The purpose of this note is to assist contractors participating in shared-cost projects to compile and format periodic and final reports for submission to the Commission according to the terms and conditions specified in the contract. As such, it is meant to present in as clear and concise manner as possible, all details concerning report submission without replacing or altering the contract's legal and financial conditions.

The text is also available on CORDIS "Quality of Life" webpage at the following address: http://www.cordis.lu/life/src/projmgt.htm

According to Article 4 of the contract and Article 4 of annex II-general conditions, the following reports should be submitted to the Commission for approval:

1. Periodic reports detailing on the progress, the resources devoted to the project, any deviations from the work plan and the results already obtained. The information provided should enable the Commission to adequately evaluate the project’s overall progress as well as each partner’s contribution towards the project’s objectives over the specified period.

2. A final report, on completion of the project, presenting all the work, objectives, results and conclusions drawn by the project, according to the technical annex.

It is emphasised that periodic payments to the project are made only after the corresponding project report is approved. The approval of reports depends entirely on their scientific/technical content as well as on their timely submission together with the corresponding cost statements.

As already mentioned, periodic progress reports should be submitted to the Commission every 6 or 12 months (Article 4) and without prior request on behalf of the Commission. A periodic progress report consists of the following documents submitted in paper-copy (1 copy) and in CD-ROM:

1. A project progress summary, 2 to 3 page long, briefly describing the project's overall progress and being suitable for publication. The co-ordinator normally prepares it. The document should clearly indicate on the top of the first page all project specifics such as title, contract number, contractors and reporting period. It should describe in a clear, preferably not too technical manner, the project’s objectives and up-to-date progress identifying both benefits and beneficiaries (target audience) of the achieved/expected results. The format of this document should follow closely that provided as annex I to this note.
1. A progress report detailing on the progress achieved so far by the project and reporting on each partner’s contribution. The progress report is meant to enable the Commission services or authorised representatives to thoroughly review and evaluate the project’s progress and appreciate the involvement of each partner. As such, it should be written in a way that facilitates direct reference and comparison against the project’s technical annex. It is therefore requested that the report is based and built upon the existing technical annex document. Annex II provides a detailed example of the format to be followed in preparing this report.

The project’s final report, covering the complete duration of the project, should be prepared as a self-contained scientific/technical document presenting the objectives, work and results achieved during its lifetime. It is expected to be a stand-alone document with a format similar to those of scientific papers or monographs. As such, the final report should reflect the collective effort made by all partners throughout the project’s lifetime. The co-ordinator normally prepares the final report with input from all participants. A draft version is to be submitted to the Commission within two months of the project’s termination date. The final version, incorporating comments and suggestions from the Commission services and/or its authorised representatives should be submitted in two bound copies (and in CD-ROM). More specifically, the final report is a synthesis of the following documents:

1 Introduction

2 Material and methods

3 Results

4 Discussion

5 Conclusions

6 Exploitation and dissemination of results

7 Policy related benefits

8 Literature cited

The above chapters should in general follow the layout and level of information provided in scientific monographs or extensive research papers. The scientific background for the research work undertaken as well as the specific objectives should be outlined in the introduction chapter. There should no longer be any reference to expected achievements, the workplan and milestones. Copies of all publications resulting from the project should accompany the final report.

Your attention is drawn to chapter n° 7 "Policy related benefits". The aim is to look back to sections C4, C5 and C6 of the initial proposal and to comment on whether the initial intentions and objectives were met (fully or partially) or not. Cite the reasons for success or failure, describe the impact of the results and explain how the society at large will benefit from them.

Section 1: PROJECT IDENTIFICATION Information to be provided for project identification			NOT CONFIDENTIAL
Title of the project
Acronym of the project
Type of contract				Total project cost (in euro) €
Contract number	Duration (in months)				EU contribution (in euro)
	Months				€
Commencement date		Period covered by the progress report (e.g. 1 February 2000 – 31 January 2001)
PROJECT COORDINATOR
Name	Title				Address
Telephone	Telefax				E-mail address
Key words (5 maximum - Please include specific keywords that best describe the project.).
, , , ,
World wide web address (the project’s www address )
List of participants Provide all partners’ details including their legal status in the contract i.e.,contractor, assistant contractor (to which contractor?).

As in the technical annex

…..

As in the technical annex. Highlight changes.

Start date:

Partners responsible:

……

Please provide with an up-to-date workplan of the specific co-ordination actions undertaken during the course of the project. Report on plenary project meetings that have taken place during the reporting period. List all meetings scheduled to take place during the next reporting period indicating time and venue. Plenary project co-ordination meetings should be scheduled regularly (typically twice a year) during the project's life. All meetings, workshops, conferences etc. scheduled to take place during the course of the project must be mentioned in this section. If the project is part of a cluster, all additional co-ordination and management efforts contributing to the cluster’s objectives must be reported.

Similarly…

Similarly…

• Provide with a complete account of scientific publications and patent filings resulted directly from the project.
• Indicate recent updates in the project’s www page (what’s new).
• Provide with updated presentation material including good quality illustrations (preferably in digital format) introducing a non-specialist audience to the project’s objectives and results.
• Where appropriate a text that could draw the attention of industry on possible exploitation of results.
• Report on actions taken towards the effective communication of project results to the targeted audience (workshops, seminars, industrial platforms etc.)

Please report on actions that partners have undertaken in order to overcome ethical problems that occurred during the reporting period. Detail on requested authorisations or approvals by competent bodies.

Where appropriate, detail on safety provisions particularly those dealing with infected material and with the release into the environment of genetically modified organisms.