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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 +32-2-296 27 20. Introduction. Congratulations! Thank you for the hard work and patience so far!.

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Gems kick off
GEMS Kick-off

“Establish by 2008 an EU capacity for global monitoring of Environment and Security”


DG ENTR, H.3 Space Research and Applications

+32-2-296 27 20


  • Congratulations!

  • Thank you for the hard work and patience so far!

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Space : GMES Application Fields




Inputs from

Level 1 products / sensor

Level 1 products / sensor

Level 1 products / sensor

Data Providers




Production by

Land Cover








Service and/or Thematic Centres

Fleet nav.

Coastal zone


Outputs for

Civil Protection




Forest Fires


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..and ESA GMES Service Elements

GOSIS – GMES Scenarios


HALO - Harmonised coordination

of the Atmosphere, Land and Ocean integrated projects

of the GMES backbone


Security NoE



Landcover Vegetation


Ocean Monitoring


Risk Managmnt


Atmosphere Monitoring

INTEGRAL Interferometric Evaluation of Glacier Rheology and Alterations


EAGLE Exploitation of AnGular effects in Land surfacE observations from satellites

… plus new STREPs from second call

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European Commission

Coordinated Funding Programmes



Coordination actions
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:, based on the EC/ESA framework agreement

From concept to capacity gmes implementation period 2004 2008

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 management 2004 2005

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.


Next gmes pilot services

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


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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

Project officer main duties
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

6th framework programme


6th Framework Programme

Commission’s Requirements and Procedures for an INTEGRATED PROJECT

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Controls and Audits

Table of Contents

Structure of the contract
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

Consortium agreement
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.


Changes after contract signature 1
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



Changes after contract signature 2
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.

Collective responsibility of the contractors 1
Collective responsibility of the contractors (1)


  • 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.

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Controls and Audits

Table of Contents

Reports to be submitted for each reporting periods
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.



The periodic activity report
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;


The periodic management report
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

    Implementation plan annual review
    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.

    Overview of roles
    Overview of roles

    Peter Breger

    Tony Hollingsworth


    • 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


    - Barbara Koch

    - Gerhard Wotawa

    - Claus Zehner

    Gems external reviewers
    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


    Claus Zehner


    • Accompanying the EC officer to the review meeting

    • Receive annual activity reports and 18 month Implementation plan

    • Write independent recommendations and assessment for SO

    The audit certificates
    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.


    To see what audit certificate is supposed to certify: see Annex 7 of FP6 Financial Guidelines for a template



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    Controls and Audits

    Table of Contents

    Eligible costs of the projects
    Eligible costs of the projects


    • 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.


    Receipts 1
    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


    Receipts 2
    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.

    Community financial contribution
    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


    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.


    Costs are confirmed through audit certificates
    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.


    Payments schedule
    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.

    Payment schedules

    Final activity report

    Final Management report






    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

    Flow of project funding

    Contractor A

    Contractor X

    Flow of Project Funding

    • All payments are made by the Commission to the Coordinator.


    Determination by EC according to cost justification and contract


    Allocation by consortium according to contract and consortium agreement

    Contractor B

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    Controls and Audits

    Table of Contents


    Recovery decisions

    Liquidated damages in case of financial overstatement

    Exclusion in case of financial irregularity




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