essnet on sdmx - statistiska centralbyrån (scb) · essnet on sdmx –administrative issues project...
TRANSCRIPT
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Workshop on ESSnets
31/5 – 1/6 2010, Stockholm
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ESSnet on SDMX«
Administrative and financial issues
« Overview of the Action
Preparation phase
Project phase
Templates
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ESSnet on SDMX – Administrative issues
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ESSnet on SDMX – Administrative issues
Overview of the Action
Assumptions:
Multi-beneficiary Grant Agreement
End of 2008: Technical specifications of the Action made
available;
Maximum total budget available by the Commission:
EUR 500.000;
Contribution required: 20%;
Invitations were made to 30 countries;
4th quarter 2008: some countries manifested interest to
participate and started working on the proposal;
2nd quarter 2009: final proposal submitted to Eurostat.
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ESSnet on SDMX – Administrative issues
Overview of the Action
Approved total budget for the project: EUR 571,592.83
Contribution of the Commission: EUR 457,274.60
Kick-off meeting: 16th October, 2009;
Final participating countries (partners):
– Italy, Norway, Portugal, Slovak Republic, Spain, Sweden
Co-ordinator: Portugal;
7 Work Packages (WP) in progress;
Duration: 18 Months
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ESSnet on SDMX – Administrative issues
Overview of the Action
European Commission
Sponsor
Eurostat
Par
tner
countr
ies Portugal
co-ordinator
Country 5
co-partner...Country 1
co-partner
Monthly
Reports
and
Deliverables
Quarterly
Reports
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ESSnet on SDMX – Administrative issues
Preparation phase
Begining of the work on the initial proposal: November 2008
Initial participating countries:
Portugal, Italy, Latvia, Slovenia, Slovak Republic(INFOSTAT),
Spain, Sweden
Preparation of the MBGA
Call for WP proposals
Analysis and evaluation of proposals
Considering the possibility of INFOSTAT to be a partner
Call for the documentation required by Eurostat
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ESSnet on SDMX – Administrative issues
Preparation phase
Preparing the MBGA
• First version in time (16/04/2009)
• Answers to clarifications request from Eurostat
(05/0672009)
• Second version (25/06/2009) – Slovenia give up the
project
MBGA signed by both parts in 23/09/2009
Partners at the begining of the Action:
Portugal, Italy, Latvia, Slovak Republic(INFOSTAT), Spain,
Sweden
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ESSnet on SDMX – Administrative issues
Project phase
Preparation of kick-off meeting
Kick-off meeting in 16/10/2009
Call to WP’s responsibles for monthly progress reports
Evaluation of monthly progress reports, changes and issues incurred
and deliverables
Latvia abandon the Action (November 2009)
Norway come into the project to replace Latvia
Revisions to the schedule and budget and demanding approval by
Eurostat
Preparation of quarterly progress reports to Eurostat (January, April)
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ESSnet on SDMX – Administrative issues
Project phase
Wiki – work in progress
Preparation of the 2nd coordination meeting
2nd coordinatiion meeting in 26/03/2010
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ESSnet on SDMX – Administrative issues
Templates
Monthly progress report
Progress Report_WPnº_MonthYear.doc
Production sheet
Production Sheet_WPnº_Employee_MonthYear.xls
Changes repository
Changes Request Forms_042010.xls
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Budget preparation
Pre-financing
Questions about the overall project
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ESSnet on SDMX – Financial issues
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ESSnet on SDMX – Financial issues
Budget preparation
1st step:
Budget by WP, prepared by the WP responsible:
code
F.
indirect
costs
Grand
Total
functionA1: number
of personellA2: # hours
A3: hourly
rate
total=A1*A2
*A3function
B1:
number of
personell
B2: #
hours
B3: hourly
rate
total=B1*
B2*B3
Means of
transportOrigin Destination
C1: unit
costs
C2: # of
personell
total=C1*
C2D1: units D2: days D3: nights
D4: daily
allowance
D5: hotel
allowance
Total=
D1*[(D2*D
4)
+(D3*D5)]
Subcontract
orAmount
Coordinator PT
Sérgio Bacelar
Project
coordinator 1 360 41,00 14760,00 0,00 FlightPorto Madrid
300,00 1 300,00 1 2 1 87,00 125,00 299,00 1075,13
Luisa Saraiva
Statistical
administrator 1 210 25,00 5250,00 0,00 0,00 0,00 367,50
Olga Mendes
Statistical
administrator 1 210 25,00 5250,00 0,00 0,00 0,00 367,50
0,00 0,00 0,00 0,00
Prof.
Christophe
Roche 14796,00 1035,72
0,00 0,00 0,00 0,00 UNL 14515,20 1016,06Coordinator
Totals 25260,00 0,00 300,00 299,00 29311,20 3861,91 59032,11
Copartner1 ESFrancisco
Hernandez
Statistical
administrator 1 16 35,00 560,00 0,00 FlightMadrid Lisbon
500,00 4 2000,00 4 2 1 51,09 114,19 865,48 239,78
Ana Isabel
Sanchez Luengo
Statistical
administrator 1 140 35,00 4900,00 0,00 0,00 343,00
Julio Núñez
Statistical
administrator 1 104 35,00 3640,00 0,00 0,00 254,80
Luis López
Statistical
administrator 1 180 35,00 6300,00 0,00 0,00 0,00 441,00
0,00 0,00 0,00 0,00 0,00 Copartner1
Totals 15400,00 0,00 2000,00 865,48 0,00 1278,58 19544,06
Total WPn 78576,18
E. sub contractorsC. travel costs D. subsistence
sum of grand totals for all partners
WP2 MVC Ontology
A. operational staff B. administrative staff
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ESSnet on SDMX – Financial issues
Budget preparation
2nd step:
Budget by Partner, prepared by the co-ordination:ITEM 1: Staff Costs
Operational staff
WP Function # persons # Hours Hourly rate Total
2 Statistical Administrator 1 16,00 35,00 560
2 Statistical Administrator 1 140,00 35,00 4900
2 Statistical Administrator 1 104,00 35,00 3640
2 Statistical Administrator 1 180,00 35,00 6300
3 Analyst/programmer 1 288,50 35,00 10097,5
0
Sub-total 25497,5
ITEM 2: Travel/Subsistence costs
Travel
WP Means of transport Origin DestinationUnit costs [1]# persons Total
1 Plane Madrid LUX 1000 3 3000
2 Plane Madrid Lisbon 500 4 2000
3 Plane Madrid Porto 500 1 500
9 Plane Madrid Lisbon 500 1 500
Sub-total 6000
Subsistence
WP # persons # days # nightsDaily allowance [4]Hotel allowance [5]Total
1 3 3 2 63,11 145 1438
2 4 2 1 51,09 114,19 865
3 1 3 2 51,09 114,19 382
9 1 3 2 51,09 114,19 382
Sub-total 3067
ITEM 7: indirect costs 2420
TOTAL 36984
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ESSnet on SDMX – Financial issues
Budget preparation
3rd step:
Budget by Partner, prepared by the co-ordination:
Budgetary details
EUR EUR
(1) Staff 0,00 0,00
Operational staff
Permanent staff * Enrolment fees
Temporary staff * Document sales
Administrative staff * Interests on Pre-Financing
Permanent staff * Other income
Temporary staff
0,00
Other staff costs
From other organisations 0,00
(2) Travel/subsistence 0,00 1
Travel 2
Subsistence
Other related costs From Co-ordinator 0,00% 0,00
(3) Purchase of equipment 0,00 Commission grant
Depreciation (Financing requested)
Other equipment costs
(4) Consumables 0,00 Please, do not forget to fill in the financing requested amount !!
Postal charges, envelopes...
Telephone / Fax
Other material
(5) Subcontracting
(6) Any other direct costs 0,00
Information costs
Costs of reports
Costs of translation
Rent or leasing
Certificates / guaranties
External audit costs
Other
(7) Indirect costs (7%) 0,00
Costs Income
Income from action
Contributions
0,00%
0,00%
0
0
Budget (EUR)
Project
Full Name :0
0
CO-ORDINATOR
A — ELIGIBLE COSTS co-ordinator co-partner 1 co-partner 2 co-partner 3 co-partner 4 co-partner 5 co-partner 6 co-partner 7 TOTAL
A.1) costs of the staff assigned to the action 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
A.2) travel and subsistence costs 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
A.3) purchase cost of equipment 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
A.4) costs of consumables and supplies 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
A.5) costs entailed by other implementation contracts 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
A.6) any other direct costs 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
A.7) indirect costs of implementation 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
TOTAL ELIGIBLE COSTS 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
TOTAL COSTS 0,00
B — FUNDING
B.1) expected direct revenue from the action 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
B.2) contribution by the partners 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
B.3) contribution by other external sponsors 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
B.4) contribution hereby requested from the Commission 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
TOTAL FUNDING 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
TOTAL REQUESTED COMMISSION CONTRIBUTION 0,00
BUDGET SUMMARY SHEET
The co-ordinator certifies that the costs given below are necessary and exclusively related to the implementation of the action.
Project
0Full Name of the project:
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ESSnet on SDMX – Financial issues
Budget preparation
3rd step:
Budget by Partner, prepared by the co-ordination:
2.6 Details of estimated expenditure
CO-ORDINATOR / CO-PARTNER: NO. *** AND NAME1 ITEM 1: STAFF COSTS
2
Please make a clear distinction between your permanent staff and any temporary staff specifically
recruited for this action.
* Operational staff:
(number of persons and functions x hourly rate x number of hours)
Permanent staff:
Function Number of persons [1] Number of hours [2] Hourly rate [3] Total [4]= [1x2x3]
0
0
0
0
0
0
Sub-total 0
1 Please, delete what is not appropriated.
2 Staff costs must correspond to real salaries including social security contributions and other statutory wage costs. As an
alternative, the partner can, at his choice, declare the staff costs on the basis of his official pay scales of minimum salary
rates applicable per staff grade. Particular attention should be given to the costs of the permanent staff of public
administrations. Following the 2007 revision of the detailed rules for the implementation of the Financial Regulation
[Article 172a(2)(e)], salary costs of the staff of national administrations are considered eligible where they correspond to
the cost of activities that the public authority concerned would not carry out if the project in question were not undertaken.
On the other hand, defrayal by the Community of salary costs corresponding to activities that the public authority was
already carrying out before the project was launched would generate a profit for the beneficiary, as these costs are already
borne by the budget of the state (or regional or local authorities') in the context of their ordinary activities
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ESSnet on SDMX – Financial issues
Pre-financing
Request for a letter from partner countries
Pre-financing letter_template.doc
Transfer of pre-financing to each partner
proportionally to its budget
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ESSnet on SDMX – Financial issues
Costs Progress
Participant Name
Nº hours
estimated
(revised)
31/03/2010
Nº hours
estimated
(Initial)
Total
spent
(hours)
Staff
costs €
incurred
Quarter 1
(Hours
spent)
Quarter 1
(Staff
costs €)
Quarter 2
(Hours
spent)
Quarter 2
(Staff
costs €)
Total WP1 720 198,2 7473 120,3 4 453,90 77,9 3 019,10
Total WP2 1 430 384,1 12756,1 162,9 4 971,70 221,2 7 784,40
Total WP3 2 693 607,6 15284,96 169,6 4 240,00 438 11 044,96
Total WP4 2120 535 15580 270 7 864,71 265 7 715,75
Total WP7 1741 1230 357 15302,5 74 3 291,60 283 12 010,90
Total WP8 6030 1167,5 13722,73 528,5 6 273,69 639 7 449,04
Total WP9 214 148 6 068,00 26 1 066,00 122 5 002,00
14 948,22 14 437,22 3 397,40 86 187,75 1 351,30 32 161,60 2 046,10 54 026,15
Staff costs:
Quarter 1 Quarter 2
WP Participant Name
Origin Destination Cost Days D.allow Nights H.allow
1 Isabel Morgado Lisbon Luxembourg € 452,09 2 € 137,32 1 € 212,85 939,58 € 939,58 € 0,00 €
1 Jorge Magalhães Lisbon Luxembourg € 500,01 2 € 137,32 1 € 212,85 987,50 € 987,50 € 0,00 €
1 Cristina Ferreira 0,00 € 0,00 €
1 Sérgio Bacelar Lisbon Luxembourg € 539,59 2 € 137,32 1 € 212,85 1 027,08 € 1 027,08 € 0,00 €
1 João Poças Lisbon Luxembourg € 492,07 2 € 137,32 1 € 212,85 979,56 € 979,56 € 0,00 €
1 Laura Vignola Rome Luxembourg € 189,91 2 1 € 125,00 314,91 € 314,91 € 0,00 €
1 Lars NordbäckStokolm Luxembourg
SEK 1554,18
€ 29,90 2 1 € 110,00 292,47 € 292,47 € 0,00 €
1 Dusan Prazenka Bratislava Luxembourg € 868,02 2 € 60,00 1 € 85,00 1 073,02 € 1 073,02 € 740,64 €
1 Graciela Perez Corral Madrid Luxembourg € 613,07 2 € 63,11 1 € 145,00 884,29 € 884,29 € 0,00 €
Total
Out-09
TotalTravel Subsistence
Total
Travel costs:
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ESSnet on SDMX – Financial issues
Questions
1. Staff costs – Hourly rate
Staff costs usually are the most significant amount
of the budget
Incurred hourly rate of each person:
Who validates if staff costs (hourly rate) comply
with the requirements of applicable tax and social
legislation of each partner, on the final financial
statement?
The coordinator or Eurostat?
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ESSnet on SDMX – Financial issues
Questions
2. Subcontracting
Subcontracting must follow the national public
procurement rules, accordingly with specific
legislation of each partner country
Shall the coordinator validate this premise with
each partner?
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ESSnet on SDMX – Financial issues
Questions
3. Frequent changes
Often the coordination is faced with requests of
changes in the WP’s budgets, either by hits in
the project planning or by invitations to attend
to WG meetings. The Grant Agreement is clear
about this.
Is it normal in all ESSnet’s to deal with
frequent changes to the budget? There
is some way to overcome this issue?