Kick-Off Meeting, Barcelona, 7 th November 2012 Management – Practical Matters Paula Newton (EUPORIAS Project Manager) Met Office

hello hola hej hallo olá ciao a tutti bonjour Bună Ziua grüezi EUPORIAS

Programme Management and Governance Structure Reporting to the EC Payment Schedule/Finance Plan Deliverables in the first six months Website Acknowledgement Template HELP! Management – Practical Points

European Commission Co-ordinator General Assembly Management Board Special Interests Management Group Stakeholder Group Users and research Community Project Office Advisory Board EUPORIAS Management and Governance

Grant Agreement Programme Management and Governance C ORE T EXT ( INCLUDING S PECIAL C LAUSES ) A NNEX I (D O W) A NNEX II (G ENERAL C ONDITIONS ) A NNEX III (S PECIAL P ROVISIONS ) O THER A NNEXES AND T EMPLATES /F ORMS

Consortium Agreement Programme Management and Governance R ESPONSIBILITIES M ANAGEMENT AND G OVERNANCE R IGHTS AND O BLIGATIONS C ONFIDENTIALITY O WNERSHIP OF R ESULTS A CCESS R IGHTS

Starting 1 November 2012 for 51 months – Reporting Periods: First: Month 1 – 18 1 Nov 2012 – 30 Apr 2014 Second: Month 19 – 36 1 May 2014 – 31 Oct 2015 Third : Month 37 – end of project 1 Nov 2015 – 31 Jan 2017 Technical Project Review – Independent mid-term review, held at request of EC – Around Autumn 2014 Reporting to the EC: Project Duration and Reporting Periods

Deliverables Periodic Report: – Overview (including summary of progress of work towards project objectives) – Use of the resources (including explanation) – Financial Statement (Form C) from each partner, plus a summary financial report – Any accompanying financial certificates (audit) where appropriate References of all scientific publications (by co-ordinator, relating to foreground) Reporting to the EC: EC Requirements

Deadline to submit progress reports to the EC is 60 days after the end of the reporting period: – EUPORIAS First Reporting Period: – Deadline – end of June The EC has 105 days, from the date of submission, to evaluate the reports and disburse payment: – EUPORIAS First Reporting Period: – Deadline – Mid-October Note: If EC requires clarification or additional information, the ‘clock will stop’ until EC is satisfied. Reporting to the EC: Reporting Deadlines

Pre-financing There is a connection between the reporting and the payments to the Consortium by the EC There will be two interim payments - after the approval of the reports from the reporting periods Interim payments based on amounts declared in periodic report The total amount of the pre-financing and interim payments cannot exceed 90% of the maximum financial contribution Final payment – include any adjustments such as the guarantee fund release Payment Schedule/Financial Plan

IMPORTANT!! Incurred and reported costs have to be eligible – Actual costs, not estimated or budget Important to keep auditable records (timesheets for time recording, travel/proof of spend/proof of travel) Can be audited up to five years after the end of the project WARNING – incorrect claims will result in a delay in payment to ALL partners Eligible Costs

Deliverables due in the first six months Year MonthNovDecJanFebMarApr Project month WP1D1.1 WP2MS1D2.1 WP3 WP4D4.2 D4.1 D4.3 WP11MS3 WP12 D12.1 MS6 WP21 WP22MS19 WP23 MS21 MS22 Annual Meetings LabelLeadDescription D1.1Met OInternal Project Website D2.1Met OReport on recommended priorities for Horizon 2020 D4.1Met OProject Pack D4.2Met OUpdated Dissemination Plan D4.3Met OExternal Project Website D12.1UnivleedsLiterature review of the use of S2D predictions across all sectors

LabelWPLeadDescription MS12Met OECOMS Board first meeting to discuss priorities for European S2D climate service activites MS311ENEAEstablishment of Stakeholder Board MS612UnivleedsWorkshop with NM organisations and other stakeholders MS1922Meteo-SwissAgreement on preliminary set of CIIs (Climate Information Indices) MS2123WUDefine common flow conditions for hydrological skill analysis MS2223Met ODefine common yield conditions for agricultural skill analysis Milestones due in the first six months Year MonthNovDecJanFebMarApr Project month WP1D1.1 WP2MS1D2.1 WP3 WP4D4.2 D4.1 D4.3 WP11MS3 WP12 D12.1 MS6 WP21 WP22MS19 WP23 MS21 MS22 Annual Meetings

Group addresses Website

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Acknowledgement to the EC The research leading to these results has received funding from the European Union Seventh Framework Programme (FP7/ ) under grant agreement no (Grant Agreement Article II.30)

Partners’ Finance Department, European Project Team EU documentation – National Contact Points Q&A on project website NACLIM and SPECS Coordinator and Project Office Guidance and HELP points

Thank you!