GEMS Kick-off

1. GEMS Kick-off “Establish by 2008 an EU capacity for global monitoring of Environment and Security” Peter BREGER DG ENTR, H.3 Space Research and Applications peter.breger@cec.eu.int +32-2-296 27 20

2. Introduction • Congratulations! • Thank you for the hard work and patience so far!

3. Space : GMES Application Fields Space Airborne In-situ Inputs from Level 1 products / sensor Level 1 products / sensor Level 1 products / sensor Data Providers 2 1 1 Production by Land Cover & Vegetation WATER RISKS OCEAN ATMOSPHERE SECURITY Service and/or Thematic Centres Fleet nav. Coastal zone Cities Outputs for Civil Protection Flood Fisheries Agri. Forest Fires Users

4. ..and ESA GMES Service Elements GOSIS – GMES Scenarios SSA HALO - Harmonised coordination of the Atmosphere, Land and Ocean integrated projects of the GMES backbone GMOSS Security NoE IP GEOLAND Landcover Vegetation MERSEA Ocean Monitoring PREVIEW Risk Managmnt GEMS Atmosphere Monitoring INTEGRAL Interferometric Evaluation of Glacier Rheology and Alterations STREP EAGLE Exploitation of AnGular effects in Land surfacE observations from satellites … plus new STREPs from second call

5. European Commission Coordinated Funding Programmes EC ESA GMES

6. Coordination actions • Ad hoc interactions between projects • Inclusion of ESA experts in EU reviewer panels and as expert evaluators • Cartography of ongoing EU/ESA projects relevant to GMES • Common meetings to enhance synergy • Creation of a GMES Programme Office (see Communication for further details: http://www.gmes.info), based on the EC/ESA framework agreement

7. European Commission From Concept to Capacity :GMES Implementation Period (2004-2008) • Management actions • Advisory Council, Programme Office, GMES partnership(s), Coordination actions in the framework of GEO • Implementation actions • in-situ component, space component, data policy, data integration and information management, management structure, services, security aspects • Funding actions • ensure sustainability of GMES services through appropriate funding mechanisms (in the context of the EU Financial Framework for 2007-2013) GMES

8. European Commission GMES management (2004 – 2005) GMES Programme Office • operational management of GMESusing mechanisms foreseen in EC/ESA Framework Agreement. Populated in part by seconded experts from Member States and EEA, EUMETSAT, EU Satellite Center, EU Council. GMES Advisory Council • long-term strategy, political and financial supportBrings together EU/ESA Member States, the European Commission and ESA, plus other stake-holders, on an ad-hoc basis: (e.g. EEA, EUMETSAT, ECMWF, European Maritime Safety Agency, EU Satellite Centre, EU Council etc.), representatives of end-users, industry, service providers, research organisations, academia. GMES

9. European Commission NEXT: GMES Pilot Services • Objective: develop core capacity of pilot services by2008 • User driven: political priority & compliance with user requirements • Technically mature • Based on existing capacities and structures • Preliminary selection with EU Member States • Information for crisis management • Land monitoring • Marine Services Sampling different system characteristics and architectures GMES

10. Space Observations The GMES Sentinels Sentinel 1 – SAR imaging All weather, day/night applications, interferometry Sentinel 2 – Superspectral imaging Continuity of Landsat, SPOT & Vegetation-type data Sentinel 3 – Ocean monitoring Wide-swath ocean color and surface temperature sensors, altimeter Sentinel 4 – Geostationary atmospheric Atmospheric composition monitoring, trans-boundary pollution Sentinel 5 – Low-orbit atmospheric Atmospheric composition monitoring

11. Project officer: main duties • Technical/contractual follow-up of a portfolio of n projects • Apply FP6 rules, ensure value for taxpayer’s money, provide assistance to co-ordinator • Handle payments (in collaboration with Financial Officer) • Handles changes, amendments (in collaboration with Negotiator) • Ensure co-ordination/synergy with other projects (in collaboration with other Project Officers) • For IPs, act on advice from reviewers

12. GEMS 6th Framework Programme Commission’s Requirements and Procedures for an INTEGRATED PROJECT

13. 1 2 3 4 Contract Reporting Payments Controls and Audits Table of Contents

14. Structure of the Contract Form C – Model of Financial Statement Form B – Request for Accession of a new contractor to the contract Form A – Accession to the contract Annex III – IP Update Plan Common to all projects Annex II - General Conditions Annex I - Description of Work The Contract The Model Contract can be downloaded from CORDIS web site

15. Consortium agreement • Due to the increased flexibility and autonomy for participants in the EC contract, the consortium agreement becomes necessary to settle important issues like : • Decision making mechanisms • Distribution of funds • IPR (pre-exiting know-how and knowledge generated in the project). • Content under the partner’s responsibility (only non-binding guidelines provided by EC) but must comply with the EC contract. • Deemed to be in place. 1.4

16. Changes after contract signature (1) Most important cases: • Evolution of the consortium • accession of a new contractor: tacit approval by the Commission within 6 weeks of receipt of Form B • withdrawal of a contractor: tacit approval by the Commission within 6 weeks of receipt of the written request by coordinator 3 II.15

17. Changes after contract signature (2) • Re-allocation of budget and tasks • Partners are free to re-distribute budget and activities between themselves, without any formal contract amendment or EC prior agreement. • Justification is to be provided a posteriori in the periodic management report. • However, if the EC find that the changes are not justified, the relevant costs will not be reimbursed. • Modification of the work • Substantial changes in the definition of the work must be approved by EC and needs contract amendment.

18. Collective responsibility of the contractors (1) New • Mechanism by which a contractor may be held liable, technically and/or financially, fully or partially, for the action of another contractor. • Consequence of FP6 principle of « autonomy of the consortium » : if the money is granted to the consortium, which decides on its allocation, then consortium as a whole is held liable.

19. 1 2 3 4 Contract Reporting Payments Controls and Audits Table of Contents

20. Reports to be submitted for each reporting periods • Within 45 days of the end of each reporting period: • a periodic activity report • a periodic management report on that period • a report on the distribution between contractorsof the Communityfinancial contributionmade during that period. • all technical deliverables (reports) defined in Annex I issued (or modified) during the period. • Proposed work description for next 18months. 7.1 II.7.2

21. The periodic activity report • The periodic activity report contains : • an overview of the activities carried out by the consortiumduring that period, • a description of progress toward the objectives of the project, • a description of progress towards the milestones and deliverables foreseen, • the identification of the problems encountered and corrective action taken, • an updated plan for using and disseminating the knowledge; II.7.2a

22. The periodic management report • The periodic management report includes: • a justification of the resources deployed by each contractor, linking them to activities implemented and justifying their necessity; • the Form C Financial statement, provided by each contractor for that period; • Actual eligible costs, third party contributions • Receipts • EC contribution • a summary financial report consolidating the claimed costs of all the contractors; II.7.2b

23. Implementation Plan & annual review • The Implementation Planshall be updated annually and submitted with the other reports and deliverables within 45 days following the end of the reporting period • The Commission shall arrange anannual reviewof the work carried out under the project over the period concerned and shall examine the proposed implementation plan, and shall communicate the results to the consortium.

24. Overview of roles Peter Breger Tony Hollingsworth • COMMISSION: • Unit H3: • - Marco Malacarne (head of unit) • - Richard Gilmore • - Christine Bernot • Peter Breger • Sabine Groth • Marc Huyghebaert • GEMS: • - Co-ordinator • Partner • Partner • Partner • Partner • Partner • Partner Reviewers: - Barbara Koch - Gerhard Wotawa - Claus Zehner

25. GEMS external reviewers • A review team of up to 3 reviewers advise the EC officer on the performance of the project Barbara Koch FELIS, Germany Gerhard Wotawa Vienna International Centre (CTBTO) Claus Zehner ESA (ESRIN) • Accompanying the EC officer to the review meeting • Receive annual activity reports and 18 month Implementation plan • Write independent recommendations and assessment for SO

26. The audit certificates • An audit certificate shall be provided by each contractor: • at the end of the each period (covering each 12 month period) • at the end of the project (covering the last period) • The audit certificate shall be produced by: • an independent, qualified externalauditor (can be the auditor of the company) • or, for public bodies, a competent public officer. 7.2 To see what audit certificate is supposed to certify: see Annex 7 of FP6 Financial Guidelines for a template II.7.3 II.26

27. 1 2 3 4 Contract Reporting Payments Controls and Audits Table of Contents

28. Eligible costs of the projects New • There are no cost categories anymore. • To be eligible costs must be : • actual, economic and necessary for the project; • determined in accordance with the usual accounting principles of the contractor; • incurred during the duration of the project (exception: costs incurred in drawing up the final reports, up to 45 days after the end of the project); • recorded in the accounts of the contractor and must exclude indirect taxes, duties, interests, costs reimbursed in respect of another Community project; • Without any profit. II.19

29. Receipts (1) • Three kind of receipts must be taken into consideration in order to avoid any possibility of profit • Financial transfers or their equivalent to the contractor from third parties • Contributions in kind from third parties in both cases: these contributions are considered as receipts of the project only if the third party has provided them to be used specifically in the project II.23

30. Receipts (2) • Income generated by the project itself (e.g. sale of an equipment bought for the project, admission fee to a conference carried out by the consortium) Income generated by the use of knowledge resulting from the project is not considered as receipt.

31. Community financial contribution • The Community contributes to the project through a grant to the budget : • based on the reimbursement of eligible costs claimed by contractors • based on the reimbursement rates per activity (50% for RTD, 35% for demonstration and 100% for management costs limited to 7% of the EC contribution) • in accordance with the cost reporting models used by each contractor • on the basis of financial statements provided by each contractor • subject to the submission of an audit certificate of the contractors’ financial statements II.24

32. Pre-financing • Pre-financing granted to the coordinator on behalf of the consortium remains the property of the Community. • The coordinator shall inform the Commission of the amount of any interest or equivalent benefits yielded by the pre-financing. • This interest will be deduced from the grant. II.27

33. Costs are confirmed through audit certificates • The audit certificate certifies that the costs incurred during that period meet the contractual requirements. The certificate should expressly state the amounts that were subject to verification. • To the extent the costs are accepted by the Commission and confirmed by an audit certificate, the related payment is considered final. II.26

34. Payments schedule • Initial pre-financing • made by the Commission to the coordinator within 45 days of the date of entry into force of contract • distributed by the coordinator to the other contractors not before minimum number of contractors required by the Rules for Participation have acceded to the contract (3 independent legal entities from 3 different MS or AS, of which at least 2 shall be MS or ACC) • Other payments • are made by the Commission to the coordinator within 45 days following approval of the reports relating to the period • and distributed by the Coordinator without unjustifieddelay.

35. Final activity report Final Management report 0 12 24 36 48 Period 1 Period 2 Period 3 Period 4 Activity report P3 Implementation P4 Activity report P2 Activity report P1 Activity report P3 Implementation P3 Implementation P2 Management report P1 Management report P3 Management report P3 Management report P2 Audit certificate P2 Audit certificate P1 Audit certificate P4 Audit certificate P3 Payment schedules 85 % Pre-financing (P1 + 6m) Final Payment P1 85%Pre-financing (P2 + 6m) Final Payment P2 85%Pre-financing (P3 + 6m) Final Payment P3 85%Pre-financ. (P4) Final Payment P4

36. Contractor A Contractor X Flow of Project Funding • All payments are made by the Commission to the Coordinator. Commission Determination by EC according to cost justification and contract Coordinator Allocation by consortium according to contract and consortium agreement Contractor B

37. 1 2 3 4 Contract Reporting Payments Controls and Audits Table of Contents

38. Sanctions Recovery decisions Liquidated damages in case of financial overstatement Exclusion in case of financial irregularity II.31 II.30 II.16.2

39. GOODLUCK!