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Info Day 31

Negotiation. What is the purpose of the negotiation?Who will negotiate?What is the basis for the negotiation?The technical negotiationThe financial negotiationIn practice

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Info Day 31

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    1. Info Day – 31/05/2010

    2. Negotiation What is the purpose of the negotiation? Who will negotiate? What is the basis for the negotiation? The technical negotiation The financial negotiation In practice … Reasons for delay Consortium agreement

    3. Where do we stand?

    4. What is the purpose of the negotiation?

    5. Who will negotiate? Project officers Legal officers Coordinators

    6. Project officers William BIRD Peter CRAWLEY Joost DE BOCK Grzegorz DOMANSKI Alexandra GURAU Michal KLIMA Patrycja KULESZA Maurizio MAGGIORE Dominique RAMAEKERS-JŘRGENSEN Ludger ROGGE

    7. Legal officers Petr CERVENY Charles DE CHEFDEBIEN Evelyne GRANATA-LUBAC Ulrich SCHMID Cristina TATU-CARAVAN Cristina FERNANDEZ ESTRADA

    8. Coordinators Lead the negotiation Represent the consortium Only one applicant can be the coordinator One single person will represent the coordinator This person is responsible for all the contacts with the Commission This person attends all the meetings

    9. What is the basis for the negotiation?

    10. Negotiation mandate

    11. Rules for participation

    12. FP7 Grant Agreement – Annex II

    13. Guidance documents

    14. Technical negotiations Objective: To agree on the final content of Annex I Description of work adapted to meet recommendations and comply with the General Conditions of the Grant Agreement Work described in sufficient details and proportionate to resources Identification of the work to be carried out by each beneficiary List of deliverables (content, timing, needed resources, dissemination level), milestones (+ assessment criteria) Indicative time schedule for reviews to be established (mainly for large projects)

    15. Financial and legal negotiations Objective: To agree on budgetary and legal matters Total costs and budget breakdown to be agreed upon Start date and duration of the project Timing of the reporting periods Amount of pre-financing Special clauses Identification of sub-contractors and third parties Financial capacity of coordinator and of any other participant with EC contribution > EUR 500.000

    16. In practice: Supporting IT tool NEF is used for: Preparation of the Description of Work GPFs (Grant Agreement preparation forms)

    17. In practice: Description of work (1) 1st step: Convert your proposal into Annex I using NEF Please: DO NOT implement the recommendations yet, DO NOT introduce changes Part A: Budget breakdown (GPF A3.2) Project summary (GPF A1) List of beneficiaries Workplan tables (WT1 – WT8): list of WPs, list of deliverables, WP description, list of milestones, tentative schedule for reviews, project efforts (PM) per WP and per beneficiary, project efforts and costs. Part B: B1: Concepts and objectives, progress beyond the state of the art, S/T methodology and work plan B2: Implementation (management structure, beneficiaries, consortium as a whole, resources to be commited) B3: Impact B4: Ethical issues (if applicable) B5: Gender aspects (optional)

    18. In practice: Description of work (2) 2nd step: Revise the 1st draft according to the recommendations in the negotiation mandate and the comments of the project officer during the negotiation meeting or by bilateral contacts. Please pay attention to the following: Type of activity: RTD, DEM, OTHER, MGT and COOR (only applicable to coordination actions), SUPP (only applicable to support actions) Number of deliverables (and timing) Milestones

    19. In practice: Costs details Provide the costs details in NEF with the (revised) description of work Provide the costs without decimals (e.g. EUR 500.000,00) Check the cost models, activity type Tip: Check carefully the management costs – These shall NOT include the technical coordination costs (Ref: General conditions, Guide to Financial issues)

    20. Reasons for delay Slow or unclear response from consortium Changes in the description of work not properly identified or justified Discussions over the budget Reduction of budget coordination/management costs “Unnecessary” changes in budget breakdown Insufficient cost justification, in particular for “other major costs” Sub-contracting Beneficiaries not validated Documents (e.g. signed GPFs, ) not submitted

    21. Consortium agreement Prerequisite for the signature of the Grant Agreement Model of consortium agreement to be found on Cordis Agreement itself not checked by the Commission’s services

    22. More information ? Do not hesitate to contact the project officer! Guidance documents on Cordis (http://cordis.europa.eu) Participants portal (http://ec.europa.eu.research/participants/portal) General conditions of the Grant Agreement

    23. Thank you for your attention

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