S L H C – P P Management Tools Kick-off Meeting April 8 th, 2008 Mar CAPEANS CERN This project has received funding from the European Community's Seventh Framework Programme (FP7/ ) under the Grant Agreement n o

Outline Reporting to the EC – Technical Progress and Financial Periodic Reports – Financial reporting timeline for SLHC-PP SLHC-PP Management Tools – Overview and schedule Other Electronic Tools April 8, 2008M.C.2

Reporting to the EC SLHC-PP has received funding from the European Community's Seventh Framework Programme (FP7/ ) under the Grant Agreement n o Therefore EC reporting rules apply The EC will monitor the project technically and financially at the end of each reporting period: April 8, 2008M.C.3 P1: from month 1 (April 2008) to month 12 (March 2009) P2: from month 13 (April 2009) to month 24 (March 2010) P3: from month 1 (April 2010) to last month of the project (March 2011) P1: from month 1 (April 2008) to month 12 (March 2009) P2: from month 13 (April 2009) to month 24 (March 2010) P3: from month 1 (April 2010) to last month of the project (March 2011)

Reporting to the EC The beneficiaries, via the Coordinator, shall submit the following reports to the Commission: April 8, 2008M.C.4 1.The deliverables identified in Annex I 2.A periodic report within 60 days after the end of each reporting period, including: Progress of work towards the objectives of the project Explanation of the use of the resources Financial Statement (Form C – Annex VI of the Grant Agreement) from each beneficiary together with a summary financial report 1.The deliverables identified in Annex I 2.A periodic report within 60 days after the end of each reporting period, including: Progress of work towards the objectives of the project Explanation of the use of the resources Financial Statement (Form C – Annex VI of the Grant Agreement) from each beneficiary together with a summary financial report

Financial Reporting at Institute Level April 8, 2008M.C.5 Personnel Travel Material TimesheetTimesheet Collection, Consolidation Form C ClaimClaim Collection, Consolidation Acquisition Collection, Consolidation CET FI-F Keep supporting documents (paper copies) of all costs

Time Sheets April 8, 2008M.C.6 Timesheets record personnel working hours. EC requests a system that certifies the number of hours worked in order to declare a cost as eligible. A contract, as a document signed before the work is actually performed, would not be sufficient. ~ 75% SLHC-PP direct costs are costs of Personnel

Form C, Institute level April 8, 2008M.C.7 RTDCoordinationSupportMgt Personnel Subcontracting Other Direct Costs Indirect Costs

SLHC-PP Financial Reporting Timeline MONTHLY QUARTERLY REGULARLY YEARLY 1 st April to 31 st March of next year + 60 days

Financial Reporting at Project Level Form C “Form C”s Form C YEARLY 4 weeks Consolidation at Project Level 2/3 weeks Consolidation at Beneficiary Level

Summary of SLHC-PP Financial Reporting April 8, 2008M.C.10 MONTHLY Individuals submit Timesheets QUARTERLY Institutes submit Internal Cost Claims YEARLY Institutes submit Form C + Audit Certificates To demonstrate that all personnel costs are directly related to the project Effort monitoring in PM To monitor the costs of each partner by activity and cost category (personnel, travel, materials) To get reimbursement of the cost incurred by each partner

Management Tools April 8, 2008M.C.11 AManagement of SLHC-PP General project monitoring structure for financial reporting and project progress management tool BSLHC Implementation Project monitoring structures and a finance management system for the SLHC implementation (accelerator and experiments) One of the main aims of SLHC-PP WP2 and possibly WP3 and WP4

A: CERN PPT for EU projects CERN/IT-AIS has developed a Project Progress Tracking (PPT). It has been used by ATLAS, LHC, CNGS, APT The tool has been adapted to manage EU projects in FP6. PPT- EU has been used by EGEE (funding over 30 M€ from the EC, ~1000 members), ETICS… and it will be used for EGEE3 and ETICS2 in FP7 Web based, accessible to all beneficiaries April 8, 2008M.C.12 Functionality: – Members Database – Activities Management – Data collection (timesheets, cost claims) and reminders – Data repository for EC mandatory reporting Functionality: – Members Database – Activities Management – Data collection (timesheets, cost claims) and reminders – Data repository for EC mandatory reporting

CERN PPT-EU for SLHC April 8, 2008M.C.13 SLHC-PP Administrative Management SLHC-PP Progress Tracking SLHC Mgt Phase 1Phase 2Phase 3 End of May 08 Tool available to SLHC-PP Beneficiaries End of May 08 Tool available to SLHC-PP Beneficiaries

Phase 1 Preparation ADMIN TOOL Preparation of Timesheets April 8, 2008M.C.14 Request: Provide a list of members per WP, and their role (member, activity supervisor, WP leader, etc) Instructions and templates will be provided Request: Provide a list of members per WP, and their role (member, activity supervisor, WP leader, etc) Instructions and templates will be provided

Phase 2 Preparation PROJECT PROGRESS TRACKING Annex I contains defined dates for EC DELIVERABLES and EC MILESTONES. Typical granularity is: April 8, 2008M.C.15 WP Task 1Task 2 D 1.1D 2.1 M 1M 2 D 1.2D 2.2 D 1.3 Request: – Produce a proper WBS of each WP (broken down in tasks and subtasks), with a set of internal deliverables to help/ensure that EC deliverables are attainable on schedule, within budget Request: – Produce a proper WBS of each WP (broken down in tasks and subtasks), with a set of internal deliverables to help/ensure that EC deliverables are attainable on schedule, within budget

Example: WP1 deliverables and milestones April 8, 2008M.C.16 WP1: SLHC Project Management Task 1: Steering of the Consortium and project follow-up Task 2: Dissemination M 1.1Kick-off meetingM01 D 2.1SLHC-PP Web SiteM03 M 1.2Annual Meeting 1M12 D 1.1Periodic reportM14 M 1.3Annual Meeting 2M24 D 1.2Periodic reportM26 M 1.4Annual Meeting 3M36 D 1.3Periodic reportM38 D 1.4Final ReportM38 EC Deliverables and Milestones Internal Deliverables and Milestones Not visible to EC

Phase 2 Preparation PROJECT PROGRESS TRACKING Members are assigned to partners Members are assigned to tasks or subtasks Tasks and subtasks have a defined duration April 8, 2008M.C.17 Request: – Define the assignments above for each WP Request: – Define the assignments above for each WP

Targets All the information will be collected by the WP leaders (via templates) Deadline: May 5 th Target: Timesheets for April and May collected with the tool April 8, 2008M.C.18 Next steps: – May 6 – 13: enter data (by SLHC-PP Admin team) – May 26: Admin Tool (Phase 1) available to all beneficiaries Next steps: – May 6 – 13: enter data (by SLHC-PP Admin team) – May 26: Admin Tool (Phase 1) available to all beneficiaries Timesheets for April and May must be filled in Excel Templates Target: Collect Timesheets with the tool from June

SLHC-PP Admin Guide SLHC-PP Administration Guide being prepared by Admin team First draft available towards the end of the week: April 8, 2008M.C.19 Contents: – Summary of FP7 rules: EC reporting, finances, timescales – SLHC-PP internal rules for reporting and financial matters (personnel costs, travel and materials claims, etc.) – Links to EC reporting templates and forms Contents: – Summary of FP7 rules: EC reporting, finances, timescales – SLHC-PP internal rules for reporting and financial matters (personnel costs, travel and materials claims, etc.) – Links to EC reporting templates and forms

SLHC-PP Web Public pages: Internal pages, password protected, will be prepared April 8, 2008M.C.20

SLHC-PP Documents in EDMS Restricted access to SLHC-PP members -member list under preparation Storage, approval, versioning of documents, release procedures… April 8, 2008M.C.21

SLHC-PP Indico April 8, 2008M.C.22 Management of conferences, public and internal meetings Contributions and Minutes Repository Calendar of events

Questions Please, contact SLHC-PP management/admin team at CERN – s, phones of the team and expertise will be available soon in the SLHC-PP Web Site EC Guides: April 8, 2008M.C.23