Administrative Issues for GEMS

1. Administrative Issues for GEMS Keith Edwards ECMWF Financial Controller

2. Scope of Talk • Cost Models • Management Budget • Consortium Agreement • Management Structure • Liability • Pre-existing Know-how • Publication of Knowledge • Essential Formalities • References • E-mail Communication

3. Cost Models • Full Cost (FC): direct and indirect costs • Full Cost with indirect flat rate costs (FCF): direct costs plus flat rate of 20% for indirect costs • Additional Costs (AC): direct additional costs plus flat rate of 20% for indirect costs

4. Cost Models • Your institute must use same model in all contracts in FP6 • Except that it is possible to move “up” from AC to FCF to FC

5. Cost Models • AC model: 100% reimbursement rate • FC or FCF reimbursement rates: - RTD/Innovation activities: 50% - Demonstration activities: 35% - Training: 100% - Management: 100%

6. Management Budget • Up to 7% of the EC contribution to GEMS • €770k on an assumed contribution of €11m • “Management” equals coordinator’s and team leaders’ expenses, etc • One audit certificate per annum @ €2k each for 20 partners over 3 years equals some €120k • Propose these costs are met from your indirect costs

7. Consortium Agreement (CA) • Must be signed before coordinator signs EC Contract • Management: two tier structure: • Contractors’ Committee • Management Board • Liability • Pre-existing know-how • Publication of Knowledge

8. CA: Management Structure Contractors’ Committee: • To consider major issues requiring views/vote of all partners • All partners are members • Meets as required, on request of one fifth of partners • Quorum of three quarters, two thirds majority of those present/represented • Chair elected by partners

9. CA: Management Structure Management Board: • Composed of team leaders and coordinator • Chaired by coordinator • To manage GEMS scientifically, financially and contractually • Quorum of three quarters, with three quarters majority vote of all members for major decisions

10. CA: Liability • EC Regulation 2321/2002 establishes EC wish for joint and several liability • But it exempts public bodies, which shall be liable only for their own debt • Will propose a clause in the consortium agreement making it clear that the partners do not wish to establish joint and several liability

11. CA: Liability • All information that you bring to GEMS and to which other participants need access for carrying out GEMS, or for use of Knowledge created during GEMS • Pre-existing know-how includes software

12. CA: Pre-existing Know-how • Declare PEKH, and the terms of access rights, in the consortium agreement • With provision for adding later, on reasonable request • Possible to exclude specific PEKH at the outset

13. CA: Publication of Knowledge • Consortium will be required to produce a dissemination and use of Knowledge plan • Publication of knowledge during project will require prior permission of the Consortium • 60 days' notice • Ad hoc communication, eg in seminar, should be at partner’s own discretion

14. Essential Formalities • Boring, but necessary • Proposal submission forms A2 and A3 to ECMWF by 5 March 04 • A3 form shows the partner’s eligible direct and indirect costs in some detail • If selected, contract preparation forms using the EC’s dreaded software

15. References Recommend you look at the IPR help-desk at http://www.ipr-helpdesk.org for information on: • Financial guidelines, and note on cost models • Model contract • PEKH • EC Regulation 2321/2002 participation rules

16. Communication Gems@ecmwf.int