Reporting note 1 STRUCTURE SCIENTIFIC REPORT MANAGEMENT

Reporting note 1 STRUCTURE SCIENTIFIC REPORT / MANAGEMENT REPORT Date Periodic Activity report Periodic Management report Progress / objectives ALL CONTRACTORS : Justification of Major Costs (WP level) Progress / milestones Form C /partners (WP and project level) Audit Certificate Progress / deliverables COORDINATOR : (WP and project level) Summary financial report - aggregated Form C any problems and correctives actions En pe d o r io f r d epo + 25 rtin da g ys (WP and project level) report on the distribution of the EC’s funds M pe iddl r io e d of r + 30 epo da rtin ys g Interim Activity report Interim Management report Progress / objectives (WP level) Progress / milestones (WP level) Justification of Major Costs (WP level) Progress / deliverables (WP level) any problems and correctives actions SCIENTIFIC / MANAGEMENT REPORTS

PROJECT REPORTING IN FP 6 (abstract) : ACTIVITY Reporting note 2 2. Periodic reports 2. 1. Periodic activity report The Periodic activity report is submitted after each reporting period as defined by Article 6 of the contract (once per year for Ps and No. Es). It is I based on relevant information from Annex I of the contract. It comprises a number of sections: Front page (example in Appendix 3) Section 1 – Project objectives and major achievements during the reporting period • Give an overview of general project objectives, show the project’s current relation to the state-of-the-art • Summary of recommendations from previous reviews (if any) and brief description of how they have been taken up by the consortium • Summarise the objectives for the reporting period, work performed, contractors involved and the main achievements in the period • If applicable, comment on the most important problems during the period including the corrective actions undertaken Section 2 – Workpackage progress of the period Provide an overview of the actions carried out in the reporting period, based on the workpackages [1] which were active or planned to be active during the period. For each workpackage, present information under the following headings: • Workpackage objectives and starting point of work at beginning of reporting period • Progress towards objectives – tasks worked on and achievements made with reference to planned objectives, identify contractors involved • Deviations from the project workprogramme, and corrective actions taken/suggested: identify the nature and the reason for the problem, identify contractors involved • List of deliverables, including due date and actual/foreseen submission date (see Appendix 2, Table 1) • List of milestones, including due date and actual/foreseen achievement date (see Appendix 2, Table 2) [1] The workpackage on Project management should not be reported here but under Section 3 PERIODIC REPORTS

Reporting note 2 PERIODIC ACTIVITY REPORT To be written by central management Executive summary Synthesis activity report Other issues - Objectives - Ethical issues - Contractors Consortium management - Competitive call (if relevant) - Work performed -SC / Coordinator - Results Secretary SC Chairman SC Coordinator Project objectives and major achievements -Overview of general objectives - Work performed - Main achievements in the period - Problems and corrective actions Annexes: SP reports RBD TBD MAL LEI WNV AFR SP Leaders To be written by SP WP progress of the period - Summary of WP Partner X Partner Y Partner Z - Summary table 1 & 2 Appendix 2 - Deviations and corrective actions SP-WN SP-MAL SP-RBD - Deliverables–milestones (table 1&2 Appendix 2) PERIODIC REPORTS

Reporting note 2 PERIODIC ACTIVITY REPORT Progress towards objectives Table 1: Deliverables List all deliverables, giving date of submission and any proposed revision to plans. Del. no. Deliverable name Workpackage no. Date due Actual/Forecast delivery date Estimated indicative personmonths *) Used indicative person-months *) Lead contractor *) if available Table 2: Milestones List all milestones, giving date of achievement and any proposed revision to plans. Milestone no. Milestone name Workpackage no. Date due Actual/Forecast delivery date Lead contractor PERIODIC REPORTS

PROJECT REPORTING IN FP 6 (abstract) : MANAGEMENT Reporting note 2 2. Periodic reports 2. 2. Periodic management report The Periodic management report is submitted by each participant after each reporting period at the same time as the Periodic activity report. Section 1 - Justification of major cost items and resources This should include the following: • A brief description of the work performed by each contractor during the period. This should be addressed at the work package level : e. g. “Developed the. . . module for…in work package X”. • A tabular overview of budgeted costs and actual costs, by contractor and by major cost item including personnel (see Appendix 2, Table 3). • Explanatory note on any major cost items such as important equipment purchases, major travel costs, large consumable items etc. , justifying their necessity to the project. • A tabular overview of budgeted person-months and actual person-months, by contractor and by work package (see Appendix 2, Table 4). The budgeted person-months should normally be taken from Annex I to the contract. • A summary explanation of the impact of major deviations from cost budget and from person-month budget, with reference to Section 2 “Work package progress” of the accompanying Periodic activity report where the reasons for deviation from plan have been explained. Section 2 – Form C and audit certificate. • Form C Financial statement per activity for each reporting period. (If special clause 23 has been used then financial statements from members of the organisation should also be provided and the summary financial statement from the contractor). • Audit certificates for each reporting period Section 3 – Summary financial report : provided by coordinator. PERIODIC REPORTS

Reporting note 2 PERIODIC MANAGEMENT REPORT Management report Summary form C Annexes: contractor management report Partner x Partner Y Partner … Audit certificate Form C Contractor = each partner report distr. EC funds EDEN financial officer Each partner + Form C + Audit certificate • Justification of major costs • Description of work at the WP level (for each contractor) • Justification resources employed ( « developed the module / activity for … in WP … » ) • Major costs : both quantitative and qualitative (i. e major impacts on RTD activities) in the headings : equipment ; consumables ; travel ; training ; management ; sub-contract • Explanations if major deviations PERIODIC REPORTS

Reporting note 2 PERIODIC MANAGEMENT REPORT Justification of Major Costs Person/month per partner and per WP • Major costs must be justified in an explanatory note Explanatory note Major cost item X Explanatory note Major cost item Y Explanations if major deviations from costs or person/month planed PERIODIC REPORTS

PROJECT REPORTING IN FP 6 (abstract) : ACTIVITY Reporting note 3 3. Interim reports 3. 1. Interim activity report The purpose of this report, submitted at the Sub-project and Horizontal Integration Teams leader level , is to enable each team leader to make a brief mid-term review of achievements and problems encountered as well as suggested solutions to enable update of the 18 month workplan. The Interim activity report is submitted in the 30 days following the middle of each reporting period as defined by Article 6 of the contract ; Ie It covers the period from the 1 st of November to the 30 th of April ; it is achieved and sent to coordinator not later than the 31 of May. It is based on relevant information from Annex I of the contract. It comprises a : Section 1 – Workpackage progress of the period Provide an overview of the actions carried out in the reporting period, based on the workpackages [1] which were active or planned to be active during the period. For each workpackage, present information under the following headings: • Workpackage objectives and starting point of work at beginning of reporting period • Progress towards objectives – tasks worked on and achievements made with reference to planned objectives, identify contractors involved • Deviations from the project workprogramme, and corrective actions taken/suggested: identify the nature and the reason for the problem, identify contractors involved • List of deliverables, including due date and actual/foreseen submission date (see Appendix 2, Table 1) • List of milestones, including due date and actual/foreseen achievement date (see Appendix 2, Table 2) [1] The workpackage on Project management should not be reported here but under Section 3 INTERIM REPORTS

Reporting note 3 INTERIM ACTIVITY REPORT Synthesis activity report Consortium management To be written by central management -SC / Coordinator Synthesis Interim reports - Objectives - Contractors Secretary SC Chairman SC Coordinator -Work performed -Problems and corrective actions - Revised implementation plan Annexes: SP reports RBD TBD MAL LEI WNV AFR SP Leaders To be written by SP WP progress of the period - Summary of WP Partner X Partner Y Partner Z - Summary table 1 & 2 Appendix 2 - Deviations and corrective actions SP-WN SP-MAL SP-RBD - Deliverables–milestones (table 1&2 Appendix 2) INTERIM REPORTS

Reporting note 3 INTERIM ACTIVITY REPORT Progress towards objectives Table 1: Deliverables List all deliverables, giving date of submission and any proposed revision to plans. Del. no. Deliverable name Workpackage no. Date due Actual/Forecast delivery date Estimated indicative personmonths *) Used indicative person-months *) Lead contractor *) if available Table 2: Milestones List all milestones, giving date of achievement and any proposed revision to plans. Milestone no. Milestone name Workpackage no. Date due Actual/Forecast delivery date Lead contractor INTERIM REPORTS

PROJECT REPORTING IN FP 6 (abstract) : MANAGEMENT Reporting note 3 3. Interim reports 3. 2. Interim management report The Interim management report is a midway report submitted at the same time as the Interim activity report: It is based on Financial information (incurred costs) and on working time (person/month) as settled on the 30 th of April of each reporting period. Report is sent by each contractor to the coordinator on the 31 th of May at the latest. The purpose of interim management report is to provide early warning in order to avoid major overexpenses and to keep to budget. With regard to WP objectives it will also enable managers to plan and to implement corrective actions. Format of the Report : a virgin sample of reporting templates is sent by the coordinator to each partner. This includes both budgets in EUROS and planned Person/Months for each partner ; this data are prefilled by the coordinator. Justification of major cost items and resources This should include the following: • A brief description of the work performed by each contractor during the period. This should be addressed at the work package level : e. g. “Developed the. . . module for…in work package X”. • A tabular overview of budgeted costs and actual costs, by contractor and by major cost item including personnel • Explanatory note on any major cost items such as important equipment purchases, major travel costs, large consumable items etc. , justifying their necessity to the project. • A tabular overview of budgeted person-months and actual person-months, by contractor and by work package. The budgeted person-months should normally be taken from Annex I to the contract. No “FORM C” neither audit certificate is required for this interim report INTERIM REPORTS

Reporting note 3 INTERIM MANAGEMENT REPORT Synthesis on interim management reports contractor management report Partner x Partner Y Partner … EDEN financial officer each partner : • Justification of major costs • Description of work at the WP level (for each contractor) • Major costs : both quantitative and qualitative (i. e major impacts on RTD activities) in the headings : equipment ; consumables ; travel ; training ; management ; sub-contract • Budget Person-month INTERIM REPORTS

Reporting note 3 INTERIM MANAGEMENT REPORT Justification of Major Costs Person/month per partner and per WP INTERIM REPORTS