E cloud athens-wp7

Progress and Financial Reporting

Geoff Butters, MDR Partners

19 March 2014, Athens

Progress & Financial reporting is part of WP 7: Project Management

Mary Rowlatt

Mary is getting better slowly but surely. I spoke to her last Saturday and she was quite bright and cheerful!

Progress and Use of Resources reports

All these are absolutely fine!!

The level of detail in the Use of Resources reports is what is wanted.

Thank you all for doing such a good job on them!

Financial reports in the NEF

These also seem fine in most cases

• A few need some additional detail and I have written to those partners.

The EC Project Officer and Finance Officer may still have queries after we submit.

• We will need to answer those queries by email.

• We may need to make changes in the NEF.

Level of Detail to be reported for the EC

for Personnel costs

the people that worked;

• their name and/or position / seniority;

• the WPs they worked on;

• the person-months per WP. (backed up by timesheets showing hours)

for Other costs (Travel costs only for most partners) -

• Travel costs should be divided into

• (1) plane/train/car fares, and

• (2) accommodation & subsistence.

• Who, or at least how many people, travelled;

• The reason (project meeting, a conference for dissemination, etc);

• Dates of travel (they must be within the reporting period);

• Where (City/town & Country);

Level of Detail to be reported for the EC

for Personnel costs

the people that worked;

• their name and/or position / seniority;

• the WPs they worked on;

• the person-months per WP. (backed up by timesheets showing hours)

for Other costs (Travel costs only for most partners) -

• Travel costs should be divided into

• (1) plane/train/car fares, and

• (2) accommodation & subsistence.

• Who, or at least how many people, travelled;

• The reason (project meeting, a conference for dissemination, etc);

• Dates of travel (they must be within the reporting period);

• Where (City/town & Country);Out

of

Date

Maybe

Out of

Date

Level of Detail to be reported for the EC

for Other costs (including Travel) in the NEFNew guidelines apply

• They are on Basecamp https://basecamp.com/1768384/projects/561931-europeana-cloud/messages/22169182-easier-nef

BUT full details will still have to be reported in the Use_of_Resources reports to the project manager.

Level of Detail to be reported for the EC

for Personnel costs

• the people that worked;

• their name and/or position / seniority;

• the WPs they worked on;

• the person-months per WP. (backed up by timesheets showing hours)

• At a meeting with the Project Officer, Marcel Watelet, he intimated that the level of detail in the NEF might be less, BUT full details will still have to be reported in the Use_of_Resources reports to the project manager, and you must keep timesheets.

This point Maybe Out of Date

Financial reports in the NEF

• Most of you have already completed the NEF satisfactorily, thank you!

• For those few that have not

• The NEF MUST BE completed BEFORE Friday 28th March

• If we leave it to the last minute there might be a problem and we could be late!

So please, please complete yours by next Monday 24th to give me time to make any changes

Don’t forget to Finalise it!

Let me know when you have done it.

Payment modalities

Project = 36 months:

First pre-financing already paid - you should have received it

56% of Community contribution was actually paid

Two further pre-financing payments after 12 and 24 months:based on annual financial statements being accepted

Pre-financing + interim pre-financing limited to 90% of maximum Community contribution (retention of 10%)

Final payment based on financial statements being accepted, = outstanding balance

Thank you

Geoff Butters

[email protected]