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:


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:







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 second (and final) reporting period has ended at the end of November 2019. We have to report our costs and PM’s for the last period 1st December 2018 – 30th November, 2019.


1.      Annex VI - Financial Statement


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

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


  1. 1.      Declaration of eligible costs (in €) column "This period"                                                 
  • Personnel costs (no need to detail per WPs) Please see the attachment “Appendix specific conditions for direct personnel cost.”
  • Subcontracting
  • Other specific direct costs (travel costs and other costs)
  • Use "Adjustments" column if you need to make changes for the first period costs


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


  1. 3.      Certificate on the financial statements
  • Choose Yes or No (only EDUFI has to submit the cerficate on the financial statements, others 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


All the material should be sent no later than 2nd of January, 2020

-        Financial Statement in PDF-format by email

-        Original Financial Statement by mail or by courier