jhep kick-off meeting - jpi-chjpi-ch.eu/.../11top10_kickoff-jhep_wp1-management.pdf · wp1...

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JHEP - Coordination action in support of the implementation of aJoint Programming Initiative (JPI) on Cultural Heritage and Global Change :

a new challenge for Europe "

Joint Programming Initiativeon Cultural Heritage

Rome, 28 October 2011

WP1 MANAGEMENT AND COORDINATION

Patrizia BianconiJHEP Project Coordination Structure

Ministry of Cultural Heritage and Activity

Grant Agreement n °°°° 277606 JHEP

JHEP Kick-off Meeting

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Joint programming Initiativeon Cultural Heritage

� Grant Agreement

� Consortium Agreement

� Periodic technical reports

� Periodic administrative reports

� Budget of the project

� Rules of reimbursement to GB/EB meeting for Associated partners

� Dissemination tools

� Schedule of next Project Meetings

Rome, 28 October 2011JHEP Kick-off

MANAGEMENT AND COORDINATION OF THE PROJECT

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GRANT AGREEMENT

⇒ GA delivered by the EC (arrived in September)

⇒ MIBAC sent to all Beneficiaries

Annex I (DOW) already sent to all partners with the GA

Each partner signed three form A and returned to MI BAC

MIBAC sent GA and all signed forms to the Commissio n

The Commission will sign and send to MIBAC the GA and MIBAC will deliver one copy to each beneficiar ies

Grant Agreement n °°°° 277606 JHEP

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CONSORTIUM AGREEMENT

⇒ The CA draft will be sent you by 15 November !!!

⇒ The beneficiaries partners may send their amendment s by two weeks

⇒⇒⇒⇒ We would define CA by 15 December 2011

⇒ The CA defines the rules of financial contribution between the partners: see next slides!

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PERIODIC TECHNICAL REPORTS

Operative commencement date of the contract : 01 Oc tober 2011

1st Report (within 45 days) ⇒⇒⇒⇒ 30 June 2012

22nd MidMid --Term Assessment reportTerm Assessment report

(within 45 days) (within 45 days) ⇒⇒⇒⇒⇒⇒⇒⇒ 31 March 201331 March 2013

3th Report (within 45 days) ⇒⇒⇒⇒ 31 December 2013

FINAL PROJECT REPORTFINAL PROJECT REPORT

(within 45 days)(within 45 days) ⇒⇒⇒⇒⇒⇒⇒⇒ 30 September 201430 September 2014

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PERIODIC ADMINISTRATIVE REPORTS

• 30 June 2012 (within 45 days) – Internal Adm. Report

• 31 March 2013 (within 45 days) - 1°°°° ADMINISTRATIVE REPORTING

• 31 December 2013 (within 45 days) – Internal Adm. Report

• 30 September 2014 (within 45 days) - FINAL ADMINISTRATIVE REPORTING

A TEMPLATE FOR JUSTIFICATION OF RESOURCES AND PERSON-MONTHS FOR WPs IN WHICH PARTNERS ARE

INVOLVED WILL BE SENT TO ALL CONTRACTORS

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DISTRIBUTION OF THE FINANCIAL CONTRIBUTION

� Expected EC grant per partner

� General Conditions

� Procedures for Transfer of Funds

� Amounts to be transferred

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Expected EC grant per partner

IT MIBAC 781.100,00

UK AHRC 298.530,00

NL RCE 104.860,00

CY RPF 72.760,00

TK TUBITAK 131.610,00

FR MCC 126.260,00

IE HC 372.360,00

BE BELSPO 22.470,00

PL MSHE 22.470,00

RO ANCS 22.470,00

SI MHEST 22.470,00

ES MICINN 22.470,00

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JHEP PARTNERS BUDGET

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General Conditions

The financial contribution of the European Commission to the Project shall be distributed to the Partners by the Coordinator according to:

⇒ the Consortium Budget as included in the Grant

⇒ the approval of reports by the European Commission, and

⇒ the schedule of transfer of funds specified in the Grant, according to the rules specified in section 3.3.7.

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Procedures for Transfer of Funds

After receiving the EC grant, the Coordinator shall:

⇒ notify the Partners of the date and composition of the amount transferred to its bank account, giving the relevant references.

⇒ transfers of funds to Partners will be handled according to the schedule to be shown. In no case during the period corresponding to Transfer of funds, the total funding received by each Beneficiary may exceed 85% of the maximum EU contribution (100% -5% Guarantee fund -10% Retention).

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Amounts to be transferred (I)

⇒ 1. Pre-financing:

Amount to be received by the Commission =61,67% of the total amount = 1.233.295,15 Euro

Upon receipt by the Coordinator of the pre-financing from the Commission, the Coordinator shall distribute the shares for Reporting Period 1. Each Partner will receive the 25% of its share immediately after the reception of the Pre-Financin g from the Commission .

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Amounts to be transferred (II)

⇒ 2. Pre-financing:

After receiving the Internal Report at month 9, the Coordinator will provide the Partners with an additional pre-financing, equal to the amount spent by each Partner in the first 9 months.

If a Partner spends more than 25% of its share before Month 9, it will submit to the Coordinator an additional Internal Report, and it will immediately receive the additional 25% of Pre-financing. The same rule will be applied at months 18 and 27, until the total amount of Pre-financing will be distributed to the Partners, according to their share.

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Amounts to be transferred (III)

⇒ 3. Interim payment:

Following the approval of Reporting Period 1 from the Commission.

Amount to be received by the Commission =actual costs of partners = ??????? Euro

The distribution of the Interim Payment to the Partners will be based on the actual costs documented by the Partners in their Internal Reports, until a maximum amount of 85% of their share.

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Amounts to be transferred (IV)

⇒ 4. Final payment:

After receipt of the final payment from the Commission.

The Coordinator shall distribute the balance between funding sent to the Partners since the beginning of the contract and the total expenses accepted by the Commission within the limit of the budget allocated to each Beneficiary as detailed in Annex I of the Grant.

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Amounts to be transferred: Pre-financing

IT MIBAC 195.275,00

UK AHRC 74.632,50

NL RCE 26.215,00

CY RPF 18.190,00

TK TUBITAK 32.902,50

FR MCC 31.565,00

IE HC 93.090,00

BE BELSPO 5.617,50

PL MSHE 5.617,50

RO ANCS 5.617,50SI MHEST 5.617,50

ES MICINN 5.617,50

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Questions

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RULES OF REMBOURSEMT OF GB AND EB Members of JHEP Associated Partners and

Countries involved in JPI CH (i)The Coordinator have the budget to reimburse the travel and accommodations

costs of Governing Board meetings and Steering Committee meetings for Associated Participants of JHEP and Countries involved in JPICH.

DenmarkCzech Republic

Lithuania Norway SlovakiaSweden

Only 1 person for Governing Board and Executive Board meetings !!!

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RULES OF REMBOURSEMT OF GB AND EB Members of JHEP Associated Partners and Countries involved in JPI (ii)

DenmarkCzech Republic

Lithuania Norway SlovakiaSweden

You will receive a template you must complete and return to the Coordinator after each meeting .

You must send to the Coordinator also with the orig inal receipt of the expenditure incurred (hotel and restaurant receipts , flight receipts with

boarding passes, etc).You will receive a formal letter with the expenditu re ceilings and

reimbursable expenses in accordance with the rules of the European Commission and the MIBAC

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PROJECT DISSEMINATION TOOLS

The Coordinator will prepare a FACT SHEET and a bro chure of JPI CH and JHEP and other dissemination tools ….

PLEASE!!!Communicate to the Coordinator your participation to e vents, meeting

for inclusion to project web site

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PROJECT WEB SITE

www.JPI-culturalheritage.eu

www.JHEP.eu

22Rome, 28 October 2011JHEP Kick-off

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SCHEDULE OF NEXT PROJECT MEETINGS

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NEXT PROJECT MEETINGS

Scientific Committee Meeting = January 2012 in London

Working Groups Meeting = 21 March 2012 Steering Committee Meeting = 22 March 2012Governing Board Meeting = 23 March 2012

will be in Rome

Advisory Board Meeting = Last week of February/fir st week of March 2012

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Joint programming Initiativeon Cultural Heritage JHEP JHEP

Coordination action in support Coordination action in support of the implementation of aof the implementation of a

Joint Programming Initiative (JPI) on Joint Programming Initiative (JPI) on Cultural Heritage and Global Change : Cultural Heritage and Global Change :

a new challenge for Europea new challenge for Europe


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COUNTRIES PARTECIPATIONS IN JPI CH GOVERNING BOARD

By ToR of JPI CH:“

Any Member State and Associated Country participating in the present joint programming initiative shall be represented in the Governing Board (GB) by a

maximum of two representatives (coming for instance from ministries, research organisation, funding bodies, research councils…) with a governmental mandate,

nominated by the competent Ministry of the country. Each country can also nominate one deputy representative.

If not otherwise decided by the participating countries, in accordance with their internal rules, the members of the Governing Board shall be appointed for a term of 5 years.

One of these representatives shall act as the official spokesperson with voting rights (one vote only ).

Any accession and changes of membership shall be addressed to the Governing Board

The GB is always open to new participants.”

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COUNTRIES PARTECIPATIONS IN JPI CH EXECUTIVE BOARD

By ToR of JPI CH:

“The Executive Board shall be responsible for the JPI management and for the implementation of the decision approved by the GB.

It is composed by one technical representative from each Member State and Associated Country and it is chaired by the Coordinator.”

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