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EC project periodic and continuous
reporting
ELIXIR Project management network
September 2016
www.elixir-europe.org
Continuous reporting - general
• Project deliverables and milestones have to reported on a
continuous basis
• This is done by the project manager/Coordinator
• Deliverables and milestones are a project management tool
• Break project down into manageable “chunks”
• Check project progress, ensure that work is completed on time
• Provide decision points in the project
• Provide opportunities to assess work done and adjust plans if
necessary
Continuous reporting - general
• Deliverables:
• Concrete work products/project outcomes
• Deadline (due to the EC) is set in the project plan
• Submission of a written report in the EC system
• Late deliverables are flagged up to the Project Officer
• Delays and/or adjustments (changes) need to be justified and, if
significant (e.g. move deadline, adjust resources, partners involved,
scope etc.) may need to be included in a Grant Agreement
amendment
Continuous reporting - general
• Milestones:
• Decision points in the project (e.g. review available ontologies 
decide on steps going forward, e.g. create new ontology)
• Deadline (due to the EC) is set in the project plan
• Milestones are marked as complete in the EC system
• Late milestones are flagged up to the Project Officer
• Delays and/or adjustments (changes) need to be justified in the
periodic reports – less “strict” than deliverables, but…
Continuous reporting - EXCELERATE
• Deliverables
• As per HoN agreement, should:
• be concrete outcomes, e.g. scientific publications; deliverable report
consists of “cover sheet” with executive summary and publication as
annex – concise!
• NOT be endless reports for the sake of writing reports – nobody will read!
• all deliverables will be uploaded to Zenodo
• final versions of deliverable reports should be submitted to project
management two weeks before the due date
• WPLs are responsible for meeting any requirements related to IP as per
the EXCELERATE Consortium Agreement)
• NEW TEMPLATE will be provided shortly (authors, reviewers,
performance indicators/impact etc.)
Periodic reporting
• Periodic report
• Due 60 days after the end of the reporting period
• Individual financial statement from each beneficiary and from each
linked 3rd party
• Explanation of the use of resources + information on subcontracting
and in-kind contributions by 3rd parties
Periodic reporting
• Timeline of reporting periods defined in GA, usually 18
months (see also AGA, article 20)
• Timeline EXCELERATE:
• 1 September 2015: Project start
• 28 February 2017:
RP1 ends (project start +18 months)
• 31 August 2018:
RP2 ends (RP1 end +18 months)
• 31 August 2019:
Project ends (RP2 +12 months)
• Project calendar: iCal, html
Periodic reporting
• Due dates for 1st periodic report EXCELERATE
• RP1 ends 28 February 2017
• Report input due to Coordinator/ELIXIR Hub:
• Financial report (Form C): 15 March 2017
• Scientific report: 31 March 2017
• Report due to EC on Friday, 27 April 2017 – DEADLINE
• People involved
• WP leaders and scientific staff
• Admin and finance staff
Periodic reporting
• Elements
• Scientific/technical summaries, incl.
• Highlight of achievements over the reporting period (Sep 15 to Feb
17), incl. how specific objectives were addressed
• Adjustments to project plan, e.g. slight change in
deliverables/milestones (incl. delays, scope, partners involved)
• Executive summary
• prepared by coordinator
• overview of project status and progress
• use input from detailed scientific/technical summaries
• adjustments to project plan (if applicable)
Periodic reporting - EXCELERATE
• The 1st Periodic Report will be the basis for the mid-term
review of the project (11 May 2017, Brussels)
• Financial report  status of use of resources
• Scientific report  status of progress and outcomes
EC funding rules and project
financial reporting
More information:
H2020 AMGA – Annotated Model Grant Agreement
European Commission funding rules in a nutshell
Guidelines and tips for workshops
Linked 3rd parties in H2020
www.elixir-europe.org