Monitoring & Reporting & Best Practice Marie Curie Excellence Grants (EXT) Slide 1 EXT Coordinators Briefing, 13 February 2007
Slide 2 EXT Coordinators Briefing, 13 February 2007 Content Contract Structure Monitoring of contracts Reporting Periodic Reporting Periodic Activity Report Periodic Management Report Final Report Follow-Up & Questionnaires SESAM Web Tool The role of the Project Officer, Scientist in Charge and Team Leader Best Practice Management and Communication Team Contract Amendments Research Training Transfer of Knowledge Useful Links
Structure of the Contract Core contract composition, duration, start date, Community contribution, special clauses, etc. Annex I Description of Work, the project. Annex II General Conditions covering legal, administrative & financial provisions, IPR. Annex III Specific Provisions covering obligations of contractors, appointments, eligible costs. Form C Financial Statement aka Cost Statement. Slide 3 EXT Coordinators Briefing, 13 February 2007
Monitoring of contracts Quantitative and qualitative analysis of the performance of the activities; Guidance to the project officer following the project; Bring to the attention of the co-ordinators when significant deviations to the objectives are observed. Slide 4 EXT Coordinators Briefing, 13 February 2007
This Means Assessment during the life cycle of the contract: via periodic reports; mid term review report and meeting; questionnaires, vacancy data; final assessment of the project via final report and questionnaires; follow-up of the researchers via questionnaires two years after the end of the project. Slide 5 EXT Coordinators Briefing, 13 February 2007
Reporting Periodic Reports; Mid Term Report and Review Meeting; Final Report; Follow-up Questionnaires. Slide 6 EXT Coordinators Briefing, 13 February 2007
Periodic Reporting on a yearly basis. duly signed paper reports & electronic ones (in SESAM). timely submission (within 45 days). evaluation & approval by EC (within 90 days/no tacit approval). scientific reporting - Activity report. financial reporting - Management report. Slide 7 EXT Coordinators Briefing, 13 February 2007
Periodic Activity Report A description of the general progress of the project; compared to the original work programme (Annex 1) A summary of research results (publications, patents, etc.); A description of the scientific highlights and milestones; A description of teaching and training activities; A summary of recruitment in the reporting period; The report should be consistent with Annex I of the Contract. Slide 8 EXT Coordinators Briefing, 13 February 2007
Periodic Management Report Financial Reports Justification of costs claimed Necessity for the project Includes: management Report financial Statement (Form C) summary Financial Report audit certificate (when applicable) Slide 9 EXT Coordinators Briefing, 13 February 2007
Mid Term Report Mid-Term Activity Report and Team Member Questionnaires Submitted one month in advance of meeting Major project achievements Dissemination of the results of the project List of Milestones and Deliverables Management aspects Major problems/difficulties Slide 10 EXT Coordinators Briefing, 13 February 2007
Mid Term Review Meeting Commission representative and entire Team Usually 1 day review meeting Assess implementation of the contract at mid term Scientific Progress and Planning Management Teaching and Training - including short interviews with Team Members To identify if any major reorientation is needed to the project Slide 11 EXT Coordinators Briefing, 13 February 2007
Final Activity Report Covers the whole period of the contract demonstrates achievements w.r.t initial objectives: Recruitment summary; Most important and outstanding scientific achievements; Training and transfer of knowledge activities; Dissemination activities (Conferences, publications scientific meetings); Any impact on society, i.e. potential economic and social implications; A brief summary of all work performed during the project suitable for publication; Slide 12 EXT Coordinators Briefing, 13 February 2007
Follow-Up & Questionnaires Team Leader and Team Members questionnaires At the end of the project or recruitment period Personal evaluation of the project, comments and suggestions feedback from researchers on the overall impact Follow-up questionnaire 2 years after the training period/project To evaluate the carrier progress, recognition of research excellence and scientific outputs Slide 13 EXT Coordinators Briefing, 13 February 2007
SESAM Web Tool Submission of (anonymous) questionnaires Public: http://webgate.cec.eu.int/sesam/questurl.do Secure: https://webgate.cec.eu.int/sesam/questurl.do Submission of periodic reports (coordinator s corner): Public: http://webgate.cec.eu.int/sesam/reporturl.do Secure: https://webgate.cec.eu.int/sesam/reporturl.do User Manual available on SESAM home page http://webgate.cec.eu.int/sesam/index.do SESAM helpdesk EC-FP6-IT-HELPDESK@ec.europa.eu Slide 14 EXT Coordinators Briefing, 13 February 2007
The Role of the Project Officer Contact point for the project Follows up the project including analysis of the reports Alerts the coordinator when significant deviations to the contract are being observed Slide 15 EXT Coordinators Briefing, 13 February 2007
The Role of the Scientist In Charge Completing, updating & maintaining vacancy tool data base on website; Ensuring appropriate & timely completion of Reports; Ensuring that recruited researchers complete assessment questionnaires; Ensuring contact with recruited researchers for at least two years after end of project & request them to complete follow up questionnaire. Slide 16 EXT Coordinators Briefing, 13 February 2007
The Role of the Team Leader Recruitment of researchers; Contributing to/producing the Periodic and Mid-Term Reports; Ensuring the Scientist-In-Charge has all the information necessary to complete their reporting requirements Training and supervision of the Team Members. Slide 17 EXT Coordinators Briefing, 13 February 2007
Management and Communication Good communication essential scientist-in-charge & institution central administration should be established during project elaboration, budget for Administrative Assistant available (Management and Audit costs category G) Co-ordinator & Commission Team as a whole Slide 18 EXT Coordinators Briefing, 13 February 2007
The Team Team Composition International Balance Gender Balance Integration Advice on arriving at the new Host support for finding accommodation, social integration etc Regular Team Meetings Ensure all Team Members participation to decision making processes Declaration of Conformity Slide 19 EXT Coordinators Briefing, 13 February 2007
Changes to the Team Often necessary during the lifetime of the contract Discuss with project officer in advance Discuss in periodic report Ensure Early Stage Researchers get adequate supervision and instruction Ensure all team members get the correct Marie Curie rates for living, mobility and travel allowances Respect international balance and gender balance Excess budget can be transferred with some restrictions: Respect 65-35 rule Overheads no more than 10% Management and Audit certification costs no more than 3 % Slide 20 EXT Coordinators Briefing, 13 February 2007
Contract Amendments Any changes to project which may require contract amendment must first be discussed with Project Officer. Generally undertaken through Exchange of Letters, with, in most cases, Consortium sending first. Commission undertakes to respond within 45 days but, if not, this does not mean approval of request. Amendment Guidelines available at http://europa.eu.int/comm/research/fp6/workinggroups/model-contract/pdf/amend_guide_en.pdf Slide 21 EXT Coordinators Briefing, 13 February 2007
Research Training Complementary Training language courses project management, drafting of project proposals, ethics, IPR CV writing, job search, interview skills, etc Presentation of achievements at international events and attendance at training schools Participation in training should be properly recorded and recognised in order to make maximum use of the learning in the future career Training should consider wider disciplines and all potential research environments (academic/industrial). Slide 22 EXT Coordinators Briefing, 13 February 2007
Transfer of Knowledge Attendance at international conferences and workshops Representation & dissemination of research undertaken Collaboration with other excellence Teams in similar or complementary fields Invitation of external experts for specialist inputs Acknowledgement of Marie Curie support in all dissemination and transfer of knowledge activities MC Visual Identity Guide available online: ftp://ftp.cordis.europa.eu/pub/fp6/docs/ext_reporting_guidance_n otes_0406.pdf Slide 23 EXT Coordinators Briefing, 13 February 2007
Useful Links European Researcher s Mobility Portal http://europa.eu.int/eracareers Marie Curie Fellowship Association http://www.mariecurie.org/ Slide 24 EXT Coordinators Briefing, 13 February 2007
EXT Management Page http://cordis.europa.eu/mariecurieactions/ext/manage.htm Links to the documents and tools needed for the management of the contract Slide 25 EXT Coordinators Briefing, 13 February 2007