“Reporting Procedure for I3” Seadatanet kick-off Heraklion, June 8-9, 2006 Lorenza Saracco, European Commission DG Research

I3 contract of 5 years, starting April 1 st partners, 8.5 M€ of EC contribution 5 reporting periods Audit certificates after P2, P4 and P5 + special clause 39 (no intermediate audits for participants with cumulative requested contribution less than €) Mid-term review after P2 SEADATANET contract

A.Periodic activity report describing the progress made during the reporting period B.Periodic management report justifying the costs incurred and the resources deployed by each contractor C.Periodic report on distribution of Community’s contribution to each contractor  “Guidelines for preparing the Annual Report” provide instructions to prepare these reports Reports to be submitted (according to Article II.7 of Contract)

Progress report Summary of the activities and major achievements Summary of progress and major achievements at project level Management activity Main management aspects, problems encountered and corrective actions taken Progress report for each individual activity Report on the progress made at the individual activity level Update of the non-confidential Project Information List of deliverables Compilation at project level of all deliverables + CD-Rom Use and dissemination of knowledge A.Periodic Activity Report

Work progress and achievements with reference to planned objectives and role of contractors involved  To allow justification of major costs incurred and resources deployed by each contractor and declared in the management report Deviation from planned work and corrective actions taken/suggested List of deliverables/milestones achieved during reporting period compared to those specified in Annex 1 List of major meetings, workshops organised Progress report (for each individual activity)

Description of the publicity concerning the new opportunities of access Description of the selection procedure included the list of selection panel members (DB) List of user-projects (DB) List of users (DB) Scientific output of the users at the facilities included the list of publications resulting from their work carried out under the TA activities Users meetings Progress report for transnational access activities

Justification of the major costs incurred and resources deployed by each contractor Linking them to the activities implemented in the project Financial statements (Form C), for each contractor - Reported costs must be actual (i.e. actually incurred, not budgeted or estimated) and necessary for the project (i.e. directly linked to the activities described in Annex 1) - With Audit certificate where required Summary financial report consolidating costs of contractors B. Periodic Management Report

"Activity number - Descriptive Title" Total effort in person- months (1) Cost category Actual direct eligible costs (€) Justification of costs description of expenditure and link to the specific work carried out (e.g. Subtasks, work packages, …) Personnel cost (2) Cost item 2 … … Total direct eligible costs Total indirect costs Total costs (3) Global estimate of the total costs for AC contractors (not only the eligible costs) Justify any deviations with respect to the planned budget: (1) AC contractors must include both the total estimated human effort (including permanent staff) and, in brackets, additional staff only. (2) Totals should correspond to the respective figures on FORM C - Financial Statement Justification of the major costs incurred and resources deployed during reporting period

Report on the distribution between contractors made during the reporting period of the Community financial contribution C. Periodic report on distribution of Community’s contribution to each contractor

D.Detailed Implementation Plan for the next 18 months period l Providing a detailed description of the work to be carried out over the next 18 months together with a detailed financial plan for the same period l Approval of detailed implementation plan by Commission represents an automatic amendment of Annex 1 of the contract

Research Infrastructures on CORDIS (FP6) Useful links