Annex I Description of Work (April 2007) - ENEN Association

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Euratom 2005-6 – Fixed deadline Coordination Actions ENEN-II Appendix D – Contractual Documents and Reporting under FP 6 1. Introduction Reporting Procedures for a Coordination Action The Contract and its Annexes set out the main reporting requirements of the Consortium towards the Commission. These are summarised here to provide a readily accessible check list for both the Consortium and the Commission services. In addition, a number of other reports/documents are identified which should be furnished at the times indicated to enable effective and timely monitoring of project progress by the Commission services. A brief description of the nature of the respective reports/documents is also provided. Report/Document Agendas of meetings concerned with management of the project 32 Minutes of meetings concerned with management of the project 1 Statement on signature of the Consortium Agreement Project Presentation Communication Action Plan Periodic Management / Activity Report, including - plan for using and disseminating of knowledge Deadline 2 weeks in advance of meeting 1 month after meeting Ideally before contract start and not later than 3 months thereafter Within 3 months of contract start Within 6 months of contract start Every 12 months after contract start (ie, at 12, 24…. months) 2 Interim Management Report Every 6 months after contract start (ie, 6, 18, 30…. months) 2 Mid Term Assessment Report At mid-point of the contract (ie, at 18 months) 2 Final Reports At end of project (ie, at 36 months) 2 - final management report - final activity report - impact of gender action plan Financial statements Every 12 months after contract start (ie, at 12, 24 and 36 months) Publications/conferences/press Releases 3 1 months before publication 32 To be strictly limited to meetings concerned with management of the project, eg, meetings of the project management team, meetings of the co-ordinator with work package leaders, meetings of advisory/steering committees, meetings for evaluation/selection of contractors after open calls, etc 2 Report to be delivered within 45 days of the end of the respective reporting period 3 Limited to those which may have social, economic and/or political impact or could trigger significant media interest Annex I Description of Work - page 120 of 124
Euratom 2005-6 – Fixed deadline Coordination Actions ENEN-II 2. Brief Description of the Documents and Reports 2.1 Agendas and minutes of meetings concerned with management of the project In order to enable timely and effective monitoring of the project, the Commission services need to be informed of any significant meetings concerned with the management of the project and of their outcomes. Meetings which fall within this category include those of the project management team/group, of the coordinator and work package leaders, of an advisory/steering committee, of committees established to evaluate responses to open calls, etc. Agendas of these meetings should be provided to the Commission services at least 2 weeks in advance and minutes within one month after each meeting. The Commission services may wish to participate in these meetings, generally in an observational capacity. 2.2 Statement on signature of a Consortium Agreement A ‘Consortium Agreement’ should be concluded for this project. On behalf of the Consortium, the Co-ordinator must inform the Commission in writing that a "Consortium Agreement" has been concluded and signed by all contractors (see Article 1.4 of the contract). This statement should ideally be provided before contract start and not later than 3 months thereafter. 2.3 Project Presentation A brief presentation of the project should be prepared of approximately 2-3 pages in English and other language versions if so desired. It should be written in a style which is comprehensible to the non-specialist, avoiding technical language, mathematical formulae and acronyms as far as possible. The inclusion of photos, diagrams and other illustrative material is encouraged. The presentation may freely use material included in Annex I. Publication should be via the World Wide Web and any other media agreed in consultation with the Commission services. The Commission services may also publish the project presentation among others on their website. Periodic updates of the project presentation may be requested. The project presentation should be provided not later than 3 months after contract start. 2.4 Communication Action Plan In addition to the provisions of Art. 10, 11 and 12 of Annex II, and in the context of raising public participation and awareness, the Consortium will prepare a realistic, coherent and consistent Communication Action Plan to be implemented by the Consortium during the lifetime of the project. Where appropriate, the project should aim to communicate with actors beyond the research community in order to help spread awareness, in particular where the research and its outcomes may have broader socio-economic or political implications. The Communication Action Plan should be delivered within 6 months of contract start. A summary of activities carried out as part of the Communication Action Plan, together with their impact, should be included in the project’s Final Report. Annex I Description of Work - page 121 of 124
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Annex I Description of Work (April 2007) - ENEN Association

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