Assistive Technologies and Inclusive Solutions for All

Assistive Technologies and Inclusive Solutions for All ATIS4all Project: Compilation of information and categorisation Consortium Executive Board (CEB) meeting Prague,Czech Republic 9th September, 2011

14.30. Introduction: members, attendees, voting and proxy votes 14.40. Current status of the accession of CURE to the Consortium 14.50. Presentation about EC requirements first reporting period 15.00. Supporters: Status of the current supporters from the ATIS4all DoW Approval of new candidates and the conditions of the accession 15:15. Thematic network status management 15:40. Coordination with ETNA 15:50. Plan for meetings with Key Actors 15.55. Dates and place of next Workshop 16:00. Summary and Conclusion Consortium Executive Board (CEB) meeting Programme

Members, attendees, voting and proxy votes Voting rules and quorum are defined in art. VI.2.4 of the CA The CEB shall not deliberate and decide validly unless a majority of two-thirds (13 votes) of its members are present or represented (“quorate”). In voting each Party shall have one vote All decisions shall be taken on by a majority of 2/3 of the votes The Coordinator received delegation from: Braillenet, FullMeasure, EFD, WRC and RIM Total partners: 19. CURE is not formally a partner, yet Present or represented: 19/19 Consortium Executive Board (CEB) meeting Introduction

Current status of the accession of CURE • to the Consortium • Amendment of the GA still is process. • The EU has not issued it yet until we submit a new DoW • CURE will remain as “supporter” until 1st October. From that date on, CURE will be a partner. • NEF calculates the funding depending on the nº of partners. CURE inclusion increases the Coordinator budget in 6,000 Euro. As total budget is fixed in 591,000 Euro the funding from RIM will be assigned 6,000 to Technosite + 18,000 Euro to CURE. • Technosite has requested to the PO authorization to make a different distribution of the funding in the CA

2. Presentation about EC requirements first reporting period • 2.a Guidelines that affect the ICT-PSP projects can be downloaded via: • http://ec.europa.eu/information_society/activities/ict_psp/participating/project_management/index_en.htm • 2.a Project Reporting • ICT-PSP Review Guidelines: version 1: 16-06-2009 • ICT PSP Review report template (=point 4 of the ICT-PSP Review Guidelines) • 2.B Project Technical Review • ICT-PSP Reporting Guidelines: Guidance Notes on Project Reporting v1 (5-06-2009)

2. Presentation about EC requirements first reporting period • General • Good Communication Practices for ICT PSP Projects, v1 October, 2008 • Guide to Financial Issues, v2 (14-09-2009) • Certification of Financial Statements v1 (3-03-2008) • 2.c.Some legal references of the GA

2. Presentation about EC requirements first reporting period 2.a. Project Reporting • Reporting Requirements: • Reporting periods defined in core agreement (usually 12 months) • Periodic reports (60 days after each period) • Final report (60 days after end of project) • Report on distribution of Community financial contribution (30 days after receipt of final payment) • Deliverables (as in Annex I)

2. Presentation about EC requirements first reporting period 2.a. Project Reporting • First Periodic report, due 60 days after reporting period, from 1st January to 31st December 2011, comprises: • Progress report • Declaration by the project coordinator • Publishable summary • Project progress • Use of resources - ONLY for PILOTS (overview table of actual vs planned person-months requested) • Financial statements • Financial statement from each beneficiary and Summary financial report (Simplified for TN) • Financial certificates (no required for TN)

2. Presentation about EC requirements first reporting period 2.b. Project Technical Review • General Principles • Aim is to assess the work carried out under the project over a certain period • The Commission may initiate a technical review at any time during and up to 5 years after the end of the project • It may be assisted by external experts (reviewers) who give recommendations to the Commission • The final decision is taken only by the Commission. The consolidated experts’ review report is communicated to the project

2. Presentation about EC requirements first reporting period 2.b. Project Technical Review • Review objectives • Assess the work carried out under the project by evaluating • The project reports and deliverables • The proper use of resources with efficiency and effectiveness • The management of the project • The expected impact • Review modalities • The identity of the appointed experts is communicated to the project in advance • Reviews may be carried out remotely or involve sessions at the premises of the Commission or of the beneficiaries

2. Presentation about EC requirements first reporting period 2.b. Project Technical Review • Review material: • Description of Work (Annex I to the grant agreement) • Progress report for the period under review • Deliverables due in this period, according to the deliverable table in Annex I • Reports from previous reviews • Relevant work programme and call for proposals • Any additional information requested by the Commission • For a final technical review, the final publishable summary report should also be part of the material to review

2. Presentation about EC requirements first reporting period 2.b. Project Technical Review • Review outcome: • Allow the project to continue without modification of Annex I or with minor modifications • Consider that the project can only continue with major modifications • Accept or reject reports and deliverables • Suspend the time limit for evaluating reports and deliverables and disbursing the payments • Suspend the project • Initiate the termination of the grant agreement or of the participation of any beneficiary • Reduce the grant, issue a recovery order regarding all or part of the payments made and apply any applicable sanction

2. Presentation about EC requirements first reporting period 2.c. Some legal references of the GA • Article II.4 sets the reporting obligations • Periods are defined in Article 4 of the core grant agreement – includes the submission of individual financial statements • Article II.5 sets the approval of reports and deliverables, time-limit for payments • Includes the payment of interest by the Commission in case of late payments • Article II.28 sets the frame for financial audits • During the project and up to five years after the date of final payment. • Article II.29 sets the frame for the technical review • During the project and up to five years after the date of final payment

2. Presentation about EC requirements first reporting period 2.d. Some legal references of the GA • Financial audits and controls (see Art. II.28) • during the implementation of the project and up to five years after final payment • by external auditors or by the Commission services including OLAF • The European Court of Auditors has the same rights as the Commission • Technical reviews (see Art. II.29) • At any time during the implementation of the project and up to five years after the end of the project. • The Commission may be assisted by external scientific or technological experts

2. Presentation about EC requirements first reporting period The implementation will be using a lump sum – scale of unit approach

2. Presentation about EC requirements first reporting period Payments in ICT-PSP. Thematic - Networks

2. Presentation about EC requirements first reporting period Thematic – Networks. Summary financial report

2. Presentation about EC requirements first reporting period 2.d. Payments in ICT-PSP - ‘Lump sum’ Thematic Networks • Simplified process based on lump sums • No definition of eligible cost • No actual cost reporting • No indirect cost • No justification of costs • No provision of certificates • No declaration of receipts • Simplified summary financial report by coordinator (declaration of participants having actively participated in the period).

3. Supporters • 3.1 Status of the current supporters from the ATIS4all DoW • Initial list of supporters included in the DoW (31). • Coordinator has contacted with most of them in order to agree the tasks in which they will participate. • 8 supporters has agreed with the Coordinator to collaborate in specific tasks. • Another 3 supporters are in the process of agreeing the tasks. • Following step: Include the link of their website in www.atis4all.eu

3. Supporters • 3.2 Approval of new candidates and the conditions of the accession

4. Thematic network status management • Almost all deliverables have been sent in time. • Participation: increasing, but it is necessary to obtain all partners feedback. • Acknowledge mails only for draft deliverables, reports, agendas… • Dissemination: • www.atis4all.eu, External events, Press release • New Supporters!

5. Coordination with ETNA • How do we want the future EASTIN 2.0 portal? • Next Meeting: Technical issues, 21st September, Madrid

6. Plan for meetings with Key Actors • Procedure for Key Actors • Contact  ATIS4all information • Leaflet, website, fixed text content • Advantages for being in ATIS4all • Meeting • Key actor meeting form • Validation  Coordinator

7. Next events • Workshop • Dates: 12th and 13th March, 2012? • Place: Madrid, Spain? • First Draft Agenda: Late December, 2011

7. Next events • Monitoring session • 10th November at 11.00. • Call Conference

Consortium Executive Board (CEB) meeting Thank you for your attention Mercedes Ontiveros García montiverosg@technosite.es

Assistive Technologies and Inclusive Solutions for All