II.3.1,3C Project management presentation

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II.3.1,3C Project management presentation Powered By Docstoc
					       European Global Oral Health Indicators Development Phase II




           EGOHID PROJECT
                Grant agreement 2005113



                  FINANCIAL
                 MANAGEMENT

               Kick off Meeting
              University of Lyon
          Friday 3rd February 2006
                                                                     EUROPEAN COMMISSION
1/28                                                                 HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                     Directorate C - Public Health and Risk Assessment
                                                                     C2 - Health information
          European Global Oral Health Indicators Development Phase II




1 - General presentation
2 – Status and responsabilities of the
    participants
3 - Budget
4 - Payments
5 – EC reporting
6 - Communication tools
                                                                        EUROPEAN COMMISSION
2/28                                                                    HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                        Directorate C - Public Health and Risk Assessment
                                                                        C2 - Health information
                European Global Oral Health Indicators Development Phase II




 1 - GENERAL PRESENTATION


 • Duration of the project: 28 months
       Start date 1st january 2006 - End date: 30th April 2008
 • Signature of the contract is « ongoing »
 • Total estimated budget: 1 826 697,58 €
 • Commission funding: 1 077 524,50 €
 • 58,99% of the budget (up to 60% under DG
 Sanco)
                                                                              EUROPEAN COMMISSION
3/28                                                                          HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                              Directorate C - Public Health and Risk Assessment
                                                                              C2 - Health information
         European Global Oral Health Indicators Development Phase II




 2- STATUS AND
 RESPONSABILITIES OF THE
 PARTICIPANTS
 • ROLE OF THE MAIN PARTNER/BENEFICIARY

 • ROLE OF THE ASSOCIATED
   PARTNERS/ASSOCIATED BENEFICIARIES

 • ROLE OF THE COLLABORATING PARTNERS

                                                                       EUROPEAN COMMISSION
4/28                                                                   HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                       Directorate C - Public Health and Risk Assessment
                                                                       C2 - Health information
                   European Global Oral Health Indicators Development Phase II




  ROLE OF THE MAIN PARTNER: He shall
• be responsible for the management of the project;
• be liable vis-à-vis the Commission for the correct and timely fulfilment of the
  obligations of the beneficiaries/partners ;
• be the intermediary for all communication between the beneficiaries and the
  Commission;
• receive and answer all claims the Commission might have in relation to the
  performance of the project;
• request and receive on behalf of the beneficiaries all payments made by the
  Commission, and distribute them between the associated beneficiaries
  according to the estimated eligible costs and the actual costs incurred;
• ensure that all the appropriate payments are made to the associated
  beneficiaries within 30 calendar days of receipt from the Commission;
• inform the Commission and the associated beneficiaries of any event which
  would affect the implementation of the project.



                                                                                 EUROPEAN COMMISSION
5/28                                                                             HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                                 Directorate C - Public Health and Risk Assessment
                                                                                 C2 - Health information
             European Global Oral Health Indicators Development Phase II




 ROLE OF THE ASSOCIATED PARTNERS

 • They participate in the project, for which their costs are
 borne and to which they contribute financially
 • They shall forward to the main beneficiary the data
 needed to draw up the reports, financial statements…
 • They shall inform the main partner immediately of any
 event liable to substantially affect or delay the
 implementation of the action of which they are aware.



                                                                           EUROPEAN COMMISSION
6/28                                                                       HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                           Directorate C - Public Health and Risk Assessment
                                                                           C2 - Health information
             European Global Oral Health Indicators Development Phase II




ROLE OF THE COLLABORATING PARTNERS

 • Scientific excellence to the project
 • No contractual relationship with the Commission
 • They shall not contribute financially nor in kind to the
   project budget
 • Their costs (missions) are borne by the Coordination
   budget




                                                                           EUROPEAN COMMISSION
7/28                                                                       HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                           Directorate C - Public Health and Risk Assessment
                                                                           C2 - Health information
         European Global Oral Health Indicators Development Phase II




 3 – BUDGET


• DEFINITION OF EXPENDITURE/ELIGIBLE
  COSTS

• TYPES OF COSTS




                                                                       EUROPEAN COMMISSION
8/28                                                                   HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                       Directorate C - Public Health and Risk Assessment
                                                                       C2 - Health information
              European Global Oral Health Indicators Development Phase II




   DEFINITION OF EXPENDITURE/ELIGIBLE COSTS
Eligible costs must fulfil all of the following conditions:
• Actually incurred (= real costs) and recorded in the accounts of
  the beneficiary
• Exclusive of any non-eligible costs (return on capital, debt and
  debt service charges, interest owed, VAT unless the beneficiary can
  show that he is unable to recover it.)
• Identifiable and verifiable
• Reasonable and justified and must accord with the principles of
  sound financial management
• Connected with the subject of the grant agreement and present
  in the budget
• Necessary
• Generated during the duration of the project

                                                                            EUROPEAN COMMISSION
9/28                                                                        HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                            Directorate C - Public Health and Risk Assessment
                                                                            C2 - Health information
                   European Global Oral Health Indicators Development Phase II




                                TYPES OF COSTS

        E1. Staff: Cost of staff assigned to the project (comprising
        actual salaries and all charges), provided this does not exceed the
        beneficiary average rates policy.
        Distinction is made between costs not pertaining to national
        officials (fees) and costs pertaining to national officials:
        National officials are civil servants whose wages are paid by your
        own institution and these costs are not covered by the EC grant.
        They are considered as the partners’ contributions to the project.
        They have to be declared, based on actual daily rates and number
        of days spent.


                                                                                 EUROPEAN COMMISSION
10/28                                                                            HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                                 Directorate C - Public Health and Risk Assessment
                                                                                 C2 - Health information
             European Global Oral Health Indicators Development Phase II




  E2. Travel and subsistence allowances
  (AP08)
  All «travel costs» of the partners related to technical
  meetings have been integrated in the coordinator’s
  budget. (Except UFSBD / travel budget in the framework
  of his tasks)
   * Travel expenses:
  An average of 1000€ return ticket has been budgeted
  and validated by the EC. Payments will be based on real
  costs. The beneficiary has to comply with the principle
  of sound financial management.


                                                                           EUROPEAN COMMISSION
11/28                                                                      HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                           Directorate C - Public Health and Risk Assessment
                                                                           C2 - Health information
                  European Global Oral Health Indicators Development Phase II




    * Flat rate subsistence allowances (per diem) cover all
    subsistence expenses during missions, including hotels,
    restaurants, transport. They apply for each day of work in the
    context of the project, that is to say: one day/one perdiem
    (calculation is based on the arrival and departure dates)
    Perdiem are fixed by EC services and will be displayed in an
    annex to the contract. This rate varies depending on the
    country where the meeting takes place. (France 130.29 €, Italy
    129.82 €, UK 199.82 €..)

    E3. Equipment
    E4. Consumables and supplies directly linked and
    assigned to the project (MP,AP03, AP05, AP10, AP12)


                                                                                EUROPEAN COMMISSION
12/28                                                                           HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                                Directorate C - Public Health and Risk Assessment
                                                                                C2 - Health information
               European Global Oral Health Indicators Development Phase II




  E5. Subcontracting costs (MP-AP05-AP07-AP08-AP10-AP12)
  are the costs entailed by other contracts awarded by the
  beneficiaries for the purpose of carrying out the project.
  * Competitive tenders from potential contractors shall be sought and
  the contract shall be awarded to the bid offering the best value for
  money. Procedure depends on the contract value:
    More than 50.000 € - Open call for tenders
    Less than 50.000 € - Restricted call for tenders (5 candidates)
    Less than 13.800 € - Negotiated call for tenders (3 candidates)
    Less than 1.050€ - Negotiated procedure (single tender)
  * The beneficiary must ensure that its agreement with the
  subcontractor mentions that the Commission may at any time
  during the Agreement and up to five years after the end of the
  project, arrange for audits to be carried out. (Id. the European Court
  of Auditors).


                                                                             EUROPEAN COMMISSION
13/28                                                                        HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                             Directorate C - Public Health and Risk Assessment
                                                                             C2 - Health information
                European Global Oral Health Indicators Development Phase II




  E6. Other costs are the costs arising from requirements
  imposed by the grant agreement and directly related to the project
  (dissemination of the information, duplication, translations…)
  including the costs of any financial services (audits…).


  E7. Overheads are not directly related to the project, not
  identified as direct costs but in direct relationship with the direct
  eligible costs of the project. (Electricity, heating, office equipment…)
  This amount (part of the commission funding) will be transferred to
  the partners in order to cover any incidental expenses or unforeseen
  operational costs that may occur in the running of his mission. This
  sum can be used at the partner’s discretion.


                                                                              EUROPEAN COMMISSION
14/28                                                                         HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                              Directorate C - Public Health and Risk Assessment
                                                                              C2 - Health information
        European Global Oral Health Indicators Development Phase II




4 – PAYMENTS


• FINANCIAL DISTRIBUTION NETWORK

• EC PAYMENTS PROCEDURES




                                                                      EUROPEAN COMMISSION
15/28                                                                 HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                      Directorate C - Public Health and Risk Assessment
                                                                      C2 - Health information
              European Global Oral Health Indicators Development Phase II




   FINANCIAL DISTRIBUTION NETWORK
                                     DG SANCO

                                 MAIN PARTNER
                                                                             MAIN PARTNER
                                                                             COORDINATION
                                                                                BUDGET




        AP AP AP AP AP AP AP AP AP AP AP AP AP AP
        01 02 03 04 05 06 07 08 09 10 11 12 13 14


        MOST EXPENDITURE ARE CONSUMABLES AND SUBCONTRACTING COSTS +
                              TRAVEL FOR UFSBD




           CP CP CP CP CP CP CP CP CP CP CP CP
           01 02 03 04 05 06 07 08 09 10 11 12

                                                                            EUROPEAN COMMISSION
16/28                                                                       HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                            Directorate C - Public Health and Risk Assessment
                                                                            C2 - Health information
                  European Global Oral Health Indicators Development Phase II




         EC PAYMENTS PROCEDURES
                     EC                           Payments are made by DG SANCO to
                                                  the main partner UCBL.
              DG SANCO


                Main                              The main partner is responsible for
               partner                            distributing the contribution share to the
                                                  associated partners.


   AP        AP             AP                 AP               AP

    Partners are responsible for their own budget and shall justify all
            costs declared by original accounting documents

                                                                                EUROPEAN COMMISSION
17/28                                                                           HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                                Directorate C - Public Health and Risk Assessment
                                                                                C2 - Health information
                  European Global Oral Health Indicators Development Phase II




        The Grant Agreement will determine the pre-financing
        arrangements corresponding to periods usually 12
        months (e.g. Start of the contract: 30%, end of
        period 1: 40%, balance)
        Within 45 days of the signature of the grant
        agreement, the first pre-financing payment will be
        made to the Coordinator who will make
        APPROPRIATE PAYMENTS to the beneficiaries (within
        30 days and after signature of an »associated
        contract » between main partner and associated
        partners)
        The coordinator will take into account costs that will
        be incurred during the forthcoming period

                                                                                EUROPEAN COMMISSION
18/28                                                                           HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                                Directorate C - Public Health and Risk Assessment
                                                                                C2 - Health information
                              European Global Oral Health Indicators Development Phase II




                                             MAIN PARTNER PROVIDES                                          MP PROVIDES FINAL
                                                    REPORTS                                                     REPORTS
                                                 TO COMMISSION                                               TO COMMISSION
COMMISSION + MAIN PARTNER
Signature of contract                            12 MONTHS                                                   28 MONTHS




                                                   Receipt and approval of                                    Receipt and approval of
      First pre-financing payment              interim implementation report                                final implementation report
          to MP within 45 days                   financial report of period 1                              and financial report of project
                 e.g. 40%                      Further pre-financing payment                                Payment of the balance on
                                                       to MP e.g. 30%                                          basis of costs incurred
                                         if 70% of previous payment has been used

       Appropriate payments made               Appropriate payments made to
      to associated partners within              associated partners within
                 30 days                                  30 days




                                                                                            EUROPEAN COMMISSION
   19/28                                                                                    HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                                            Directorate C - Public Health and Risk Assessment
                                                                                            C2 - Health information
                  European Global Oral Health Indicators Development Phase II




        The final grant will be based on the actual costs
        incurred during the project. It may not exceed
        the maximum amount of the grant even if the
        total actual eligible costs are greater.
        If the actual costs are lower than the estimated costs,
        the Commission’s contribution will be limited to the
        amount obtained by applying the Community grant
        percentage (58.99%)

        In the event that all EC payments exceed the amount of
        the final grant, the Commission shall issue a recovery
        order for the surplus
                                                                                EUROPEAN COMMISSION
20/28                                                                           HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                                Directorate C - Public Health and Risk Assessment
                                                                                C2 - Health information
             European Global Oral Health Indicators Development Phase II




    The beneficiaries (all partners) shall keep at the
    Commission’s disposal all original accounting/tax
    records documents (subcontractors invoices, time
    sheets, travel tickets…), related to the grant
    agreement up to five years from the date of
    payment of the final grant.

    Audits of the use made of the grant may be
    carried out by the Commission or the European
    Court of Auditors.

                                                                           EUROPEAN COMMISSION
21/28                                                                      HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                           Directorate C - Public Health and Risk Assessment
                                                                           C2 - Health information
                 European Global Oral Health Indicators Development Phase II




 5 – EC REPORTING
        EC Reports: At the end of each period indicated in the
        contract, the coordinator will provide an interim
        implementation report and a financial report.
 • The interim implementation reports will describe the work carried out
   and the results obtained to date as well as an indication of any
   deviation from the initial work programme. The report should
   comprise a comparison between the expenditure incurred and the
   foreseen budget and finally the work programme planned for the
   following period. This will be based on partners technical reports.
 • The financial report will be based on costs declarations made by
   each beneficiary with actual expenditure for the related period.


                                                                               EUROPEAN COMMISSION
22/28                                                                          HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                               Directorate C - Public Health and Risk Assessment
                                                                               C2 - Health information
                European Global Oral Health Indicators Development Phase II




6 – COMMUNICATION TOOLS
Public and Collaborative website (from march 2006)
    (NAME OF THE PUBLIC WEBSITE: EGOHID.ORG - from april EGOHID.EU)

    Public Website:
•   Project presentation (Summary Phase I & Phase II presentation)
•   Partners list
•   Public documents
•   Links to other websites of interest
•   Contact persons
•   Restricted access to « collaborative website »(platform)

                                                                              EUROPEAN COMMISSION
23/28                                                                         HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                              Directorate C - Public Health and Risk Assessment
                                                                              C2 - Health information
                 European Global Oral Health Indicators Development Phase II




        Collaborative website / platform:
 • The management platform provides the complete range
   of services necessary to ensure the smooth management
   of the project, that is to say:

        Securing the spreading of the information
          Facilitating the communication inside and outside the
          consortium
          Monitoring the project progress
          Ensuring the delivery in due time of the deliverables
          and reports
          Facilitating the administrative and financial reporting.
                                                                               EUROPEAN COMMISSION
24/28                                                                          HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                               Directorate C - Public Health and Risk Assessment
                                                                               C2 - Health information
                    European Global Oral Health Indicators Development Phase II




 • The structure of the platform will be as follows:
   Welcome: latest news, forthcoming events, reports deadline…,
   Tools: This part will allow the Co-ordination team to collect all
        management information from the partners (Costs declarations,
        expenses reimbursement forms…),
        Documents: The documents centre is adapted to the project
        structure (workpackages distribution) and offers specific
        functionalities such as notification and subscription services,
        Partnership information: data on the project members,
        Scientific collaboration: This page presents the main technical
        aspects of the project, such as: Workpackage description, key
        figures and objectives, deliverables…,
        Links: partners’ websites links,
        Contact: This page lists the details of all scientific, administrative
        and technical contact person involved in the project, (contact forms)
        Help: Guidelines.
                                                                                  EUROPEAN COMMISSION
25/28                                                                             HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                                  Directorate C - Public Health and Risk Assessment
                                                                                  C2 - Health information
                  European Global Oral Health Indicators Development Phase II




                                CONTACTS
        For administrative, legal, financial and practical aspects:
                                    Sandrine Montigny


      UNIVERSITY LYON 1
           EZUS LYON 1            sandrine.montigny@ezus.univ-lyon1.fr
             L’ATRIUM
              B.P.2107
 43 boulevard du 11 novembre 1918        Tel: +33.4.72.69.76.00
                                         Fax: +33.4.72.69.76.01
       69616 VILLEURBANNE
              FRANCE
                                                                                    egohid.org



                                                                                EUROPEAN COMMISSION
26/28                                                                           HEALTH & CONSUMER PROTECTION DIRECTORATE-GENERAL
                                                                                Directorate C - Public Health and Risk Assessment
                                                                                C2 - Health information
    European Global Oral Health Indicators Development Phase II




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