ETICS 2 Management tools and procedures

1. ETICS 2 Management tools and procedures Karin Burghauser, CERN Project Admin

2. Content • CERN registration & accounts • Why to register and procedure • Management tools to be used in ETICS 2 • EDMS, PPT, Indico, Mailing lists • FP7 essential information • Terminology, Grant Agreement, Pre-financing, Consortium Agreement ETICS 2 Kick-off Meeting - CERN 17-19-03-2008 2

3. CERN registration & accounts • Why register at CERN? • To obtain computer accounts (to access tools used in ETICS2) • To receive a long term CERN badge • Procedure for registration & accounts • Complete, sign and return form to Karin • Personal data will be registered in CERN HR database • Accounts will be created, project member to follow a short security awareness training on-line to activate accounts • Visitor cards • Project members registered as described above entitled to a long term badge • Where? At Registration Service, building 55 (next to entrance B) to obtain such a badge! ETICS 2 Kick-off Meeting - CERN 17-19-03-2008 3

4. Management Tools • The following management tools will be used in ETICS 2: • EDMS (Engineering Data Management Service) • PPT (Project Progress Tracking) to monitor effort consumption (timesheets) • Indico for events/meetings (agenda, upload of minutes, etc) • CERN Listbox services for project communication (mailing lists) ETICS 2 Kick-off Meeting - CERN 17-19-03-2008 4

5. EDMS • ETICS 2 documents will be stored and managed trough the EDMS (Engineering Data Management Service) • Automatic allocation of reference number • Automatic versioning and status maintenance • Approval and of release procedure including capture of review comments • Search facilities • New structure for ETICS 2 is being set up • Similar structure to ETICS with some changes in access privileges • Each Activity will have its own node/folder • One common folder for EU Deliverables ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

6. Mailing lists • Mailing lists managed via the CERN listbox services (web interface) • To date, the following specific ETICS2 mailing lists have been created: • project-eu-etics2-pmb@cern.ch (PMB members and deputies) • project-eu-etics2-allmembers@cern.ch (All project members) • A mailing list for each activity • project-eu-etics2-na1@cern.ch, project-eu-etics2-na2@cern.ch , project-eu-etics2-sa1@cern.ch, project-eu-etics2-sa2@cern.ch, project-eu-etics2-jra1@cern.ch, project-eu-etics2-jra2@cern.ch • Features: search, archive, define permissions for posting to the list and accessing the archives, etc. • Access athttp://listboxservices.web.cern.ch/listboxservices/ ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

7. Indico • Indico (Integrated Digital Conference) • Allows managing complex conferences, workshops, etc and time-tables (agendas) • Possible to upload presentations, slides, minutes, etc • Possible to make it « Public » or « Restricted » (with password) • Access at http://indico.cern.ch/index.py • ETICS 2 events at • Indico  Projects  ETICS • ETICS Events (Kick-off, workshops, etc.) • PMB • Technical meetings • Training ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

8. Effort monitoring - timesheets • Submission of timesheets mandatory for ALL project members • These timesheets will demonstrate all personnel costs are directly related to the Project • Data from timesheets will be reported in Quarterly Reports and Progress Reports • Timesheet should report • Name of person, affiliation, funding ratio in the project, productive hours, statistical data • Type of Activities and tasks the member is working on • If worked on another EU project ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

9. Effort monitoring - timesheets 2 • When to submit timesheets? • Monthly timesheets due at end of month (M) +5 (e.g. March08 timesheet due 05.04.2008) • Project members and parter supervisors will receive automatic reminders at end of M & M+3 • Submission in 3 steps: creation, submission and validation (by supervisor) ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

10. PPT tool • PPT tool • Some delay in the set up of new entry for ETICS 2 PPT • Available end of April/beginning of May • Until then, excel spreadsheets will be used to report hours worked on project (data will be transferred to PPT by PC when tool available) • To be defined • Supervisor at each partner site for validation of timesheets • Standard productive hours for each partner ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

11. FP7 essential information • FP7 Terminology • Contract  Grant Agreement • Contractor  Beneficiary • Audit Certificate  Certificate on Financial Statement (CFS) • Instrument  Funding Scheme • General principles • All participants report direct and indirect (overhead) eligible costs (no more cost reporting models) • Single pre-financing at the beginning of the projet • Intermediate payment after each reporting period • Final payment (10% retention) and return of guarantee fund (5%) paid after successful completion ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

12. Eligible costs • Eligible Direct costs • Costs directly attributable to the project • personnel costs • travel and subsistence • durable equipment • consumables and supplies • costs of the certificate on the methodology and certificate on financial statement • Within the project duration (01.03.2008 - 28.02.2010) • Must be economic and essential to carry out the project ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

13. Eligible costs 2 • Eligible Indirect costs • Costs which cannot be identified by the beneficiary as being directly attributable to the project, but being incurred in direct relationship with the eligible costs of the project • hiring/depreciation of building • water, gas/electricity, maintenance • insurance, communication, connection costs, • postage and services (administrative and financial management, human resources, training, legal advice, etc.) ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

14. Non eligible costs • Non Eligible costs are • Indirect taxes including VAT • Duties • Interest owned • Provisions for possible future losses or charges • Exchange losses, cost related to return on capital • Costs declared or incurred, or reimbursed in respect of another EC project • Debt or debt service charges, excessive or reckless expenses • Any cost incurred outside the contractual duration of the project (01.03.2008 - 28.02.2010) ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

15. Grant Agreement • The Grant Agreement (GA) • Enters into force after its signature by the coordinator and the Commission (on the day of the last signature) • Each beneficiary will then sign the FORM A– Accession ofbeneficiaries to the Grant Agreement (in 3 copies) • Coordinator shall return to Commission one completed Form A per beneficiary at the latest 45 days after the entry into force of the GA ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

16. Pre-financing • Pre-financing • A single pre-financing payment paid to Coordinator within 45 days of the entry into force of the GA (60-80% of the requested EC contribution, will be specified in the GA) • Coordinator will distribute pre-financing to the other beneficiaries when minimum number of beneficiaries have signed and returned Form A (3) • Only to beneficiaries who have signed and returned Form A • Beneficiaries to communicate bank details to Coordinator (IBAN, etc), message will be circulated to request this information ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

17. Guarantee fund & Interim Payment • Guarantee fund • 5% of the total EC requested contribution will be deducted from pre-financing payment and transferred to the Guarantee Fund • Aim is to cover financial risks incurred by Community and participants during implementation of FP7 • Contribution to Guarantee fund considered as part of pre-financing • Will be returned to the beneficiaries at the moment of final payment at end of project • Maximum deduction of 1% of EC contribution may be applied to the non-public bodies • Interim payment • Intermediate payment after submission and approval of first periodic report at end of 1st reporting period • Will correspond to the accepted EC contribution as reported in Financial Statements ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

18. Example • Example of calculation of Community contribution Project x: Duration 2 years • Max. EC contribution2,000,000 EUR • Pre-financing 70% of max. EC contribution 1,400,000 EUR • 5% Guarantee fund of max. EC contribution 100,000 EUR • Pre-financing paid (1,400,000 – 100,000) 1,300,000 EUR • Period 1 EC Requested contribution (as per Form C) 550,000 EUR • Pre-financing + P1 EC Requested contribution 1,950,000 EUR • 90% of max. EC contribution 1,800,000 EUR • Interim payment (550,000 – 150,000) 400,000 EUR • Final payment + 5% EC contribution transferred to Guarantee Fund will be paid after approval of final reports. Calculated as the difference between EC contribution (as per Forms C) minus amounts already paid ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

19. Reporting principles • ETICS 2 contractual reporting periods: 12 months • Periodic reports at end of Period 1 & 2 • P1: 01.03.08 - 28.02.2009 • P2: 01.03.09 - 28.02.2010 • Financial Statements from beneficiaries • Certificate on Financial Statement (CFS) only for beneficiaries with EC contribution higher than 375,000 EUR • In addition • Quarterly reports to be submitted at the end of each quarter • Beneficiaries to provide budget situation of expected actual costs for the quarter • Effort consumption will be reported as per the data in PPT ETICS 2 Kick-off Meeting - CERN 17-19-03-2008

20. Consortium Agreement • Consortium agreement (CA) • An agreement made between participants in a project • To govern a number of issues that will or may arise during the project • Mandatory for all projects financed under FP7 unless otherwhise stipulated in the call for proposals • The Community is not a party • Will be signed by theofficial representative(s) (as indicated in the GPF) of each beneficiary ETICS 2 Kick-off Meeting - CERN 17-19-03-2008