Legal and Finance NCP meetingBrussels 14 October 2009

Reporting in EU Framework Programmes

Timesheets and Work Packages

and an alternative version of table 3.1

Poul Petersen

Legal and Finance NCP, Faroe Island

The old FP5 version of Form C

NIH version of Form C

FP6 Table 4 – extremely time consuming and impossible to verify. Micromanagement should not be reintroduced in FP7

List of Deliverables – to be submitted for review to EC

Dissemi-nation

Delivery date

Nature level (proj.month)

Estimated indicative person-months

TOTAL

Del. no. Deliverable name

WP no. Lead bene-ficiary

Example of Micromanagement in FP7

An “Estimated Indicative” is very vague – and cannot be verified at a later stage.

This column is not part of the normal evaluation process. This column has no practical use and should be deleted.

Table 1.3e - Summary of staff effort table

Participant no./ short name

WP1 WP2 WP3 WP4 WP5 WP6 WP7 WP8 WP9 WP1 0 TotalPerson Months

Partner 1 3 12 3 21 30 3 6 48 126

Partner 2 6 6 36 4 52

Partner 3 12 36 12 12 4 76

Partner 4 6 6 36 24 4 76

Partner 5 2 2 20 24 24 4 76

Partner 6 2 22 24 4 52

Partner 7 48 4 0

Partner 8 12 48 12 4 76

Partner 9 24 24 24 4 76

Partner 10 24 24 20 4 4 76

Partner 11 2 2 6 32 30 4 76

Partner 12 9 12 7 20 4 52

Partner 13 16 18 14 4 52

Total 88 132 106 49 97 97 153 94 54 48 918

First version of Table 3.1

Second version of Table 3.1

Not possible to distinguish Personnel costs for RTD, Management and Dissemination. Not possible to reconcile with Requested contribution in Form C

Project nr Funding scheme

Project Acronym

Period from 01.01.08 NoTo 31.12.08

Legal Name University of Copenhagen 999991043Organisation short Name 1

75% %

RTD(A)

Demonstration(B)

Management Disseminat.(C)

Other (D)

TOTAL (A+B+C+D)

Personnel costs

Subcontracting

Other direct costs

Indirect costs

Lump sums/flat-rate/scale of unit declared

Total

Maximum EC contribution

Requested EC contribution

Funding % for RTD activities (A) If flat rate for indirect costs, specify %

1- Declaration of eligible costs/lump sum/flate-rate/scale of unit (in €)

Type of Activity

FP7 - Grant Agreement - Annex VI - Collaborative Project

12345

Beneficiary nr

Is this an adjustment to a previous statement ?

Form C - Financial Statement (to be filled in by each beneficiary )

Collaborative Project

SuperProject

Participant Identity Code

Compared to Table 3.1, the Form C does not have a line called “Total Direct Costs”

Timesheet

Person : Valentin Draft Number of hours envisaged i.e. according to the employment contract: 20 hours/week

2009 January

Indicate the time in hours Only the yellow cells are writeableDate 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Total NotesDay Sun Mo Tue Wed Thu Fri Sat Sun Mo Tue Wed Thu Fri Sat Sun Mo Tue Wed Thu Fri Sat Sun Mo Tue Wed Thu Fri Sat Sun Mo TueEU-ProjectsR&D Activities Project x 3 4 7 8 3,5 3 2 8 9 4 7 0 58,5 WP3Project y 5 5 5,5 8 23,5 WP8Project z 0

Total RTD 0 8 9 7 8 5,5 0 0 0 0 0 0 3,5 0 0 3 2 8 9 4 0 0 0 0 0 0 0 0 0 7 8 82DemonstrationProject x 0Project y 0Project z 0

Total Demonstration 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Management Project x 8 3,5 5 1 17,5 WP1Project y 0Project z 0

Total Management 0 0 0 0 0 0 0 0 0 0 0 8 3,5 0 0 0 5 0 0 1 0 0 0 0 0 0 0 0 0 0 0 17,5Other ActivitiesProject x 3 5 8 WP7Project y 0Project z 0

Total Other 0 0 0 0 0 0 3 0 0 0 0 0 0 0 5 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 8Internal and National ProjectsTeaching 2,5 6 1 3 12,5B 0C 0

Total 0 0 0 0 0 2,5 0 0 0 0 0 0 0 0 0 6 1 0 0 3 0 0 0 0 0 0 0 0 0 0 0 12,5Absences and activities not to be part of productive hoursAnnual Leave 8 8 8 8 32Special Leave 0 0Illness 8 8 8 24Training / internal meetings 1 0,5 1 2,5

Total 1 0 0 0 0 0 0 0 8 8 8 0 0 0,5 0 0 0 0 0 0 0 0 0 8 8 8 8 1 0 0 0 58,5

Total productive hours 0 8 9 7 8 8 3 0 0 0 0 8 7 0 5 9 8 8 9 8 0 0 0 0 0 0 0 0 0 7 8 120

Total hours 178,5

Productive hours per project: Project x 84Signed: Approved: Project y 23,5

Project z 0

Time of illness and training / internal meetings:Hours: 26,5

Days (here 8 hours are one day): 3,3A good activity based timesheet, but hard to combine with Staff Effort Table. Most scientist work in several RTD Work Packages.

Table 1.3e - Summary of staff effort table

Participant no./ short name

WP1 WP2 WP3 WP4 WP5 WP6 WP7 WP8 WP9 WP1 0 TotalPerson Months

Partner 1 3 12 3 21 30 3 6 48 126

Partner 2 6 6 36 4 52

Partner 3 12 36 12 12 4 76

Partner 4 6 6 36 24 4 76

Partner 5 2 2 20 24 24 4 76

Partner 6 2 22 24 4 52

Partner 7 48 4 0

Partner 8 12 48 12 4 76

Partner 9 24 24 24 4 76

Partner 10 24 24 20 4 4 76

Partner 11 2 2 6 32 30 4 76

Partner 12 9 12 7 20 4 52

Partner 13 16 18 14 4 52

Total 88 132 106 49 97 97 153 94 54 48 918

Lessons learned from first reporting in FP7

In FP7 Timesheets and “Explanation of the use of resources” have to be clearly separated in:

RTD activities

Management activities

Dissemination activities

Lessons learned from first reporting in FP7 (2)

Updated Reporting Forms

An alternative version of Table 3.1

“Explanation of the use of resources”

Alternative Table 3.1 – Explanation of the use of resourcesFP7 Cost Statement TemplateExample Collaborative ProjectProject Acronym: SuperProjectEC contract number: 12345Reporting period: 01.01.08 – 31.12.08Partner name: University of CopenhagenPartner number: 1Indirect Cost Model: Specific Transitional Flat Rate of 60%

Personel Costs

Other Direct CostsTotal Direct Costs

(Overhead)

Indirect Costs

(Overhead)

Total Eligble Costs

Requested Contribut.Travel Comsumabl. Equipment

(Other Costs)

RTD(WP3,5,7)

80.000 10.000 5.000 5.000 100.000 60.000 160.000 120.000

Management(WP9)

10.000 5.000 15.000 9.000 24.000 24.000

Dissemination Other(WP8)

2.000 3.000 5.000 3.000 8.000 8.000

Subcontract. 2.000* 2.000* 2.000 2.000

Total Requested

Contribution as in Form C

154.000

* Audit Certficate Possible to reconcile with Form C

Project nr Funding scheme

Project Acronym

Period from 01.01.08 NoTo 31.12.08

Legal Name University of Copenhagen 999991043Organisation short Name 1

75% %

RTD(A)

Demonstration(B)

Management Disseminat.(C)

Other (D)

TOTAL (A+B+C+D)

Personnel costs 80000 12000 95000Subcontracting 2000 2000Other direct costs 20000 8000 25000Indirect costs 60000 12000 72000Lump sums/flat-rate/scale of unit declared

Total 160000 32000 2000 194000

Maximum EC contribution 120000

Requested EC contribution 120000 32000 2000 154000

Funding % for RTD activities (A) If flat rate for indirect costs, specify %

1- Declaration of eligible costs/lump sum/flate-rate/scale of unit (in €)

Type of Activity

FP7 - Grant Agreement - Annex VI - Collaborative Project

12345

Beneficiary nr

Is this an adjustment to a previous statement ?

Form C - Financial Statement (to be filled in by each beneficiary )

Collaborative Project

SuperProject

Participant Identity Code

Summary

• The European Commission is not the only provider of external financing – there are many others

• Each external provider have their own rules for financial reporting – this is extremely time consuming for the accounting department

Summary (2)

• Scientist are obliged to spend their grants in a responsible way – it is taxpayers money

Scientists should focus on doing good science. Therefore, unnecessary micromanagement should be avoided

• Scientist should be evaluated on their scientific progress – not on their accounting systems

Summary (3)

• Time recording can be based on Activities or on Work Packages – but not on both

• Keep the reporting simple – even a scientist should understand it

Thank you for your attention