Project Management and Financial Reporting

Transcription

1 Horizon 2020 and ERC Project Management and April 2018 Brussels

2 Horizon 2020 Project Management and AGENDA DAY 1 08:30 09:00 Registration 09:00 09:30 Event opening 09:30 10:30 How to Coordinate and Manage your R&I Project? Essential project management and coordination tools and tips. Dealing with the partners. Motivation and Controlling tools. Legal and administrative obligations. Possible administrative and technical bottlenecks, legal problems. (10:30 10:45 Coffee break) 10:45 12:30 Getting your Project Started Grant Agreement preparation. Introduction to the Grant Agreement preparation tool. Consortium Agreement: what and how to include; decision making procedures, obligations and rights, financial issues and managing task and budget reallocations (12:30 13:30 Lunch break) 13:30 15:00 Technical Management and Reporting How to prepare for the kick-off meeting; Setting up a communication and decision-making system, quality assurance, risk management, detailed work plan, project inception. Periodic and final reports: what to and how to report, irregularities and deviation management, internal quality assurance mechanisms, administrative issues, problem solving, tips for effective management and communication. Introduction to the online reporting tools. (15:00 15:20 Coffee break) 15:20 17:00 H2020 Financial Rules in theory and in practice Part 1 Detailed introduction to financial rules for H2020 with real-life examples: Basic facts Importance of the budget and of the resources; Cost vs Price principle Reimbursement models, forms of costs; Eligible and non-eligible costs with comparison and all exceptions 2

3 Horizon 2020 Project Management and AGENDA DAY 2 09:00 10:30 H2020 Financial Rules in theory and in practice Part 2. Introducing the cost categories Personnel costs calculations showing the possible ways Subcontracting and other third parties Travel costs, Consumables vs. Overheads Equipment and assets Internally invoiced items Indirect costs calculation Funding Rates Receipt calculations Guarantee Fund Certificates on Financial Statements, Certificate on Methodology, etc. Payments and Exchange rates (10:30 10:50 Coffee break) 10:50 13:30 Workshop: Participants prepare a financial statement for Horizon 2020, based on dummy invoices, salary slips, receipts and bills, time records and certificates, which are generated individually for each participant. Submission deadline 13:30. (13:30 14:30 Lunch) 14:30 16:00 Understanding the Financial Reports Pragmatic approaches in reporting; Point-by-point assessment of the prepared financial reports: Format, content; overall principles, possible bottlenecks, what should and should not be included. 16:00 Final Q&A and closing of event 3

4 ERC Project Management and Financial Reporting 09:00 09:10 Event opening AGENDA DAY 3 09:10 09:20 ERC Workshop Overview 09:20 10:00 ERC Granting Process in H2020 & ERC Grant Implementation Overview of the H2020 ERC Grant Agreement preparation Which legal, administrative and financial information is necessary to prepare the GA? ERC documents for the HI (Host Institution) and the PI (Principal Investigator): Annex 1 DoA, Annex 2 estimated budget for the action (budget table), Supplementary Agreement, Statement on Changes, PI s passport Online ERC Grant Agreement preparation at the EU Participant Portal Timeline of an ERC project Budget table & Resources section; Eligible and non-eligible costs in an ERC project 10:00 10:45 Financial System of the Host Institution & Financial Management How to include a new ERC project into the existing financial system of the host institution. Overview of the H2020 financial rules and its implementation into the daily ERC financial management. Tips for an effective ERC financial management and how to ensure the communication between the ERC PI & the HI. >>The administrative and legal obligations of the ERC Supplementary Agreement must be fulfilled by the HI & the PI. Real project based example of a H2020 ERC equipment purchase > in accordance with Art ERC MGA. How to prepare the monthly inhouse ERC financial report for the PI and what information should be provided to ensure a fully transparent financial management by the HI. (10:45 11:00 Coffee Break) 11:00 12:00 ERC Reports & Payments + Q&A Participants will receive a pragmatic overview regarding the timeline and deadline of all ERC reports. Point-by-point preparation of all reports with essential real ERC project based experience. How to use the EU Participant Portal for the ERC reports. Overview of all relevant ERC documents for the reports. Detailed instructions to avoid mistakes during the ERC financial reporting. ERC Payments: Timeline, Type, Calculation and Amount. 4

5 (12:30 13:30 Lunch break) 13:30 15:00 ERC Audit Management + Q&A ERC Financial Audit: Strategy, Type and detected Errors. Participants will be trained on the basis of real-life H2020 AUDIT examples how to get prepared for an AUDIT. (15:00 15:30 Coffee Break) 15:30 16:30 ERC Project Management & ERC Grant Transfer Management (incl. Amendments) Kick-off meeting with all stakeholders of the new ERC project > Best practice The ERC project website should be set up within the first month of the ERC project. Publication issues > Open Access; Patent issues Real-life examples regarding the transfer of ongoing ERC STG & ADG from the HI to a new HI and from a beneficiary based in another EU country to the HI. Amendment to ERC Grant Agreements > Article 55 ERC GA Amendment preparation, conditions, types, timeline and consequences The ERC amendment process in steps. How to use the EU Participant Portal during the implementation of the ERC amendment. 5