SKADS Controller's Meeting Presentation

SKADS Controller’s MeetingTimeline Annual Financial Report

Status Update

22nd March 2007

April 15, 2023 SKADS Controller Meeting 2

SKADS Management

• 1st Annual Report

• Mid Term Review

• Annual Financial Report

• Advance Payments


1ST Annual Report

• Progress & Activity Report contributions arrived on time

• Most C-forms where filled in OK – Problems with requested EC contribution

– Problem with conversion rate boxes – Some stamps were missing

• Report was finished and submitted in final version early September

• First Comments took long, approval early December


1st Annual Report

Conclusions• SKADS performed well in the compilation

of the report• Review of Technical reports must be

improved in view of the MTR• Early discussions of “problems” with

Brussels will speed up process• No delivery of “best effort” report but

“first-time-right’


MID Term Review


Deliverables for MTRDS1 1 1-okt-05 17-nov-05 Organize Kick offDS1 2 1-okt-05 8-mei-06 Implement Management ToolsDS1 3 in place Continuous coordination and managementDS1 4 in place Continuous assessment and controlDS1 5 1-nov-05 30-jun-06 Document on Outreach PolicyDS1 6 1-mrt-05 1-okt-05 Establish WebpageDS1 7 31-okt-05 30-jun-06 Document on IPR PolicyDS1 SKADS International SymposiaDS1 8.1 1-apr-06 1-sep-06 year 1DS1 8.2 1-apr-07 1-apr-07 year 2DS1 9 1-jul-07 1-jul-07 Monitor and faclitate readiness date Midterm ReviewDS2 1 1-jun-07 1-jun-07 Conclusion on Science DriversDS2 2 1-dec-08 1-dec-08 conclusion on Year in the Life for different SKA realizationsDS3 4 1-jul-07 Delivery of framework for functional simulatorDS3 9 30-dec-05 Model driven architecture specification of control and data processingDS3 11 30-dec-07 report on scalable platform specific compositionDS4 1 30-dec-06 SiGe band pass filter using PIC technology prototypeDS4 3 1-jul-07 Hybrid LNA first devicesDS4 4 1-jul-06 Inventory of RFI mitigation techniques and applicability to SKADS4 5 1-jul-07 Evaluation of impact of moving interference sources on SKADS4 8 1-jul-07 Simulated Digital beamformer for 2-PADDS4 9 30-dec-06 Prototype low cost SiGe analogue beamformerDS5 1 30-dec-05 30-dec-05 Completion of System RequirementsDS5 2 1-mrt-06 15 May-06 Design Review of First TileDS5 3 1-jul-06 DONE Delivery of first manufactured tileDS5 4 1-mrt-07 completion of 10 tile systemDS6 1 1-jul-06 done Design Report on Analog Optical linkDS6 2 30-apr-07 Design Report on Analog and digital optical linkDS7 1 30-sep-05 Quarterly Assesment ReportDS7 2 31-dec-05 Quarterly Assesment ReportDS7 3 31-mrt-06 Quarterly Assesment ReportDS7 4 30-jun-06 Annual Assesment ReportDS7 5 30-sep-06 Quarterly Assesment ReportDS7 6 31-dec-06 Quarterly Assesment ReportDS7 7 31-mrt-07 Quarterly Assesment ReportDS7 8 30-jun-07 Mid-Term Assesment Report


Mid Term Review

Management team may ask for intermediate reports w.r.t. deliverables not due prior to 1 July 2007


Conclusions on Project Status

• All design studies and tasks are making good progress

• Mid Term Review is major Milestone in 2007

• 2nd Annual Report is required for MTR

• Timing of 2nd Report is crucial


Financial Annual Report

0

500.000

1.000.000

1.500.000

2.000.000

2.500.000

3.000.000

3.500.000

€

Grant vs. Requested EC Cont

1st Advance Payment

Eligible Costs

Requested EC Contr

1st Advance Payment 2.426.484

Eligible Costs 3.438.367

Requested EC Contr 1.929.420

1 Req EC/ 1st Advance Payment = 80 %


0%

20%

40%

60%

80%

100%

120%

140%

160%

Percentage

Participant

Percentage of eligible costs realised

Series1


Annual Report=

Some Participants do not reach 70 % !!!

It is not so easy to spent a lot of money in a short period of time in a way effective to the SKADS project

ESPECIALLY WHEN EC RULES APPLY!!!


Annual Report 2007

Annual Report is input to the Mid Term Review

A delay of the Annual Report will delay the MTR!!

This year AUDIT Certificates are required for All participants (except when 0 spending)

We need a final report early september (1st Report was final in december 2006)


Annual ReportOfficial Timeline

• Official Timeline for Report 2007:– 22nd March 2007: Controller meeting – July 1, 2007: Request for Reports– July 16, 2007: Prepare financial figures– July 21, 2007: Report Task level– July 26, 2007: Report DS level July 30, 2007:

Provide Forms C, Justifications of Resources (Audit Certificate Required)

– August 10, 2007: Submit report to the EC


Advance Payments

• Money is ready for transfer• Payable starting next week• Small contingency fund is created


• Start preparing for audit early

• Make sure auditor knows when audit is needed

• Audit for 2005/2006 figures can be done right now


Contingency:

• the budgetary consequence: keeping 5 %, it is like 2% of the total budget

• propose to keep the funds to be able to act on unforeseen circumstances

• like the entering of a new consortium member• unforeseen costs w.r.t. the Mid Term Review• perform to 2009 properly and have SKADS


2nd Payment

Nr. Participant Type EC Contrib.EC Contrib. (%)

1 ASTRON FC 3.477.000 33,30% 927.727

2 Manchester AC 1.592.040 15,25% 424.785

3 JIVE AC 272.040 2,61% 72.585

4 Observatoire de Paris AC 1.479.000 14,17% 394.624

5 IRA FCF 1.029.000 9,86% 274.556

6 FGCN FC 219.000 2,10% 58.433

7 MPIfR AC 273.960 2,62% 73.097

8 University Of Oxford AC 648.000 6,21% 172.898

9 CSIRO - ATNF FC 35.000 0,34% 9.339

10 Puschino RAO AC 12.000 0,11% 3.202

11 NRC FC 12.000 0,11% 3.202

12 NRF AC 15.000 0,14% 4.002

13 Torun AC 8.000 0,08% 2.135

14 Chalmers University AC 8.000 0,08% 2.135

15 Cambridge AC 636.960 6,10% 169.952

16 RUG Kapteyn Astronomical Institute AC 72.960 0,70% 19.467

17 University Leiden AC 123.960 1,19% 33.075

18 Cardiff University AC 68.040 0,65% 18.154

19 University of Glasgow AC 8.000 0,08% 2.135

20 Swinburne FC 8.000 0,08% 2.135

21 Adelaide FC 5.000 0,05% 1.334

22 University of Melbourne AC 5.000 0,05% 1.334

23 University of Sydney FCF 14.000 0,13% 3.735

25 UnIV d’Orléans FCF 100.000 0,96% 26.682

26 CNRS FCF 80.000 0,77% 21.345

27 University of KwaZulu-Natal AC 3.000 0,03% 800

28 Univ of Leeds AC 8.000 0,08% 2.135

29 Univ de Valencia AC 42.000 0,40% 11.206

30 OMMIC SAS FC 185.000 1,77% 49.361

Contingency 5% 146.609

TOTAL 10.439.960 100% 2.932.179

from CPF:


Annual Report

DS-2 DS-3 DS-4 DS-5 DS-6 DS-7 DS-8

Activity &

Progress R

eporting

Progress Report

Participant - 1

Participant - 2

Participant - 3

Participant – x

Administrative Reporting

C-form

s+ Justifications

Consistency


Annual Report

• All Templates are available at the SKADS website: http://www.skads-eu.org/p/SKADS_documents.htm

• C-forms and Justification of Resources required for each participant, even in the case of zero spending!!

• Sent C-forms and Justification of Resources mid July by email to Project Office first

• Sent drafts of Audit Certificates as well

http://www.skads-eu.org/p/SKADS_documents.htm


Annual Reporting:Advice to Participants

• C-Form is decisive document w.r.t. EU-funding

• Justification of resources is link between C-form and Progress Report

• Make sure traceability is accurate:– Receipts from travel expenses are available– Make sure you can account for the time of

resources

• Own accounting rules are leading


Timesheets

• The project office does not require timesheets (however we appreciate receiving them for information purposes)

• Timesheets are for internal verification only. The auditors will need them!

• Timesheets are a new EC requirement w.r.t. time staff works on SKADS


Status Report• Technical achievements - general remarks and highlights of

technical progress achieved during the month. DS leaders should also contribute a summary of progress by the entire DS.

• Meetings attended - include contact with other Fifth Framework projects, and any conferences, workshops or project meetings attended.

• Issues - these may be technical, administrative or other problems foreseen. All issues raised will be put on the next PMC agenda.

• Red flags - these are major problems, internal or external, which if unresolved could halt the project. These will be the subject of an extraordinary PMC, and if still unresolved, will be passed on to the Commission.

• Plans for next month - these can be a brief note of the main goals.

• Update on Milestone planning

Business

SKADS Controller's Meeting Presentation