priority. (see last year’s report)

• Urgent emails sent to 13 partners 24/04/07.• After 5 weeks, answers from four partners were still pending. • Answer sent to Commission 05/06/07 without CYARI, NBGB, Pisa Botanic Garden.


3 Second Annual Report - breach of contractResponse to Commission

No. Participant short name Form C Justification Form Audit Certificate1 RBGK ● ● ●2 NKUA ● ● ●3 IB SAS ● ● ●4 BZBG ● ●● ●●5 MAICh ● ● ●6 JB Cordoba ● ● ●7 TCD ● ● ●8 Jardin Canario ● ● ●9 CYARI ● ● ●●●10 UPM ● ● ●11 NBGB ●●● ●●● ●●●12 MNHN ● ● ●13 PAV-UNI-CFA ● ● ●14 Pisa Botanic Garden ●●● ● ●●●15 JB Soller ● ● ●16 MTSN ● ● ●17 UVEG ● ● ●18 HBV ● ● ●19 BG-CBDC- PAS ● ● ●20 FUB-BGBM21 HUBG22 FUL23 NHMOSLO24 IB-BAS

● correct

● corrections needed + sent within two weeks

● corrections needed + sent within four weeks

●● corrections needed, sent later than four weeks

●●● corrections needed, not included in answer to Commission


3 Second Annual Report - breach of contractSubmission of documents / response to Commission

No. Participant short name Form C Justification Form Audit Certificate1 RBGK2 NKUA3 IB SAS4 BZBG ●● ●●5 MAICh6 JB Cordoba ●● ●●●7 TCD ●●● ●●●8 Jardin Canario ●●●9 CYARI ●●●10 UPM11 NBGB ●●● ●●● ●●●12 MNHN13 PAV-UNI-CFA14 Pisa Botanic Garden ●●● ● ●●●15 JB Soller16 MTSN17 UVEG18 HBV19 BG-CBDC- PAS20 FUB-BGBM21 HUBG22 FUL23 NHMOSLO24 IB-BAS


3 Second Annual Report - breach of contract

5 “champions” and 7 “black sheep”

The next payment is still blocked

FOLLOW OUR INSTRUCTIONS!

IF YOU DO NOT UNDERSTAND THEM -

please, please, please ASK US!


4 Audit certificates

• 12 partners delivered audits on time and ‘correct’ • 3 partners delivered audits on time but wrong• 1 partner delivered an audit late but ‘correct’• 1 partner delivered an audit late and wrong• 2 partners had not delivered an audit by the end of 2006

Submission of audit certificates to Commission

Response to Commission

• 3 partners sent corrections 4 weeks late• 1 partner sent correction >4 weeks late• 3 partners were too late for inclusion with response


4 Audit certificates

Most common mistakes:- using wrong text templates / using text template without deleting irrelevant text- inclusion of VAT- selecting the wrong cost model - costs claimed in 3 documents do not correspond- confusion between EU financial contribution and receipts - 3 reporting periods, not 2.

Here again: FOLLOW OUR INSTRUCTIONS!


5 Procedural problems

Open communication among network members is the key for a successful project

Every partner is important, and everyone is legally obliged to ensure that the project is carried

out in accordance with the contract.

There is no excuse for not contributing to the project.


5 Example of procedural problems

No.Participant short

nameResponse to request for germination data

First response date (deadline 02-Apr-07)

1 RBGK ● 15-Feb-072 NKUA ● 05-Apr-073 IB SAS ● -4 BZBG ● -5 MAICh ● 27-Mar-076 JB Cordoba ● -7 TCD ● -8 Jardin Canario ● 02-Apr-079 CYARI ● 21-Feb-0710 UPM ● 30-Mar-0711 NBGB ● 28-Mar-0712 MNHN ● -13 PAV-UNI-CFA ● 30-Mar-0714 Pisa Botanic Garden ● 02-Apr-0715 JB Soller ● 16-Mar-0716 MTSN ● -17 UVEG ● -18 HBV ● 29-Mar-0719 BG-CBDC- PAS ● 06-Jun-0720 FUB-BGBM ● -21 HUBG ● -22 FUL ● -23 NHMOSLO ● 22-Mar-0724 IB-BAS ● -


5 Procedural problems

• Insufficient response rates + on-going inactivity • “Urgent” emails are really urgent If too busy - send message with a definite response date

• Non-responding partners will be named within in the second reminder

• If out of office for some time - let us know or ask a colleague to respond on your behalf.


6 Budget cuts and traffic light system

Jean-Emmanuel Faure (project desk officer in Commission):

“if the current inactivity continues, and tasks and milestones continue to be missed, there will be budget cuts and potentially other penalties by the Commission, as they are defined in the contract.”

“no contribution to the project – no Commission funds”.


6 Budget cuts and traffic light system


7 Finance

Financial overview (money allocation and spending, budget)

SPEND YOUR BUDGET!

The budget is flexible, as long as your activity contributes to the objectives of the project.

For example: - hire extra staff - move money from one activity group to another group.


7 Finance

Next advance

434,879.42 Euros(based on figures in audit certificates = spending in Year 1 and Year 2)

Introduction of new distribution system - see example


8 ENSCONET II – application for a second project phase

Deadline call RI 15/02/08


11 Associate members

Associate memberships established with Vienna, Geneva and Luxembourg.

“Sleeping” interests from RIBES, REDBAG and the two French networks.


12 Conferences and meetings attended / to attend

When? What? Where? Who? Presentation

16-20 April 2007

3rd Global Botanic Gardens CongressWuhan (PR China)

Jonas MüllerDavid Aplin

ENSCONET and Target 8

4-6 June 2007IX Simpósio da associação ibero-macaronésica de jardins botânicos

Coimbra (Portugal)

5-6 June 20074th European Conference on Research Infrastructures

Hamburg (Germany)

3-7 July 2007 EastCentGard IIWarsaw/Rogow (Poland)

Jerzy PuchalskiJonas MüllerVince ZigmondMaite Delmas

ENSCONET Talk and Poster

5-9 Sept 2007 5th Planta Europa ConferenceCluj-Napoca (Romania)

Costa BonomiJerzy Puchalski

ENSCONET

9-13 Sept 20072nd International Society for Seed Science Meeting on Seeds and the Environment

Perth (Australia)Costas Thanos ENSCONET Poster

10-17 Sept 2007

12th OPTIMA meeting Pisa (Italy)Karol MarholdJaromir Kucera

ENSCONET Poster


14 Dates of next meetings

7th Management Team Meeting:Cordoba,16-18/01/08, including a Mid-term review by the Commission

4th general meeting Gran Canaria:Dates to be confirmed

Third Annual Meeting 3Second Annual Report - breach of contract Deadline for the delivery:15/12/06...

Documents

Transcript of Third Annual Meeting 3Second Annual Report - breach of contract Deadline for the delivery:15/12/06...