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First Meeting of the WG 2 Finance COST Targeted Network TN1302: BESTPRAC

First Meeting of the WG 2 Finance COST Targeted Network TN1302: BESTPRAC. WHO?. WG 2 Member. . WG2 – Finance . Topics: financial aspects of preparing and running cross-European projects a ccounting practices VAT overhead exchange rates audit

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First Meeting of the WG 2 Finance COST Targeted Network TN1302: BESTPRAC

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  1. First Meeting of the WG 2Finance COST Targeted Network TN1302: BESTPRAC

  2. WHO? WG 2 Member .

  3. WG2 – Finance • Topics:financial aspects of preparing and running cross-European projects • accounting practices • VAT • overhead • exchange rates • audit • Deliverables:deepened understanding of financial regulations • of FP7 & H2020 (year 1) • of structural funds programmes with R&I focus (year 2) • checklists and templates • case stories “good practice and experiences”

  4. Topic: identification of difficulties administrators are confronted with in dealing with European projects • BESTPRAC shall then contribute to harmonization of problems • Research administrators with practical experience are needed for identifying this • What is the top 10 list of most experienced difficulties/obstactles and how can BESTPRAC address these? • • open discussion on experienced difficulties • • identification of top 10 list of difficulties and how to address these • • outcome: difficulties to be addressed in BESTPRAC and by which means

  5. Topic: identification of difficulties administrators are confronted with in dealing with European projects • One size fits all (same system) • Overhead (incentives, ..) • allocation: direct vs indirect costs • Internal approval procedures: signature procedure/post award phase • IP? • personnel costs • SMEs involvement • Reporting (ad hoc requirements) • Third parties • Subcontracting • Templates (checklist , guidelines)

  6. Difficulties to be addressed by which means • One size fits all (same system): same rules and systems/schemes for all European Programmes: harmonization need • survey on European Programmes • managed by WG members • Per, Norway and Vanessa, Italy • Overhead : use of overheads in different institutions, incentives schemes – • survey on schemes implemented WG members’ Institutions • Maddalena, Switzerland and Cristina, Spain • Collection of docs for our Library? (topic 4)

  7. Topic 2: Difficulties to be addressed by which means • Allocation: direct vs indirect costs • survey on ? • Dirk, Belgium • Management Tools’ Features • Jakob, Denmark • Internal approval procedures: signature procedure/post award phase • survey on schemes implemented by WG members’ Institutions • Kristjan, Iceland and Vanessa, Italy • Collection of best practices?

  8. Difficulties to be addressed by which means • Collection of tools /check lists… • collection of tools, guidelines / internal procedure • Marguerite, Luxembourg

  9. Topic: development of job profiles, functions for a project administrator of European projects and other aspects of competences and qualifications needed for research administrators • Project administrationrequires a spectrumofskillsandcompetences not onlytechnical (F, A, L), such as • capacitytounderstandcomplextext • servicementality • enjoying administrative tasks • wellorganised • high tolleranceforfrustration • Communication skills • Team player • interlinked(researchers/administration) • indipendencyfrom PI • experience(different backgrounds) • criticalmass • Learning bydoing

  10. Competences needed strictly related to the size/organization of the institution PreawardphasePost Award phase Financial Financial Admin Admin Legal Legal Scientific advisor 1 person: allcompetences, allphases 1 person 1 person L A F Deepspecializazion, coordinationneeded

  11. Topics: Identification, understanding, and quantification of the different aspects of project management Europe-wide • short inventory of profiles of WG members: - type of support administrative support combined with scientific/financial/legal support - years of experience - type of funding programmes: how many? • networking outcome of the surveys will be contact lists organized by topic to facilitate networking

  12. Topics: Identification, understanding, and quantification of the different aspects of project management Europe-wide • short inventory of profiles of WG members: Construction of Job tasks MATRIX (single person/tasks) - proposedtasks list by Vanessa, Italy, collection of info until end of April OBJECTIVE: Facilitate Network

  13. Training School on “…” MC-approval for local organiser support grant of € 20 per registered person or payment of invoices & fixed reimbursement of trainees requested!

  14. Open Issues for Training School • Topic to be addressed: budget /reporting? Have to be submitted

  15. WG2-Meeting MC-approval for local organiser support grant of € 20 per day per registered person requested!

  16. Next steps – WG 2 • Presentation of the results of the 5 surveys and the Tasks MATRIX during the next meeting • Consensus and discussion • Focus on H2020: • TOP three issues (selected during the next two weeks)

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