Coordinating EC Research Projects Paul Drath Singleimage Limited 3 Foundry Walk St Ives Cambs PE27 5FW phone fax

Project Coordination© Singleimage Coordination in EC RTD projects EC Coordinator Principal contractors Contractual alterations Contract agreements Cost statements Deliverables Progress reports Review reports Cost statement reports Payments

Project Coordination© Singleimage Project management structure - Delphi Management Board Management committee Project manager (WP6) Manager WP1 Manager WP2 Manager WP3 Manager WP4 Manager WP5 Exploitation managers Partner managers

Project Coordination© Singleimage Project management - proposal 8 Management committee Research technical committee Manager WP1 (University A) Manager WP3 (University B) Manager WP5 (University C) Manager WP2 (Company X) Manager WP6 ( Company Z) Industry technical committee Manager WP4 (Company Y)

Technical Committee Supervisory Board Project Management Committee Workpackage Leader (WP1) Workpackage Leader (WP2) Workpackage Leader (WP3) Workpackage Leader (WP4) Contractor A Manager Contractor B Manager Contractor C Manager Contractor D Manager A B C D AA B B CC D

Project Coordination© Singleimage Roles & responsibilities

Project Coordination© Singleimage Project management structure n Distributed responsibility n Delegated authority n Roles not people n Management processes

Management processes Budget meuro PartnersDurationPMC members PMC meetings TMTMC EDS paYes FRAMES /134 paYesPM,TM, WP RAINBOW paYes? QUARTET ?NoPM, WP

Project Coordination© Singleimage Consortium agreement PMC powers and processes budget transfers contract changes rescheduling publications and dissemination Default - costs Unified consortium agreement royalties for academics access rights for exploitation

Project Coordination© Singleimage Project planning T3.1.1 T3.1.3 T3.1.2 T3.2 T2.4 T2.2 T3.3

Project Coordination© Singleimage Project planning Maximum activity size Tolerance margins Intermediate deliverables Replanning Plan approval

Project Coordination© Singleimage Deliverables

Project Coordination© Singleimage Tangible deliverables

Project Coordination© Singleimage Quality assurance

Project Coordination© Singleimage Approving deliverables Approved draft from WP Editor Project Management Team 7 days to comment Editor 1-3 days for updating Project Management Team 7 days to approve or not Project manager Not approved European Commission Approved

Project Coordination© Singleimage Project administration

Project Coordination© Singleimage Project handbook Project objectives Organisation & responsibilities Management reporting Financial reporting Document control Quality procedures External presentations Project plan Contact lists

Project Coordination© Singleimage Management reports Per Who year –Task progress report 12 Task Leader –Workpackage progress report 4 WP Leader –CEC management report 4 Project Mngr –Technical progress report 2 Technical Mngr –Periodic progress report 2 Project Mngr –Cost statements 2 Contractor Mngr –Edited PPR 1 Project Mngr

Project Coordination© Singleimage Payments EC Contractors Coordinator allowable costs allowable costs audit audit advance advance progress payments progress payments final payment final payment EURO

Project Coordination© Singleimage FP6 - cost models euro Personnel costs Overheads FCACFFCF Other direct costs

Project Coordination© Singleimage Audit certificates Costs differ by no more than 2.5% of claim Confidence level of 95%

Project Coordination© Singleimage Audit certificates Costs not ineligible Related to project In official accounts Within time period Actual hours in time records

Project Coordination© Singleimage Payment timings (FP5) EC contribution % 4 Years Cumulative costs (50%)

Project Coordination© Singleimage Payment timings (FP5) 4 Years Cumulative costs (50%) Cumulative payments - theoretical EC contribution %

Project Coordination© Singleimage Payment timings (FP5) 4 Years Cumulative costs (50%) Cumulative payments - theoretical EC contribution % Cumulative payments - actual

Project Coordination© Singleimage FP5 cash flow

Project Coordination© Singleimage Months Activity report Reported costs Activity reportDetailed work plan Reported costsAdjusted advance Activity reportDetailed work plan Reported costsAdjusted advance Activity report Reported costs Detailed work plan Adjusted advance Detailed work plan Initial advance (Four year contract) Integrated projects – payments and reporting schedule

Project Coordination© Singleimage Cumulative cash flow (IP)

Project Coordination© Singleimage Contract - signature Signed between EC and co-ordinator or common legal structure Accession to the contract Request for accession to the contract

Project Coordination© Singleimage Contract - responsibilities Participants share –Joint and several technical responsibility –Joint and several financial liability Consortium agreement –mandatory (usually) –Signed before EC contract signed

Project Coordination© Singleimage Contract - finance Framework 5 Framework 6

Project Coordination© Singleimage Joint & several financial liability

Project Coordination© Singleimage Access to IPR Pre-existing know how Results

Project Coordination© Singleimage Access rights Project Use Pre-existing know how Results Royalty free unless* Royalty free Reasonable conditions Royalty free unless*

Project Coordination© Singleimage Changing resources € Contract change Call Change a partner NoUnlikely Add a partner NoYes (consortium) Add budget Yes (EC)

Project Coordination© Singleimage Subcontracting FP5 –EC permission if >20% of participant’s cost –Subcontracted management not eligible cost –Subcontracted management often not allowed FP6 –Not core research –Needs EC approval –Subcontracted management: see financial guidelines

Project Coordination© Singleimage Management reports Technical achievement (by WP or partner) Issues and actions Red flags and recommended actions Meetings Changes in deliverables Effort per partner – estimated v budget

Project Coordination© Singleimage Management reports - effort

Project Coordination© Singleimage External monitoring Green Yellow Red Exploitation Technical progress Management performance

Project Coordination© Singleimage EC project reviews Accept/reject deliverables Independent reviewers Format and frequency

Project Coordination© Singleimage Review agenda (Growth) –Project overview10 –Response to previous actions20 –Management report20 –Detailed review30 * n –Achievements10 –Exploitation & dissemination60 –Future plans20 –Discussion20 –Demonstration

Project Coordination© Singleimage Review preparation Deliverables Periodicprogressreport Rehearsal Demonstration

Project Coordination© Singleimage Progress review report (IST) Summary Work progress overview Project management and co- ordination Cost breakdown Information dissemination & exploitation of results Publishable version

Project Coordination© Singleimage Periodic Progress Report (Growth) (Publishable) summary Objectives Scientific & technological performance Deliverables due/made Exploitation & dissemination Management & co-ordination

Project Coordination© Singleimage Support project management Synchronise with milestones Tangible deliverables Team building

Project Coordination© Singleimage Concertation and clustering The contractors agree to co-operate with other projects

Project Coordination© Singleimage Nothing in life is certain, except death and taxes