project reports and reviews in cip ict-psp coordinators day 23 june 2011 peter diry infso c5...

Project reports and reviewsProject reports and reviews in CIP ICT-PSP in CIP ICT-PSP

Coordinators DayCoordinators Day23 June 201123 June 2011

Peter DiryPeter DiryINFSO C5INFSO C5

Operations for ICT Research & InnovationOperations for ICT Research & Innovation

Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011 ••• 2

Reporting requirements

• Reporting periods Reporting periods defineddefined in core in core agreement (usually 12 months)agreement (usually 12 months)

• Periodic reports Periodic reports (60 days after each (60 days after each period)period)

• Final report Final report (60 days after end of (60 days after end of project)project)

• Report on distribution of Community Report on distribution of Community financial contribution financial contribution (30 days after (30 days after receipt of final payment)receipt of final payment)

• Deliverables Deliverables (as in Annex I)(as in Annex I)

Projct reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011 ••• 3

Layout and content

• ICT PSP Guidance notes ICT PSP Guidance notes on project on project reportingreporting

andand Progress report templateProgress report template

can be found atcan be found at

http://ec.europa.eu/information_society/activities/http://ec.europa.eu/information_society/activities/ict_psp/ict_psp/participating/project_managementparticipating/project_management


Periodic report

Periodic report,Periodic report, due 60 days after reporting due 60 days after reporting period (period (incl. last reporting periodincl. last reporting period), comprises), comprises : :

• Progress reportProgress report• Declaration by the project coordinatorDeclaration by the project coordinator• Publishable summaryPublishable summary• Project progressProject progress• Use of resources Use of resources (not for TN)(not for TN)

• Financial statementsFinancial statements• Financial statement from each beneficiaryFinancial statement from each beneficiary• Summary financial reportSummary financial report• Financial certificates (where required)Financial certificates (where required)

For TN, only a simplified summary financial reportFor TN, only a simplified summary financial report


Final report

Final report,Final report, due 60 days after end of project due 60 days after end of project ((in addition to the periodic report for the last reporting in addition to the periodic report for the last reporting periodperiod),), comprises : comprises :

• Final publishable summary Final publishable summary • Covers results, conclusions and socio-Covers results, conclusions and socio-

economic impacteconomic impact

• Lists all beneficiaries with contact detailsLists all beneficiaries with contact details

• Provides the address of the project public Provides the address of the project public website website

• Lists dissemination activitiesLists dissemination activities


Transmission modalities

• One original (paper) copy and one One original (paper) copy and one electronic copyelectronic copy

• Preferred format for electronic version: Preferred format for electronic version: PDFPDF

• Date of submission is date of receipt of Date of submission is date of receipt of the original (paper) copy by the the original (paper) copy by the CommissionCommission


Approval of reports and deliverables

• Commission has 105 days to evaluate reports Commission has 105 days to evaluate reports and deliverables and make paymentand deliverables and make payment• No tacit approval of reportsNo tacit approval of reports• EC will pay interest on late payments automatically EC will pay interest on late payments automatically

(unless amount of interest (unless amount of interest 200€)200€)

• Payment is made after approval of reports and Payment is made after approval of reports and deliverablesdeliverables

• After reception of the reports the Commission After reception of the reports the Commission may:may:• Approve the reports and deliverablesApprove the reports and deliverables• Reject the reports and deliverablesReject the reports and deliverables• Suspend the time limit for approvalSuspend the time limit for approval• Suspend the payment in whole or in partSuspend the payment in whole or in part


Differences from FP7

• No certification on methodologyNo certification on methodology

• Paper submission in addition to electronic Paper submission in addition to electronic submissionsubmission

• No questionnaires at the end of the No questionnaires at the end of the projectproject

• Overview table of actual vs planned Overview table of actual vs planned person-months requestedperson-months requested


Project technical reviews

• General principles • Aim is to assess the work carried out under

the project over a certain period• The Commission may initiate a technical

review at any time during and up to 5 years after the end of the project

• It may be assisted by external experts (reviewers) who give recommendations to the Commission.

• The final decision is taken only by the Commission. The consolidated experts’ review report is communicated to the project.


Review objectives

• Assesses the work carried out under the project Assesses the work carried out under the project by evaluating :by evaluating :• The project reports and deliverablesThe project reports and deliverables• The proper use of resources wrt efficiency The proper use of resources wrt efficiency

and effectivenessand effectiveness• The management of the projectThe management of the project• The expected impactThe expected impact


Review modalities

• The identity of the appointed experts is The identity of the appointed experts is communicated to the project in advancecommunicated to the project in advance

• Reviews may be carried out remotely or involve Reviews may be carried out remotely or involve sessions at the premises of the Commission or sessions at the premises of the Commission or of the beneficiariesof the beneficiaries

• Guidance notes on project technical reviewsGuidance notes on project technical reviewsandandTemplate for the technical review report Template for the technical review report

can be found atcan be found athttp://ec.europa.eu/information_society/activities/ict_psp/http://ec.europa.eu/information_society/activities/ict_psp/

participating/project_managementparticipating/project_management


Review material

• Description of Work (Annex I to the grant Description of Work (Annex I to the grant agreement)agreement)

• Progress report for the period under reviewProgress report for the period under review• Deliverables due in this period, according to the Deliverables due in this period, according to the

deliverable table in Annex Ideliverable table in Annex I• Reports from previous reviewsReports from previous reviews• Relevant work programme and call for proposalsRelevant work programme and call for proposals• Any additional information requested by the Any additional information requested by the

CommissionCommission• For a final technical review, the final publishable For a final technical review, the final publishable

summary report should also be part of the summary report should also be part of the material to reviewmaterial to review


Review outcome

• Allow the project to continue without modification of Annex Allow the project to continue without modification of Annex I or with minor modificationsI or with minor modifications

• Consider that the project can only continue with major Consider that the project can only continue with major modificationsmodifications

• Accept or reject reports and deliverablesAccept or reject reports and deliverables

• Suspend the time limit for evaluating reports and Suspend the time limit for evaluating reports and deliverables and disbursing the paymentsdeliverables and disbursing the payments

• Suspend the projectSuspend the project

• Initiate the termination of the grant agreement or of the Initiate the termination of the grant agreement or of the participation of any beneficiaryparticipation of any beneficiary

• Reduce the grant, issue a recovery order regarding all or Reduce the grant, issue a recovery order regarding all or part of the payments made and apply any applicable part of the payments made and apply any applicable sanction.sanction.


Thank you for your attention!

project reports and reviews in cip ict-psp coordinators day 23 june 2011 peter diry infso c5...

Documents

project reports

end of project report

periodperiodic reports

projct reports

project coordinatordeclaration

cip ictpsp coordinators

final report final report

months periodic reports