ENSEMBLES fifth year reports
(1 September 2008-31 December 2009)
Please note that contractors are required by Article II.29.3 to retain any documentation relating to the Ensembles project for five years after the project end date (i.e. until 1 January 2015).
Participants are advised that although the contract deadline has been extended to 31 December 2009 this does NOT apply to deliverable and milestone deadlines (which are already agreed and stated in the Description of Work).
Please read the Lessons Learned document to avoid having your reports rejected.
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Required from Partners
To be sent to the Ensembles Project Office by 31 December 2009
All documentation to be e-mailed directly to ensemblesfp6@metoffice.gov.uk
- Periodic Management Report for year 5
- Final Management Report (for whole project): Written in the style of a one-year PMR but covering the whole project
To be sent to the Ensembles Project Office by 15 January 2010
All documentation to be e-mailed directly to ensemblesfp6@metoffice.gov.uk
Two signed original Form Cs to be posted to:
Ensembles Project Office, Met Office, FitzRoy Road, Exeter EX1 3PB, United
Kingdom
- Form C (mandatory: all partners to provide two signed originals)
- Audit certificate (not required by no-cost partners)
- Budget vs Actual costs for year 5
- Person months status for year 5
- Gender questionnaire (partners to complete sections 1, 3 and 4)
- Final Socio-economic questionnaire (all sections)
Required from RT leaders
To be sent to the Ensembles Project Office by 31 December 2009
- Periodic Activity Report (PAR) for year 5
- Publishable Final Activty Report:
Similar to the expanded version of the Publishable Executive Summary provided with each PAR but in its final form it will cumulate and summarise the project activities and results over the duration of the project. Input should be of suitable quality to enable direct publication by the EC. Whilst not excluding technical language, it should be broadly comprehensible to an interested general reader
Required from WP leaders
To be sent to your RT leader by 30 November
- Periodic Activity Report (PAR) for year 5
- Publishable Final Activity Report (for whole project)
Additional Information
| Audit certificate | Periodic Management Report | Periodic Activity Report |
Audit Certificate
- An audit certificate is now mandatory and should cover all unaudited eligible costs.
- It has been agreed by all partners that the cost of the audit certificate shall not be charged to the ENSEMBLES project (please see the Consortium Agreement).
- Working notes for contractors and certifying entities are available from the Cordis website. Please follow the instructions contained within the notes very carefully, particularly the wording in Annex 2 (the certificate template).
Periodic Management Report for year 5
- Section 1.1 "Work performed": brief one-paragraph summaries of the work performed. Provide separate paragraphs for every RT your institute was involved in from September 2008 to December 2009. Also include an explanatory note of any major cost items.
- Section 1.2 "Summary explanation of impact of major deviations from budgets": brief descriptions of any major deviations from cost budget and/or person-month budget, explaining which RT the deviation relates to. This section should be consistent with information provided to RT and WP leaders for Sections 1.3 and 2.c of the PAR.
- Table 3, Budget vs Actual costs. Complete
the column labelled "Period 5" for year 5 to record the actual
costs of your institute as a whole (not separated into RTs)
- Partners need to take into account what money they have already received, what they have claimed on previous Form Cs and what their total five year budget is. This information is contained in the summary spreadsheet.
- All figures are for total eligible costs, not "requested EC contribution"
- The "BUDGET" column shows the total eligible costs for the 5 years, taken from the DoW
- The "ACTUAL COSTS" column corresponds with the costs reported on your Form C, but with slightly different categories. In particular, check that the total costs under column "Period 5" is the same as the total eligible cost in cell L38 of your Form C
- The note in red "*) total budget figures – not EC funded" means all figures should refer to each partner's total eligible costs. For FC/FCF partners this will be at least double the requested EC contribution. For AC partners this will be at least equal to the requested EC contribution.
- Total person-months for your institute. Provide the total person months used for each WP for your institute in year 5. For AC partners please also include your own staff numbers (i.e. the "additional cost" bit). Please refer to Table 4 months 49-60 for your planned person months.
- Form C
- Complete the financial statement for the contractual reporting period (year 5 = 1 September 2008-31 December 2009) using the Form C template.
- Send two signed copies by post. Only print out the "Participant 1" sheet, not the "Summary Report".
- E-mail an electronic version of the Form C spreadsheet to ensemblesfp6@metoffice.gov.uk
- Consult the guidance notes for completing the Form C
Periodic Activity Report for year 5
Please complete the following sections of the Periodic Activity Report (PAR) from your RT for months 49-64.
- Executive Summary: Brief input is needed from RT leaders for each sub-section which will summarise the status/progress of each RT. RT0 will collate.
- Section 1 "Project objectives and major achievements": this is a 1-2 page summary of Section 2 "RT progress" for the whole RT.
- Section 2 "RT progress": full details for each WP, including WPx.0. As a guide, each WP could aim to provide 1-2 pages of text plus figures to the RT leaders, but write as much as is needed.
- Section 3 "Consortium management": please provide any relevant information, in particular for Section 3.6 "Co-ordination activities and communication".
- Appendix 1 "Plan for using and disseminating the knowledge": information is needed for "Section 2 - dissemination of knowledge". For publications, only list those that acknowledge ENSEMBLES. Do remember to acknowledge ENSEMBLES when appropriate (see guidance). We don't have input for the other two sections of Appendix 1, Section 1 "Exploitable knowledge and its use" and Section 3 "Publishable results" for each exploitable result.