Project Reporting for the AIDA Integrating Activity Project

1. Project Reporting for the AIDA Integrating Activity Project Svet Stavrev (CERN) Administrative Manager • Based on: • Provisions of the Grant Agreement (GA) • FP7 Guides on Project Reporting • AIDA Consortium Agreement (CA) Acronyms used: SC = Scientific Coordinator StCom = Steering Committee GB = Governing Board AIDA is co-funded by the European Commission within the Framework Programme 7 Capacities Specific Programme, Grant Agreement 262025

2. Project reporting lines There will be two project reporting lines in AIDA: • External, covering the preparation and submission of the Periodic Reports to the EC, as well as the Deliverable Reports specified in the Grant Agreement (Annex 1).  Internal, with 6/12 month periodicity, serving: (i) as necessary input for the preparation of the Periodic Reports. (ii) as means for the Coordinator, Steering Committee and the Governing Board to follow up the progress of the project, and in case of problems, to take adequate measures on time, if necessary.

3. Interim Activity Reports (IAR) Purpose: to allow the StCom and GB to follow up the progress of the project. Internal Project Reporting1/6 Content(based on the content of the Periodic Reports for the EC) • A brief description of the work performed on the Task, achievements, problems encountered and corrective actions taken, as well as any major deviations from the original Description of Work. • Description of progress towards Project Deliverables and Milestones, and expected delays, if any, as well as reasons for such delays. • Plans for the work to be completed during the next 6-month period. Total length of the IAR: 1-2 pages per Task + 1 or 2 pictures Periodicity: at M12, M18, M24, M36, M48

4. Internal Project Reporting2/6 E = end of period concerned Input from P1 Input from P2 Input from Pn … Contact persons from each participant for each Task Task Coordinator prepares the IAR for his/her Task (E+10) Task Interim Activity Report WP Coordinator(s) assemble the IAR for their WP (E+20) WP Interim Activity Report Scientific Coordinator reviews the WP IARs and sends them to the StCom (E+30) SC StCom Interim Activity Reports

5. Internal Project Reporting3/6 Interim Resource Utilisation Summaries (IRUS) Purpose: To allow the Coordinator (CERN) and GB to monitor the utilisation of resources of each participant, WP and project as a whole Content: (Similar to the justification for the Financial Statements needed for the Periodic Reports to the EC): overview of the budget situation of each participant – estimated expenditure (full costs) per Work Package for the different cost categories: - personnel, including person-months used - equipment and materials - travel - other direct costs Frequency:M12, M18, M24, M36, M48 for the beneficiaries; every 12M for the associates

6. Internal Project Reporting4/6 Interim Resource Utilisation Summaries (IRUS) Example: optional

7. Comments to the Interim Resource Utilisation Summaries The IRUS reports will be cumulative, covering the last and all previous 6/12-month periods. They will need to be validated by the finance department (service) of each participant only for the periods coinciding with the Periodic Reports to the Commission (M18, M36 and M48). Only a fraction of the costs indicated in the Resource Utilisation Summaries of M18, M36 and M48 may be used for the Financial Statements that will be sent to the EC (a fraction sufficient to justify the requested EC contribution for each participant). Internal Project Reporting5/6

8. Internal Project Reporting6/6 Contact persons for admin / legal matters from each beneficiary Input from B1 Input from B2 Input from B37 … Administrative Manager (AM) assembles the report Interim Project Resource Utilisation Report Administrative Manager informs the StCom each semester AM StCom Administrative Manager reports to the GB at the Annual Meetings AM GB Interim Resource Utilisation Summaries

9. Periodic Project Reporting1/2 Periodic Reportsmust be sent to the EC at the end of each reporting period (P) – M18, M36, M48 (+2 months for the preparation) Contentof the Periodic (and Final) Reports: • A publishable summary (4 pages) • Overview of objectives and achievements of the whole Project for the period • Work progress and achievements for each Work Package and Task • Review of Project Deliverables and milestones • Project management activities • Explanation of the use of resources by the participants during the reporting period (per Work Package and per beneficiary) • Financial Statements – Form C (signed by each beneficiary) • Summary financial report

10. Periodic Project Reporting2/2 IAR from S1 IAR from S2 IAR from S3 WP Coordinators use the previous (and current) IARs and produce a WP Periodic Project Report (P+30).  9 WP Periodic Project Report for P1 Each beneficiary prepares the Cost Statement for P1, including justification of resources per WP (P+30). + 37 Financial Statements (for P1) The Scientific Coordinator and Administrative Manager prepare the Periodic Report, send it to the StCom for approval (P+50), and then the report will be submitted to the EC. Periodic Report for P1 StCom EC Periodic Reports: workflow for preparation

11. Deliverable Reports The Lead Beneficiaries assemble and produce the Deliverable Reports. (due date of Annex 1 + 10 days) Deliverable Reports Task and WP Coordinators review and validate each DR within 20 days after its receipt. TC + WPC SC StCom The Scientific Coordinator sends the DR to the SC for review and approval, and then the report will be submitted to the EC. EC Deliverable Reports: committed contractual output of the project andmust be sent to the EC according to the timetable indicated in Annex 1 of the Grant Agreement. * N.B. Each Deliverable has to be associated with a written report, regardless of its nature, e.g. web-site, device, specification, etc.

12. EU payments for AIDA • Pre-financing = 45 % (assumption), of which 5% withheld (for FP7 Guarantee Fund, to be reimbursed at the end) • Effective pre-financing expected = 40% of the 8 M€ of which 60% will be paid to each participant (pro-rata to project share) a.s.a.p. and the other 40% will be distributed after the 1st Annual GB meeting (March 2012) • Second EC payment – at M18 + 2 + 3 (reimbursement of costs for the first Reporting Period) ~ 37% assuming uniform spending profile (18 / 48) • Third EC payment (limited by 90% of the 8 M€) – at M36 + 2 + 3 ~ 8% • Final EC payment (10% + 5%) – after the Final Report is approved 37% 5% 5% 40% 8% 10% M1 M18 M24 M36 M48 M3 M42 3rd Reporting Period 1st Reporting Period 2nd Reporting Period

13. Since the success of AIDA will be measured by the EC by acceptance (or rejection) of the Periodic and Deliverable Reports, commitment and cooperation from all participants, as well as Task and WP Coordinators will be essential for successful AIDA reporting. The internal project reporting line will help the Management Team and all beneficiaries in the preparation of the Periodic (and Final) Reports. The internal project reporting will also allow the Management Team, the Steering Committee and the Governing Board to follow-up the progress of the project and the utilization of resources. The preparation of the Periodic Reports is responsibility of the Management Team with necessary input by all WP Coordinators (through the WP Periodic Reports) and by each participant (through the Financial Statements). The preparation of the Deliverable Reports is responsibility of the Lead Beneficiaries under the coordination of the Task Coordinators and the WP Coordinators with input from all contributing participants. The Coordination Office will endeavour to ensure efficient follow-up and monitoring of the progress of the project, keeping the reporting workload at a reasonable level (templates and Reporting Guide will be made available soon) Project Reporting: Conclusions