management alice carpentier, sti innsbruck

ManagementAlice Carpentier, STI Innsbruck

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Kick-off, Mallorca, Spain

ContentADMIN

◦Management structure and board creation PMB TMB

◦Quality Assurance ◦Report creation◦PD Ecosystem◦PD Programs◦Communication

FINANCES

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Management structure

GA: PC (chair) + 1 delegate of each core partner

PC Dieter Fensel

SC Elena Simperl

PM: Alice Carpenier

FM: Leo Garcia

Gregoris Antoniou Karl Aberer John Domingue Dieter Fensel

WP1: CWI WP2: KIT

WP3:FORTH

WP4: FBU WP5: EPFL

WP6: IJS WP7: STI2

WP8: UIBK

PMB: PC (chair), SC, PM + 1 rep of each core partner

TMB: PC, SC (chair), Activity 1-3 Leaders, WP1-7 leaders

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Board creationPMB

PC (chair)SCPM1 rep of each core partner

◦CWI:◦EPFL: ◦FORTH:◦FUB:◦IJS:◦KIT◦STI2 http://planet-data-wiki.sti2.at/index.php/Boards

http://planet-data-wiki.sti2.at/index.php/Boards

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Board creationTMB

PC (chair)SCActivity Leaders A1-A3

◦ A1: Gregoris Antoniou◦ A2: Karl Aberer◦ A3:John Domingue

WP leaders WP1-7◦ WP1:◦ WP2: ◦ WP3:◦ WP4:◦ WP5:◦ WP6◦ WP7



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Quality Assurancedeliverables

4 weeks before the deadlineThe reviewers receive the deliverable from the coordinating author (email attachment, link, etc.).The coordinating author uploads the deliverable to the wiki.The reviewers produce detailed reviews using a template, send the reviews to the coordinating author and upload them to the wiki.

3 weeks before the deadlineThe deliverable is revised by the authoring team according to the review reports.The work package leader supervises this process in order to ensure that the deliverable implements the reviewer’s comments.Upon completion the revised deliverable is sent to the Activity Leader. The work package leader uploads the deliverable to the wiki.

2 weeks before the deadlineA final quality check is undertaken by the Activity Leader.The coordinating author submits the final version to the Project Manager. The coordinator author uploads the final version to the wiki

1 week before the deadlineThe Project Manager ensures that the deliverable is submitted on time to the EC and (if public) is uploaded to the project Web site

http://planet-data-wiki.sti2.at/index.php/Quality_Assurance_procedure:_detailed_decription_of_roles_and_responsibilities#Schedule



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Report creation

4 weeks before the deadlineWP leaders request info from WP members, compile WP report and submit it to Project Manager

3 weeks before the deadlineProject Manager compiles Management Report

2 weeks before the deadlineActivity Leader checks activity section of Management Report

1 week before the deadlineScientific Coordinator final-checks report

http://planet-data-wiki.sti2.at/index.php/Creation_Schedule#Management_Reports

http://planet-data-wiki.sti2.at/index.php/Creation_Schedule#Management_Reports

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PD ecosystem (1)

Core partners

Associate partners

Organisations outside the PD network

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PD ecosystem (2)Organisations outside the PD network

◦ Access to research, and data provisioning and management results

◦ Ability to participate in training, dissemination and community building events

◦ Access to open training infrastructure◦ Ability to submit proposals to PD Programs

Associate partners◦ All rights of organizations outside the PD network◦ Ability to submit proposals to PD Programs◦ Partner logo listed on PD website◦ Early access to ongoing PD results through participation in PD

meetings◦ Opportunity to shape the results and topics of the PD Programs

through contribution of requirements and use cases

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How to become an associate partner?

PD consortium issues invitation for associate partners on a yearly basis (with the first call being issued prior to the start of the project)

interested parties submit membership request to PC by submitting a membership application that documents the organization’s interest in large-scale data management and what they believe they can bring to the PD network

three-step approval process:◦ PC referees applications◦ PC makes recommendations to the PMB◦ PMB takes the final decision

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PD Programs (1)

- 45 days, 15-Feb-11

•draft call announcement text

- 30 days, 01-

March 11

•communicate call announcement text to Project Officer

- 10 days, 21-

March-11

•upload full call details on website

•communicate full call details to Project Officer

-/+ 0 days, 01-

April-11

•publish full call details in print media/on website

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PD Programs (2)

+ 5 weeks, 11-May-11

•close call

Week 6+7,16-27 May 11

•finalize evaluation preparations

•communicate names of experts to commission/PO

•conduct evaluation

Week 10,

13-17 May 11

•submit evaluation report to Project Officer

•request accession of the new beneficiary(ies)

Week 17

01-05 Aug 11

•Project Officer approves accession of new beneficiary(ies) to grant agreement

•communicate the result of each proposal to the proposer

http://planet-data-wiki.sti2.at/index.php/Planetdata_programs

http://planet-data-wiki.sti2.at/index.php/Planetdata_programs

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CommunicationMailing list

◦[email protected]

◦http://planet-data-wiki.sti2.at/index.php/Main_Page

Website◦http://www.ics.forth.gr/isl/PlanetData/

mailto:[email protected]

http://planet-data-wiki.sti2.at/index.php/Main_Page

http://planet-data-wiki.sti2.at/index.php/Main_Page

http://www.ics.forth.gr/isl/PlanetData/

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Finances

1. Eligible costs of the projecta) they must be actualb) they must be incurred by the beneficiaryc) they must be incurred during the duration of the project, with the exception of costs incurred in relation to final reports or reports corresponding to the last period (financial audit certificates, final review travel costs, etc.) which may be incurred during the period of up to 60 days after the end of the project.

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Finances

d) they must be determined in accordance with the usual accounting and management principles and practices of the beneficiarye) they must be used for the sole purpose of achieving the objectives of the project, consistent with the principles of economy, efficiency and effectivenessf) they must be recorded in the accounts of the beneficiary

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FinancesEligible costs

g) They must be indicated in the estimated overall budget in Annex I

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Financesnon-eligible costs

a) identifiable indirect taxes including value added tax,

b) duties,c) interest owed,d) provisions for possible future losses or charges,e) exchange losses, cost related to return on

capital,f) costs declared or incurred, or reimbursed in

respect of another project,g) debt and debt service charges, excessive or

reckless expenditure

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Financespre-financing payment

- a pre-financing of 1.057.000 EUR was paid to the coordinator within the 45 days limit following the date of entry into force of the grant agreement.

5% of the total project Financial Contribution

(151.000 EUR) was kept by the Commission as a Guarantee Fund and will be distributed with the final payment.

Project partners were asked to provide their bank details and the transfers were processed as shown in the following table:

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Financespre-financing

PRE-FINANCING

requested EC Contribution Pre-financing Commission pre-financing

Guarantee fundA B C = A - B

UIBK 1,231,474.00 492,589.60 61,573.70 431,015.90

CWI 226,678.00 90,671.20 11,333.90 79,337.30

EPFL 228,250.00 91,300.00 11,412.50 79,887.50

FORTH 271,116.00 108,446.40 13,555.80 94,890.60

FUB 166,320.00 66,528.00 8,316.00 58,212.00

IJS 237,150.00 94,860.00 11,857.50 83,002.50

KIT-U 291,200.00 116,480.00 14,560.00 101,920.00

STI2 187,600.00 75,040.00 9,380.00 65,660.00

UPM 180,212.00 72,084.80 9,010.60 63,074.20

3,020,000.00 1,208,000.00 151,000.00 1,057,000.0040% 5%

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FinancesFinancial reporting

- Financial reporting periods:P1: from month 1 to month 12P2: from month 13 to month 24P3: from month 25 to month 36Final period: from month 36 to month 48

Schedule: within 60 days after each reporting period end date, the coordinator will ask each beneficiary to provide the following financial inputs for the periodic management report:

1. Explanation of the use of the resources2. Financial Statements – Forms C3. Financial Certificates on the Financial Statement

- The Financial Statement – Form C figures will be keyed by each beneficiary in the NEF system, a Web-based online tool for completing and submitting forms C via the Participant Portal: http://ec.europa.eu/research/participants/portal

http://ec.europa.eu/research/participants/portal

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Finances Explanation of the use of the resources

explanation of personnel costs, subcontracting and any major costs incurred by each beneficiary, such as the purchase of important equipment, travel costs, large consumable items, etc., linking them to work packages.

Work Package

Item description Amount in € with 2 decimals

Explanations

Ex: 2,5, 8,11, 17

Personnel direct costs 235000.00 €* Salaries of 2 postdoctoral students and one lab technician for 18 months each*

5 Subcontracting 11000.02 €* Maintenance of the web site and printing of brochure*

Travel 1: Palma, Mallorca, Spain: Kick off meeting

Travel 2: plenary project meeting, etc.

11 Durable Equipment 27000.50€* 2 laptops, etc.

Consumables 5000.20€* Software licences, etc.

Other project specific costs 15000.10€* Sponsoring of...

Indirect costs

363000.85€*

Table 3.1 Personnel, subcontracting and other major cost items for Beneficiary 1 for the period

8, 17 Travel 75000.23 €*

TOTAL COSTS[1]

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FinancesFinancial Statements – Forms C

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FinancesFinancial Audit Certificate

A certificate on the financial statements shall be submitted for claims of interim payments and final payments when the amount of the financial contribution claimed by a beneficiary is equal to or superior to EUR 375 000

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FinancesFinancial distribution payments

- after each submission and approval of the Financial Statements (FORM C), the commission will transfer the amount accepted for the reporting period.

Shall the 90% ceiling Maximum community Financial Contribution be reached, a deduction will be made.

the final payment will take into account the pre-financing amount paid at the start of the project. For each beneficiary, the financial contribution cannot exceed in any circumstances the maximum amount of their agreed contractual financial contribution.

Thank you!

management alice carpentier, sti innsbruck

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