1. 1 GEMS Kick-off Peter BREGER DG ENTR, H.3 Space Research and Applications peter.breger@cec.eu.int +32-2-296 27 20 Establish by 2008 an EU capacity for global monitoring of Environment and Security

2. 2 Introduction Congratulations! Thank you for the hard work and patience so far!

3. 3 Space : GMES Application Fields Service and/or Thematic Centres Inputs from Production by Outputs for Data Providers Users SpaceAirborn e In-situ Level 1 products / sensor Coastal zone Fisheries Fleet nav. Forest Fires Flood Agri. Cities Civil Protection WATER OCEAN ATMOSPHERE RISKS SECURITY Land Cover & Vegetation 1 1 2

4. 4 HALO - Harmonised coordination of the Atmosphere, Land and Ocean integrated projects of the GMES backbone GEOLAND Landcover Vegetation MERSEA Ocean Monitoring GEMS Atmosphere Monitoring INTEGRAL Interferometric Evaluation of Glacier Rheology and Alterations EAGLE Exploitation of AnGular effects in Land surfacE observations from satellites GOSIS – GMES Scenarios SSA IP STREP PREVIEW Risk Managmnt GMOSS Security NoE..and ESA GMES Service Elements … plus new STREPs from second call

5. European Commission GMES Coordinated Funding Programmes EC ESA

6. 6 Coordination actions Ad hoc interactions between projects Inclusion of ESA experts in EU reviewer panels and as expert evaluators Cartography of ongoing EU/ESA projects relevant to GMES Common meetings to enhance synergy Creation of a GMES Programme Office (see Communication for further details: http://www.gmes.info), based on the EC/ESA framework agreement

7. European Commission GMES From Concept to Capacity : GMES Implementation Period (2004-2008) Management actions Advisory Council, Programme Office, GMES partnership(s), Coordination actions in the framework of GEO Implementation actions in-situ component, space component, data policy, data integration and information management, management structure, services, security aspects Funding actions ensure sustainability of GMES services through appropriate funding mechanisms (in the context of the EU Financial Framework for 2007-2013)

8. European Commission GMES ( GMES management (2004 – 2005) GMES Programme Office operational management of GMES using mechanisms foreseen in EC/ESA Framework Agreement. Populated in part by seconded experts from Member States and EEA, EUMETSAT, EU Satellite Center, EU Council. GMES Advisory Council long-term strategy, political and financial support Brings together EU/ESA Member States, the European Commission and ESA, plus other stake- holders, on an ad-hoc basis: (e.g. EEA, EUMETSAT, ECMWF, European Maritime Safety Agency, EU Satellite Centre, EU Council etc.), representatives of end-users, industry, service providers, research organisations, academia.

9. European Commission GMES NEXT: GMES Pilot Services Objective: develop core capacity of pilot services by 2008 User driven: political priority & compliance with user requirements Technically mature Based on existing capacities and structures Preliminary selection with EU Member States Information for crisis management Land monitoring Marine Services Sampling different system characteristics and architectures

10. The GMES Sentinels Space Observations Sentinel 1 – SAR imaging All weather, day/night applications, interferometry Sentinel 2 – Superspectral imaging Continuity of Landsat, SPOT & Vegetation-type data Sentinel 3 – Ocean monitoring Wide-swath ocean color and surface temperature sensors, altimeter Sentinel 4 – Geostationary atmospheric Atmospheric composition monitoring, trans-boundary pollution Sentinel 5 – Low-orbit atmospheric Atmospheric composition monitoring

11. 11 Project officer: main duties Technical/contractual follow-up of a portfolio of n projects Apply FP6 rules, ensure value for taxpayers money, provide assistance to co-ordinator Handle payments (in collaboration with Financial Officer) Handles changes, amendments (in collaboration with Negotiator) Ensure co-ordination/synergy with other projects (in collaboration with other Project Officers) For IPs, act on advice from reviewers

12. 12 6th Framework Programme Commissions Requirements and Procedures for an INTEGRATED PROJECT GEMS

13. 13 1 1 Contract 2 2 Reporting 3 3 Payments 4 4 Controls and Audits Table of Contents

14. 14 Form C – Model of Financial Statement Form B – Request for Accession of a new contractor to the contract Form A – Accession to the contract The Model Contract can be downloaded from CORDIS web site Structure of the Contract Annex III – IP Update Plan Annex II - General Conditions Annex I - Description of Work The Contract Common to all projects

15. 15 Consortium agreement Due to the increased flexibility and autonomy for participants in the EC contract, the consortium agreement becomes necessary to settle important issues like : Decision making mechanisms Distribution of funds IPR (pre-exiting know-how and knowledge generated in the project). Content under the partners responsibility (only non-binding guidelines provided by EC) but must comply with the EC contract. Deemed to be in place. 1.4

16. 16 Changes after contract signature (1) Most important cases: Evolution of the consortium accession of a new contractor: tacit approval by the Commission within 6 weeks of receipt of Form B withdrawal of a contractor: tacit approval by the Commission within 6 weeks of receipt of the written request by coordinator 3 II.15

17. 17 Changes after contract signature (2) Re-allocation of budget and tasks Partners are free to re-distribute budget and activities between themselves, without any formal contract amendment or EC prior agreement. Justification is to be provided a posteriori in the periodic management report. However, if the EC find that the changes are not justified, the relevant costs will not be reimbursed. Modification of the work Substantial changes in the definition of the work must be approved by EC and needs contract amendment.

18. 18 Collective responsibility of the contractors (1) Mechanism by which a contractor may be held liable, technically and/or financially, fully or partially, for the action of another contractor. Consequence of FP6 principle of « autonomy of the consortium » : if the money is granted to the consortium, which decides on its allocation, then consortium as a whole is held liable. New

19. 19 1 1 Contract 2 2 Reporting 3 3 Payments 4 4 Controls and Audits Table of Contents

20. 20 Reports to be submitted for each reporting periods Within 45 days of the end of each reporting period: a periodic activity report a periodic management report on that period a report on the distribution between contractors of the Community financial contribution made during that period. all technical deliverables (reports) defined in Annex I issued (or modified) during the period. Proposed work description for next 18 months. 7.1 II.7.2

21. 21 The periodic activity report The periodic activity report contains : an overview of the activities carried out by the consortium during that period, a description of progress toward the objectives of the project, a description of progress towards the milestones and deliverables foreseen, the identification of the problems encountered and corrective action taken, an updated plan for using and disseminating the knowledge; II.7.2a

22. 22 The periodic management report The periodic management report includes: a justification of the resources deployed by each contractor, linking them to activities implemented and justifying their necessity; the Form C Financial statement, provided by each contractor for that period; - Actual eligible costs, third party contributions - Receipts - EC contribution a summary financial report consolidating the claimed costs of all the contractors; II.7.2b

23. 23 Implementation Plan & annual review The Implementation Plan shall be updated annually and submitted with the other reports and deliverables within 45 days following the end of the reporting period The Commission shall arrange an annual review of the work carried out under the project over the period concerned and shall examine the proposed implementation plan, and shall communicate the results to the consortium.

24. 24 Overview of roles GEMS: - Co-ordinator - Partner Tony Hollingsworth Peter Breger Reviewers: - Barbara Koch - Gerhard Wotawa - Claus Zehner COMMISSION: Unit H3: - Marco Malacarne (head of unit) - Richard Gilmore - Christine Bernot - Peter Breger - Sabine Groth - Marc Huyghebaert

25. 25 GEMS external reviewers A review team of up to 3 reviewers advise the EC officer on the performance of the project Barbara Koch FELIS, Germany Gerhard Wotawa Vienna International Centre (CTBTO) Claus Zehner ESA (ESRIN) - Accompanying the EC officer to the review meeting - Receive annual activity reports and 18 month Implementation plan - Write independent recommendations and assessment for SO

26. 26 The audit certificates An audit certificate shall be provided by each contractor: at the end of the each period (covering each 12 month period) at the end of the project (covering the last period) The audit certificate shall be produced by: an independent, qualified external auditor (can be the auditor of the company) or, for public bodies, a competent public officer. II.26 II.7.3 7.2 To see what audit certificate is supposed to certify: see Annex 7 of FP6 Financial Guidelines for a template

27. 27 1 1 Contract 2 2 Reporting 3 3 Payments 4 4 Controls and Audits Table of Contents

28. 28 Eligible costs of the projects There are no cost categories anymore. To be eligible costs must be : actual, economic and necessary for the project; determined in accordance with the usual accounting principles of the contractor; incurred during the duration of the project (exception: costs incurred in drawing up the final reports, up to 45 days after the end of the project); recorded in the accounts of the contractor and must exclude indirect taxes, duties, interests, costs reimbursed in respect of another Community project; Without any profit. New II.19

29. 29 Receipts (1) Three kind of receipts must be taken into consideration in order to avoid any possibility of profit Financial transfers or their equivalent to the contractor from third parties Contributions in kind from third parties in both cases: these contributions are considered as receipts of the project only if the third party has provided them to be used specifically in the project II.23

30. 30 Receipts (2) Income generated by the project itself (e.g. sale of an equipment bought for the project, admission fee to a conference carried out by the consortium) Income generated by the use of knowledge resulting from the project is not considered as receipt.

31. 31 Community financial contribution The Community contributes to the project through a grant to the budget : based on the reimbursement of eligible costs claimed by contractors based on the reimbursement rates per activity (50% for RTD, 35% for demonstration and 100% for management costs limited to 7% of the EC contribution) in accordance with the cost reporting models used by each contractor on the basis of financial statements provided by each contractor subject to the submission of an audit certificate of the contractors financial statements II.24

32. 32 Pre-financing Pre-financing granted to the coordinator on behalf of the consortium remains the property of the Community. The coordinator shall inform the Commission of the amount of any interest or equivalent benefits yielded by the pre-financing. This interest will be deduced from the grant. II.27

33. 33 Costs are confirmed through audit certificates The audit certificate certifies that the costs incurred during that period meet the contractual requirements. The certificate should expressly state the amounts that were subject to verification. To the extent the costs are accepted by the Commission and confirmed by an audit certificate, the related payment is considered final. II.26

34. 34 Payments schedule Initial pre-financing made by the Commission to the coordinator within 45 days of the date of entry into force of contract distributed by the coordinator to the other contractors not before minimum number of contractors required by the Rules for Participation have acceded to the contract (3 independent legal entities from 3 different MS or AS, of which at least 2 shall be MS or ACC) Other payments are made by the Commission to the coordinator within 45 days following approval of the reports relating to the period and distributed by the Coordinator without unjustified delay.

35. 35 Payment schedules Period 1 0 Period 2Period 3Period 4 48 12 2436 85 % Pre-financing (P1 + 6m) Audit certificate P1 Management report P1 Activity report P1 Implementation P2 Final Payment P1 85%Pre-financing (P2 + 6m) Audit certificate P2 Management report P2 Activity report P2 Implementation P3 Final Payment P2 85%Pre-financing (P3 + 6m) Final Payment P3 Audit certificate P3 Management report P3 Activity report P3 Implementation P4 85%Pre-financ. (P4) Audit certificate P4 Management report P3 Activity report P3 Final activity report Final Management report Final Payment P4

36. 36 Flow of Project Funding All payments are made by the Commission to the Coordinator. Contractor AContractor XContractor B Coordinator Commission Allocation by consortium according to contract and consortium agreement Determination by EC according to cost justification and contract

37. 37 1 1 Contract 2 2 Reporting 3 3 Payments 4 4 Controls and Audits Table of Contents

38. 38 Sanctions Recovery decisions Liquidated damages in case of financial overstatement Exclusion in case of financial irregularity II.31 II.30 II.16.2

39. 39 GOOD LUCK!