RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE 1 Technical seminar (WP0 – international & local coordination) 7th RENAISSANCE meeting, Lyon, 28th April 2009 Raphaëlle Gauthier Project coordination, Hespul

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE Objectives To “re-present” the core element of the local coordination tasks To report on observed dysfunctions at local & project level Based on these elements To find collective “corrective measures” to avoid any delay, for the coming years 2

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE 3 technical session WP0 State of implementation - April 2009 : theoretically, nearly ¾ of the project implementation ! Role of local coordination (overview/management) Read Annex I (full project) - to get an overview of what your community has planned to achieve What has been achieved ? What is missing ? Read next 18 month Report, to get an overview of where partners stand- what they have planned Foreseeing progress and identifying potential problems Report to Project coordinator /PSG when necessary (progress/difficulties) Key element : the success of this project = your partners’ success

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE 4 Technical session WP0 tasks of local coordinator Administration/Financial management : Management of your community on a everyday basis Provide guidelines and assistance to your partners, that they are able to deliver work in time and/or to let you know if they have problems Supervision of EACH of your partner budget/activities- cf xls document (budget & Activities.xls per partner)- declared/foreseen/Final result- –Financial key documents are A3.1 (full budget) - A.3.3 (next 18 months) in the end of the Annex 1 –Provide overview/assistance on “financial forecasting” : Make sure that financial forecasting “stick” to what is planned (closest to reality).

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE 5 Management overview Project Management structure

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE 6 Management overview Local management structure

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE 7 How to handle reporting process ? Suggestions List of documents (sent by project coordinator) : Deliverables summary: what ? Who’s involved ? Additional information needed ? Template of annual report (caution : all partners covered ? major cost items covered ? next 18 months description ?) Updated financial sheet of xls doc/ Year 3 DG TREN validation ? Local coordination (close collaboration needed with each partner/ local leaders) : Preparation of their xls doc (description + financial declaration) ? + visit each partner ? Adequate fulfilment of xls doc (description activities + financial sheet) Precise consistence between xls doc & Form C & Audit certificate (flexibility : Clause 39) Make sure “major Costs” are justified Assistance to WP Leader on Annual report production (clearly identify what is asked from them + others involved partners/ locally-internationally). FINAL CHECKING : comparison of figures between xls/Form C/Audit certif + check “activity description” in xls doc.

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE 8 How & what ? The need of having one and single common format for each partner : fulfilment of xls document by partners (Description activities + Financial declaration) + Mandatory Language : English For Annual Report progress : WP (local) leader Who? List of main authors (responsible) : WP0 : WP0.1 : Renaissance coordinator (Hespul/GL) + WP0.2 : local coordinator (GL/Hespul + UdZ) WP1: Renaissance leader by sub-WP, i.e.: WP1.1 (UdZ-FINAL/FINAL), WP1.2 (INSA), WP1.3 (LoM !!??), WP1.4 (Urbic), WP1.5 (UdZ) WP2 : separated annual report for WP2.1/2.2 per community (local leaders: UdZ/ Hespul-Enertech) but common for WP2.3 (INSA + UdZ) WP3 : local Leader (SPLA Lyon confluence + SMZV+EVZ): annual report per community WP4 : Renaissance leader (Hespul) WP5 : Renaissance leader (Ayto.Zaragoza) Deadline : mid- October 2009 : To be sent to the Renaissance Coordinator Example : proposed Methodology for the Reporting Period 4

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE Example : proposed agenda for Reporting Period 3 Thursday - 18 th September: launch of the procedure (& especially xls doc)! Friday -19 th September 2008: Hespul => Local coordinator all « Budget_activity.xls document”/partner. => EACH Local coordinator to his/her partners Period between 19/09 => 6/10/2008 (2 weeks): Fulfilment of the “Budget_activity.xls document”/partner, with active exchanges with Local coordinator, if necessary. Wednesday 25 th September (Launch of Annual Progress Report per subWP): Hespul => to ALL subWP Leaders + Local Coordinator, with Annual progress report Monday the 6 th October 2008: FINALISATION of Budget_activity xls document sent it to its Local coordinator One week for Local coordinator to double check/verify & validate these xls doc. Monday 13 th Oct.: VALIDATION of “Budget_activity xls document” validated Budget_activity xls document, = BASIS of its Form C + Audit Certificate, + each Annual Progress Report Monday 20 th Oct.: FINALISATION of the ANNUAL PROGRESS REPORT & other Deliverables (see below) + Annexes. Monday, 3 rd Nov.: 1) Each partner should send its definitive Form C + Audit certificate to his/her Local Coordinator. 2) Local coordinator should send all Form C + Audit certificate to Hespul From 3 rd Nov until the end of November: work of Project coordinator (Hespul) 9

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE Project coordination : Observed dysfunctions during last reporting process Delay to submit financial data, reports, annexes Not using the documentation sent by the project coordinator (but used their “own” documents) Xls document (budget & Activities) = activity description sometimes missing & not in English Activity report not covering all involved partners’ activities, Annex not included or missing No justification of major costs (important for Demonstration; Monitoring,Dissemination (if production), subcontracting activities) ➠ double/triple/etc. checking is then needed (wasting time for all) 10

RENAISSANCE : a CONCERTO project financed by the European Commission on the six framework programme RENAISSANCE - LYON - FRANCE Corrective measures ? suggestions (from project coordinator) : by local coordinator : to send a short summary /3 months to project coordinator (and PSG ?) on updating local progress (per sub-WP) To make sure that partners have « foreseen » (scheduled) this reporting process in their annual « work plan » Make sure that the “major costs” are “justified” (especially for WP3 + WP2 (monitoring equipments) Meeting each partner far before the annual reporting process To change the calendar to report ?? To be done late summer ? 11