First Meeting of the WG 2 - PowerPoint Presentation

Slide1

First Meeting of

the WG 2

Finance COST Targeted Network TN1302: BESTPRAC

.

WHO?

WG 2 Member

Name

Country

Email

Ms Katharina Buesel

Austria

buesel@zsi.at

Dr Dirk De Craemer

Belgium

dirk.decraemer@ugent.be

Ms Mirela Crljen

Croatia

Mirela.Crljen@pilar.hr

Mr Antonis Ioulianos

Cyprus

aioulian@research.org.cy

Ms Pirjo Ollanketo

Finland

Pirjo.Ollanketo@helsinki.fi

Ms Geraldine Leonard

France

geraldine.leonard@univ-orleans.fr

Mr Karlheinz Pohl

Germany

Karlheinz.Pohl@dlr.de

Ms Eva Vas

Hungary

vase@ceu.hu

Dr Kristjan Kristjansson

Iceland

kk@ru.is

Dr Vanessa Ravagni

Italy

vanessa.ravagni@unitn.it

Ms Marguerite Auberger

Luxembourg

gestion-projets@lippmann.lu

Ms Dorianne Mamo

Malta

dorianne.mamo@um.edu.mt

Mr Per Inge Andresen

Norway

Per.Andresen@ntnu.no

Ms Kathrine Huke Markengbakken

Norway

kathrine.huke@hig.no

Ms Franja Arlic

Slovenia

Franja.Arlic@mirovni-institut.si

Dr Cristina Velasco Garcia

Spain

mariacristina.velasco@uc3m.es

Ms Maddalena Tognola

Switzerland

maddalena.tognola@research.unibe.ch

Topics:

financial aspects of preparing and running cross-European projects

accounting practicesVAT

overhead

exchange ratesauditDeliverables: deepened understanding of financial regulations of FP7 & H2020 (year 1)of structural funds programmes with R&I focus (year 2)checklists and templatescase stories “good practice and experiences”

WG2 – Finance

Topic: identification

of difficulties administrators are confronted with in dealing with European

projects

BESTPRAC shall then contribute to harmonization of

problems

Research administrators with practical experience are needed for identifying thisWhat is the top 10 list of most experienced difficulties/obstactles and how can BESTPRAC address these? • open discussion on experienced difficulties • identification of top 10 list of difficulties and how to address these • outcome: difficulties to be addressed in BESTPRAC and by which means

Topic

:

identification of difficulties administrators are confronted with in dealing with European projects

One size fits all (same system)Overhead (incentives, ..)

allocation: direct vs indirect costs

Internal approval procedures: signature procedure/post award phaseIP?personnel costsSMEs involvement Reporting (ad hoc requirements)Third partiesSubcontractingTemplates (checklist , guidelines)

One size fits all (same system):

same

rules and systems/schemes for all European Programmes: harmonization need

survey on European Programmes

managed by WG members

Per, Norway and Vanessa, ItalyOverhead : use of overheads in different institutions, incentives schemes – survey on schemes implemented WG members’ Institutions Maddalena, Switzerland and Cristina, Spain Collection of docs for our Library? (topic 4)

Difficulties to be addressed by which means

Allocation

: direct vs indirect costs

survey on ?

Dirk, Belgium

Management Tools’ Features Jakob, DenmarkInternal approval procedures: signature procedure/post award phase survey on schemes implemented by WG members’ Institutions

Kristjan

, Iceland and Vanessa, Italy

Collection of best practices?

Topic 2: Difficulties to be addressed by which means

Collection of tools /check lists…

collection of tools, guidelines /

internal procedure

Marguerite, Luxembourg

Difficulties to be addressed by which means

Topic: development of job profiles, functions for a project administrator of European projects

and other aspects of competences and qualifications needed for research administrators

Project

administration requires a

spectrum

of skills and competences not only technical (F, A, L), such ascapacity to understand complex text

service mentality

enjoying

administrative tasks

well

organised

high

tollerance

for

frustration

Communication

skills

Team

player

i

nterlinked

(

researchers

/

administration

)

indipendency

from

PI

experience

(different

backgrounds

)

critical

mass

Learning

by

doing

Pre

award

phase

Post Award phaseFinancial FinancialAdmin AdminLegal LegalScientific advisorCompetences needed strictly related to the size/organization of the institution1 person: all competences, all

phases

1 person

1

person

L

F

A

Deep

specializazion

,

coordination

needed

Topics: Identification

, understanding, and quantification of the different aspects of project management

Europe-wide

• short inventory of profiles of WG members: - type of support administrative support combined with scientific/financial/legal support - years of experience - type of funding programmes

: how many?

• networking outcome of the surveys will be contact lists organized by topic to facilitate networking

Topics: Identification

, understanding, and quantification of the different aspects of project management

Europe-wide

• short inventory of profiles of WG members: Construction of

Job

tasks MATRIX (single person/tasks) - proposed tasks list by Vanessa, Italy, collection of info until end of April OBJECTIVE: Facilitate Network

Training School on

“…”

Participants:

35

Date

:min. 3 days; late autumn 2014Venue:tbd (should take place in COST inclusiveness countries)Programme:tbd (on emerging topics from following WG-meetings)Reimb. of trainers/trainees:Trainers will be reimbursed according to meeting rules

Trainees will receive a fixed financial contribution (max. € 160 per day, € 300 for travel)

 € 750 for 3-days training school suggested

MC-approval for

local organiser support grant of € 20 per registered person or payment of invoices &

fixed reimbursement of trainees

requested!

Topic to be addressed: budget /reporting? Have to be submitted

Open Issues for Training School

WG2-Meeting

Participants:

WG2-members

Date:

2-days-meeting,

July 2-3, 2014Venue:Tallinn, EstoniaTasks:Topics will be the result of the discussion of the WG2-meeting in the next two daysParticipants also going to the EARMA Annual Conference, will be asked to obstain from reimbursement, and hereby contribute to BESTPRAC and its ability to reach the target group. Respective information on the recommendations of the reimbursement will be sent out in advance to participants.

MC-approval for local organiser support grant of € 20 per day per registered person requested!

Presentation of the results of the 5 surveys and the Tasks MATRIX during the next meeting

Consensus and discussion

Focus on H2020:

TOP three issues (selected during the next two weeks)

Next steps – WG 2