1. EDLocal Kick-Off Meeting 25-27 June 2008 The Role of the PO The Grant Agreement Reviews and Payments Dissemination & Awareness Ray Hudson

2. eContentplus 2007 2 Role  Help the project negotiate the magic and beauty of EC rules and procedures concerning the grant agreement  Establish a good working relationship with the coordinator

3. eContentplus 2007 3 What Do They Do?  Review and approve (or not) project deliverables  Check requests for pre-financing and financial statements  Attend project meetings  Chair project review meetings  Communicate normally through the coordinator

4. Share.TEC Kick-Off Meeting 16-17 June 2008 The Grant Agreement

5. eContentplus 2007 5 Model Grant Agreement Change in terminology:  Contract  Grant Agreement  Contractor  Beneficiary

6. eContentplus 2007 6 Signature and Accession to Grant Agreement  The grant agreement will be signed by the co-ordinator and the Commission only  Other legal entities may accede to the grant agreement later by means of Annex III form B, subject to acceptance by the Commission. The other beneficiaries will have to complete and sign Annex III Form A “Consent of the beneficiaries to accede to the agreement”

7. eContentplus 2007 7 Consortium Agreement Concluded between Beneficiaries specifying or supplementing the Grant Agreement Not compulsory, but highly recommended Possible issues (examples): Technical provisions  Technical contribution and resources of each beneficiary Commercial provisions  Exploitation of results  Ownership of results Organizational provisions  Committees – procedures, roles, etc. Legal provisions  Applicable law; settlement of disputes

8. eContentplus 2007 8 Duration Project duration specified in contract (e.g. 24 months) Eligible costs beyond project duration: (Art II 13)  costs for drawing up final report within a max. period of 45 days after end of project (coordinator only)  costs for reports, dissemination of knowledge, monitoring and evaluations if specified in Annex I in the time-limits set out

9. eContentplus 2007 9 Amendments (Article 9)  Always in writing.  Requests to be submitted by coordinator on behalf of the consortium.  The coordinator ensures adequate proof of the consortium’s agreement.  Commission can refuse amendment.  Beneficiaries may transfer between themselves amounts (breakdown in Annex I) within the limit of 20% of the budget of the recipient. Coordinator informs Commission (Art II 13 par 4).  Transfers of higher amount require amendment.

10. eContentplus 2007 10 Role of the Coordinator (Art II.2) The coordinator is in charge of the technical, financial and administrative coordination of the project.  He is the intermediary between the beneficiaries and the Commission.  He transmits to the Commission all documents and correspondence.  He checks and submits the deliverables.  He distributes the funds and informs the Commission about it.  Other issues as set out in Art II.2.

11. eContentplus 2007 11 Role of the Beneficiaries (Art II.2)  Designate one or more persons who direct the work and ensure correct performance  Keep signed original copies of subcontracts  Forward to the coordinator all data needed to draw up the deliverables  Forward financial statements  Take part in meetings concerning the supervision, monitoring and evaluation of the project where relevant  Provide information requested by the Commission.  etc.

12. eContentplus 2007 12 (Art. II 8)  Technical collective responsibility  Financial collective responsibility for beneficiaries Collective Responsibility Responsibility for carrying out the work of a defaulting beneficiary The consortium will have to reimburse the amount due to the Commission

13. eContentplus 2007 13 Coordinator – Contract Management Deliverables #1 (Art 7, Art II.3 ) Deliverables are submitted by the coordinator in one original (paper) copy and one electronic copy  progress reports  deliverables designated as such in Annex I (e.g. a document analysing the available digital content)  the financial statements  the final report  other information requested by the Commission Deliverables are subject to approval by the Commission.

14. eContentplus 2007 14 Coordinator – Contract Management Deliverables #2 (Art II.4) Approval of deliverables  Commission evaluates the deliverables, approves or rejects them or asks for changes within 45 days.  If remarks from the Commission are not received within 45 days, the deliverable is deemed to be approved.  The Commission may revise the approval of any deliverable, following an audit or a review.

15. eContentplus 2007 15 Coordinator - Financial management #1 (Art II.17 par1(e)) Pre-financing  Amount transferred to the coordinator. The coordinator passes the corresponding share to each beneficiary and informs the Commission about it (Art II.2).  The pre-financing remains the property of the Communities.  The coordinator informs the Commission of the amount of any interest yielded by the pre-financing (annually and/or when the payment request is submitted).

16. eContentplus 2007 16 Coordinator & Beneficiaries - Financial management #2 (Art II.16) Accounting  Each beneficiary maintains the accounts for the project and appropriate documentation to justify the costs reported.  … for at least 5 years after the agreement completion date (i.e. date of final payment) (audits!).  Accounting rules to be applied: the accounting conventions of the State in which the beneficiary is established.

17. eContentplus 2007 17 Coordinator & Beneficiaries- financial management 3 (Art II.16) Working time records Working time charged must be recorded throughout the duration of the project … and be certified  by the person in charge of the work designated by the beneficiary (not the member of staff concerned!)  or by the duly authorised financial officer of the beneficiary.

18. eContentplus 2007 18 Contract management - Coordinator & Beneficiaries Subcontracting #1 (Art II 5)  Only for those elements of the work clearly identified in Annex I. Core tasks are disallowed.  Subcontract to be awarded to the bid offering best value for money (best price-quality ratio) and market prices, under conditions of transparency and equal treatment.  Prior written approval where:  the cumulative amount of (all!) subcontracts of a beneficiary is > 20% of his estimated eligible costs or > EUR 100 000, whichever is lower or subcontractor is established in a third country

19. eContentplus 2007 19 Contract management Subcontracting #2 (Art II 5) The beneficiary is solely responsible for carrying out the work. He makes the necessary arrangements to ensure this. The beneficiary ensures that the subcontract obliges the subcontractor:  to submit invoices making reference to the project and giving details of the service or supply rendered  to submit to the audit, ownership, confidentiality, publicity rules  to waive any rights in respect of the Commission stipulated under the Grant Agreement.

20. eContentplus 2007 20 Intellectual property (Art II.10)  Knowledge resulting from the project shall be the property of the beneficiaries carrying out the work leading to that knowledge.  Each beneficiary shall grant the Commission the right, on a royalty-free basis, to translate, reproduce, use, publish and distribute any document on whatever medium established under the project.

21. eContentplus 2007 21 And please bear in mind...  That the coordinator is the key link between the consortium and the EC  To study the entire grant agreement - it will answer most of your questions  To keep your project officer informed of any event likely to impact the project in due time

22. Share.TEC Kick-Off Meeting 16-17 June 2008 Reporting, Reviews and Payment Requests

23. eContentplus 2007 23 Deliverables – Reporting #1  Progress reports – Final report  Deliverables (Deliverables List - DoW)  Financial statements  Any other information in response to Commission request To be submitted on due date set in grant agreement; Commission provides templates To be submitted on due date set in grant agreement; Commission provides templates

24. eContentplus 2007 24 Deliverables – Reporting #2 Deliverables provide information on project achievements according to  work phases set forth in work packages  time schedule provided in deliverables list contained in Annex I (DoW).

25. eContentplus 2007 25 Deliverables – Reporting #3 Progress Reports describe  work progress and results  By work package and task  Status deliverables – events  Indicators: actual vs expected  resources employed  By work package and beneficiary (record working time accordingly)  departures from work schedule  Substantial departures may require amendment

26. eContentplus 2007 26 Deliverables – Reporting #4 The Final Report describes  all work done  objectives, results and conclusions  exploitation prospects and includes a  summary for publication

27. eContentplus 2007 27 Reviews – Technical Review Technical review to verify that project is carried out in accordance with agreement  any time up to agreement completion date, usually prior to mid-term pre-financing and at end of project  confidential exercise - outside experts  beneficiaries obliged to cooperate  review report to coordinator  May lead to revision of approval of deliverables Review conclusions determine further fate of project: Green light to continue, yellow card for omissions, red light for termination Review conclusions determine further fate of project: Green light to continue, yellow card for omissions, red light for termination

28. eContentplus 2007 28 Reviews – Financial Audit Financial audit to ascertain eligibility of  costs and  working time charged to agreement Keep project accounts and time sheets for at least 5 years after agreement completion date Keep project accounts and time sheets for at least 5 years after agreement completion date

29. eContentplus 2007 29 Payment Requests – Payments Two types:  Pre-financing  Final payment

30. eContentplus 2007 30 Payment Requests – Pre-financing #1  Up to 80% of estimated Community financial contribution  Payable in instalments  Paid to coordinator who distributes to other beneficiaries  Remains property of Communities  Interest/equivalent benefits yielded by pre- financing to be notified annually and offset against grant at end of project

31. eContentplus 2007 31 Payment Requests – Pre-financing #2 Payment of pre-financing instalments 1st instalment within 45 days of  TP, CEP: Accession of all beneficiaries mentioned in DoW  TN: Date of entry into force, i.e. following signature by coordinator and Commission Required documents:  TP, CEP: copy of duly signed Annex III «Form A – consent of the beneficiaries to accede to the agreement» for all beneficiaries mentioned in DoW  TN: duly signed grant agreement

32. eContentplus 2007 32 Payment Requests – Pre-financing #3 Payment of pre-financing instalments Subsequent instalments within 45 days of  According to payment schedule in Annex I (DoW)  Approval of deliverables due during preceding project period  Where organised, endorsement of approval of deliverables by mid-term technical review Required documents:  Payment request accompanied by cost report (Commission provides template)  Demonstrating that consortium has incurred > 70 per cent of earlier pre-financing based on eligible costs incurred to date

33. eContentplus 2007 33 Payment Requests – Prefinancing #4 M0 M6 M12 1 st Progress Report 2 nd Progress Report Pre-financing request D1D1 D2D2 D3D3 DnDn 45 days Approval of Deliverables Reports Technical review Payment of pre-financing 45 days

34. eContentplus 2007 34 Payment Requests – Final Payment #1  Outstanding balance after deduction of pre- financing and interest/equivalent benefits yielded by pre-financing from total eligible costs  Paid to coordinator who distributes to other beneficiaries

35. eContentplus 2007 35 Payment Requests – Final Payment #2  Settlement of final payment Within 45 days of  Approval of deliverables due during preceding project period  Where organised, endorsement of approval of deliverables by final technical review Required documents:  Payment request accompanied by final financial statement (Commission provides template)  Reporting total eligible costs incurred for the project by beneficiary  Audit certificate?

36. eContentplus 2007 36 Payment Requests – Final Payment #3  External audit certificate of all financial statements and underlying accounts  To be deliverered with final financial statement  by each beneficiary requesting a total Community contribution > 325,000 EUR  Purpose: to certify that costs declared meet conditions of grant agreement

37. eContentplus 2007 37 Payment Requests – Final Payment #4 M12 M18 M24 3 rd Progress Report 4 th Progress Report Final Report Financial Statement (Audit Certificate?) D5D5 D6D6 D7D7 DnDn 45 days Approval of Deliverables Reports Financial Statement Technical review Final Payment 45 days

38. eContentplus 2007 38 Payment of Community Contribution - Summary  Pre-financing in instalments up to 80% of EC contribution 40% M0M12M24 Approval of deliverables and statement that consortium has incurred > 70% of earlier pre- financing 40% Final payment after approval of all deliverables and financial statement 40% 20%

39. eContentplus 2007 39 Suspension of Payments Commission may suspend any payment where  Payment request does not comply with agreement  Supporting documents (e.g. deliverables, reports, additional information requested by Commission) have not been produced  Additional checks are required (e.g. a deliverable or report do not provide sufficient information; costs declared in final financial statement appear ineligible)  It decides to hold a financial audit or technical review  It suspects fraud or serious financial irregularity

40. eContentplus 2007 40 Brief Reminders: Community Contribution  Targeted Projects  50% of total eligible costs (direct and indirect)  Indirect costs calculated as flat rate of up to 30% of personnel costs  Best Practice Network Projects  80% of total eligible costs (no indirect costs)  Thematic Networks  100% of direct costs for co-ordinating and implementing the network  Funding of network members limited to travel & subsistence (100%)

41. eContentplus 2007 41 Brief Reminders: Eligible Costs  Necessary for project  Reasonable  Cost-effective  Incurred during project duration  Exclude any profit margin

42. eContentplus 2007 42 Brief Reminders: costs that cannot be claimed List in Article II.13 (2), e.g.:  Entertainment or hospitality expenses  V.A.T. but also costs covered by Overheads:  general management and administration costs  depreciation of buildings and equipment  rent, heating, water, electricity, office furniture  personal computers, office supplies including printer ink and stationery  telecommunications and postal charges

43. eContentplus 2007 43 Brief Reminders: Direct Costs  Personnel costs: personnel working for the project  Travel & subsistence costs incurred for project according to usual rules of beneficiary  Subcontracting: identified in DoW; bid offering best value for money  Other specific costs = costs not eligible under other mentioned cost categories, subject to Commission approval if not listed in grant agreement

44. eContentplus 2007 44 Brief Reminders: Indirect Costs  Overheads: Flat rate up to 30% of personnel costs.  general management and administration costs  depreciation of buildings and equipment  rent, heating, water, electricity, office furniture  personal computers, office supplies including printer ink and stationery  telecommunications and postal charges. No overheads for Best Practice Projects and Thematic Networks No overheads for Best Practice Projects and Thematic Networks

45. Share.TEC Kick-Off Meeting 16-17 June 2008 Dissemination and Awareness

46. eContentplus 2007 46 Dissemination & raising awareness  Project web-site  Press release (press/radio/TV)  Media briefing  Conference  Exhibition  Publications  Posters  Flyers  Direct e-mailing  Film/video

47. eContentplus 2007 47 Article II.11 - Publicity You are requested to:  mention that the project has received funding from the Community, and shall indicate the relevant Community programme:  state in any communication that the author is solely responsible for it and that it does not represent the opinion of the Community and that the Community is not responsible for any use that might be made of information contained therein. co-funded by the Community programme eContentplus

48. eContentplus 2007 48 Commission dissemination activities  Communications  Conferences  Working groups for the preparation of future Commission activities  Articles

49. eContentplus 2007 49 eContentplus website  Project information:  the beneficiary’s name and address  the subject and purpose of the grant  the amount granted and the proportion of the project’s total cost covered by the funding  Link to project website

50. eContentplus 2007 50 PowerPoint presentation With key messages in terms that will be understandable to non-specialists. It should provide information on:  project objectives  expected results and by when  how will I benefit from the project  partners description and their role  Contact details … and at the end of the project:  achievements  showcases

51. eContentplus 2007 51 Project Web-site  Provide information about the project (to be updated regularly)  Objectives  Consortium  Status of the project  Deliverables  Events  Attract new stakeholders  Being the source of info for the specific field.  Linking with other relevant web-sites

52. eContentplus 2007 52 Public Annual/Final Reports Used to inform and promote your project, activities and results:  Brief description of the project  Achievements  Results  Future work-plan and exploitation prospect It should be understandable by the wide public.

53. eContentplus 2007 53 eContentplus Best Practice & Thematic Networks Best Practice and Thematic networks bring together relevant stakeholders, expertise and facilities for awareness raising and consensus building. Be proactive!  Inform them about your project  Contribute to their activities