4th. Plenary Meeting, Edinburgh, 25-28 May 2010 6th framework programme Research Infrastructures Action Integrating activity 4th. Plenary Meeting, Edinburgh, 25-28 May 2010 Management, Administration and Finance Part.

► end of the project = 31 March 2011 TREEBREEDEX - 4th Plenary Meeting, Edinburgh 25-28 May 2010, Administration & Finance 1 – Modified Schedule: “ Extension “ ► end of the project = 31 March 2011 ► Reports in Brussels : 15th May 2011 2 – Amendments 3 – Reports : 4th Periodic report and Final Report 4 – Funds Distribution

Requests for Amendment TREEBREEDEX - 4th Plenary Meeting, Edinburgh 25-28 May 2010, Administration & Finance Requests for Amendment Sept. 2009 to May 2010 Stichting DLO as 3rd Party (P16) Lourizan (P24) Extension Stichting DLO as a Partner (P16) IF-LRCAF (P15) ► approval ….

4 th. Periodic Report = as usual, JoRd + Form C + new A2C & letters TREEBREEDEX - 4th Plenary Meeting, Edinburgh 25-28 May 2010, Administration & Finance 4 th. Periodic Report = as usual, JoRd + Form C + new A2C & letters + 2nd Audit certificate [ 1st June 2008, 31st March 2011 ] ► 10th May 2011: Partners’ reports are in Orleans

TREEBREEDEX - 4th Plenary Meeting, Edinburgh 25-28 May 2010, Administration & Finance 2nd Audit Certificate Model & Reminders to be sent to the auditor with the order (.zip) (the file ‘Audit.zip’ will be available on the web, to be forwarded to the Auditor) Unbound copies. Details are useless (direct costs vs. indirect, year3 vs. year 4, Management vs. OSA , etc.). No use giving annexes or other tables (risks for discrepancy) => 2 pages are enough. MODEL = what is mandatory + good wording; see the Financial Guidelines, p. 216 for notes & explanations. Other option with Third Party in the Financial Guidelines, p. 219. Help available: in the Financial Guidelines & annex II (website). Or see:ftp://ftp.cordis.europa.eu/pub/documents_r5/natdir0000035/s_2034005_20050316_104305_2034en.pdf and more on Cordis Website (FP6): http://cordis.europa.eu/fp6/find-doc-management.htm#finguid Auditing Period = 01 June 2008 to 31 March 2011; one certificate is enough (period referred to). If 2 certificates are made: a) 01 June 2008 to 31 May 2009 and b) 01 June 2009 to 31 March 2011. Adjustment, 2 solutions: * Either the auditor asks at once for a modification of the 4th form C: specific costs for the 4th period may be directly corrected (from the JoRd step), or a global adjustment may modify the eligible amount; in this case, the adjustment amount is also reported by the partner in the 4th JoRd with a short explanation given at the end of the table, or in accordance with the total amount said eligible in the certificate, you re-do by your own the 4th Form C so that the final sum of declared costs for 3rd and 4th year together copes with the certificate (no need for the auditor to tell within the certificate the required adjustment; these reviewed 4th JoRd and 4th Form C are not ‘necessarily’ to be checked again by the auditor). Certified Amount = Final Sum “ 3rd Form C + 4th Form C ”, and 4th JoRd accordingly. If Management part is significant, use the 2 cells (Management + OSA) in the new Form C. Cost Model, said: Full Cost with actual indirect costs (FC) or Full Cost with indirect Flat rate costs (FCF) or Additional Costs with indirect flat rate costs (AC) Check list Full Partner’s name and acronym (cf. Form C) Auditor’s data Auditing period Box 2: Global eligible costs for the auditing period, in figures & words Cost model Boxes: 3, 4 Box 6: Price of the Audit certificate … in which VAT is…, in figures & words

Final Report = In the guidelines: TREEBREEDEX - 4th Plenary Meeting, Edinburgh 25-28 May 2010, Administration & Finance Final Report = In the guidelines: In addition to the annual report for the last reporting period, the consortium shall submit a Final Report to the Commission after the end of the project. This report summarises the project’s activities over its full duration. It includes the following parts: a final activity report, covering the main aspects of the work, objectives, results and conclusions, including a summary of all these aspects. B. a final management report… C. Funds Distribution. “The format and instructions to prepare the Final Report will be given at a later stage”. ( ← P.O.) Reports must be submitted by the Co-ordinator within 45 days from the end of the reporting period ….

Final Report = Final Activity Report, over the 58 months (48+10): TREEBREEDEX - 4th Plenary Meeting, Edinburgh 25-28 May 2010, Administration & Finance Final Report = Final Activity Report, over the 58 months (48+10): an overview & analysis, results /objectives, conclusions, summaries, … + plan for using & disseminating the results Review the DoW and explain the implementation of the work, show where (how) achievements (gaps/ weaknesses) took place inside the concrete process (scientific and management point of view), what specific efforts had to be made, which idea rose up from a task, … All deliverables should be valued, major differences done / planed work explained. ---> ? Final Public Webpages ? Foresee further developments and assess their chance to happen: Updatings: FRM contacts, equipments? Monographs to be promoted? Which decision or better understanding for sharing data: protocols modification? Interest on how to follow the exploitation of new BZ? Expected consequences, benefits for the scientific community, towards a next collaboration (e.g. for an I3 as a scheme)? … Any action (sight) that could value this work beyond the end of the project. ► 10th May 2011, completed, in Orleans.

Effort (Person * Months), 3 years versus Planed TREEBREEDEX - 4th Plenary Meeting, Edinburgh 25-28 May 2010, Administration & Finance Effort (Person * Months), 3 years versus Planed

Effort (Person * Months) TREEBREEDEX - 4th Plenary Meeting, Edinburgh 25-28 May 2010, Administration & Finance Effort (Person * Months) Working time reported in 3 years vs. planed (4 years) At the end of the project, Difference to be explained for each Activity when significant.

TREEBREEDEX - 4th Plenary Meeting, Edinburgh 25-28 May 2010, Administration & Finance

3rd Breakdown after Review, 14 April 2010, TREEBREEDEX - 4th Plenary Meeting, Edinburgh 25-28 May 2010, Administration & Finance 3rd Breakdown after Review, 14 April 2010, following to acceptation for P1’s funding, 2nd + 3rd years, and correction.