FLAVIUS kick-off meeting 07-06-2010 Paris Information Society and Media DG Unit E1 Language Technologies, Machine Translation Luxembourg FLAVIUS Kick-Off

FLAVIUS kick-off meeting 07-06-2010 Paris

FLAVIUS Kick-Off Meeting

Information Society and Media DGInformation Society and Media DGUnit E1 Language Technologies, Machine TranslationUnit E1 Language Technologies, Machine Translation

LuxembourgLuxembourg

Aleksandra Wesolowska

[email protected]

Tel +352 / 4301 34411


Overview of the presentation

• ICT-PSP Call 3 evaluation results• Definition of the grant agreement• Amendments to the grant agreement• Funding rate, overheads• Payments• Financial statements and Certificates on Financial statements• Eligible & non-eligible costs• Coordinator’s and partners’ duties• Reporting• Dissemination of results• Reviews


ICT-PSP “Multilingual Web” Call 3 evaluation results

• 22 submitted proposals – 32 M€ requested funding

• 9 projects retained (8 pilot B’s, 1 Thematic Network)– funding 14 M€

• Short abstracts available at: http://cordis.europa.eu/fp7/ict/language-technologies/portfolio_en.html


Grant Agreement (GA)

• Core text: GA parameters, special clauses• Annex I = Description of Work = Technical Annex

– including overall budget breakdown– including Appendix X: common reporting, meetings, dissemination etc.

• Annex II = General Conditions• Annex III: Forms A (accession forms of beneficiaries)• Annex IV: Forms B (request of accession of new partners)

» Order of precedence (Art. 12) is: special conditions (Art. 8) core text Annex II Appendix X Annex I


Amendments to the Grant Agreement (Art. II.9)

• Any substantial change of contract requires a duly processed amendment

• Identify and communicate amendment needs as early as possible

• Coordinator requests amendments on behalf of the consortium

• There is no tacit approval of amendments (absence of rely = rejection)


Funding rate, overheads

• All types of activities and all types of beneficiaries: 50 % of eligible costs (Art. 5)

• Participants have to cover the other 50 %• Indirect costs (=overheads):

max. 30 % of personnel costs (Art. II.22.2)– flat rate applied mechanically– lower percentage is possible


Payments

• Pre-financing (Art. 6)– 796.000 €– no Guarantee Fund as in FP7– distributed only to partners who have acceded to the GA

(except LW srl & Qype)

• Two intermediate payments– annual reporting periods (Art. 4)– up to 90 % of total contribution (Art. 6)– staged payment to Overblog in TVTrip (Annex I and CA)

• Final payment– settles the balance (eligible funding – payments made)– may include costs incurred up to 60 days after end of project

under conditions of Art. II.20.1


Financial statements

• To be submitted within 60 days after the end of the reporting period (Art. II.4)

• Include a full set of complete Financial Statement Forms• If cumulated EC contribution > 325 000 €, certificate on financial

statement by external auditor (Art. II.4.7)• Remember to record and declare receipts (Art. II.24)• Obligation to provide clarifications requested by the EC (Art. II.4.1.ii)• Possibility to suspend part or full payment, if the work does not

comply with the work plan or if suspected irregularities etc. (Art. II.5.3.d)

• Interest yielded by the pre-financing

– must be identifiable (Art. 6) and declared in the Financial Statements (Coordinator) – remains EC property (Art. II.27)


Financial Statement by beneficiary


Certificate on financial statements (Art. II.4.7)

• if cumulated EC contribution > 325 000 €• submitted together with claims of interim payments and final

payments• can be requested at any time during the project on the basis

of analysis of risks• done by external auditor chosen by the beneficiary• auditor qualified to carry out statutory audits of accounting

documents– Guidance document:

http://ec.europa.eu/information_society/activities/ict_psp/documents/certification_financialstatements.pdf


Eligible & non-eligible costs (Art. II.20)

• Eligible costs (Art. II.20.1):– indicated in the budget table of Annex I– necessary for the project and actual– incurred by the beneficiary– incurred during the duration of the project - exception in Art. II.20.1(2)– identifiable and verifiable– recorded in the accounts of the beneficiary– compliant with usual accounting principles, tax & social legislation– reasonable, justified and economic

• Non-eligible costs (Art. II.20.2)– among others: resources made available to a beneficiary free of

charge, unnecessary or ill-considered expenses, marketing, sales and distribution costs for products and services, indirect tax and duties (e.g. VAT) …


Coordinator’s duties (Art. II.2) - highlights

• The Coordinator is in charge of the technical, financial and administrative coordination of the project

– (a) transmits to the EC all documents and correspondence relating to the project

– …– (e) reviews the reports and deliverables to verify consistency with the

project tasks before transmitting them to the EC– (f) monitors the compliance by beneficiaries with their obligations under

this GA– (g) informs the other beneficiaries and the EC of any event liable to

substantially affect the project


Partners’ duties (Art. II.2.2, II.3)

• Article II.2.2– (b) carry out the project jointly and severally vis-à-vis the Community,

taking all necessary and reasonable measures to ensure that the project is carried out in accordance with the terms and conditions of the GA

– …– (d) allow the Commission to take part in meetings concerning the project

• Article II.3– (b) inform the other beneficiaries and the Commission

through the Coordinator in due time of …


Reporting

• Defined in Art. II.4– after each reporting period (M12, M24, M30)– progress report, including a publishable summary– explanation of the use of resources– financial statements, including a report on the distribution of the

Community financial contribution between beneficiaries– guidelines on reporting and the related templates:

http://ec.europa.eu/information_society/activities/ict_psp/participating/project_management/index_en.htm

– submitted in one paper copy and one electronic copy through the coordinator

– progress report enables monitoring of work progress and substantiates cost claims

– detailed overview of work completed/launched, deviations from work plan, plans for the next phase


Reporting and dissemination(Appendix X)

• project Fact sheet suitable for Web publishing– within 1 month, maintained and updated

• project Website– within 3 months, maintained and updated

• project Presentation (PowerPoint, HTML) with key features of the project– within 3 months, maintained and updated

• Public Showcase (Web enabled or DVD based) – at project’s end

• 6-monthly reports– month 6, month 18

• annual public reports for web publishing– 15th November each year


Dissemination - website

• register an .eu domain for the project website• register the domain for at least 2 years beyond the project’s

end• keep the website simple to understand• split internal/public website• talk to local media• make it lively & interesting• acknowledge EU funding


Dissemination

• Visible reference to EC funding• All publications and other dissemination material shall

– include the following statement: “the project has received funding from the Union’s ICT Policy Support Programme as part of the Competitiveness and Innovation Framework Programme.”

– display the European emblem: http://europa.eu/abc/symbols/emblem/download_en.htm

– state that it reflects only the author’s views …

• Commission is authorised to publish any publishable report or other publishable deliverable submitted to it


Reviews

• annual reviews (M15, M27, M33)• two external experts chosen and paid by the EC• review meeting of one day• written conclusions within 1 month


Conclusion

• All beneficiaries: read and understand the entire grant agreement

• The Coordinator is the key link between the Consortium and EC

• Communicate problems/changes early• It is your project turn it into a success• Make your project visible in media, conferences

Good Luck with FLAVIUS!

Documents

FLAVIUS kick-off meeting 07-06-2010 Paris Information Society and Media DG Unit E1 Language Technologies, Machine Translation Luxembourg FLAVIUS Kick-Off