Reporting, Monitoring & SESAM tool

Transcription

1 Reporting, Monitoring & SESAM tool Slide 1

2 Via evaluation of Reports Progress report Periodic report Final report Via Mid-term Review procedure Mid-term progress report Mid-term assessment questionnaires Mid-term review meeting Project assessment and Monitoring Assessment of questionnaires Evaluation questionnaire (at the end of fellowship) Follow-up questionnaire (2 years after fellowship) Frequent contacts/interactions with coordinator Slide 2

3 Reporting Reports within 30 days after 12 months at least 30 days before Mid-Term Review within 60 days after 24 months within 30 days after 36 months within 60 days after 48 months within 30 days after Final payment Progress report (by CO) Periodic report: Periodic report (by CO) Financial Statement (Form C) (by each beneficiary) Summary Financial report (by Coordinator) Certificates on Financial Statement (if required) Final Report (by CO) Distribution report (by CO) *Progress and Periodic Reports can be prefilled by data entered for the previous report Slide 3

4 Progress Report To be submitted within 30 days after 12 months & 36 months of project. NO financial report required. Report is prepared by Coordinator only Pre-filled general part (incl. contract & coordinator s details) with some editable fields Contract deliverables update 2 tables pre-filled with GPFs data for recruitment & international conferences/events Free text sections (to provide necessary explanations) Attachments (possibility to attach any useful information on project progress) Slide 4

5 2 months before the date of Mid-Term Review Mid-term Review (between month 12 and 24) Project Officer communicates to coordinator modalities of the project review Coordinator must agree the date, place and agenda of MTR with Project Officer 1 month before the date of Mid-Term Review Updated Progress report covering period from beginning of the project till date of MTR must be submitted via SESAM by Coordinator 2 weeks before Mid-Term Review meeting Mid-Term Assessment questionnaires must be filled in SESAM by all recruited researchers Slide 5

6 Periodic Report Applicable for each period mentioned in Art. 4: P1 (1 month - 24 month) P2 (25 months - end of the project) To be sent within 60 days after each reporting period (P1&P2) To be sent together with Financial Statement for each participant (Form C) & Summary Financial Report (generated automatically by Coordinator after submission of all Forms C) Report includes: Declaration by coordinator Publishable summary (automatically published on Cordis website) Overview of work progress Project management with justification on incurred costs List of submitted certificates Slide 6

7 Final Report Report covers whole project period To be submitted together with Periodic report for period P2, Financial reports and Certificate on financial statement (if applicable) To be submitted within 60 days after end of project Report includes: Final publishable summary report Public part (dissemination activities, publications) Confidential part (list of patents, trademarks, exploitable foreground) Scientist-in-charge questionnaire Slide 7

8 Distribution Report Report on the distribution of the Community financial contribution to be submitted by coordinator within 30 days after reception of final payment Slide 8

9 Questionnaires Art.III.2 Three types of questionnaire to be submitted by MCA-fellows to assess integration into the research environment & training, career progress, etc., at three different stages of their fellowships: Mid-term assessment questionnaire (at Mid-term review) Evaluation questionnaire (at the end of fellowship) Follow-up questionnaire (2 years after fellowship) Contractual obligation of each beneficiary to ensure that each researcher completes ALL questionnaires, provided by the Commission (Art.III.2.2) Slide 9

10 Declaration on Conformity Art.III.4 To be submitted via SESAM by each beneficiary for each recruited researcher to Coordinator Coordinator transmitt the Declaration on Conformity to the Commission Declaration on Conformity is required ASAP after appointment of researcher Print-out copy of Declaration on Conformity must be duly signed by both researcher & host institution and sent per post to the Commission Slide 10

11 Notifications Notification of change of scientist-in-charge By each beneficiary Notification of effective starting date of the project, if applicable Only by coordinator (Art. 3) Notification on change of authorised representative of the beneficiary (currently under development) By each beneficiary Slide 11

12 Requests for Amendments Amendments (e.g. change of consortium, modification of Annex I, etc) only on prior agreement with project officer Must be submitted via SESAM with attached scaned copy of all supporting documents specified in the Guide for Amendments. The original set of documents (including print-out copy of SESAM request) must be sent to the Commission per post Status of amendment in SESAM: Submitted by Coordinator or Replicated by Project officer Validated EC approval Rejected EC rejection Implemented implemented by EC after approval Slide 12

13 VACANCY TOOL (available from March 2009) All open positions for the project must be entered into the SESAM vacancy tool The coordinator is responsible for overall management of this process and for consistency of the data The vacancies will be automatically published on EURAXESS Portal When a researcher is selected, the Coordinator must update the information and resubmit vacancies in SESAM. Important: Until the SESAM-vacancy tool is fully operational in SESAM the Commission has made available a temporary tool on EURAXESS portal Please post in all your current vacancies there. Slide 13

14 SESAM All reports, documents, notifications, questionnaires must be: Submitted via SESAM Printed out & duly signed Sent by post to the Commission Slide 14

15 SESAM demo Frontoffice SESAM EC: Backoffice PO evaluates the reports and if necessary replicates them to the Coordinator Replicated Report becomes available for the Scientist-in-charge SESAM Form Form C, C, DoC DoC 2nd step: Coordinator creates Periodic Reports, collects all Financial Statements and submits them to the Commission 1st step: Scientist-in-charge creates Financial Statement in SESAM and submits it to the Coordinator Slide 15

16 SESAM and REPORTING HELP Marie-Curie Website -> How to manage project ITN Reporting Guidance Notes ftp://ftp.cordis.europa.eu/pub/fp7/docs/itn_reporting_guidlines.pdf Quest User Manual available on SESAM home page For any technical problems: - Sesam helpdesk: ec-fp7-it-helpdesk@ec.europa.eu For any clarifications: - Project officer in charge of your project from the Commission side Slide 16

17 Thank you very much for your attention! Slide 17