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MID-TERM REVIEW IN LUXEMBOURG January 30th-31st 2019

Location: DG Connect building EUROFORUM is: 10, rue Robert Stumper, L-2557 Luxembourg.

Reviewers: The Commission will be assisted by the following independent experts:

  • Dr. Stefania Bocconi,  National Research Council of Italy (CNR), Institute for Educational Technology (ITD)
  • Dr. Georgios IOANNIDIS,  IN2 search interfaces development Limited


Review agenda + shared project team presentation 


Review summary and notes


Official feedback from the project officer + reviewers - Interim report


Project team timetable during the review:

Tuesday January 29thWednesday January 30thThursday January 31stFriday February 1st
 Arrival to Luxembourg in the eveningRehearsal day in EC building - final preparations9-16 Mid-term review in the review location Flight back to Finland 


Actions to be taken + Recommendations:

  • Project roadmap (Del. 8) to be updated to wiki as a living document which should be updated throughout the rest of the project has been sent to project officer February 28th
      • operative and realistic plan of activities for the remaining next 12 month
      • Measurements - KPI (Key Performance Indicators) for monitoring the project progress
      • Major problems expected
      • Detailed proposal for an amendment and internal reallocation of the budget 


  • Deliverable D14 - Risk Management Plan. D14 should be resubmitted and include a contingency plan to mitigate the delays in WP3 and reach the stated project objectives. - has been sent to project officer March 14th


  • Holistic plan (Modified project plan) for the rest of the project to be submitted by the end of February to project officer - plan for changes with the budget (subcontracting etc.) - has been sent to project officer February 28th
    • Prototypes: additional document in M 18, funcltionalities in beta versio for May and for September, e.g., what are the criteria for selection, specification, functionalities (EDUFI) 
    • WP3 resources and the prototype development
    • Internal re-allocations of resources between different WP´s if needed (each partner should check the current situation)
    • WP4 Deployment and evaluation 
      • Pay attention that specific objectives 3 and 4 (Annex I) are reached - clear planning, activities, steps, commitment
      • How to organize and document the deployment (Finland + Netherlands + Germany)
      • Opportunities for going beyond the partner countries (countries close to Finnish infrastructures: Sweden, Norway, Denmark as an example)?
      • Case study Compleap-Europass and possibilities for collaboration (to be reported as apart of WP4 - Clear indication digital environment can be linked and feed to compleap. This would be a great results for the project, feed into sustainability and impact. Realised with a workshop with Europass system interface and data form Europass feed into Compleap and vica versa. Could create impact on European level. 



  • Additional documents concerning the development of the beta prototype (WP3) - draft versions to be sent to steering committee by May 13th - final steering committee approval on May 23rd - by M18 (End of May) - to be reviewed M19 (remote review)
    • (Developing and releasing the initial version of the Beta prototype (Beta part 1) by Month 18 and the full Beta version (Beta part 2) by Month 22);

      - Detailing the criteria adopted for selecting key functionalities to be developed in the Beta version;

      - Developing a detailed plan for the piloting of the Beta prototype (WP3);

      - Developing a detailed deployment plan of the Beta prototype (WP4).


  • "Living documents" – reference to the Grant Agreement – Description of the Action, table 2) Deliverables, page 23: Deliverables with an open "Delivery date", for example: M6-M18:, the draft deliverable should be uploaded on the Eduuni workspace and updated regularly. Submission to the EC in the last due month.


OFFICIAL AMENDMENT PROCEDURE 

Requested documents:

-          A cover letter from the Project Manager explaining and justifying the request. (draft)

-          A formal amendment request letter signed by the Coordinator authorised representative (model attached). (draft)

-          An updated Annex I. Please use track changes. (draft)

-          An updated Annex III. (draft)


Official feedback from the project officer + reviewers - Interim report

Final documents


Instructions to steering committee for approval of the review documents (comments by email by Monday 14th January at 12 o´clock)

Please read through the mid-term reporting document drafts (all documents gathered in the table below

Compare documents to what is written in a Grant Agreement Annex I (Compleap project plan)

Share comments and ideas for any updates via email to the rest of the steering group and Antti by Monday 14th January at 12 o'clock. Please note that proofreading and styles are still missing.

Updated documents will be sent by CSC to project officer in the European Commission by January 17th - two weeks before the review as requested. Project officer will deliver all material to the reviewers so project team/coordinator will send material only to project officer. In addition to these reports, the public materials on compleap.eu and this Eduuni working area and wiki are available to the reviewers.


Instructions to project team on mid-term review (collected by Monday 7.1. on this page)

Each WP leader should take part this meeting and prepare to present what has been done in the project so far (shared presentation by January 30th - won´t be send to reviewers beforehand)

Project team will prepare agenda for the review (based on the mid-term reports)

Review is based on the periodic (technical) mid-term report + financial statements + deliverable reports that have been sent to the project officer during the first project year.


MID-TERM REPORTING


Mid-term reporting includes two kinds of reports:

  • financial statement, which is a summary of financial side of the project during the first year (each partner delivers)
  • periodic (technical) report,  which is a summary of progress and concrete actions made during the first project year (each partner contributes - one shared document)


These documents should be delivered to project officer 60 days after the end of Month 12 (November 2018) - please see further instructions and timetable below.


Project coordinator will inform the Consortium of this reporting and gather all the information

  • each partner must deliver updated financial statement template as instructed
  • The coordinator will sum up the technical report after getting needed information from the wp leaders


TIMETABLE AND DOCUMENTS


What?When?Status (color coded)

Financial report templates (each partner) updated and sent to coordinator

by 20th of December

All partners have sent the financial figures - Minna Hahl will make summary of these figure during the first week of January


Periodic (technical) report updated by WP leaders by January 7th
Coordinator produces financial summary of the financial reports1st week of January
All material in Eduuni wiki - informing steering committee to be approved8th of January
Approval (by e-mail) and informing about any needed updatesby 14th January at 12 o´clock
Final updates by coordinator January 14th-January 17th 
Reporting documents (financial + technical) to be sent to project officer (PO will forward material to the reviewers after that) January 17th



INSTRUCTIONS FOR FINANCIAL REPORT (instruction document + appendix)


COMPLEAP’s first reporting period is ending at the end of November 2018. We have to report our costs and PM’s for the period 1st December 2017 – 30th November, 2018.


At this stage we need two kind of reports:


  1. 1.      Financial Statement


Please fill the attached Financial Statement (first page, we will fill the summary). Following cells should be filled:

  • Beneficiary Legal Name
  • Beneficiary Short Name
  • Beneficiary Nb (1.CSC, 2.OPH, 3.UOulu, 4. GRADIA, 5.DUO)


  1. 1.      Declaration of eligible costs (in €)                                                     
  • Personnel costs (no need to detail per WPs) Please see the attachment “Appendix specific conditions for direct personnel cost.”
  • Other specific direct costs (travel costs and other costs)


  1. 2.      Declaration of receipts
  • Choose Yes or No


  1. 3.      Certificate on the financial statements
  • Choose Yes or No (for this period everyone can choose No)

Remember to date and sign the form. This form should be signed by the person authorized to sign this kind of documents according to your organization (e.g. Financial Director).


Please send the Financial Statement in PDF-format to antti.laitinen@csc.fi and minna.hahl@csc.fi and send also the original document with a signature to


CSC - IT Center for Science Ltd.

Minna Hahl

P.O. Box 405

FI-02101 Espoo

Finland


or


CSC – Tieteen tietotekniikan keskus Oy

Minna Hahl

PL 405

02101 Espoo


Financial reporting schedule

-        Financial Statement in PDF-format no later than 20th December, 2018

-        Original Financial Statement by mail or by courier no later than 8th January, 2019


  1. 2.      COMPLEAP reporting summary PMs and costs


Please fill also excel sheet COMPLEAP reporting summary PMs for the last quarter (QR4) and costs for the quarters (QR3-QR4)


  • Fill the PMs QR4 (1.9.-30.11.2018)
  • Fill the costs QR3-QR4 (1.6.-30.11.2018)


PMs will be needed for the Project Periodic Report which we have to also draw up for the period reporting. Please send this excel sheet no later than 20th December, 2018 to antti.laitinen@csc.fi and minna.hahl@csc.fi













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