Norwegian partners and Project Promoters Kick-off seminar for Estonian-Norwegian research projects, Tallinn 12.11.2013 Senior Adviser Aleksandra Witczak.

Norwegian partners and Project Promoters

Kick-off seminar for Estonian-Norwegian research projects, Tallinn 12.11.2013Senior Adviser Aleksandra Witczak Haugstad, Research Council of Norway

Who are we?The Research Council of Norway

Adviser to the Norwegian government Research funding

Support basic and applied research and innovation

Implement national thematic priorities Cover all disciplines Distribute 30% of public R&D funding

Networking and dissemination Internationalization

RCN role in EEA and Norway Grants

Donor Programme Partner in 6 research programmes

advise on programme development and implementation

facilitate contact and information flow

nominate Norwegian members of Programme Committee (PC)

observer status in PC

share good practice

THE CONTEXT

EEA Agreement2009-2014

EEA and Norway Grants

Research cooperation programmes

120 mill. EUR

2012-2017

Overall objective: research‐based knowledge development in Estonia through research cooperation between Estonia and NorwayPrimary outputs: research results

The research programmes shall:be based on equal partnerships (leading role of Estonia)create benefits and build competence on several levels, from Programme Operators to researchersprepare Project Promoters, project partners and researchers for further research cooperation within the European Framework Programmes and other ERA initiativesreflect and promote the principles of the European Charter and Codebe open to participants established in third countries

Objectives of research programmes (ref. Annex 12)

COMMUNICATIONWithin the programme

Basics – glossary

Programme Operator

Donor Programme Partner

National Focal Point

Financial Mechanism Office

Programme Committee

Project Promoter (project leader)

PO

DPP

NFP

FMO

PC

PP

Programme flow-chart

Information Funding Reporting

PUBLICITYOutside the programme

Annex 4Information and Publicity Requirements

Chap. 4 PROJECT PROMOTERS RESPONSIBILITY

Project Promoter shall provide information on the project to the widest possible audience at the appropriate national, regional and/or local levels, including relevant stakeholders.

develop and implement the Publicity Plan (part of the project application/contract)

inform project participants about source of funding

inform about source of funding in publications

Publicity Plan(part of the project application/contract)

Describe strategy and content of the information and publicity measures

Provide list and timeframe for planned activities (min.2)

Plan for a webpage/site

Identify administrative unit(s) responsible for the information and publicity measures + contact person;

Plan for evaluation of the visibility and awareness measures ( report to PO)

Communication and publicity

TO DO LIST

Aim is to report on the progress, achievements and results

Examples:

seminar or a conference with stakeholders,

press conference or press event,

launch activity for the project,

closing activity for the project

Information and publicity activities (min.2)

WEB

Requirements for the project webpage/site

Provide regularly updated project information

in English (and Estonian)

Include information on

the project,

its progress, achievements and results,

the cooperation with Norwegian Partner,

pictures,

contact information

clear reference to the Programme and the financial mechanism;

Acknowledg funding

Publications (Annex 12)

All publications shall include the following statement …: “The research leading to these results has received funding from the Norwegian Financial Mechanism

Billboard during project

PP shall put up a billboard at the site of each operation(Norway Grants logo and info)

Commemorative plaque after project

When project is completed: replace the billboard with a permanent commemorative plaque

Communication and Design Manual

Relevant actors in communication and publicity activities

Research Councils (Estonia and Norway)

FMO communication staff

Embassies

sciencenordic.com/forskning.no

PP

Project partners

Communication staff at PP and Project partners’ institutions

Get your project into the news

Project partner institution create newsarticle on homepage

Link sent to PO and DPP or directly to FMO communication staff

Take pictures, report activities and results

PROCUREMENT AND REPORTING

EEA/Norway Grants rules

Regulation Annexes Objective: a unified and

EU-compatible system

National rules

Public procurement Documentation Audit Employment …

Legal framwork(s)

Estonian and Norwegian partners follow the rules for own institution, in line with national legislation

PO(ETAG) ensures that the Regulation is respected by projects

Norwegian Partners and Norwegian national rules

National legislation on procurement in Norway, in line with EU

Tender obligatory for purchases for overNOK 100 000 (12 000 EUR) excluding VAT (in a given category for the legal entity)

Large institutions have framework agreements (f.eg. for travel, office equipment etc.)

Norwegian institutions subject to national auditing of procurement practice

ReportingAnnual report

scientific progress report

explanation of use of resources

financial statement, (equivalent of Form C i FP7)

Audit certificate if amount spent is over 375 000 EUR

Final report (deadline 60 days after end of project)

Same as annual report +

audit report

final publishable summary report

report on wider societal implications

distribution of financial contribution between Project Promoter and partners

Thank you for your attention!

Aleksandra Witczak Haugstad

[email protected]

Possible problem issues in the start up phase

Timing of the project start up

Timing of money transfers and exchange rates

Content of the Project contract

Reporting and auditing routines

Modifications of budgets (after application but before start up)

Tasks of the Programme Operator/Implementing Agency

sign project contract with Project Promoter

prepare annual work plans, budgets, and reports for approval by PC

provide administrative functions for Programme Committee

announce calls for proposals, develop guidelines

establish database of independent experts/ask for access to EU Commission database of experts

appoint independent, international experts to evaluate proposals

prepare ranking list based on expert evaluations and to submit it to Programme Committee for recommendation

Key documents

Regulation with Annexes (note nr.4 and 12)

Call text

Guide for Applicants

Guide for Evaluators

Programme Agreement (consortium)

Project Contract