Main Aspects related to Activity and Management Reports

1. Management and Implementation of I3 and CA ContractsSeminar for Project Co-ordinatorsBrussels, 12 November 2004, 10:00 - 16:00 h Main Aspects related to Activity and Management Reports Daniel Pasini, RTD-B3

2. Main Aspects related to Activity and Management Reports • Reports to be submitted • (according to Article II.7 of Contract): • Periodic activity report describingthe progress made during the reporting period • Periodic management report justifying the costs incurred and the resources deployed by each contractor • Periodic report on distribution of Community’s contribution to each contractor • Detailed implementation plan for the next 18 months period (for I3s only) • “Guidelines for preparing the Annual Report” provides instructions to prepare these reports

3. Main Aspects related to Activity and Management Reports • Periodic Activity Report (1) • (describing progress made during reporting period) • Summary of the activities and major achievements • summary of progress and major achievements at project level • Management activity • main management aspects, problems encountered and corrective actions taken, plan for using and disseminating knowledge • Progress report for each individual activity • report on the progress made at the individual activity level for “Networking Activities”, “Access activities” and “Joint Research Activities”

4. Main Aspects related to Activity and Management Reports • Periodic Activity Report (2) • Progress report for each individual activity • work progress and achievements with reference to planned objectives and role of contractors involved • deviation from planned work and corrective actions taken/suggested • list of deliverables/milestones achieved during reporting period compared to those specified in Annex 1

5. Main Aspects related to Activity and Management Reports • Periodic Management Report (1) • Justification of the major costs incurred and resources deployed by each contractor(deviation from existing guidelines!) • linking them to the activities implemented in the project • Financial statements (Form C), for each contractor - reported costs must be actual (i.e. actually incurred, not budgeted or estimated) and necessary for the project (i.e. directly linked to the activities described in Annex 1) - with Audit certificate where required • Summary financial report consolidating costs of contractors

6. Main Aspects related to Activity and Management Reports • Periodic Management Report (2) • Justification of major costs incurred and resources deployed by each contractor • Brief description of the work carried out by each contractor during the period to justify the resources deployed • A tabular overview of budgeted costs and actual costs, by contractor and by major item • Explanatory note on any major costs items such as important equipment purchases, major travel costs, major consumables …. justifying their necessity for the project • A tabular overview of budgeted person-months and actual person-months, per contractor and per activity

7. Main Aspects related to Activity and Management Reports • Detailed Implementation Plan • for the next 18 months period (for I3s only) • Providing a detailed description of the work to be carried out over the next 18 months together with a detailed financial plan for the same period • Approval of detailed implementation plan by Commission represents an automatic amendment of Annex 1 of the contract