Difference between revisions of "PROC03 Financial and effort review"

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|-
 
|-
 
| '''Owner<br>'''  
 
| '''Owner<br>'''  
| Quality Manager<br>
+
| Project office<br>
 
|-
 
|-
 
| '''Status'''  
 
| '''Status'''  
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= Overview  =
 
= Overview  =
  
The procedure has been introduced to better coordinate process of requesting changes in the DoA.&nbsp; <br>
+
A financial and effort review procedure has been introduced to identify over and under spending partners and take appropriate action. This procedure is run every 3 months and involves Work package leaders in validating partners effort reported to the project office.  
 
 
'''For Deliverables and Milestones change requests should be sent no later than six months before submission deadline.'''
 
  
 
= Definitions  =
 
= Definitions  =
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The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", "SHOULD", "SHOULD NOT", "RECOMMENDED", “MAY", and "OPTIONAL" in this document are to be interpreted as described in RFC 2119.  
 
The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", "SHOULD", "SHOULD NOT", "RECOMMENDED", “MAY", and "OPTIONAL" in this document are to be interpreted as described in RFC 2119.  
 
= Requirements  =
 
 
Each request needs to be described as follow:
 
 
•&nbsp;&nbsp;&nbsp; Scope: deliverable/effort/other
 
 
•&nbsp;&nbsp;&nbsp; Motivation
 
 
•&nbsp;&nbsp;&nbsp; For deliverables:
 
 
&nbsp;&nbsp;&nbsp; o&nbsp;&nbsp;&nbsp; name of deliverable/milestone
 
 
&nbsp;&nbsp;&nbsp; o&nbsp;&nbsp;&nbsp; type of change: name/timeline/scope
 
 
•&nbsp;&nbsp;&nbsp; Current status in DoA
 
 
•&nbsp;&nbsp;&nbsp; New proposed <br>
 
  
 
= Steps  =
 
= Steps  =
  
 
The following table describes  
 
The following table describes  
 +
 +
Here, M means month at the end of effort reporting period.
  
 
{| class="wikitable"
 
{| class="wikitable"
 
|-
 
|-
! Step#
+
! Timeline
 
! <br>  
 
! <br>  
 
! Responsible  
 
! Responsible  
! Action  
+
! Action
! Prerequisites, if any
 
 
|- valign="top"
 
|- valign="top"
| 1<br>
+
| M + 10 days
| <br>
+
|  
| Anyone<br>
+
| Project Partners
| Requester send request to WP leader<br>
+
| Deadline for Partners to report on effort (Actual efforts and costs in preparation for the cost statement. Efforts based on actual consumption and costs of personnel (only) based on estimated PM average costs.)
| <br>
 
 
|- valign="top"
 
|- valign="top"
| 2<br>
+
| M + 15 days
| <br>
+
|  
| WP leader<br>  
+
| Quality Manager and PO<br>  
| Creates ticket in AMB queue in EGI RT system with prefix [DoA change request] and is writing proposal to WP1 mailing list<br>
+
| Draft sent to AMB
| <br>
 
|- valign="top"
 
| 3<br>
 
| <br>
 
| AMB <br>
 
| Discussion during the next AMB meeting<br>
 
| <br>
 
 
|- valign="top"
 
|- valign="top"
| 4<br>
+
| M + 20 days
| <br>
 
| AMB<br>
 
| Proposes action plan to Technical Coordinator (TC)<br>
 
| <br>
 
|- valign="top"
 
| 5<br>
 
| <br>
 
| Technical Coordinator (TC)
 
| Proposes for approval/rejection or ask for more explanation<br>
 
| <br>
 
|- valign="top"
 
| 6<br>
 
| <br>
 
| Administrative &amp; Financial Coordinator (AFC)
 
| Validate proposal or ask for more information
 
| <br>
 
|- valign="top"
 
| 7<br>
 
| <br>
 
| TC<br>
 
| If change does not require a change in the DoA, TC submit the proposal to PMB for approbation<br>
 
| <br>
 
|- valign="top"
 
| 8<br>
 
| <br>
 
| TC<br>
 
| If change requires a change in the DoA, AFC submit the proposal to CB for approbation<br>
 
| <br>
 
|- valign="top"
 
| 9
 
 
|  
 
|  
| PMB or CB
+
| Quality Manager and AMB<br>
| Approval or rejection
 
 
|  
 
|  
 +
Coordinate AMB to take an action to remind partners and check deviations
 +
 +
o&nbsp;&nbsp;&nbsp; Partners not reporting
 +
 +
o&nbsp;&nbsp;&nbsp; Partners over/under spending
 +
 
|- valign="top"
 
|- valign="top"
| 10<br>
+
| M + 25 days
| <br>
+
|  
| <br>
+
| PO  
| Once approved by the appropriate body (PMB or CB)<br>
+
| Final report provided to PMB
| <br>
 
|- valign="top"
 
| <br>
 
| 1<br>
 
| TC<br>
 
| Mail EC Office for approval <br>
 
| approved by CB or PMB<br>
 
|- valign="top"
 
| <br>
 
| 2<br>
 
| Project office (PO) and QM<br>
 
| Submit a formal amendment request to the EC and the QM update related documentation, PO add information in changelog for the amendment <br>
 
| approved by CB<br>
 
 
|}
 
|}
 +
 +
<br>
 +
 +
= Schedule<br>  =
 +
 +
'''Project year 1'''
 +
 +
*'''M1-M3 '''
 +
**estimate effort due at M3+10 days;
 +
*'''M1-M6 '''
 +
**efforts and costs used due at M6+10 days
 +
*'''M1-M9 '''
 +
**estimate effort due at M9+10 days;
 +
*'''M1-M12 Financial reporting:&nbsp; '''
 +
**Actual effort due at M9+10 days; efforts and costs used due at M12+1
 +
**'''submission date to EC 30/04/2016'''
 +
 +
<br> '''Project year 2'''
 +
 +
*'''M13-M15 '''
 +
**estimate effort due at M15+10 days
 +
*'''M13-M18 '''
 +
**efforts and costs used due at M18+10 days
 +
*'''M13-M21 '''
 +
**estimate effort due at M21+10 days;
 +
*'''M13-M24 '''
 +
**efforts and costs used due at M24+10 days
 +
**'''no submission on the portal requested'''
 +
*'''M13-M30 Financial reporting:&nbsp; '''
 +
**actual costs and efforts for the last 18 months due at M30+1
 +
**'''submission date to EC 30/11/2017'''
  
 
= Revision History  =
 
= Revision History  =
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{| class="wikitable"
 
{| class="wikitable"
 
|-
 
|-
! Version  
+
! Version 1.2
! Authors  
+
! Authors CB
! Date  
+
! Date 2016-07-12
! Comments
+
! Comments M+24 only project review, no submission of financial periodic report
 
|-
 
|-
 
| <br>  
 
| <br>  

Latest revision as of 18:27, 13 July 2016

EGI-Engage project: Main page WP1(NA1) WP3(JRA1) WP5(SA1) PMB Deliverables and Milestones Quality Plan Risk Plan Data Plan
Roles and
responsibilities
WP2(NA2) WP4(JRA2) WP6(SA2) AMB Software and services Metrics Project Office Procedures




Title Financial and effort review
Link https://wiki.egi.eu/wiki/PROC03_Financial_and_effort_review
Owner
Project office
Status Approved
Approval date
Related document
N/A


Overview

A financial and effort review procedure has been introduced to identify over and under spending partners and take appropriate action. This procedure is run every 3 months and involves Work package leaders in validating partners effort reported to the project office.

Definitions

Please refer to the EGI Glossary for the definitions of the terms used in this procedure.

The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", "SHOULD", "SHOULD NOT", "RECOMMENDED", “MAY", and "OPTIONAL" in this document are to be interpreted as described in RFC 2119.

Steps

The following table describes

Here, M means month at the end of effort reporting period.

Timeline
Responsible Action
M + 10 days Project Partners Deadline for Partners to report on effort (Actual efforts and costs in preparation for the cost statement. Efforts based on actual consumption and costs of personnel (only) based on estimated PM average costs.)
M + 15 days Quality Manager and PO
Draft sent to AMB
M + 20 days Quality Manager and AMB

Coordinate AMB to take an action to remind partners and check deviations

o    Partners not reporting

o    Partners over/under spending

M + 25 days PO Final report provided to PMB


Schedule

Project year 1

  • M1-M3
    • estimate effort due at M3+10 days;
  • M1-M6
    • efforts and costs used due at M6+10 days
  • M1-M9
    • estimate effort due at M9+10 days;
  • M1-M12 Financial reporting: 
    • Actual effort due at M9+10 days; efforts and costs used due at M12+1
    • submission date to EC 30/04/2016


Project year 2

  • M13-M15
    • estimate effort due at M15+10 days
  • M13-M18
    • efforts and costs used due at M18+10 days
  • M13-M21
    • estimate effort due at M21+10 days;
  • M13-M24
    • efforts and costs used due at M24+10 days
    • no submission on the portal requested
  • M13-M30 Financial reporting: 
    • actual costs and efforts for the last 18 months due at M30+1
    • submission date to EC 30/11/2017

Revision History

Version 1.2 Authors CB Date 2016-07-12 Comments M+24 only project review, no submission of financial periodic report