Contractual & administrative matters: state of the art

16th Technical Committee meeting Ljubljana

IWT - Belgium 15-16 Sept. 2009

2

Contents

Amendment

Reporting & Financial issues

Planned activities & Next meetings

3

Amendment

Submission: 31 October 2008

Content:

1. Transfer of rights & obligations:• Conselleria de Empressa, Universidad y Cienca

(CEUC) to Conselleria de Industria, Commercia e Innovacion (CICI)

• EUROBULEGOA to INNOBASQUE

2. Removal of 1 or more of the legal entities from the consortium

• Withdrawal of SenterNovem

4

Amendment

Content:

3. Extension of the Project with 18 monthsNew end date: 31 May 2010

4. Modification of the reporting periods:P1: June 2005 – 30 Nov 2006 (18m) DoneP2: Dec 2006 – 30 Nov 2007 (12m) DoneP3: Dec 2007 – 31 May 2010 (30m)

interim activity reporting (every 6m)remains

5. Modification of frequency financial audits 1st audit covers P1 2nd audit cover P2 & P3

5

Amendment

Modifications in DoW:

3. New budget reallocation

bilateral discussions in September/Octoberapproval by Steering Committee in October(written procedure)

4. Additional activities during the extra timeLetter to the EC, 28 July 2009

"

"

(Technopolis)

(VDI-TZ)

(IWT, FFG, Vinnova, KPI, VDI-TZ)

(NKTH/KPI)

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Amendment

State of the art: Approved and formally acknowledged in a letter dated 7/08/2009

Chronology:Demand for extra info in Nov (DONE)Demand for extra info end Dec (DONE)Integration of demand for (lower amount of)

subcontracting from VINNOVA (DONE)23/07/2009: minor CPF issues (SOLVED)

What needs to be provided:• Adapted financial tables (OK)• Adapted list of participants (OK)• Legal documents for INNOBASQUE and,(OK)• Signed CPFs from EAS, MHEST, ITT, NURC UEFISCSU) (OK)• Description of subcontracting activities for VINNOVA, after

negotiations with PO (OK)

Amendment - DoW

New project budget P3 (and total budget)

7

Amendment - DoW

Cost foreseen for associated partners

8

9

Reporting: Internal financial report

Period (P3, S6 onwards):

December 07 – May 09 (- May 2010)

Next financial report: by 15 January 2010 (S6-S9)

Input: All, by 15 December 2009

Action: IWT will circulate a template

Early call: Final reporting by 15 July 2010 (P3, S6-S10) Input from partners by 15 June 2010

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Reporting: Interim financial report(new situation)

N° PARTNERS

Direct costs Total Direct

Costs

Indirect costs Total Costs Estimated budget for the period 3 Realisation %

Staff Travel & other costs

Subcontracting

1 IWT 142.205,07 11.872,24 1.878,00 155.955,31 30.815,46 186.770,77 418.642,47 45%2 FFG 30.747,61 10.444,39 0,00 41.192,00 8.238,40 49.430,40 100.372,31 49%3 VINNOVA 206.479,07 0%4 KPI 120.154,20 0%

5* EAS (Gov. Slov.) 5.621,95 3.983,93 0,00 9.605,88 1.921,18 11.527,06 34.509,97 33%6 VDI (-TZ) 78760 4844,71 6.405,29 90.010,00 16.720,94 106.730,94 242.815,68 44%7 DGTRE 33.993,50 0%8 NURC/UEFISCSU 7.940,00 2.316,61 0,00 10.256,61 2.051,32 12.307,93 32.143,82 38%9 RCN 15.086,72 5.874,23 0,00 20.960,95 4.192,19 25.153,14 61.890,97 41%

10 MHEST (EE, Est.) 4.336,00 7.104,24 3.180,72 14.620,96 2.288,05 16.909,01 41.684,02 41%11 INNO Basque 32.264,80 5.620,85 696,90 38.582,55 7.577,13 46.159,68 79.487,23 58%12 CICI, valencia 0,00 3.672,44 0,00 3.672,44 734,49 4.406,93 20.682,96 21%13 STW / Senternovem 0,00 0%14 INVEST NI 64.716,32 0%15 ITT 0,00 0%

total 459.395,86 1.457.572,53 32%

er wordt een volgende schijf uitbetaald van zodra 60% van de reeds uitbetaalde schijf is opgebruikt

*Republika Slovenija, Ministrstvo za visoko šolstvo, znanost in tehnologijo

ASSOC

IATED Enterprise Ireland NVT 2.984,70 0,00 2.984,70 596,94 3.581,64VDI/VDE-IT NVT

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Reporting: Global financial report(new situation P1-P3)

Budget consumption (per partner)

Based on the p,19-21 of the DoW 07/08/2009Part

no.

Name Total eligible costs

P1-P3

Costs stated

(total amount) *

% costs stated / total budget per partner

OUTPAID (to date:

17/07/2009)Sum

1 IWT 799.578,18 € 649.060,52 € 81,18% 412.236,78 €2 FFG 181.230,58 € 152.386,12 € 84,08% 124.750,54 €3 VINNOVA 340.476,46 € 188.899,56 € 55,48% 163.550,40 €4 NKTH (KPI) 235.900,56 € 152.329,17 € 64,57% 139.551,13 €5 EAS 60.999,94 € 44.798,22 € 73,44% 32.098,50 €6 VDI-TZ 457.467,01 € 354.449,05 € 77,48% 215.092,56 €7 DGTRE 52.490,22 € 18.496,71 € 35,24% 0,00 €8 UEFISCSU 57.624,83 € 46.067,34 € 79,94% 33.672,00 €9 RCN 120.887,18 € 97.442,95 € 80,61% 84.609,45 €

10 MHEST 60.429,24 € 38.777,16 € 64,17% 39.519,63 €

11INNOBASQUE (Eurobulegoa) 159.589,37 € 141.201,81 € 88,48% 71.912,64 €

12CICI (CEUC) (Valencia) 20.682,96 € 4.406,93 € 21,31% 5.682,96 €

13 Senternovem 26.868,41 € 38.115,79 € 141,86% 26.868,42 €14 Invest NI 125.696,07 € 75.625,63 € 60,17% 78.403,20 €15 ITT 0,00 € 0,00 € 0,00 €

2.699.921,01 € 2.002.056,96 € 74,15% 1.427.948,21 €

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Financial issues

Pre-financing by EC: Not anymore

Last prefinancing to partners: October 08

Next round of pre-financing: October 09

Same Principle: Partners that have spent 60 % of the pre-financing already

received, will receive the next pre-financing(= always 80 % of the 6M following the period for which pre-

financing was received)

But: the basis for calculations is the new budget distribution (see above).

Pre-financing P3, S8…. (1/12/2008 – 31/05/2009) in preparation

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Reporting: 9th activity report

Deadline submission: 15 January 2010

Period covered: S9 = 1/06/2009 – 30/11/2009

Input: WP leaders, by 15 December 2009 !

Action: IWT will circulate template (end of November)

(next: 3rd periodic reporting for S6-S10 = 1/12/2009 – end)

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Financial issues

Additional point of attention:

Payments / invoicing for the Joint Study on the internationalisation of CRCs (TP)

In principle: invoices will be sent after the full report is agreed

= January 2010(30 days til due payment)

Special cases, special wishes ?

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COMPERA: Next meetings

Dates fixed so far:

•TC: 25-26 November 2009, EUFISCSU, Bucharest

Workshop 3 on monitoring and evaluation

•SC: 21 January 2010, VINNOVA, Stockholm

Back to back with "Global Links – Global Opportunities and

Challenges", January 20th (VINNOVA)

•Final Compera Meeting: 5 May 2010, FFG, Vienna

Bach to Back with the "International COMET Conference on

CRCs", 6-7 May 2010 (FFG)

(+ preparatory meeting: Brussels, IWT, 11/03/2010)

Other dates, if necessary, to be decided during this

meeting