1. Financial & Admin Issues Kavala, June 6 - 8, 2017
This project has received funding from the European Union's Horizon 2020 research and innovation programme under grant agreement No

2. Topics Management Structure Communication Adjustments Visibility
Reporting
Questions
ODYSSEA Kick-off meeting Financial & Admin issues

3. Management Structure Project Coordinator Project Executive
George Sylaios
Project Executive
Ghada El-Serafy (RTD Manager)
Bernard Yann (Innovation Manager)
Simon van Dam (Admin Manager)
Menelaos Hatziapostolidis (Capitalisation and Capacity Building Manager)
Project Manager
Bracha Ehrman
Block Leaders
Work Package Leaders
Task Leaders
Deliverable Owners
ODYSSEA Kick-off meeting Financial & Admin issues

4. Management Structure Project Coordinator
Overall responsibility project
Technical issues
Administrative issues
Legal issues
Financial issues
Knowledge management
Intermediary between consortium and EC
Receipt and allocation of EC financial contribution
Establish effective and efficient review & control mechanisms
ODYSSEA Kick-off meeting Financial & Admin issues

5. Management Structure Project Coordinator
Strategic planning and direction of the project
Overall project planning and associated budgets
Ensuring timely periodic reports
Assisted by CCB Manager, Admin Manager & Project Manager
Need to manage a very large consortium!
ODYSSEA Kick-off meeting Financial & Admin issues

6. Management Structure Management of Large Consortium
Management tools in confort zone
28 Beneficiaries from 14 countries
Experts with rich experience
Facilitate voicing and exchanging opinions
Create an atmosphere of asking questions for clarifications and challenging positions
Consensus is nice to have, but not an absolute must
Need to take decisions
The Jewish way
Created in the image of G’d
Ask questions/challenge positions
Disagreements for the sake of Heaven
These and these are word of the living G’d, but the law is according to Hillel
ODYSSEA Kick-off meeting Financial & Admin issues

7. Management Structure Work Package LeadersWP
Workpackage title
Activity
Lead beneficiary
WP1
Ethics
MGT
DUTH (Georgios Sylaios)
WP13
Marine Data Availability and Integration
RTD
Sapienza (Davide A. Garcia)
WP2
Setting up ODYSSEA Observatories
WP3
Designing ODYSSEA Platform
Hidromod (Adelio Silva)
WP4
Operational Modelling
FORTH (Nikos Kampanis)
WP5
In-situ Monitoring
Alseamar (Laurent Berguery)
WP6
Platform Development, Operation & Maint.
CLS (Nicolas Granier)
WP7
Big Data Management & Tools Development
Technion (Assaf Schuster)
WP8
ODYSSEA End-user Services
Deltares (Ghada El Serafy)
WP9
End-Users and Policy-makers Involvement
OTH
WCMC (Lauren
WP10
Capacity Building in North African Countries
RAC-SPA (Daniel Cebrian)
WP11
Dissemination, Visibility & Communication
Blue Lobster (Simon Keeble)
WP12
Project Management
ODYSSEA Kick-off meeting Financial & Admin issues

8. Communication Mechanisms
Importance of maintaining n-to-n relationships
Within & among the Work packages
Some partners have long-standing relationships
Excellent communication among the partners is critical to project success
Too good friends
Use of all modern means of communication
Skype (if allowed)
Phone (conference calls)
ODYSSEA Website
Meetings
Include Georgios, Menelaos, Bracha and Simon in all correspondence
Include the Block Leader
Include the Work Package Leader in all correspondence
ODYSSEA Kick-off meeting Financial & Admin issues

9. Adjustments Things that cannot change
The main deliverables & milestones
The total EU contribution
Everything else can be changed in dialogue
Activities
Budgets
Mechanism
Justification
Notify Georgios, Menelaos, Bracha & Simon
In coordination with the related WP leaders (2!)
ODYSSEA Kick-off meeting Financial & Admin issues

10. ODYSSEA Website Important functions: Maintained by BLIT
Tool for dissemination
Show case of development
Internal publication board and up/download server
Maintained by BLIT
ODYSSEA Kick-off meeting Financial & Admin issues

11. Visibility Activities
Take all necessary steps to publicise the fact that the European Union has financed or co-financed the Action
Mention the grant on all publications
Display EU flag on all publications
Mention the grant at all conferences & meetings
Each publication must include that:
“This project has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No The contents of this document are the sole responsibility of the ODYSSEA Consortium and can under no circumstances be regarded as reflecting the position of the European Union.” o
ODYSSEA Kick-off meeting Financial & Admin issues

12. Protection of Knowledge
Protection of Knowledge vs. dissemination
Important subject for the EC
Handled through Consortium Agreement
Generated (“foreground” or “Results”) knowledge needs to be adequately protected
Joint IP
ODYSSEA Kick-off meeting Financial & Admin issues

13. Reporting Two sets of reporting mechanisms Internal reports
every 6 months
we will provide a template for this
not audited
Formal reports as required by the EC
According Grant Agreement
EC template
May be audited – depending on accumulated amount of Direct Costs exceeds €325,000
Control of implementation
Within each Work Package – responsibility of Work Package leader
Overall consortium – responsibility of Coordinator
ODYSSEA Kick-off meeting Financial & Admin issues

14. Reporting Internal reports Every six months in top lines
To keep finger on the pulse
Templates to be designed
Within each Work Package – responsibility of Work Package leader
Financial (estimates) only
close enough is good enough
ODYSSEA Kick-off meeting Financial & Admin issues

15. Reporting External Reports Content of Reports Timing Reports
At end of each period
Interim Report in Month 18
Final Report in Month 36
Condition for next payment from EC
Content of Reports
Narrative including reference to deliverables and milestones
Financial
ODYSSEA Kick-off meeting Financial & Admin issues

16. Reporting Narrative Report Responsibility Work Package Leader
Objectives and deliverables of the project
The actual activities
Any modification versus Annex I (DoA)
Justification for deviation
Impact of deviation
Not implemented planned activities
Reasons for non-implementation
Responsibility Work Package Leader
Request approval for changes if needed
ODYSSEA Kick-off meeting Financial & Admin issues

17. Reporting Narrative Report Responsibility Work Package Leader
Output of activities
Deliverables
Milestones
Next steps
Assessment of activity impact
Risk factors & contingency plans
Unexpected positive or negative impact
Responsibility Work Package Leader
ODYSSEA Kick-off meeting Financial & Admin issues

18. Payment Modalities For every reporting period – financial statements
Audit certificates only if required
Update budgets if required
Templates will be distributed
Submission to project coordinator
Financial statements are base for next round of pre-financing
ODYSSEA Kick-off meeting Financial & Admin issues

19. Financial Reporting Required documents: According to budget accounts
Time sheets
Contracts
Receipts/invoices
According to budget accounts
Using template
According to work package and type of expense (labour, travel etc.)
During the course of the project
Eligible
Necessary
Justified
Actual
Audit reports if required
ODYSSEA Kick-off meeting Financial & Admin issues

20. Financial Reporting No contributions in-kind Expenditure should be:
But it is a reimbursement contract
Expenditure should be:
identifiable
verifiable
recorded
Revenues
To be reduced from grant
ODYSSEA Kick-off meeting Financial & Admin issues