Some Pointers to Participation
• Hieratic is a Collaborative Project under
the EC FP7 programme
• Start date 1st October 2012
• For 36 months
• EC contribution: 1,899,967.00 euros.
• 4 Partners
• Coordinator is the University of
Role of the Coordinator
• Is channel of communication with the EC
• To administer the financial distribution of
• To verify the reports before transmission
to the EC
• To monitor compliance of beneficiaries
with their obligations under the grant
Grant Agreement and Consortium
• The Grant Agreement (contract) sets out
the terms for the work to be done.
• Annex I, description of work sets out the
deliverables and timelines
• The Consortium Agreement sets out the
terms for the consortium to manage its
financial affairs, project management,
intellectual property, and resolution of
Management of Hieratic
• All Partners will be represented on the
Project Management Committee
• The Project Management Committee will
be chaired by the Coordinator
• The Scientific and Technical Committee
will be responsible for reviewing research
and development progress within the
project. Two external advisers
Role of Beneficiaries
• Partners shall jointly carry out the project
in accordance with the contract
• Ensure the efficient implementation of the
• Ensure tasks assigned in Annex I are
correctly and timely performed
Role of Beneficiaries
• Inform the Coordinator of any event which
may affect performance
• Inform the Coordinator of any change in
legal name, address, or legal
• Carry out the project in accordance with
• Promote equal opportunities between men
Failure to perform
• The Coordinator is entitled to withhold any
advances either due to a Defaulting Party
• The Coordinator is entitled to recover any
advances already paid to a Defaulting Party.
• A partner may be declared in default by the
Project Management Committee and corrective
• A defaulting partner may be asked to withdraw.
• Disputes may be settled within the consortium in
line with the consortium agreement.
Things that might go wrong
• Things can go wrong through no fault of
– Sickness in the staff team
– Difficulties in recruitment
– Research turns in a new direction away from
– Financial – inadvertent overspending or
What to do
• If you think your contribution is at risk,
• Please contact the Coordinator.
• The coordinator can visit you,
• Put the difficulties to the Project
Management Committee for resolution.
• Obtain help for you from another partner.
• Coordinator will provide information on Research Participant Portal
where financial and scientific reports to be submitted
• Coordinator will complete scientific and management report, but will
need information from partners to achieve this
• Request will be sent out one month in advance of end of the
• Reports required including financial at month 12 and month 36 and
at the end of the project – 60 day deadline
• EC will analyse the reports within 105 days
• Audit certificate required when costs meet 375K euros but does not
apply to everyone
• Project review may be held month 12, month 24 and month 36. EC
will visit and review deliverables and work.
Deliverables – first year
• WP1.1 Algebraic structure of hierarchical
decomposition (UB-CS, UB-M)
• WP2.1 Theory of topological and dynamical
invariants (UB-M, USFD)
• WP3.1 Algorithm for identifying linear coarse-
grainings of non-linear systems (Ch, UB-M)
• WP4.1 Multi-scale simulation library (Jena)
• WP10.1 First year management report (UB-CS)
Milestones – first year
• M1 Linear coarse-graining algorithms.
• M2 Theoretical framework (1).
• M3 Simulation Library (first release).
• Princeton University CouzinLab – main
collaboration with Chalmers.
• George Mason University – main
collaboration with Jena. Some
collaboration with UB (PRISM) and USFD
(network case studies)
• Budget for exchange visits – plan some for
Publicity, Confidentiality and
• Data identified as confidential during the project must be
kept as confidential for five years afterwards but there
are various provisions for disclosure if required
• Publicity about project data must display the EC emblem
and state that EC funding has been received
• Foreground (knowledge generated within the project)
shall be the property of the partner generating it.
Foreground may be jointly owned if jointly developed.
• Foreground may be transferred and may be protected if
it has industrial or commercial applications
• Foreground must be used and disseminated unless to be
• A copy of any proposed publication in
connection with or relating to the Project
shall be sent to the Coordinator who will
post the paper on the internal website and
inform all Parties.
• Any Party may object to the proposed
publication within 15 days of the posting of
the proposed publication
• Permanent staff time can be reclaimed from the
project under FP7 but
• Timesheets must be completed for all hours
worked for the organisation as well as those
worked for the project
• Timesheets must be kept by all funded staff
• Birmingham can supply an example timesheet,
but you should consult your own auditors
Consult Financial guidelines for FP7 and your own
VAT and other taxes not eligible. Must be
deducted from the claim
Airport tax not eligible.
Project costs must be within the project duration –
no costs can be incurred before start date or
after end date.
Equipment must be depreciated in accordance
with your organisation’s normal procedure.
• Actual (actually incurred, real – not estimated, budgeted or imputed)
• Incurred by the beneficiary (supporting documents proving the
payment must be kept for all costs and for up to five years after the
end of the project)
• Incurred during the duration of the project (exception: costs relating
to final reports and audit certificates)
• Determined according to the usual accounting and management
principles and practices of the beneficiary identifiable and verifiable
• Used for the sole purpose of achieving the objectives of the project
and its expecting results, in a manner consistent with the principles
of economy, efficiency and effectiveness
• Recorded in the accounts of the beneficiary in the format that can be
• Have been indicated in the estimated overall budget in Annex I
• Identifiable indirect taxes incl. VAT (general rule:
beneficiary is entitled to charge to the project only the
net value of the invoice)
• Interest owed
• Provisions for possible future losses or charges
• Exchange losses, costs related to return on capital
• Costs declared or incurred, or reimbursed in respect of
another Community project (avoiding double financing)
• Debt and debt service charges, excessive or reckless
• A guarantee fund has been set up to
which all partners have contributed. This
will be released by the EC with the final
payment unless they need to recover lost
funds from the consortium.
• Each beneficiary only responsible for their
Thank you for listening.