INFSO-RI Enabling Grids for E-sciencE Severine Bergerot EGEE-2: Period 1 reporting instructions

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November Content Feedback on the internal cost claim process Timeline for the project Project reporting Timescale: Partner Contributions required Summary

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November Feedback on ICC 70% submitted in time A few partners were very late In general, lack of consistency and detail ACTIONS: Prepare a dossier for your auditors with any line of cost documented Contact your auditors already and plan a date for the audit as the timeline in January is very short

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November EU deadlines: Summary of what the project must submit By Tuesday February 15th, 2005 at the latest: –The project has to deliver a Project Management Report including a financial report to the EU. –This report includes for the financial part:  The contractors’ Form C and audit certificate,  A description of the work performed by each contractor at the activity level to support the expenses claimed  Severine Bergerot, EGEE financial officer, will produce consolidated Data and analysis of expenses at a cost category level from the comprehensive contribution by each partner (see Reporting timescale). This timely submission is a necessary condition for the launch of the process for the issuance of the second pre-financing.

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November EU deadlines: Summary of what the project must submit By Wednesday January 19th, 2005: For the review, the following reports have to be issued and provided to the reviewers: - A provisional financial situation with the description of the work performed by each contractor at the activity level to support the expenses claimed - A periodic effort report

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November Project reporting Timescale: Partner Contributions required Therefore we have established a three-step process. The information required has been reduced to its minimal level in order speed up the process. Nevertheless, please note that all the required information is necessary and mandatory. No sections should be left blank.

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November Step1: Friday December 10 th, 2004 By Friday, December 10th at the latest: Partners send to –an estimation of costs incurred for the first period (April 1st 2004 to December 31st 2004)

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November Summary of costs incurred

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November By Friday, December 10th at the latest: Partners send to –an estimation of costs incurred for the first period (April 1st 2004 to December 31st 2004) –and a description of the work performed by the contractor at the activity level to support the expenses claimed. This explanation should be about one paragraph (i.e. 5-7 lines) per activity and should be as specific as possible.

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November Description of work Performed

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November By Friday, December 10th at the latest: Partners send to –an estimation of costs incurred for the first period (April 1st 2004 to December 31st 2004) –and a description of the work performed by the contractor at the activity level to support the expenses claimed. This explanation should be about one paragraph (i.e. 5-7 lines) per activity and should be as specific as possible. –

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November Step2: Wednesday, January 5th, 2005 By Wednesday, January 5th, 2005 at the latest All timesheets for P1 are filled in and validated in the PPT Tool. We strongly recommend that you fill in the timesheets as soon as possible, even in advance in December. Any effort not reported at that time will not be accounted for

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November Step3: Wednesday February 2nd, 2005 By Monday January 31st, 2005 at the latest Partners send to the project office by courier in three copies –their signed Form C for the first period –accompanied by the audit certificates. In parallel, partners send by to project-eu-egee- –their form C –and the consistent internal cost claim –The ICC is necessary to produce consolidated Data and analysis of expenses at a cost category No incomplete package will be considered as satisfactory. Further payments might be retained

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November SUMMARY Friday, December 10th 2004 Partners  PO -Provisional Summary Cost Claim -Cost Justification by a description of work performed Wednesday, January 5th, 2005 Partners  PO -Timesheets submitted and validated in PPT -NB: It can be done in advance! Wednesday January 19th, 2005 PO  EU Material to the reviewers: -Periodic reports, - Provisional Management report Monday January 31st, 2005 Partners  PO -Form C, and Audit Certificates -Consistent Internal Cost Claim for complete detail -(justification of work performed has already been submitted) Tuesday February 15th, 2005 PO  EU -consolidated Cost Claim -and financial Report to the EU

Enabling Grids for E-sciencE INFSO-RI Second EGEE conference, Den Haag - 23rd November How to find me? helpdesk on Thursday 25 th from 9am to 1pm to answer all your questions on PPT and cost claims in room KAPPF. intranet/index.htmlhttp://egee-intranet.web.cern.ch/egee- intranet/index.html