NEGOTIATIONS WITH ARTEMIS-JU

Negotiations with ARTEMIS-JU Georgi Kuzmanov Programme Officer, ARTEMIS-JU 14th December 2011, Brussels

ARTEMIS ARTEMIS Joint Joint Undertaking Undertaking

The public private partnership for R&D in embedded systems

Negotiations with ARTEMIS-JU

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Welcome and Congratulations! After competitive evaluation and a PAB decision – 8 Projects are invited for negotiations:  e-GOTHAM: Santiago Benito, Víctor Acinas Garzón  VeTeSS: Helen Finch, Jamie Packer  CRAFTERS: (Ivan Ring Nielsen), Tapani Ahonen  DEMANES: Antonio Solinas, Matthijs Leeuw  nSAFECER: Lars-Olof Berntsson, Gunnar Widforss  DESERVE: Gianfranco Burzio, Elisa Landini  SESAMO: (Silvia Mazzini), Alessandra Martelli  VARIES: (Dominique Segers), Olivier Biot ARTEMIS Joint Undertaking


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Agenda   

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ARTEMIS background The Negotiation procedure at a glance Negotiations: WHAT, WHY and HOW? Negotiations timeline Grant Agreement Preparation Forms (GPFs) The Technical Annex (TA) Part A  Part B 

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References

ARTEMIS Joint Undertaking


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ARTEMIS Background JU Funding 

ARTEMIS JU funding is a unique and novel financing scheme: 

~ 50% of costs “in kind” by the participants 

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~ 33% of costs funded by ARTEMIS Member States 16.7% of costs funded by the ARTEMIS JU  

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This is part of the FP7 budget Percentage can, in theory, change

National Funding Authorities (NFA – of the ARTEMIS Member States) are responsible for verifying that the costs are real and justified 

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Consistent with “State Aid Rules” that avoid market distortions

According to their OWN LOCAL RULES

ARTEMIS JU is responsible for organising project evaluation, selection and monitoring  

No second evaluation by NFA No separate reporting



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Negotiation procedure (1)   

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Reminder: eligible costs are determined according to national rules ARTEMIS JU is responsible for the technical negotiation and establishment of the Technical Annex (TA) A common start date has to be agreed among the participants When the TA is approved, the Executive Director will transmit this in an ‘end of negotiations letters’ along with other accompanying documents to the relevant National Authorities. After reception of the end of negotiations letters, Member States will start the production of national grant agreements



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Negotiation procedure (2) 

ARTEMIS JU will produce the ARTEMIS JU Grant Agreement (JUGA) Each partner has to be validated in the Commission system (e.g., legal status, bank accounts, etc.)  Checks are also made on outstanding issues with the Commission (e.g., financial concerns)  For partners asking more than 500k€ as JU contribution a financial viability check has to be made (according to ARTEMIS financial regulations)  For partners asking less than 500k€ the National Authorities will check financial viability (JU will then take this into account)  Signature of JUGA only after a national grant agreement is signed by the Coordinator 



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Negotiations timeline 2011  

9 December: Information letters to Coordinators for the decision on Call 2011 of the ARTEMIS Public Authorities Board (PAB) – 8 proposals selected 14 December: Meeting with Coordinators; Start of negotiations with 8 proposals

2012 16 January: First drafts of Technical Annexes and GPFs ready  24 January: update on negotiations to the ARTEMIS PAB  06 February: Deadline for second version of TA and GPFs  15 February: end of negotiations  March-April: establishment of national grant agreements and ARTEMIS JU grant agreement  March-April: Accession of partners to JU grant agreement  April and onwards: start of projects Note: Projects may start before JUGA is signed provided NFAs allow retroactive payments 



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Negotiations: WHAT, WHY and HOW? 

Two main aspects: Technical negotiations  Financial and legal negotiations 

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Invitation to negotiations After positive proposal evaluation  Invitation letter to the Coordinator to commence negotiations: Evaluation summary Report (ESR) + Negotiation Framework 

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Documents needed during negotiations Grant Agreement Preparation Forms (GPFs)  Draft “Technical Annex” 

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Validation of existence and legal status of participants 

Before signing JUGA done once for each legal entity (PIC)



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Technical Negotiations (1) Aim to reach agreement on the final TA:  Adapt the proposal to:  

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The Artemis JU verifies the project objectives to be: 

    

the evaluation recommendations (ESR); the Negotiations Framework. Specific, Measurable, Attainable, Realistic, Timely.

Detail the full work plan Detail the work of each beneficiary Reach agreement on the list of deliverables – contents, timing, dissemination level Reach agreement on the milestones and their assessment criteria Establish reporting periods and indicative time schedule for reviews



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Technical Negotiations (2) 

Changes in Consortium and/or the work plan

Due to events after the proposal submission  May be required by the Negotiation Framework The JU may refuse the changes proposed by the Consortium. 

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The role of the Coordinator

Leads the project and represents the applicants in the negotiations  Only one applicant organization can be the Coordinator  Responsible for all contacts b/w the Consortium and the JU  Ensures that all beneficiaries accede to the GA timely  Submits all technical documents to the JU Note: each beneficiary (not the coordinator) submits financial statements to NFAs and receives own payments for the JU contribution directly from the JU. 



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Financial and Legal Negotiations 

Financial Negotiations Focus on reaching agreement on budgetary matters, such as full budget, budget breakdown per period, subcontracting.  JU financial contribution based on eligible costs => beneficiaries are invited to contact NFAs if in any doubt Please, also refer to the Guide to Financial Issues. 

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Legal Negotiations Analyze and review the final composition of the Consortium  Concern special clauses  Determine the project start date and other aspects 



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Invitation to Negotiations  

Invitation Letter + ESR + Negotiation Framework The Negotiations Framework indicates: The financial framework determined by the PAB  Requests for clarifications and changes of the proposal  Deadlines for first TA drafts, GPFs, supporting documents  Deadline for negotiations completion  Negotiation Guidelines  A Model Grant Agreement, annexes, special conditions  Guide to Financial Issues  Name and contacts of the assigned ARTEMIS-JU PO 



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Grant Agreement Preparation Forms (GPFs)   

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GPFs facilitate the negotiations and the production of the GA GPFs have to be completed on-line through NEF As of Call 2011, using NEF for the GPFs is mandatory! After closure of negotiations the coordinator: obtains the GPFs in *.pdf format from Part A in NEF;  Signs manually three forms: 

Also signed by One form A2.5 – our commitment per beneficiary each beneficiary  One Financial Identification Form per beneficiary  One form A2.6 – Data Protection and coordination form 

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The signed forms should match the data in NEF! The GPF may be used as a reference during the lifetime of the project



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GPFs contents   

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Form A1: Our Project (Project Summary) Form A2.1: Who We Are (Participants) Form A2.2: Who We Are (Participants) Form A2.3: Authorized Representatives Form A2.4: How to Contact Us Form A2.5: Our Commitment Form A2.6: Data Protection & Coordination role Form A3.1: Budget Form A3.2: What it Costs Financial Identification Form (Bank account) – recent bank statements preferable to signatures and stamp Form A5: Reporting Periods Appendix 1: Simplified accounts (for financial viability check)



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The Technical Annex (TA) = Description of Work (DoW) 

Part A = Form A1 of the GPF + + Administrative information  + Costs and funding information  + Project summary  + Work plan tables 

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Part B – based on Part B of the proposal Narrative description of work – scientific and technical contents  Updated sections of the original proposal  Shortened or more elaborated sections of the original proposal 



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The Technical Annex Structure 

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Cover page – automatically generated by NEF Contents page (ToC) Part A - automatically generated by NEF  Part B – ToC is part of the uploaded file in NEF 

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Part A - generated by NEF automatically Forms A1-A3  Work plan tables WT1-WT8 – based on the WP descriptions 

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Part B 

Narrative part of DoW with predetermined structure – uploaded into NEF as a pdf file of max 20MB



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Part A of the Technical Annex

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Form A1 – Project Summary Form A2 – List of Beneficiaries Form A3 – Budget breakdown

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Work plan tables (WT1-WT8)– implementation

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Automatically from NEF

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All beneficiaries can provide input in the WPs, but …

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Only the Coordinator submits the final info to the PO

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NEF guides you through the work plan tables starting from the ‘Work packages’ or the ‘Project reviews’ section



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Work tables in Part A of the TA   

WT1 - List of work packages – created in NEF WT2 - List of deliverables – generated automatically by NEF WT3 - Work package descriptions – generated in NEF after WT1: WP descriptions added manually from the proposal  WPs must be consistent with the Negotiation Framework 

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WT4 - List of milestones – created automatically WT5 - Tentative schedule of project reviews 

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NEF

not in the proposal – use “Project reviews” in NEF

WT6 - Project effort by beneficiary per work package WT7 - Project Effort by Activity type per Beneficiary Automatically from NEF WT8 - Project efforts and costs



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Part B of the Technical Annex Uploaded as a *.pdf file of Max 20 MB  B.1. Relevance and contributions to the content and objectives of the Call – from Proposal Part B, Section 1  B.2. R&D innovation and technical excellence – from Proposal Part B, Section 2  B.3. S/T approach and associated work plan – from Proposal Part B, Section 3 Based on Proposal Part B + ESR  B.4. Market innovation and impact – + Negotiation Framework from Proposal Part B, Section 4  B.5. Quality of Consortium and management from Proposal Part B, Section 5  B.6. Ethical issues (if applicable)  B.7. Gender aspects (optional) ARTEMIS Joint Undertaking


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Some Important Points    

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An invitation to negotiation does not guarantee funding or an offer for a GA Funding may depend on the Consortium’s acceptance of the JU requests Funding is conditional upon compliance with the Model GA Sometimes, the JU cannot enter in GA with certain legal entities – options are offered by the JU then If in doubt about the adequate financial or human resources of the Consortium, the JU may terminate the negotiations or request changes in the Consortium JU aims short time to grant => if not within deadlines, JU may terminate negotiations.



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References ARTEMIS JU Negotiation Guidelines  ARTEMIS JU Guide to Financial Issues  National funding regulations  NEF support team (a presentation to follow) … and of course:  The responsible Programme Officer – your immediate contact with the JU 



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Thank you for your attention! [email protected]

ARTEMIS ARTEMIS Joint Joint Undertaking Undertaking

The public private partnership for R&D in embedded systems


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NEGOTIATIONS WITH ARTEMIS-JU

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