TELEMATICS APPLICATIONS Programme

Hand-outs
for the Preparation of the 
Annex I - Project Programme

2 August, 1995 

This Hand-outs only refers to the cost-shared R&D projects of the TELEMATICS APPLICATIONS Programme
for which the cost reimbursement contract will be used.

Table of Contents
1. Introduction......................................................................................................................................
	4	
2. Notes regarding the Establishment of the Contract.........................................................................
	6	
3. Contract preparation.........................................................................................................................
	11	
4. Reporting and Concertation Requirements......................................................................................
	13	
5. Annual Review.................................................................................................................................
	16	
6. Contract Information Requirements.................................................................................................
	17	
APPENDIX A		
Annex III - Special Conditions............................................................................................................
	19	
APPENDIX B		
Annex I - Project Programme...........................................................................................................
	21	
APPENDIX C		
Structure of Deliverables.....................................................................................................................
	45	
APPENDIX D		
Structure of Management Report.........................................................................................................
	49	
APPENDIX E		
Milestone Plan and Check-list for Project Negotiations......................................................................
	53	
APPENDIX F		
Council Decision of 21 November 1994 concerning the rules of participation..................................
	57	
APPENDIX G		
Regions - Nomenclature of territorial units statistics (NUTS)............................................................	62	
		
Notes.....................................................................................................................................................	68	

Forms
A. 1  Project Summary (including a Project Synopsis of one paragraph)...........................................	23	
A. 2  Budget Information.....................................................................................................................	25	
A. 3  Participants List...........................................................................................................................	26	
C. 1  Work package list........................................................................................................................	31	
C. 2  Work package resources.............................................................................................................	32	
C. 3  Deliverables list...........................................................................................................................	33	
C. 4  Equipment list.............................................................................................................................	34	
C. 5  Other significant specific project cost.........................................................................................	35	
S. 1  Budget information per Year.......................................................................................................	37	
S. 2  Labour rates.................................................................................................................................	38	
S. 3  Confidentiality and IPR handling................................................................................................	39	
S. 4  Participants details.......................................................................................................................	40	
S. 5  Contractual and banking informations.........................................................................................	42	
S. 6  Full list of Validation Sites..........................................................................................................	43	
S. 7  Budget Information for the Demonstration Work.......................................................................	44	
Model Cover page for Deliverables.....................................................................................................	48	
Management Report.............................................................................................................................	51, 52	

1. Introduction

The contract which the Commission will offer for a project under the TELEMATICS APPLICATIONS Programme will consist of the following documents:

The Contract
Annex I - Project Programme
Annex II - General conditions
Annex III - Special conditions

In addition the consortium must provide the following information:
Supporting information and financial justification to the Project Programme
Participants details
Full details of a bank account (ECU account) to which payments to the project can be made.

This document describes the information which is necessary to generate the contract and the Project Programme. It describes the structure and lay out of the above documents and points out which information is to be provided in the different documents.

Appendix A contains the special conditions which shall apply to the TELEMATICS APPLICATIONS Programme and which becomes Annex III to  the contract between the Community and the consortium .

Appendix B provides the layout of Annex I of the contract, the Project Programme where the content of the work of the project is described in detail. 

Appendix C provides details on how to submit deliverables and a layout for the cover page and content of the deliverables.

Appendix D provides details on the layout and structure of the bi-monthly management reports.

Appendix E is a checklist for the project Coordinator and the Commission Services to check completeness of the information.

Appendix F gives the full text of the Council Decisions concerning the rules for the participation of undertakings, research centres and universities in research, technological development and demonstration activities in the European Community and the rules for the dissemination of the research results from the specific programmes

Appendix G is the list of regions to be used by the participants

The information in this document also provides the basis for the negotiations of the TELEMATICS APPLICATION Programme projects between the Commission Services and the authorised representatives of the consortium.

Project representatives are requested to indicate that they are authorised to carry out negotiations  with the Commission Services on behalf of the consortium. 
It should be stressed that it is not possible to give assurance that the Commission Services will be in a position to offer a contract on all or part of the work before the Commission has taken its final decision on the Project.

1.1 Negotiation Rounds

Discussions are foreseen in most cases in two rounds and only in some cases in three rounds. 

Round 1 

The main purpose of this round is to clarify with the consortium the results of the technical evaluation and explore the willingness of the consortium to negotiate a project  with the Commission. This will take into account the modifications recommended by the technical evaluation and the Community contribution, pending the opinion of the TELEMATICS Programme Committee (TPC) on the proposal and the decision of the Council. The consortium should also be informed of the administrative information required to complete a contract. At the end of round one the Consortium should be in a position to elaborate the full Project Programme and present it to the Commission Services in the second negotiation round.

Round 2

The second round will focus mainly on reaching an agreement on the Project Programme presented by the consortium. During this meeting all major contractual (technical, administrative and financial) issues shall be resolved, including the provision of an acceptable project schedule and a set of deliverables which reflect the work in the consortium. In case agreement can not be reached in this meeting and some issues still need to be further elaborated, the consortium should submit an updated version of the Project Programme and supporting material and a third round will be arranged to finalise the discussions.

Round 3 (if necessary)

In the case of a third round all the outstanding issues shall be resolved and agreed. At the end of this round an agreed Project Programme and the relevant contractual and supporting  material shall be handed over to the Commission Services.

2. Notes regarding the establishment of a contract

A distinction is to be made between the total estimated allowable project costs and the Community contribution. The total project costs are calculated on the basis of the funded contractors' estimated personnel, equipment, third party assistance, travel and subsistence, consumables and computing, other significant specific project costs and overheads. These costs are further described in Articles 19 and 20 of Annex II to the Cost Reimbursement Model Contract (hereinafter referred to as the "contract").

2.1 Financial Provision 

Part D of Annex II - General Conditions to the contract provides samples of the forms for the reporting of costs to the Commission Services ("Cost Statements").

2.2 Coordinating Contractor  (hereinafter referred to as "the Coordinator")

The Coordinator is one of the signatories of the contract other than the Community. The role of the Coordinator is to coordinate the work of the consortium, to manage the project and to be the interface between the consortium and the Commission Services. The Coordinator is the channel for submitting all documents and for general liaison between the contractors and the Commission. All general communications with the Commission is brought through the Coordinator. It is the responsibility of the Coordinator to see that all necessary information is delivered to the Commission Services, all contract details and all reports, deliverables and cost claims are submitted through the Coordinator. 
The Coordinator also receives - in trust for the contractors - all payments from the Commission and distributes them among the contractors according to the finance plan.  (See Article 2 of Annex II).

2.3 Contractor

Contractor is defined in Article 1 (16) of Annex II as a signatory to the contract, other than the Community, and also, for Part B only of Annex II (Publicity, Exploitation and Transfer of Technology), any affiliate, provided it undertakes to comply with the confidentiality and access rights obligations of this Annex II to contract. The contractors have full access to the results of the work in the project (See article 9 if Annex II).
 
2.4 Associated Contractors

Associated contracts and Associated Contractors are defined in Article 1 (3) and (4) of Annex II to the contract. Unlike subcontractors, Associated Contractors have to contribute financially to the project and, as a counterpart to this contribution, have certain access rights for RTD and for exploitation of the results of the research undertaken by the consortium. The minimum access rights for Associated Contractors are set out in Annex II to the contract (more favourable access rights may be granted to the Associated Contractors by the contractors in the consortium agreement).

Associated Contractors require the explicit acceptance by the Commission (under the conditions specified in Article 3.2 of Annex II to the contract) and the consortium. The work carried out by the Associated Contractor and the associated costs must be described in Annex I, Project Programme. Associated Contractors do not enter into any contractual commitment with the Commission, however the Commission has the right to see and approve any associated contract agreement reached between the Associated Contractor and the relevant contractor (see Article 3.2 of Annex II to the contract). Associated Contractors do not normally subcontract part of the work they carry out. 

The contractors shall ensure that agreements for Associated Contractors (and subcontractors - see point 2.5) conform with the obligations of the contract concluded between the Commission and the contractors and shall maintain copies of the agreements for inspection by the Commission as specified in Articles 4 and 24 (auditing and technical verification of the project) of Annex II to the contract.

2.5 Subcontractors

Subcontracts and Subcontractors are defined in Article 1 (28) and (29) of Annex II to the contract. Subcontractors are third parties (other than Associated Contractors) carrying out work in a contractual agreement with a Contractor on the project at no cost to themselves. The Commission does not need to approve subcontracting except in the cases where the Subcontractor is established outside the Community or an Associated State or where the value of subcontracts cumulatively exceed 20% of the relevant contractor's estimated allowable project costs (unless, in this last case, sufficient details of the subcontracts have been included in the contract with the Commission).

2.6 Sponsoring Partners

Sponsoring partners are organisations that make a tangible contribution to the consortium by making certain facilities or resources available to the project to contribute to carrying out the work foreseen at no costs to the project. However this contribution should be included in the esimated allowable costs. 

2.7 Participants with Community Funding

Any legal entity from the Member States which carries out RTD in the Community, contributes to the RDT activity as potential user of RDT or can assist in the dissemination and optimisation of RDT results may receive Community funding.
As well, any legal entity from a State Associated with the programme and which fulfils the same requirements as entities from  the Member States may participate and receive Community funding. This includes the entities from EEA countries (Norway, Iceland and Liechtenstein) and from Switzerland and Israel (after conclusion of the relevant bilateral Association Agreements).
Legal entities from other third countries may receive Community funding for their participation in the specific programmes of action line 1 of FP 4 from the specific programme of action line 2 of FP 4, provided they are established in EC, in the NIS or in the developing countries, and subject to the budgetary limits of the action line 2 programme.
In exceptional cases, international organisations may receive Community funding if it is specified in the relevant specific programme. Annex III (Appendix F of this document) of the TELEMATICS APPLICATIONS Programme contains such a provision..

2.8 Participants without Community Funding

Any legal entity established in a European third country or a third country having concluded a S & T Cooperation Agreement (at present, such agreements have been concluded with Australia and Canada), and any international organisation may participate without Community funding. Moreover, in case of effective contribution to the implementation of the programme and based on the principle of mutual benefit, any legal entity established in the world may participate without Community funding, provided that such participation is foreseen in the relevant specific programme. The TELEMATICS APPLICATIONS Programme does not foresee such participation.

2.9 Start of Contract

It is foreseen that the tentative start date of contracts being negotiated during July-October 1995 is 1 November 1995. This is the commencement date that will be included in the contract. There may be cases where the commencement date is 1 January 1996.

2.10 Project Duration versus Contract Duration

The duration of the projects may vary. It is sometimes appropriate to issue an initial contract for a period shorter than the project duration. The duration of the initial contract depends on of the Commission finance plan. Contracts may be extended to their foreseen project duration by means of amendments to the contract subject to a positive recommendation from the Annual Review. The Project Programme in the initial contract reflects the entire duration of the project.

2.11 Advance Payments

An advance payment will be made to the consortium within two months after all Contractors and the Commission have signed the contract. When the project has not commenced within three months of the payment of the advance, the Commission may determine to add interests on the advance or require the reimbursement of the advance together with the interests (Article 23.1 of Annex II to the contract).

2.12 Applicable law

The law governing the contract can be any of the laws of the Member States or the Associated States. It is usually the law of the country of the Coordinator. Once a contract has been entered into, this governing law can not be changed for that contract or its amendments.

2.13 Bank Account

The bank account must be in a bank located in the country of the Coordinator within a Member State. Where possible, this project trust account should be a bank account in ECU. Please ensure that the complete bank details are provided. Incomplete details will not be accepted by the Commission Services. (See form S5).

2.14 Legal Information and Signature of the Contract

Contracts may be signed only by authorised representatives of the participants in the consortium.
The consortium must ensure that the information provided on the name and position of the person(s) authorised to sign the contract for each contractor and the name and legal address of the company is provided in correct form. If this information is not precise, it will delay the signature of the contract. 
The Contractors may agree to mandate the Coordinator to act as their legal representative for the purpose of the signature of the contract. In this case, the Coordinator shall sign two copies of the contract on behalf of the Contractors. A copy of the agreement to mandate the Coordinator to sign on behalf of the partners shall be submitted by the Coordinator to the Commission Services together with the signed contract.

3. Contract preparation

3.1 Contract Information Requirements

A contract can only be prepared upon receipt of the following material:

	A complete paper copy of the Annex I - Project Programme agreed between the consortium and the Commission including a deliverable schedule.

Part A - Project Summary Informations
Part B - Project & Contractor Description
Part C - Project Resources & Deliverables
Supporting Informations 
S.3 - Confidentiality and IPR Handling
S.4 - Participants details
S.6 - List of Validation Sites

	A full financial breakdown reflecting the agreed negotiation position submitted by the consortium on the forms: 
A.2 - Budget informations
C.4 - Equipment list
C.5 - Other significant specific project costs
S.1 - Financial breakdown per year
S.2 - Contractor information Labour rates
S.5 - Contractual and banking informations
S.7 - Cost Summary for Demonstration Work

The forms S.1 to S.7 will not be a formal part of the contract, but will be used as background justification for the cost and financial contribution stated in the contract.

3.2 Scheduling of cost statements and Deliverables

The first cost statements shall be submitted 6 months from the commencement date and thereafter each 12 months and the last cost statement to cover the period to the end of the project  according to the option specified in the contract. However, subject to Article 24 of Annex II (auditing), all payments shall be treated as advances until acceptance of the appropriate project deliverables, or, if none are specified, until acceptance of the final report. The Annual Review judges the performance and progress of the projects on the basis of the deliverables submitted in the period covered by the Review and the Annual Review Report and thus allows the Commission Services' Project Officer to clear the payment for that year. It is therefore very important to ensure that meaningful deliverables are agreed with the consortium that coincide with the cost statement and the Annual Review schedules. Annual reviews are foreseen in October. It is suggested that Project deliverables are scheduled evenly over the year, and that a substantial deliverable is available for the Annual Review.

Submission of cost statements should be foreseen depending on the contract duration as follows:

Contract duration		Submission of cost statements	
		1st CS	2nd CS	3rd CS	4th CS	
12 month		after 6 months 	6 (final)			
18 month		after 6 months 	12 (final)			
24 month		after 6 months 	12	6 (final)		
30 month		after 6 months 	12	12 (final)		
36 month		after 6 months 	12	12	6 (final)	

3.3  Receipt of Contract Information

All material for the completion of the contract shall be forwarded from the Coordinator directly to the responsible Commission Services negotiator/Project Officer. 

3.4  Issuing of Contract Numbers

A contract number is assigned to the project by the Commission Services, and shall be used in all subsequent communications related to that contract.

3.5  Receipt of Signed Contracts from the Consortium

Signed contracts shall be collected and returned by the Coordinator directly to the Commission Services negotiator / Project Officer, who will submit, upon receipt of all original signatures, the file for the Commission signature.

4. Reporting and Concertation requirements

Rules governing the submission of reports are described in Article 6 of the contract, in Article 10 of Annex II (General Conditions), and in Annex III to the contract (Special Conditions). 

All reports have to be approved by the Commission.

Bimonthly Management reports and Progress reports shall be submitted in one hard copy and in an electronic version, either on electronic mail or on a 3½" floppy disk. 
All other reports (Annual Review Report, Final Report) shall be submitted in five hard copies (of which one unbound) and in an electronic version on electronic mail and on a 3½'' floppy disk. These reports must be provided in RTF and HTML format, graphics in GIF or JPEG format
The Final Report shall be delivered in a form suitable for publication. The publishable final report shall include sufficient information on new developments to enable third parties in the Community and Associated States to become aware of opportunities to request a licence for technology developed with the Community funding. In case the consortium wishes to provide confidential information, this should be given in annex to the reports.

4.1 Reports

4.1.1 Management Reports

Management reports shall cover a two month period and shall be submitted before the end of the third month. 

The management report contains a text part and a matrix showing the use of resources. A layout is provided as appendix D to this document. 

The management report is an important legal document according to the contract. This is where the consortium first reports problems and deviations from the plan. The management report should indicate the key items of the reporting period from the perspective of the project representatives designated by the Coordinator, hereafter referred as the project manager, that is what the project as a whole has achieved. The management report should be delivered to the Project Officer no later than one month  after the end of the reporting period. 

4.1.2 Progress Reports

Progress reports describing the progress, resources employed, deviations from the work plan and results, shall be submitted to the Commission Services at the intervals specified in Article 6 of the contract, that is for the first Progress report after 6 months and thereafter every 12 months. They shall be short concise reports summarising the progress of the work in the reporting period and stating a cumulative account of the resources used in the reporting period.

4.1.3 Annual Review Report.

The Annual Review Report shall describe the work carried out in the period covered by the review. For the first year the period is from the commencement date till 31 August, thereafter the review period is from 1 September till 31 August. The Annual Review Report shall describe the previous year's activities, including a critical self-evaluation, and a detailed plan for the following year. The Commission Services will provide a lay out for the Annual Review Report together with the invitation to the Annual Review. 

4.1.4 Final Report

A final report covering all the work, the objectives, the results and the conclusions (including a suitable summary of all these matters) shall be submitted to the Commission services at the end of the project.
Information that is not intended for publication, should be included in the annex(es). 
A standard cover page will be used containing the list of the partners and acknowledge the project and the programme sector.

4.1.5 Technology Implementation Plan

The contractors shall, through the Coordinator, submit at, or before the end of the project, a technology implementation plan which shall indicate all potential foreground rights and exploitation intentions, including a timetable.

4.2 Special conditions

The special conditions for the TELEMATICS APPLICATIONS Programme is given in Annex III to the contract.

4.3 Concertation activities

To ensure the coherence of the work of the projects in the sector and the programme, the contractor will be required to contribute to and participate in periodic concertation meetings with contractors working in the sector and the programme. These meetings will cover exchange of information between the projects to enable a common orientation of the work. This activity is part of the contract and has to be financed from it. Provisions have to be made by the consortia to participate in  four concertation meetings per year, three at sector level and one at programme level.

The concertation activity is further described in Annex III to the contract. The consortium must note the importance of the concertation mechanism and that it is expected that the project manager will participate in all the concertation meetings and that he should bring with him important members of the consortium when needed. 

4.4 User Groups

It is foreseen that all projects establish a user group or contribute actively to the work of already established user groups in the field. The purpose of the user group is to be actively involved in the validation of the applications or services and to play a role in the peer reviews of the deliverables of the project. The user group should be representative of the relevant users and should play an important part in the demonstration phase of the project. 
Provisions have to be made by the consortium for this activity. 

4.5 Conference & Exhibition Attendance

As part of the dissemination activities it is expected that the consortium presents the results of the work in relevant conferences. All consortia are expected to contribute to and participate to the final conference for the sector/programme. The consortium needs to set aside resources for these activities. 
The conferences or exhibitions which the consortium wishes to participate to must be listed in form C. 5 "Other Significant Specific Project Costs". In case the conference is not listed here or the conference takes place outside Europe and Associated States, the consortium must seek written approval from the Commission for attending the conference and claiming reimbursement of the related costs (see Article 19.6 of Annex II to the contract). Approval is deemed granted if the cost item has been specified in Annex I to the contract, or if no objections are raised by the Commission within two months of the receipt of the written request. In the case of approval, the consortium must follow the rules described below. 

RULES GOVERNING ATTENDANCE  AT  CONFERENCES, EXHIBITIONS  AND  TECHNICAL  VISITS 

CRITERIA FOR THE CONSIDERATION OF APPROVAL FOR SUPPORT FROM CONTRACT FUNDS
1.	Since approval will not be automatic, it is essential that adequate time for considering the application is given. Therefore, the application should be made as soon as possible and not less than six weeks in advance of the event.
2.	The application should be accompanied by a copy of the conference programme together with a rationale describing the conference and explaining the relevance of attendance to the objectives of the Project.
3.	The application must provide a clear breakdown of the overall attendance cost explaining the proposed claim for the Community contribution will be for travel, registration, subsistence, etc.
4.	Applicants must provide to the Commission, in accordance with Annex II to the contract, a copy of the concise written report produced for the project within two weeks of the event. They should indicate if they are prepared to deliver a presentation to a Concertation Meeting at either the Plenary or Group Sessions, if asked by the Commission to do so.
5.	Associated technical visits must, if support is to be claimed, be similarly justified and subsequently a report submitted to the Commission.
6.	Any contributions presented at the conference by the attendees should acknowledge both the Programme and the Project in which they are participating and a pre-print of the paper should be sent to the Commission with the application.
7.	The attendee should undertake to provide, where possible, a copy of the Conference proceedings or a suitable extract to the Commission with the report.
Notes :
	a)	Preference will be given to those presenting papers to the conference.
	b)	The cost and frequency of the conference attendance should always be minimised and kept in proportion to the size and resources of the Project.
	c)	Applications should be made to the relevant Project Officer, who will consider the request and will communicate the Commission's decision to the applicant.
	d) 	In the case of participation in an (industrial) exhibition, the poster(s) will clearly reflect the participation in a Community programme and refer to the project.

4.6 Electronic mail and Desktop Video Conferencing

Consortia are strongly encouraged to use electronic mail and/or desktop video conferencing as the main means for inter project communication between all the contractors in the consortia and for communication with the Commission Services. Such communication tool should also be made available within DG XIII-C & E.

5. Annual Review

An annual review point is established in October.  At this point, the contractors will deliver a report on the previous year's activities, including a critical self-evaluation, and any changes needed in the Project Programme for the following year. This report, referred to as the Annual Review Report , will be evaluated in the course of the Annual Review with the assistance of external experts, with the Annex 1 of the contract as reference. The relevant deliverables must be annexed to this Report.

On the basis of the results of the annual review (eventually with an additional "on-site" review) and the outcome of any further call for proposals initiated during the year, the Commission will make a decision to continue, to modify, or stop the project (see Article 4 and 5 of Annex II - General Conditions).  A modification to the technical approach of the project, as well as the make-up of the partnership, may be included in this decision.  Any agreed modifications to the Annex I Project Programme will form the subject of a written agreement ("amendment") to the contract. Any amendment will be signed by duly authorised representatives of the contracting parties (Article 8 of the contract).

5.1 In-depth Review 

Following the recommendations of the Annual Review a "RED FLAG" procedure can be initiated, which can lead to an in-depth (technical and/or financial) review of the project.
The "RED FLAG" procedure is used when any major and imminent problem which prevents work from proceeding normally is detected at project level or where serious concern with the project's performance come to light during the Annual Review.
If the problems can not be solved at the project level, the consortium is asked to perform an internal review of all aspects of the project (technical, managerial and financial). The consortium has one month to make a report of the results of the internal review and to produce a plan for how to overcome the problems detected. If the result of the internal review is that the consortium wishes to continue with the project, and the Commission Services agree to proceed, the results of the internal audit and the revised project plan is presented to a panel of external experts and representatives of the Commission Services for an In-depth Review. In case that the panel agrees to the revised plans, the consortium can proceed. In case that the plan is not agreed or it is deemed that the consortium can not solve the problems, the project is terminated according to Article 5 of Annex II to the contract consortium.

6. Contract Information Requirements

6.1 Introduction

The following is a summary of the legal and financial information to be provided to the Commission by the contractors through the Coordinator. It is important that the consortium reviews the information required to complete the contract at an early stage of the negotiations since information requested such as a consortium bank account may require some time to complete. 

For completion of the legal part of the contract, reference is made to the "Cost Reimbursement Model Contract". 

6.2 Cost Reimbursement Model Contract - Page 1

Please provide the following information for the Coordinator and each of the other contractors for this contract.

1)	The legal denomination of each organisation, the acronym, the country where the organisation is incorporated and the registered address.

2)	Please clearly identify the role of the participants i.e. Coordinator or contractor.

3)	In addition please provide the name(s) and function(s)/position(s) of the person legally authorised to sign the contract on behalf of each of the contractors and the abbreviated organisation name if appropriate.

Article 1.1.
Please state the appropriate project name to be used in the contract and subsequent correspondence (full name and acronym), and, as appropriate, specify the milestone up to which the work is to be carried out. 

Article 2.1.
Please provide the total duration (in months) of the initial agreed contract duration and the start date of the contract (Commencement Date) as agreed during the negotiations . . The end date should be at the latest in the first quarter of 1999.

6.3 Cost Reimbursement Model Contract - Page 2

Article 3.1.
Please provide the estimated allowable costs of the project for the duration of the contract in ECUs as agreed in the negotiations. 

Article 3.2.
Please provide the Commission contribution as a percentage of the estimated allowable costs of the project for the contractors that have chosen the full cost model. Please note that the "Cost Reimbursement Model Contract" will be used when the Community funding is 50 % or close to 50 % of the costs, or where agreed by the contractors.

Please provide the total amount of EC contribution to the project in ECUs as negotiated. 

Article 4.
First indent: The amount of the advance payment will be calculated by the Commission Services.

Third indent: The title and the relevant page number for the project deliverable that is identified in the negotiations as being the final deliverable will be mentioned in Annex I. 

6.4 Cost Reimbursement Model Contract  - Page 3

Article 5.1 
The first cost statement shall be submitted 6 months after the commencement date and thereafter with intervals of 12 months .

Article 6
The reporting period for all management reports will be two months.
The first progress report shall be submitted 6 months after the commencement date of the project  and thereafter every 12 months. 

Article 9

The special conditions relating to the specific RTD programme are contained in Annex III to the contract.
The special conditions relating to the project are contained in the Article 9 of the contract or in Annex  IV to the contract.

The consortium shall establish one bank account for all payments from the Commission to the consortium. This account is usually opened by the Coordinator in the name of the consortium. The account must be established in the country of the Coordinator.  This account should be an "ECU" account since all payments by the Commission will be in ECU.

6.5 Cost Reimbursement Model Contract  - Page 4

Article 10 
The Commission Services will indicate the name of the country whose law will apply to the contract.  Although this will typically be the law of the State where the Coordinator is registered, any other EC Member State or Associated State law will be acceptable for the contract.

Contract Signature information
Please ensure that the informations related to the persons legally authorised to represent the contractors for the signature of the contract (name, status, etc.) are  consistent with the legal informations provided by all contractors for page 1 of the contract.

APPENDIX A
Annex III - Special Conditions

1.		Collaboration

To assure coherence of the work within the programme and its relevance to world-wide developments, the contractors will be required to contribute to and to participate in periodic Concertation Meetings, Concertation Networks and Common Interest Groups with parties working on other parts of the programme.
Interaction between this Project and other Programme-related projects and Actions including user groups identified shall be agreed and defined not later than three months after the commencement date for the project.
A final conference for the sector/programme shall be organised and all projects are expected to contribute and to participate to this.
These activities are part of the contract and have to be financed from its budget. 

2.		Annual Review

An Annual Review will be established at a time specified by the Commission, normally in the month of October.  At this point, the contractor will deliver the Annual Review Report on the previous year's activities, including a critical self-evaluation, and a detailed plan for the following year.  This report will be evaluated together with the Project deliverables for that year for the Commission by appropriate external experts.
On the basis of the results of the annual review and the outcome of any further call for proposals initiated during the year, the Commission will make a decision to continue, to modify or stop the project.  A modification to the work content of the project, as well as the make-up of the partnership, may be included in this decision.  Annex I will be amended if necessary.

3.		Review and Acceptance of Deliverables

There are two levels of deliverables, Project deliverables which are submitted to the Commission and other deliverables , that are not considered Project deliverables in the sense of Article 4 of the contract. The latter will be referred to as Submitted on request deliverables which will not be submitted to the Commission unless specially requested for dissemination or review purposes.  
All deliverables shall be subject to a peer review organised by the consortium and normally with the participation of the user group of the project. All public deliverables shall be of a professional standard and in a form suitable for publication.
All deliverables should on request be made available to horizontal support measures projects under full confidentiality. 

Project deliverables: 
All project deliverables must be submitted in 5 hard copies (incl. one unbound copy) and in electronic form on a 3½'' floppy disk and by electronic mail. All project deliverables should be provided in RTF and HTML format, graphics in GIF or JPEG format. All public  deliverables should be made available for electronic access and dissemination for example through FTP and WWW.

A report of the peer review shall be submitted to the Commission together with all project deliverables.  

Submitted on request deliverables:

Submitted on request deliverables are not submitted to the Commission for approval, but shall be made available on request. The status and completion of the Submitted on request deliverables are noted in the management report.
Review of deliverables:
The Commission reserves the right to review the technical or the financial aspects of any of the deliverables specified in this Project Programme, at any time on or after delivery.
Review procedures can be formal or informal, as judged necessary by the Commission Services .  An informal review requires submission of the relevant documents to the Commission or to its appointed representatives at the scheduled time.
The contractors may ask for a formal review if they wish to contest the results of an informal review.  A formal review consists of a meeting, chaired by the Commission, of a review panel with representatives of the Coordinator and the contractors comprising appropriate experts in the field under discussion.  In this case, relevant documents must be circulated to the review panel at least seven working days, or ten elapsed days, in advance of the meeting.
Acceptance or deferment of acceptance of Deliverables will be notified to the Coordinator in accordance with Article 10.3 of Annex II to the contract. Final approval will be notified following the Annual Review. 

4. 		Reports

Bimonthly Management Reports and Progress reports must be submitted in 1 hard copy and/or in electronic form on a 3½'' floppy disk, or by electronic mail.
All other reports (Annual Review Reports and Final Report) must be submitted in five hard copies (including one unbound copy) and in electronic form on a 3½'' floppy disk and on electronic mail. These reports shall be of a professional standard and in a form suitable for publication. They should be provided in RTF and HTML format, graphics in GIF or JPEG format.

5.		Financial Management

In Article 18.2 of Annex II there shall be added: "For the categories 'Personnel' and 'equipment', the agreement of the Commission shall be obtained before an increase of more than 10 % of the original estimated costs is incurred or is planned to be incurred. In addition budget transfers concerning the two aforementioned categories may be effected between Contractors up to a total of 10 % per category per Contractor; such transfers shall be notified to the Commission at the time of such agreement to transfer between the partners. For transfers between Contractors in excess of 10 % per category per Contractor, prior approval by the Commission shall be obtained".

APPENDIX B
ANNEX I - PROJECT PROGRAMME

Acronym - Project Title
Project reference number (+ sector)

Commencement date

Page Numbered 001 through XXX	

Content list
Part A - Project Summary

1. Project Summary (including a Project Synopsis of one paragraph) - Form A.1 (for publication)
2. Budget Information -  Form A.2
3. Participants List - Form A.3

Part B - Project & Contractor Description

1. Rationale
2. Overall Description
3. Detailed Description
	a. List of Work packages (free text)
	b. Timing of Work packages
	c. Gantt Chart
	d. Work package Description
4. Project Management
5. Contractor ship (Key people)

Part C - Project Resources & Deliverables

1. Work package list - Form C.1
2. Work package resources - Form C.2
3  Deliverables list - Form C.3
4. Equipment list - Form C.4
5. Other significant specific project cost - Form C.5

Supporting Information - Financial justifications

1. Budget information per Year- Form S.1 ( A.2 per year)
2. Labour rates - Form S.2
3. Confidentiality and IPR handling - Form S.3
4. Participants details - Form S.4
5. Contractual and banking informations - Form S.5
6. Full list of Validation Sites - Form S.6
7. Budget Information for the Demonstration Work - Form S.7

TELEMATICS APPLICATIONS Programme			Date: 

Form A: OVERVIEW OF (acronym) PROJECT

A.1 - Summary Information on the Project 

Project Number - Acronym - Title	
	
Lead sector 	Other sectors
(Initials)	Start	End 
	Project Duration
in Months	

Total Cost (ECU)	EU - Contribution (ECU)	
		
Project Objectives, Summary description and anticipated results (up to 20 lines):
	This concise description should allow a decision maker to see immediately the interest of the project

Major Validation sites1 :
Institution/
Organisations	City/Town
+ Postal Code	Region 2 . 	Country 3 . 	

				

Other Characteristics of the Project:
	Users involved (up to 3 lines) 

	Technologies and/or approach used (up to 3 lines)

	Expected benefits for the citizen (up to 3 lines) 

	Expected benefits for the users of the application (up to 3 lines)

	Expected benefits for the European Industries (up to 3 lines)

	Contribution to EU-policies (up to 3 lines)

Coordinator:
Name of Institution/Organisation	City
+ Postal Code	Region1  	Country 2	Number of Employees on 1/1/1995	Turnover in 1994 (ECU)	

Parent company	Controlling Company (Country)	
		
Contact person from the Coordinating Contractor: 
Title, First Name, Name		Address:		
Tel: 		Fax: 		
E-mail 1: 		E-mail 2:		
Other Contractors:
Participants Code3 	Name of Institution/Organisation	City
+ Postal Code	Region1	Country 2	Number of Employees on 1/1/1995	Turnover in 1994 (ECU)	
C 2							
C 3							
C n							

A.2 - Budget Summary Informations

Project Number - Acronym - Title	
	
Human Resources Summary (Person-month)
Total Resources of funded1 Contractors  		
Total Resources of funded Associated Contractors  		
Total Resources of funded Subcontractors  		
Subtotal Resources of funded Participants  		
Total Resources of non-funded2 Contractors		
Total Resources of non-funded Associated Contractors		
Total Resources of non-funded Subcontractors		
Total Resources of Sponsoring Partners		
Cost Summary in ECU
Participants Code3 	Person-month4 	1.
Personnel	2. 
Equipment	3. 
Third Party Assistance
(subcontractors)	4. 
Travel and  Subsistence	5.
Consumables and Computing	6. 
Other significant Specific Project Cost	7. 
Overheads	Total 	% of EU Contribution5 	EU Contribution	

C 1												
A 1.1.												
A 1....												
Subtotal 1												
C 2												
A 2.1.												
A 2...												
Subtotal 2												
C  n												
A n.1.												
A n....												
Subtotal n												
Total									(a)		(b)	

Total estimated allowable costs (ECU) (to art 3.1. in contract)	(a)	
EU contribution in % - (to art. 3.2. in contract) (EU Contribution excluding 100% additionnal cost * 100 / Total cost excluding 100 % additionnal cost) 		
EU Contribution (ECU) (to art. 3.2. in contract)	(b)	

Estimated contribution from Sponsoring Partners (ECU)		

A.3 - Participants List

Project Number - Acronym - Title	

Participants Code1 	Participant's Institution/Organisation	Participant's -
Short Name	Country2
+ Postal Code. 	
C 1				
A 1.1.				
A 1....				
S 1.1.				
S 1....				
C 2				
A 2.1.				
A 2...				
S 2.1.				
S 2...				
C n 				
A n. 1.				
A n...				
S n.1.				
S n...				
X 1				
X n...				
Number of Participants
Number of Contractors (including Coordinator)		
Number of Associated Contractors		
Number of Subcontractors		
Number of Sponsoring Partners		
Total Number of Participants		

1. 	RATIONALE OF THE PROJECT					(up to 2 pages)

	Describe how the project will contribute to meeting both the overall objectives of the Telematics Application Programme and the specific tasks of the Workprogramme addressed in the relevant Sector(s). Only major tasks need to be listed.
	The project's strategic approach should be described, starting with the state of the art of the technology and user applications, followed by how the project will establish the new User needs and apply the appropriate technology.
	Information for this section can be taken from the Form B2, Point 1 (of the original proposal). User needs and application area,  from the Project description
	i.e.- 	User needs to be addressed.
			Market situation and prospects.
			Knowledge of Sector and technologies to be used.	
			Technical aspects of the Demonstrator.

2. OVERALL DESCRIPTION OF THE PROJECT				(up to 8 pages)
	
	2.1	Objectives of the Project

	The A.1 Form is the short public information about the project to be used in descriptions of the Programme, conferences, exhibitions, etc. It should therefore be produced to a high publishable quality.
	The summary information provided in the A.1 Form should be consistent with this section.
	State clearly the objectives to be achieved within the lifetime of the project. The objectives should be stated in a form which makes it possible to verify that they have been achieved at the end of the project (quantitative objectives, target dates, etc.).

	2.2	Methodology of the Project

	Describe the operational steps to be taken to achieve the objectives of the project. This description of the approach should start by describing the existing infrastructure and clearly outline what additionnal work the project would cover. The description should cover legal, technical and market aspects.
	
	2.3	Phase of the Project

	Describe where the project fits in the five phases model (if appropriate).
	Describe the work already done and methodology used. Present a list of results achieved and the 	conclusions drawn.
	Include a list of relevant reference material.

	2.4	Dependencies

	Include a list of other related European or national projects.
	For closely related projects describe the potential for cooperation and coordination.
	Describe which actions the project is going to take to ensure timely availability of external results necessary for the successful completion of the project.

	2.5	Expected Results/ Exploitation of Results Plan

	Describe the anticipated results, provide a list of main achievements and a plan for exploitation of results including benefits for the citizen, for  the user of the application, for the competitiveness of the European industry, for the fulfilling of other community policies. Indicate also the benefit for the consortia.
	
	2.6 European Added Value

	2.7. Economic and Social Impact

	Estimate the potential impact of the application on the application area at large.
	Consider the economic justification of the project.

3. DETAILED DESCRIPTION OF THE PROJECT

	3.1	List of Work-Packages

	Describe briefly the work packages in the project. Each of them shall have an identifier code (WP 1 - WP n) and the code of the contractor responsible. 

	3.2 	Timing of the Work

	Describe how the work in the project is structured over the time and indicate the relationship with the overall project objectives and calendar. Provide an overview of the timing of the work broken down in work packages in the form of a Gantt chart showing the timing of project work.

	3.3 	Structure of the work

	Describe the way in which the work is structured showing the interdependencies between different work packages. Provide this information in a graphical form in the form of a Pert chart.

	3.4	Description of Work-Packages		(maximum 1 page per Work-Package)
		(around 10  Work packages)
			
	The description of the work shall be in free form text format, but the following information shall be contained in the description of each work package: 
			Work package identifier
			Work package title
			Verifiable Objectives of the work package
			Description of the work (methodology, approach)
			Deliverables

The sequencing of the work packages shall - if appropriate - follow the five phases description of the project. If a demonstration phase is included, this activity shall be clearly separated and described in separate work package(s), to allow the consortium to demonstrate that the support for this activity decreases from maximum 50% to maximum 33%.
Following the demonstration it is needed for all projects to describe in detail their plans for exploitation. The last work package should cover the elaboration of an exploitation plan (Technology Implementation Plan) and be presented to the last annual review.

Work package 01 shall describe the management of the project.

Work package 02 shall describe all activities concerned with external groups, e. g. concertation activities, interaction with user groups, annual reviews, dissemination activities, production of information materials (publications, CD-roms, videos, demonstrations, workshops, seminars and participation to conferences). All projects shall as a minimum participate to the final programme conference.

Deliverables:

	Each work package shall result in one or more deliverables. The deliverables can be either internal to the project or "project" deliverables (see Article 4 of the contract), that is delivered to the Commission for approval. Deliverables can have different levels of distribution: Public, Limited to Programme Participants or Restricted to Project Participants. 
	The Submitted on request deliverables shall be available for auditing of the Commission if so required.
	All deliverables shall be presented in documentary form. All project deliverables shall be delivered in five hard copies (one unbound), electronic form on a floppy and on electronic mail.
	All deliverables shall be a valid representation of the outcome of the work in the project and provide tangible evidence of the achievement of the objectives of the project. 
	All public deliverables shall be produced professionally and to a publishable standard. 
	All deliverables shall be subject to a peer review, the report of which shall be communicated to the Commission together  with the deliverable. Note that the peer review shall refer to the deliverable itself not only to the documentary form. 
	At least four deliverables per year shall be project deliverables and be delivered to the Commission. At least three of these deliverables shall be available for the annual review.

4. PROJECT MANAGEMENT				(up to 4 pages)

Project Internal Management
	Describe the organisation and management structure / techniques to be used. The use of Video-conferencing within the project and the Commission is recommended.
	Describe the decision process: how is project internal consensus reached on managerial and technical issues.
	Describe the management plan and quality assurance procedures.
	Describe the information flow: how the project internal flow of documents organised, which tools are used.
	Describe how the project is organisationally structured, Board, Project manager, WP manager.
	Describe the procedures for planning and reporting, 
	Deliverables Handling, and 
	Confidentiality and IPR handling: what are the project arrangements for the handling of the project results.

Contract Management
	Notification of Sponsoring Partnerships how are their relation to the project organised
	Arrangements regarding exchange of results or concertation with user groups and outside organisations.

5	THE PARTNERSHIP (CONSORTIUM) 			(up to 1 page per participant)

	Describe the profile of the consortium, in particular highlighting the relationship between users and suppliers. Describe the partnership balance in terms of trans-nationality, complementary of skills and roles and the cooperation of user / supplier aspects. 
	Describe the mechanisms for involvement of representative users, e.g. through project user groups at all phases of the project and show how cooperation with users and suppliers can be achieved.
	Describe the roles and responsibilities of the participants.		

For each participant (contractors, Associated Contractors, subcontractors and sponsoring partners): 
			Describe the organisation (activities, number of employees, turnover, parent 				company, etc.
			Summarise their contribution to the project work and work-packages.
			Specify the role and service offered by sub-contractors.
			For Sponsoring Partners describe the contribution to be made to the consortium.
			Provide a list of key personnel to be involved in the project work (one paragraph for each 		describing their role in the project).

C.1 Work-Package List

Project ref.	Sector	Date	Sheet	
			........of..........	

Work-Package
ID
(a)	Title	Lead 
Contractor
ID
(b)	pms

(c)	Start
Month

(d)	End
Month

(d)	Phase

(e)	Deliv-erable
IDs
(f)	

								

								

								

Notes
(a) 	ID of the form: 'WPn' where n = 01- ~10
(b) 	Responsible contractor for the work (see form A.2)
(c) 	pms = direct labour in person months
(d)	of the form:  'n' where n = 01 - ~ 36 i.e. project month not calendar months
(e) 	Ref. Work Programme Project Life-Cycle: 1 = 'Identify User needs' : 2 = 'Functional Specification' : 3 = 'Demonstrator build' : 4a = 'Validation - verification'  : 4b = 'Validation - demonstration' : 5 = Exploitation Plan
(f) 	ID of the form 'Dn.m' where n = n in 'WPn' : m = deliverable number for that work package i.e.  m = 1 - <total number of deliverables in WPn>

C.2 Work-Package Resources

Project ref.	Sector	Date	Sheet	
			........of..........	

Work-Package
ID
(a)	Title	Starting Event
(b)	

Participants
Code	Labour category
(c)	Rate Code 
(c)	Yr 1
pms
(d)	Yr 2
pms	Yr 3
pms	Yr 4
pms	Yr 5
pms	Total
pms	

									

									

Notes
(a) 	ID of the form: 'WPn' where n = 01- ~10
(b) 	e.g. Commencement Date - or Deliverable 01.1
(c) 	as in form reference S 2
(d) 	pms = direct labour in person months

C.3 Deliverables List

Project ref.	Sector	Date	Sheet	
			........of..........	

Deliverable
ID
(a)	Title	Delivery 
date
(b)	Nature

(c)	Dis-semination
Level
(d)	Type
PD or X
(e)	Work-Package
ID
(f)	

							

							

							

Notes
(a) 	ID of the form 'Dn.m' where n = n in 'WPn' : n = number of the work package and m = deliverable number for that work package i.e.  m = 1 - <total number of deliverables in WPn> - in chronological order down the page
(b) 	of the form:  'n' where n = 01 - ~ 36 i.e. project not calendar months
(c) 	PR = Prototype (Demonstrator) : RE = Report : SP = Specification : TO = Tool : OT = Other.
	PR, TO & OT will have an associated document for contractual purposes.  All deliverables will be accompanied by a 'peer' review report
(d)	PU = Public Usage of the result : LI = limited to programme participants : RP = restricted to project participants (Public documents shall be of a professional standard in a form suitable for publication)
(e) 	PD = A 'Project deliverable' as defined in Article 4 of the contract : X = Submitted on request deliverables where appropriate available for review or dissemination purposes limited to participants of the TELEMATICS APPLICATIONS Programme
(f) ID of the form: 'WPn' where n = 01- ~10

C.4 Equipment List

Project ref.	Sector	Date	Sheet	
			........of..........	

Description
	Month
 of
purchase
(a)	Cost
ECU	Depre-ciation period
(b)	% alloc.
 to project
(b)	Resp. contractor
ID
(c)	Amount to be allowed
ECU
(b)	

							

							

							

							

Total		

Notes
(a) 	of the form:  'n' where n = 01 - ~ 36 i.e. project month not calendar months
(b) 	For allowable costs calculation see Article 19.2 of Annex II
(c) 	Responsible contractor for purchasing the equipment

C.5 Other Significant Specific Project Costs

Project ref.	Sector	Date	Sheet	
			........of..........	

Description
	Resp. contractor
ID
(a)	Amount to be allowed
ECU
(b)	

			

			

			

			

Notes
(a) 		Responsible contractor for purchasing the specific items
(b) 	For allowable costs  see Article 19.6 of Annex II

Supporting Information

Form S.1 Cost Summary per year in ECU

Project ref.	Sector	Date	Sheet	
			........of..........	

Year1		

Participants Code2 	Person-month3 	1.
Personnel	2. 
Equipment	3. 
Third Party Assistance
(subcontractors)	4. 
Travel and  Subsistence	5.
Consumables and Computing	6. 
Other Significant Specific Project Cost	7. 
Overheads	Total 	% of EU Contribution4. 	EU Contribution	

C 1												
A 1.1.												
A 1....												
Subtotal 1												
C 2												
A 2.1.												
A 2...												
Subtotal 2												
C  n												
A n.1.												
A n....												
Subtotal n												
Total												

S 2 - Labour Rates and Overheads

Project ref.	Sector	Date	Sheet	
			........of..........	

Contractor Code1:		

Project Acronym - Title	
Organisation Name:	

National Currency:		Conversion Rate:		

Overhead recovery rate used (as a percentage of direct labour cost): ................. %

Year	Person-month	Yearly Cost including Overheads(Nat. curr)	Yearly cost (ECU)	
1				
2				
3				
4				
5				
Total				

Year	Name or Category	Rate Code	Monthly Rate (Nat. Curr.)	Person months	Yearly Cost (Nat. Curr.)	Yearly Cost (ECU)	
1							
2							
3							

Breakdown of chargeable Person Year

Person Year: 
Number of Person Months		Person Months:
Number of Person Days		Person Day:
Number of Hours		

S.3 - Confidentiality and IPR Handling

Project ref.	Sector	Date	Sheet	
			........of..........	

(free text)

S 4.1- Participants details

Project ref.	Sector	Date	Sheet	
			........of..........	

Participating Organisation (legal entity)
Full legal name, legal status		
Abbreviated name
		
Contractual role 
	If not a Coordinator or Contractor, give Parent contractor Name and Number:	
Type

Number of employees
	Fill in one of the following for the participating organisations
	IND	Industrial or commercial enterprise
	EDU	University, Higher Education
	ROR	Research organisation
	INT	International organisation (publicly funded and non-profit making)
	OTH	Other

Keyword Codes1 	A............          B............         B.............	

What is current turnover?	
                                           ECU	
What is highest % share of your company held by another legal entity?		
Registered Address		
Street Name and No.
		
Town/City		
Post Code / Cedex		
Region + Region Code2 		
Country Code3 		
Parent Organisation (legal entity)	
Full legal name, legal status of parent organisation4 		
Country Code3		

Form S.4.2. Participants details

Project ref.	Sector	Date	Sheet	
			........of..........	

Department / Institute carrying out the Work

Full name

		
Sector / Activity Keywords1 

        B............        B............	
Address		
		
Street Name and No.

		
Town/City

Post Code / Cedex

Region2 		
Country Code3 
		
Contact Person: 
Title, Name, First Name		

Telephone Number
		
Fax Number

E-mail

S 5 - Contractual and Banking Information

Project ref.	Sector	Date	Sheet	
			........of..........	

(These informations are only used for EU payment procedure)

	Informations on behalf of the contractors1
	Contractor's name (=holder of the bank account)

	Address

	Banking Information
	Name of the Bank

	Address

	
SWIFT CODE		
Sort Code		
Account Number		

Date		Please send this form back to European Commission	
Contractor's
 signature		(Responsible, Unit, Office)
200, rue de la Loi
B - 1049 BRUXELLES
Fax: +32/2/ 	
Stamp

			

S. 6 Validation Sites

Project ref.	Sector	Date	Sheet	
			........of..........	
Validation Sites for Verification
Institution
Organisation	Number of Users	Technologies used	City/Town	Region 1. 	Country 2. 	

						

						
						
Validation Sites for Demonstration
Institution
Organisation	Number of Users	Technologies used	City/Town	Region 1. 	Country 2. 	

						

						

Note

For distributed or virtual sites, for example teleworkers from home, or telematic kiosk services, name and place the communication nodes and the users associated to them.

Form S.7 Cost Summary for Demonstration Work

Project ref.	Sector	Date	Sheet	
			........of..........	

Participants Code2 	Person-month3 	1.
Personnel	2. 
Equipment	3. 
Third Party Assistance
(subcontractors)	4. 
Travel and  Subsistence	5.
Consumables and Computing	6. 
Other Significant Specific Project Cost	7. 
Overheads	Total 	% of EU Contribution4. 	EU Contribution	

C 1												
A 1.1.												
A 1....												
Subtotal 1												
C 2												
A 2.1.												
A 2...												
Subtotal 2												
C  n												
A n.1.												
A n....												
Subtotal n												
Total												

Note

Please specify all costs occurred during the demonstration part of the Validation Phase. Note that the EU contribution normally should not exceed 33% of the total estimated allowable costs in this phase. These costs should be included in the A.2 and S.1 Forms.

APPENDIX C
Structure of Deliverables

1.	Background

A deliverable will comprise three parts as follows:
-	front sheet comprising administrative information;
-	an executive summary or statement of result;
-	a full description of the results of the anticipated work.
Clearly, the TELEMATICS APPLICATIONS Programme community, and perhaps a wider audience, need to know at least what the result is. Equally the commercially sensitive information must be protected. 
This document describes the types of deliverables, the deliverable structure and the standard format for the front sheet, and indicates the numbering system to be used.

2.	Deliverable Distribution Level 

Insofar the confidentiality of deliverables is concerned the following types of deliverables are considered:
PU -	Public usage of the result. No restrictions on access; may be given freely to any interested party.
LI -	Limited to programme participants. May only be made available to participants in certain TELEMATICS APPLICATIONS Programme projects. These projects will be designated in agreement with the source project. May not be given to persons or bodies not listed as having a 'need to know'.
RP = restricted to project participants.  It cannot be disclosed to any third party outside the project.
(Public documents shall be of a professional standard in a form suitable for publication)
3.	Deliverable Structure

Each deliverable comprises 3 parts. These are:
Part 1 

(Front Sheet)
An example of this Part is shown in Annex 3 to this document. This form will be the front sheet to each deliverable. It comprises the following elements:

Project Number ( as shown on the contract)
Project Title (as shown on the contract)
Deliverable Type  (see section 2 above)
Deliverable Number
Contractual date of delivery to the Commission  (as shown on the contract)
Actual date of delivery to the Commission   
Title of the deliverable (as shown on the contract)
Work package contributing to the deliverable (as shown on the contract)
Nature of the deliverable (Prototype ,Report ,Specification, Tool, Other)
Author(s): i.e. name and contact details of the person responsible for the preparation of the document 
Abstract: 15-18 lines describing the essential results contained in the deliverable
Keyword list: keywords that would serve as search label for information retrieval 
When completing the front sheet, projects are requested to ensure that all of the above information is correctly provided, particularly the information  appearing  in the contract.

Part II 

(Executive Summary)

This is a one or two pages executive summary of the deliverable. It contains an adequate description of the conclusions or results of the work but does not divulge confidential details. Diagrams and pictures should be avoided unless fully described in words in this Part of the document. Each page should contain header information giving:
Deliverable number 
Title of the deliverable (as shown on the contract)

Part III 

(Full description of deliverable content) 

This Part contains  the body or substance of the deliverable and can be distributed to a reduced audience if so classified.  Each page should contain header information giving:
Deliverable number 
Title of the deliverable (as shown on the contract)

Part IV 

(Bibliography and references)

This part should contain the list of documents and other key references relevant to the deliverable. Each page should contain header information giving:
Deliverable number 
Title of the deliverable (as shown on the contract)

4.	Peer Review Report

Each project deliverable shall be accompanied by a peer review report. This report shall contain information on the procedure for the peer review, a list of who participated, and the results of the peer review which shall highlight all major shortcomings that was detected. There should also be a reflection by the consortium on which actions have been taken as a result of the peer review. 

Model Cover Page for Deliverables

Project Number:
Project Title:
Deliverable Type: (PU/LI/RP)*

Deliverable Number:
Contractual Date of Delivery:
Actual Date of Delivery:
Title of Deliverable:
Work-Package contributing to the Deliverable:
Nature of the Deliverable: (PR/RE/SP/TO/OT)**
Author(s):

Abstract:

Keyword List:

*Type: PU-public, LI-limited, RP-restricted
**Nature: PR-Prototype, RE-Report, SP-Specification, TO-Tool, OT-Other

APPENDIX D

Structure of Management Report

Management Report

Project Manager
Name:
Address:
Phone & Fax Numbers:
E-mail:

1 - Issues

Issue description
	Action Items
	
Here describe issues or problems that might affect achievement, delay activities, deliverables or milestones.	Corrective action envisaged by the project to overcome the issue.  This includes the expected impact in terms of delays, quality and quantity of work.	

2 - Red Flags

Red Flag description	Recommended Solutions	
Here describe serious problems that cannot be addressed at the project level and require urgent attention from the Commission Services.	Describe possible solutions with pros and cons, and if possible recommend one of them.	

3 - Deviations from Plan

List any deviation from plan and when action will be taken:

• Which deliverables and Work packages are affected
• Why are deliverables not on schedule
• What is proposed
• Rationale for requested change.

4 - Others

Report any item of interest, such as name or address changes, responsibilities reassignment, or other.

Management Report	

Project ref.	Sector	Date	Sheet	
			........of..........	

Month		

Project Acronym - Title	

Effort for the reporting period (Person months)	
Contractor (designation)	WP 01	WP 02	WP 03	WP 04	Total	
P01						
P02						
P03						
P04						
P05						
Total						

Cumulative Effort 

	Cumulative Project effort in person-months			
 	Originally	Actually		
Month	Estimated	Spent	Cumulative	
-95	 			
-95				
etc...				
				
Deliverables
				
 	Originally	Current	 	
Month	planned	View	Actual	
-95	D01			
-95		D01	D01	
etc...	 	 	 	

Cumulative Effort for the reporting period of 6 or 12 months(Person months)1 	
Contractor (designation)	WP 01	WP 02	WP 03	WP 04	Total	
P01						
P02						
P03						
P04						
P05						
Total						

APPENDIX E

Milestone Plan and Check-list for Project Negotiations

The following table: "Milestone Plan and Check-list for Project Negotiations" is a check-list for the consortium to ensure that all information necessary to issue a contract is discussed and delivered to the Commission Services. The check-list is structured in such a way that the first section covers the information concerning the content of the work, then the management issues are covered and finally the financial and legal information. Although the first discussion round will concentrate on the content of the work, all issues will be discussed in this round. The consortium should therefore have prepared for discussion all the issues in the check-list in the first meeting. It is expected that the description of the content of the work and the management issues are finalised in the second round of discussions, so that the third round - if needed - can concentrate on outstanding financial issues. 

Milestone Plan and Check-list for Project Negotiations
	Action	1st Round	1st 
Round 
complete	2nd
 Round	2nd
 Round
complete	3rd 
Round	3rd
 Round
complete	
	Date achieved							
Section	Content							
	Work Statement							
A.1	Form A1 - Project Summary 							
	Project Synopsis							
	Main objectives							
	Project Description							
	Partnership							
	Contact Point							
B.1	Rationale of the Project							
B.2	Overall Description of the Project							
	Objectives of the Project							
	Methodology of the Project							
	Phase of the Project							
	Dependencies							
	Expected Results							
	European Dimension and Benefits							
	Economic and Social impact							
B.3	Detailed Description of the Project							
B.3.1	List of Work-Packages							
B.3.2	Timing of the Work							
B.3.3	Structure of the Work							
B.3.4	Description of Work Packages							
	Description of Demonstrator
(if applicable)							
C.1	Work-Package List							
C.2	Work-Package Resources							
C.3	Deliverables List							

	Action	Discuss
 1st Round	1st 
Round 
complete	Discuss 
2nd
 Round	2nd
 Round
complete	Discuss
 3rd 
Round	3rd
 Round
complete	
	Management							
B.4	Project Management							
	Management Plan							
	Organisation & Management Structure							
	Information Flow							
	Quality Assurance Procedures 							
	Deliverable review Procedures							
	Reporting Procedures							
S.3	Confidentiality and IPR Handling							
	Arrangements for Concertation 							
	Arrangements for User Involvement							
	Technology Exploitation and Dissemination Plans							
B.5	The Partnership (Consortium) 							
	Key People							
	Profile of the Consortium							
	Mechanisms for Involvement							
	Roles and Responsibilities							
A.3	Participants List							
S.4	Participants Details							
S.6	Full list of Validation Sites							

	Action	Discuss
 1st Round	1st 
Round 
complete	Discuss 
2nd
 Round	2nd
 Round
complete	Discuss
 3rd 
Round	3rd
 Round
complete	
	Finance Plan							
A.2	Form A2 - Summary Inf. Sheet							
C.4	Equipment List							
C.5	Other Significant Specific Project Costs							
	Supporting Financial Justification							
S.1	Cost Summary (1 per year)							
S.2	Labour rates & Contractor inf.							
S.7	Budget Information for the Demonstration Work							
	Final Details							
								
	Contract and Legal Data							
	Project & Contract Duration							
	Contract Value							
  S.5	Bank Details							
	Financial Statement
 (if requested)							

APPENDIX F

Text of the Council Decision concerning the rules of participation
(not available in electronic form)

APPENDIX G

Regions - Nomenclature of territorial units statistics (NUTS) 

REGION CODE	REGION NAME	
	BELGIUM	
BE1	BRUXELLES CAP./BRUSSELS HFST.GEWEST.	
BE21	ANTWERPEN	
BE22	LIMBURG (B)	
BE23	OOST-VLAANDEREN	
BE24	VLAAMS BRABANT	
BE25	WEST-VLAANDEREN	
BE31	BRABANT WALLON	
BE32	HAINAUT	
BE33	LIEGE	
BE34	LUXEMBOURG (B)	
BE35	NAMUR	
	DENMARK	
DK001	KOEBENHAVN OG FREDERIKSBERG KOMMUNER	
DK002	KOEBENHAVNS AMT	
DK003	FREDERIKSBORG AMT	
DK004	ROSKILDE AMT	
DK005	VESTSJAELLANDS AMT	
DK006	STORSTROEMS AMT	
DK007	BORNHOLMS AMT	
DK008	FYNS AMT	
DK009	SOENDERJYLLANDS AMT	
DK00A	RIBE AMT	
DK00B	VEJLE AMT	
DK00C	RINGKOEBING AMT	
DK00D	AARHUS AMT	
DK00E	VIBORG AMT	
DK00F	NORDJYLLANDS AMT	
	GERMANY	
DE11	STUTTGART	
DE12	KARLSRUHE	
DE13	FREIBURG	
DE14	TUEBINGEN	
DE21	OBERBAYERN	
DE22	NIEDERBAYERN	
DE23	OBERPFALZ	
DE24	OBERFRANKEN	
DE25	MITTELFRANKEN	
DE26	UNTERFRANKEN	
DE27	SCHWABEN	
DE 3	BERLIN	
DE4 	BRANDENBURG	
DE5	BREMEN	
DE6	HAMBURG	
DE71	DARMSTADT	
DE72	GIESSEN	
DE73	KASSEL	
DE8	MECKLEMBURG-VORPOMMERN	
DE91	BRAUNSCHWEIG	
DE92	HANNOVER	
DE93	LUENEBURG	
DE94	WESER-EMS	
DEA1	DUESSELDORF	
DEA2	KOELN	
DEA3	MUENSTER	
DEA4	DETMOLD	
DEA5	ARNSBERG	
DEB1	KOBLENZ	
DEB2	TRIER	
DEB3	RHEINHESSEN-PFALZ	
DEC	SAARLAND	
DED	SACHSEN	
DEE1	DESSAU	
DEE2	HALLE	
DEE3	MAGDEBURG	
DEF	SCHLEWIG-HOLSTEIN	
DEG	THUERINGEN	
	GREECE	
GR11	ANATOLIKI MAKEDONIA, THRAKI	
GR12	KENTRIKI MAKEDONIA	
GR13	DYTIKI MAKEDONIA	
GR14	THESSALIA	
GR21	IPEIROS	
GR22	IONIA NISIA	
GR23	DYTIKI ELLADA	
GR24	STEREA ELLADA	
GR25	PELOPONNISOS	
GR3	ATTIKI	
GR41	VOREIO AIGAIO	
GR42	NOTIO AIGAIO	
GR43	KRITI	
	SPAIN	
ES11	GALICIA	
ES12	PRINCIPADO DE ASTURIAS	
ES13	CANTABRIA	
ES21	PAIS VASCO	
ES22	COMUNIDAD FORAL DE NAVARRA	
ES23	LA RIOJA	
ES24	ARAGON	
ES3	COMUNIDAD DE MADRID	
ES41	CASTILLA Y LEON	
ES42	CASTILLA-LA MANCHA	
ES43	EXTREMADURA	
ES51	CATALUNA	
ES52	COMUNIDAD VALENCIANA	
ES53	ISLAS BALEARES	
ES61	ANDALUCIA	
ES62	REGION DE MURCIA	
ES63	CEUTA Y MELILLA	
ES7	CANARIES	
	FRANCE	
FR1	ILE DE FRANCE	
FR21	CHAMPAGNE-ARDENNE	
FR22	PICARDIE	
FR23	HAUTE-NORMANDIE	
FR24	CENTRE	
FR25	BASSE-NORMANDIE	
FR26	BOURGOGNE	
FR3	NORD-PAS-DE-CALAIS	
FR41	LORRAINE	
FR42	ALSACE	
FR43	FRANCHE-COMTE	
FR51	PAYS DE LA LOIRE	
FR52	BRETAGNE	
FR53	POITOU-CHARENTES	
FR61	AQUITAINE	
FR62	MIDI-PYRENEES	
FR63	LIMOUSIN	
FR71	RHONE-ALPES	
FR72	AUVERGNE	
FR81	LANGUEDOC-ROUSSILLON	
FR82	PROVENCE-ALPES-COTE D'AZUR	
FR83	CORSE	
FR91	GUADELOUPE	
FR92	MARTINIQUE	
FR93	GUYANE	
FR94	REUNION	
	IRELAND	
IE001	BORDER	
IE002	DUBLIN	
IE003	MID-EAST	
IE004	MIDLAND	
IE005	MID-WEST	
IE006	SOUTH-EAST (IRL)	
IE007	SOUTH-WEST (IRL)	
IE008	WEST	
	ITALY	
IT11	PIEMONTE	
IT12	VALLE D'AOSTA	
IT13	LIGURIA	
IT2	LOMBARDIA	
IT31	TRENTINO-ALTO ADIGE	
IT32	VENETO	
IT33	FRIULI-VENEZIA GIULIA	
IT4	EMILIA ROMAGNA	
IT51	TOSCANA	
IT52	UMBRIA	
IT53	MARCHE	
IT6	LAZIO	
IT71	ABRUZZO	
IT72	MOLISE	
IT8	CAMPANIA	
IT91	PUGLIA	
IT92	BASILICATA	
IT93	CALABRIA	
ITA	SICILIA	
ITB	SARDEGNA	
	LUXEMBOURG (GRAND-DUCHE)	
LU	Luxembourg (Grand-Duché)	
	NETHERLANDS	
NL11	GRONINGEN	
NL12	FRIESLAND	
NL13	DRENTHE	
NL21	OVERIJSSEL	
NL22	GELDERLAND	
NL23	FLEVOLAND	
NL31	UTRECHT	
NL32	NOORD-HOLLAND	
NL33	ZUID-HOLLAND	
NL34	ZEELAND	
NL41	NOORD-BRABANT	
NL42	LIMBURG (NL)	
	AUSTRIA	
AT11	BURGENLAND	
AT12	NIEDEROESTERREICH	
AT13	WIEN	
AT21	KAERNTEN	
AT22	STEIERMARK	
AT31	OBEROESTERREICH	
AT32	SALZBURG	
AT33	TIROL	
AT34	VORARLBERG	
	PORTUGAL	
PT11	NORTE	
PT12	CENTRO (P)	
PT13	LISBOA E VALE DO TEJO	
PT14	ALENTEJO	
PT15	ALGARVE	
PT2	ACORES	
PT3	MADEIRA	
	FINLAND	
FI11	UUSIMAA	
FI12	ETELAE-SUOMI	
FI13	ITAE-SUOMI	
FI14	VAELI-SUOMI	
FI15	POHJOIS-SUOMI	
FI2	AHVENANMAA	
	SWEDEN	
SE01	STOCKHOLM	
SE02	OESTRA MELLANSVERIGE	
SE03	SMAALAND MED OEARNA	
SE04	SYDSVERIGE	
SE05	VAESTSVERIGE	
SE06	NORRA MELLANSVERIGE	
SE07	MELLERSTA NORRLAND	
SE08	OEVRE NORRLAND	
	UNITED KINGDOM	
UK11	CLEVELAND, DURHAM	
UK12	CUMBRIA	
UK13	NORTHUMBERLAND,TYNE AND WEAR	
UK21	HUMBERSIDE	
UK22	NORTH YORKSHIRE	
UK23	SOUTH YORKSHIRE	
UK24	WEST YORKSHIRE	
UK31	DERBYSHIRE, NOTTINGHAMSHIRE	
UK32	LEICESTERSHIRE, NORTHAMPTONSHIRE	
UK33	LINCOLNSHIRE	
UK4	EAST ANGLIA	
UK51	BEDFORDSHIRE, HERTFORDSHIRE	
UK52	BERKSHIRE, BUCKINGHAMSHIRE, OXFORDSHIRE	
UK53	SURREY, EAST-WEST SUSSEX	
UK54	ESSEX	
UK55	GREATER LONDON	
UK56	HAMPSHIRE, ISLE OF WIGHT	
UK57	KENT	
UK61	AVON, GLOUCESTERSHIRE, WILTSHIRE	
UK62	CORNWALL, DEVON	
UK63	DORSET, SOMERSET	
UK71	HEREFORD & WORCESTER, WARWICKSHIRE.	
UK72	SHROPSHIRE, STAFFORDSHIRE	
UK73	WEST MIDLANDS (COUNTY)	
UK81	CHESHIRE	
UK82	GREATER MANCHESTER	
UK83	LANCASHIRE	
UK84	MERSEYSIDE	
UK91	CLWYD, DYFED, GWYNEDD, POWYS	
UK92	GWENT, MID-SOUTH-WEST GLAMORGAN	
UKA1	BORDERS-CENTRAL-FIFE-LOTHIAN-TAYSIDE	
UKA2	DUMFRIES & GALLOWAY, STRATHCLYDE	
UKA3	HIGHLANDS, ISLANDS	
UKA4	GRAMPIAN	
UKB	NORTHERN IRELAND	

Notes for completing forms

Keywords

A list of Codes for the main interest of the organisation

A1	Principally a supplier of telematics services
A2	Principally a professional user of telematics services
A3	Principally an end or final user of telematics services
A4	Principally, a provider of service to the Project

B list of Codes for business activity of the organisation (two choices only)

B1.	Computer-equipment Manufacturing
B2.	Communications-equipment Manufacturing
B3.	Automobile Manufacturing
B4.	Other Manufacturing
B5.	Software vendor
B6.	Telecommunications Network Operator
B7.	Software systems and network integration
B8.	Long-distance international network operator
B9.	Value-added service provider
B10.	Other private network operator
B11.	Other Utility (water, gas, post etc.)
B12.	Finance, Banking, Accounting
B13.	Health / medical services
B14.	Road transport
B15.	Air transport
B16.	Railways
B17.	Maritime transport
B18.	Education and Training
B19.	Distance or open learning provider
B20.	Agriculture, forestry, rural
B21.	Tourism & travel
B22.	Building & construction
B23.	Informatics service provider to government, local authorities, agencies etc.
B24.	Government administration, local authority, agency
B25.	Public service provider (fire, police etc.)
B26.	Broadcasting, news-agency
B27.	Media and publishing
B28.	Cinema, video, entertainment
B29.	Cultural, museum etc.
B30.	Distribution, retailing
B31.	Consultant, market research
B32.	Services to elderly or handicapped
B33.	Environment group
B34.	Non-profit organisation
B35.	National Library
B36.	Academic Library
B37.	Public Library
B38. 	Special Library
B39.	Library Cooperative Organisation
B40. 	Other ...............................................

Iso Country codes:

Belgium	BE	Denmark	DK	Germany	DE	Greece	GR
Spain	ES	France	FR	Ireland	IE	Italy	IT
Luxembourg	LU	Netherlands	NL	Portugal 	PT	United Kingdom	GB

Austria	AT	Iceland	IS	Liechtenstein	LI	Norway	NO
Finland	FI	Sweden	SE

Switzerland	CH