horizon 2020 - business finland · horizon 2020horizon 2020 project management and reporting...

HORIZON 2020HORIZON 2020

Project Management andReporting

Helsinki, 7 November 2019

Marcos CARVALHO SUZUKICommon Service for Business Processes

Outline

• Monitoring project implementation• Reporting obligations• IT – Continuous reporting module• IT – Periodic reporting module• 'How to'

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Monitoring Project Implementation

ü The Commission/Agency must monitor the activities of theprojects in order to assess and verify:ü that the beneficiaries implement the project as described in Annex

1 of the Grant Agreement (GA) (Description of the action – DoA).ü the eligibility of the costs claimed.

ü In order for the Commission/Agency to verify that the projectis implemented properly, the beneficiaries must submit anyinformation requested, and in particular the deliverables andreports detailed in the GA.

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Project Officers monitor projects.External experts may assist.

Monitoring Project Implementation- Timing

ü Monitoring project implementation is a continuous task thatcan take place at any moment during the active period of theproject (and beyond)

ü but there are key contractual tasks that make projectmonitoring most relevant at certain periods in project's life ,in particular after each reporting period at the time ofpayments.

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Review meetings may be organised regularly,normally after each reporting period.External experts may assist.

Project reporting obligations

ü Deliverables (as described in DoA)ü Periodic Report (within 60 days following the end of each

reporting period)ü Periodic technical reportü Periodic financial report

ü Final Report (in addition to the periodic report for the lastreporting period)ü Final technical report – summary for publicationü Final financial report – CFSs

Article 19 of theGA

Article 20 of theGA

Electronicsubmission via theParticipant Portal.

Reporting modules overviewü Continuous reporting moduleü Periodic reporting module

Projectstarts

Projectends

Endperiod 1

Endperiod 2

Periodic Periodic

Continuous Reporting Module

Final

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Continuous reporting module(activated at the time project starts)

üPublishable summaryüSubmit deliverablesüReport progress in achieving milestonesüFollow up critical risksüQuestionnaire on horizontal issues

ü Publicationsü Communications activitiesü Rest of questionnaire on horizontal issues

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Technical Reportü Part A

ü Publishable summaryü Deliverables, milestones, risks, etc.ü Answers to the questionnaire (H2020 KPI*)

ü Part B – narrative partü Explanation of the work carried out by the beneficiaries and

overview of progressü Update of the plan for exploitation and dissemination of resultsü Explanations on deviations from DoA

Information entered in the ITtool through the ContinuousReporting module.

Submitted in a PDFthrough the PeriodicReporting module.* Key Performance Indicators

Periodic reporting module(activated at the end of reporting periods)

Financial reportü Individual financial statements (Annex 4 to the GA)ü Explanations on the use of resources and the information on

subcontracting and in-kind contributions provided by thirdparties

ü A periodic summary financial statement including therequest for payment

Report generated automaticallyby the IT tool based on theinformation entered throughthe Periodic Reporting module.

Periodic reporting module(activated at the end of reporting periods)

Periodic report - templatesü Template for periodic

report for RIA, IA, CSA, SMEinstrument and MSCA,published in the ParticipantPortalü Part Aü Part Bü Use of resources report

External users: how to

Continuous reporting moduleDeliverables plus Periodic Reporting information that can beoptionally entered at any time during the life of the project

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Log in to theFunding &Tenders Portal.

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Go to 'My Projects'section.Then click on ManageProjects in Actions menu

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Continuous Reporting Module

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PublishableSummary

ContinuousReporting

• All fields are mandatory.• Strongly recommended to upload at least one image under

'Publishable Summary's associated images'.

• The status of the deliverable is 'Pending' when a deliverable hasn't been uploaded yet.• If the deliverable’s estimated delivery date falls in a given reporting period and the

deliverable is not submitted here on time, before the periodic report is 'Locked forreview', participants will be asked to justify the delay (in the Periodic Reporting module).

Deliverables

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ContinuousReporting

Allowed formats: doc, docx, odt,rtf, pdf, csv, zip

!!!!! All H2020 Deliverables flaggedwith the dissemination level'PUBLIC' will be published in Cordis,once approved.

• Before submission a comment can be added and user is asked for confirmation whetherthey want to submit.

• All beneficiaries can upload deliverables, but only the coordinator can submit them.• Each time a deliverable has been submitted, the EU Officers will be notified.• Each time the EU Officers reject the deliverable, the Coordinator Contacts and the

Participant Contacts are notified through the Participant Portal Notification System.17

DeliverablesContinuousReporting

Milestones

• The milestones entered during the Grant Preparation are displayed here.• It has to be indicated whether the milestone has been achieved or not and select

the delivery date.

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ContinuousReporting

Critical risks

• Foreseen risks have already been indicated at the Grant Agreement Preparation phaseand are automatically displayed.

• Unforeseen risks can be added.• The State of play for any risk (both unforeseen and foreseen) can be updated 19

ContinuousReporting

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ContinuousReporting

Publications (from OpenAire)

Publications

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ContinuousReporting

Publications (manual encoding)

Publications

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Article 29.2 of the Grant Agreement

Each beneficiary must ensure open access (free ofcharge, online access for any user) to all peer-reviewed scientific publications relating to itsresults.

Article 29.6 Consequences of non-compliance

If a beneficiary breaches any of its obligations under thisArticle, the grant may be reduced (see Article 43).Such a breach may also lead to any of the othermeasures described in Chapter 6.

PublicationsOpen access to peer-reviewed publication

Dissemination

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ContinuousReporting

Patents (IPR)

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ContinuousReporting

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Patents (IPR)ContinuousReporting

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Patents (IPR)ContinuousReporting

Innovation

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ContinuousReporting

SME Impact

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ContinuousReporting

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Open DataContinuousReporting

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ContinuousReporting

Gender

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ContinuousReporting

ABS Regulation

Periodic reporting moduleInformation to be entered after the end of each ReportingPeriod

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External users: how to

1. Notification: all beneficiaries receive a notification2. All beneficiariesü contribute to the Technical Part of the Periodic Reportü complete their own Financial Statement andü e-sign (PFSIGN) and submit their Financial Statements to the

Coordinator.

3. The Coordinator approves and submits the elements of thePeriodic Report to the EU Services.

4. The EU Services review the submitted Periodic Report andaccept or reject it.

5. Interim Payment

Periodic reporting module - steps

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Periodic Reporting

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Periodic Reporting Module

Periodic Reporting

Periodic Reporting – beneficiaries are asked to complete theirown Financial Statement and their contribution to the TechnicalPart of the Periodic Report

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Periodic Reporting –Technical report

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ü While the periodic reporting module is active beneficiariescan also update the information in the continuous reportingvia the periodic reporting.

There is synchronization between the two modules until thecoordinator clicks 'lock for review' in the periodic reporting.

Periodic vs continuous reportingmodule

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Periodic Reporting

There are two entry points tothe 'continuous reportingmodule pages'.

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• The template for Part B of the Periodic Report will be available in this page.• Template also available in the Participant Portal: Template Periodic Report

• An update on the risks situation for the current period must be added by clicking 'AddState of Play' and completing the necessary fields. This task is to be performed before aperiodic report is 'Locked for review'.

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Critical risksPeriodic Reporting –Technical report

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Make sure the information in thecontinuous reporting module iscomplete and up-to-date beforethe periodic report is 'locked forreview'.

• Once all information for the Technical Part has beenfilled in, click on Lock for Review.

• This action will freeze the data (prevent changes) andgenerate a pdf document.

• The generation of the PDF might take a few minutes.• Only users with the role Primary Coordinator Contact

and Coordinator Contact can perform this action.

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Technical reportAccept & Include

Periodic Reporting – beneficiaries are asked to complete theirown Financial Statement and their contribution to the TechnicalPart of the Periodic Report.

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Periodic Reporting –Financial report

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Financial StatementPeriodic Reporting –Financial report

Some costs have aneditable fieldothers have a link

to click.Some have a Use ofResources tocompleteLink to 'How tocomplete yourfinancial statement'in the PP.

Financial Statement(actual costs)

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Financial Statement(other direct costs)

Financial Statement(validation report )

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47This action will freeze the data (prevent changes) and generate a PDF document


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• Once the elements of the Periodic Report are approved, the Periodic Report can be submitted to theEU Services in one single submission

• Only users with the role Primary Coordinator Contact and Coordinator Contact can perform thisaction

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Periodic ReportingSubmit to EU

Summary of the process

Beneficiaries (including the coordinator)• Financial statement: insert data• Technical Report: insert data + upload narrative part

Coordinator• Financial statements: Check

• Technical Report: Check

Periodic Reporting

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Periodic ReportingStatus 'submitted'

Acronym

Number

Project Officer

CALL

Programme

EU Officers can:

ü accept the reportü ask for revisions à Suspension of payment deadline letter à modify Reportsü or ask for additional information à Suspension of payment deadline letter à send document

with information

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e.g. Technical Partrejectedà "Draft"

If Reports rejected by EU

Acronym

Number

Project Officer

CALL

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Coordinator receives a notification,reads the document asking for more

detailsIf additional information

is requested by EU

The Coordinator will upload a document with the requested information

Acronym

Number

Project Officer

CALL

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If Reports accepted by EUPayment Letter Process closed

Acronym

Number

Project Officer

CALL

Coordinator/Consortium

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On-line Manual

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Link to'How To'

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The

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