FP7-Infra-2011-2.1.1 : Design studies for European Research Infrastrutures

1st October 2011 – 31st December 2014

Duration 39 months – Periods : 2 (month 18 – month 39)

Grant Agreement No: 284321 ; Total budget : 3,5 M€

http://www.groom-fp7.eu

19 partners from cy, de, fr, gr, it, no, es, uk

“Gliders for Research, Ocean Observation and Management”General Assembly

WP 6 – Management

Periodic report and final reporting

Mélanie Pellen, UPMC

Final General Assembly – Paris, France – September 19, 2014

3-month extension of the project duration-extra time to complete the work -no additional EU contribution-expenses are eligible during extension period (October 1st – December 31st 2014)-the 2nd period will last 21 months (1 April 2013 – 31 December 2014)-all reports must be submitted to the EC no later than 28 February 2015

Periodic & Final Reporting

Final General Assembly – Paris, France – September 19, 2014

Periodic & Final Reporting

At the end of the project, two types of reports have to be submitted to the Commission :

• periodic report covering the 2nd period of the project (from M18 to M39), and

• final report

Final General Assembly – Paris, France – September 19, 2014

Periodic reporting from M18 to M39

To be submitted: Deliverables according to timetable specified in the

deliverables list in the DoW (status of deliverable in Vitamib) Periodic report - Activity report: a publishable summary + an overview of

the progress of work for the 2nd reporting period - Financial report

Final General Assembly – Paris, France – September 19, 2014

Inputs from all are needed to completed the report Bear in mind the internal timeline :

31 December 2014 : Partners responsible complete their workprogress in Vitamib

15 January 2015 – Task leader completes the report for his/her Task in Vitamib

31 January 2015 - WP leader uses the task reports to produce the WP report in Vitamib and provide his/her contribution for the publishable summary

Please start as soon as possible the reporting for the tasks already achieved to avoid the rush at the last minute !

Periodic reporting from M18 to M39 – Activity report

Final General Assembly – Paris, France – September 19, 2014

- Details about the content of the report can be found in the guidelines (sent on September 16th by Mélanie)

- Keep the report concise

- Focus on what have been done and clearly indicate the achievements/results and problems

- Refer to deliverables

- Length will depend on structure of WP

- Make sure that any acronyms used are clearly explained

Periodic reporting from M18 to M39 – Activity report

Final General Assembly – Paris, France – September 19, 2014

All partners are required to complete their financial report before January 15, in the participant portal of the Commission (FORCE)https://ec.europa.eu/research/participants/portal

Financial Statement (FormC) Explanation of the Use of Resources

Periodic Financial reporting from M18 to M39

Final General Assembly – Paris, France – September 19, 2014

- Major costs incurred for P2 linking them to a WP- Brief description of costs in Use of resources table- Explanation must be clear concise and accurate (give

reference to work package(s) and references to the DoW….)

- Read carefully the guidelines and hints on good practice on how to fill in the table in FORCE

- Check if you need an audit (required with the cumulated Community financial contribution (not costs!) requested exceeds €375,000€

=> Only partner UPMC is concerned by the audit

Periodic Financial reporting from M18 to M39

Final General Assembly – Paris, France – September 19, 2014

Is it possible to transfer budget between cost categories (i.e budget cost allocated from personnel to purchasing of materials)?

Yes, in an FP7 Project, transfer of budget between activities and partners is allowed as long as all the work has been done according to the Description of Work, and as long as the consortium has enough eligible costs to cover the requested funding.

Be careful for transfer between activities with different funding rates (movements between RTD and Management) because the maximum EC contribution remains.

Periodic Financial reporting from M18 to M39

Final General Assembly – Paris, France – September 19, 2014

Summarizes the project activities, results and potential impact

The final report should be of suitable quality to enable direct publication by the Commission

should be broadly comprehensible to an interested general reader

Important timeline for the final report

31 December 2014 - All partners update the tables for the plan for the use and dissemination of foreground in Vitamib (at any time!) and fill out the questionnaire on gender aspects

31 January 2015 - WP leaders provide their inputs for the final publishable summary report

Final Report

Final General Assembly – Paris, France – September 19, 2014

EC contribution : 3 500 000€

Last payment expected: 525 000€ (remaining 15% of EC contribution)

Rules for the final distribution of the EC contribution:

A beneficiary which spends less than its allocated share of the budget will be funded in accordance with its actual duly justified eligible costs only

A beneficiary that spends more than its allocated share of the budget and if the Consortium has enough fund to cover additional costs, the SC may decide on a possible reallocation of funding otherwise it will be funded up to its share of the budget as indicated in AnnexI

Final payement

Final General Assembly – Paris, France – September 19, 2014

Thank you for your attention!

For any further questions, please contact:

Mélanie Pellen

Tel.: +33 1 44 27 63 51Melanie.pellen@upmc.fr