Cascade eu reporting - erik van den elsen v.1.0.rh

Plenary meeting 2013 - Alicante
EU project reporting 2013
Erik van den Elsen, Rudi Hessel, Violette
Geissen, Coen Ritsema

Contents
• Reporting periods for the CASCADE project
• EU Reporting components
• Online reporting system
– Financial reporting with EU-Fin
– Scientific reporting with EU-Xpert
• 2013 reporting

Cascade reporting periods
• The EU reporting periods in FP7 have an interval of
18 months (1,5 years).
• The reports must be submitted within 60 days after
the project period has ended.
Report Project month submission
1 (periodic report) 20 (August 2013)
2 (periodic report) 38 (February 2015)
3 (periodic report) 56 (August 2016)
4 (Final report) 68 (August 2017)
Year
Months 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 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68
EU Reporting 1 2 3 12 months 418 months 18 months18 months
2012 2013 2014 2015 2016 2017
Project year 1 Project year 2 Project year 3 Project year 4 Project year 5 Project year 5.5

Cascade reporting periods
Reporting planning
Because of Integration of reports and financial checks, the
reports need to be submitted to the Coordinator much earlier.
Report Submission to EU (month) Submission to Coordinator (month)
1 (periodic report) 20 (August 2013) 18 (June 2013)
2 (periodic report) 38 (February 2015) 36 (December 2014)
3 (periodic report) 56 (August 2016) 54 (June 2016)
4 (Final report) 68 (August 2017) 66 (June 2017)

Cascade reporting components
A Periodic Report consist of:
• An overview, including a publishable summary of the
progress of work (scientific report)
• An explanation of the use of the resources (financial
report)
• A Financial Statement (Form C – Annex VI to the Grant
Agreement)
• (if applicable) A summary financial report (Audit
Certificate)
During the course of the period, Deliverables need to be
submitted (in practice: together with the Periodic Report)

A Final Report consist of:
• A Periodic Report (as shown in the previous
slide),
• A final publishable summary report,
• A plan for the use and dissemination of
foreground,
• A report covering the wider societal
implications of the project (Gender, Ethical
questionnaires)

Continuously during the project,
‘References of all scientific publications relating to
foreground at the latest two months following
publication’ ...
...need to be provided to the European Commission.
(Article II.30. of the Grant Agreement).
After having published a scientific paper -> send
immediately to the coordinator!

Formats for EU reports are prescribed

Online reporting system
CASCADE has purchased a subscription of the
FP-Tools online management system for FP7
projects:
Financial reporting
Scientific reporting

(most important) Advantages:
• Online system – accessible for all partners, joint
production of reports,
• Online system - central storage, versioning
provided,
• Pre-defined project structure,
• Pre-defined budgets,
• Financial checks,
• Hierarchical structure (WPs),
• Pre-defined (EU) output formatting.

EU-Fin
EU-Xpert
CASCADE
Coordinator
WP2
Leader
WP3
Leader
WP9
Leader
Partner 1
Partner 2
Partner 12

EU-Fin
EU-Xpert
CASCADE
Coordinator
WP2
Leader
WP3
Leader
WP9
Leader
Partner 1
Partner 2
Partner 12
Financial data
Project data

EU-Xpert
CASCADE
Coordinator
WP2
Leader
WP3
Leader
WP9
Leader
Partner 1
Partner 2
Partner 12
EU-Fin

CASCADE
Coordinator
WP2
Leader
WP3
Leader
WP9
Leader
Partner 1
Partner 2
Partner 12
EU-Fin
EU-Xpert

WP2
Leader
WP3
Leader
WP9
Leader
Partner 1
Partner 2
Partner 12
EU-Fin
EU-Xpert
CASCADE
Coordinator EU
REPORT

Online reporting system -
Roles
Scientist – scientific reporting – EU-xpert

Roles
Financial – financial reporting – EU-fin

Roles
Financial – financial reporting – EU-fin
WP leader – scientific reporting – EU-xpert
- financial reporting – EU-fin
- WP assignments – EU-xpert

EU Periodic Report
Workpackage leader
Participants
Workpackages with
• Tasks
• Deliverables
• Milestones

Online reporting system – the role of WP
leaders
Workpackage leader
Participants

leaders
Workpackage leader
Participants
Navigation tree of entire reportNon-editable text printed in report
Editable text printed in report
Instructions not printed in report

leaders
Coordinator instructs WP leaders
Assigning EU-xpert assignments
Assigning EU-xpert assignments
Title assignment
Instruction for assignee
select assignee(s)Default assignment status = openDue date for assignmentSend email with deeplink to assignee
Save & send assignment

Online reporting system – the role of
Participant
In mailbox assignee
Partner can enter text by typing …… or pasting Word document

Participant
adjust import settings if needed before importing
Inserting picture from desktop

participant
See previous edits of other authors … and compare modifications

leaders
Inform assigner that work is done …
…and change the assignment status to Done

An assignment can have four states:
1. Open: the assignment has been
assigned to a participant and is in
progress,
2. Done: the Participant has finished
editing,
3. Sign-off: the Workpackage leader
has checked the work and accepts it,
4. Closed: the Project management
office closes the edit assignment.
Project
Management
Office
Workpackage
leader
Participant
Close
assign
assign
edit
Finished
(Done)
Sign-off

coordinator

Supports the coordinator’s
responsibilities:
• Financial planning
• Project cost reporting
• Distribute EC-contribution
• Financial management

• Coordinator invites beneficiaries to EU-fin
(financial contact persons)
EU-Fin

participant
Select work package
Planned budgets and person
months are shown
Actual costs and person months
have to be entered
And, if necessary, the adjustments
to previous periods
Repeat for each work
package

Click on
‘project
costs’ in the
navigation
panel
Select work
package
Select periodPlanned
budgets and
person months
are shown
Actual costs
and person
months have to
be entered
And, if
necessary, the
adjustments to
previous
periods
Save the
entered
information
Repeat for each
work package
participant

coordinator
Enter explanation of the actual
costs

• Coordinator generates necessary reports
A3.1
EU-fin
Various other reports
Distribution of EC-contribution
Explanation of use of resources
Summary financial report

Select parameters
and location in table
The overview is generated
Select page
Change columns shown
Select the relevant
periods
The new overview is generated
The overview adjusts automatically
Change the location of the parameter
Hide parameters
Export overview to Excel or PDF

2013 reporting

2013 reporting +60d - Month 20 (AUGUST)
Submission of reports to the EU
(due to vacations in NL: July 15th !)
Month 18 (JUNE)
All partner contributions
submitted to the coordinator

Activity Deadline
2013 reporting deadlines

Activity Deadline
Coordinator sends out tasks to WP leaders (scientific)
and Participants (financial)
May 7th

Activity Deadline
May 7th
WP leaders send out tasks to Participants May 15th

Activity Deadline
May 7th
Participants have their reports ready June 14th

Activity Deadline
May 7th
WP Leaders have their WP reports ready June 30st

Activity Deadline
May 7th
Participants have their financial reports ready June 30st

Activity Deadline
May 7th
Coordinator has checked all reports July 8th

Activity Deadline
May 7th
Coordinator has checked all reports July 8th
Coordinator submits reports to EU July 12th

Remarks?
Questions?

...with CASCADE there is always hope...

Cascade eu reporting - erik van den elsen v.1.0.rh

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