Wiki copy of the e-mail sent to all

Dear Beneficiaries,

The end of the first reporting period of the FP7 project SOTERIA is approaching and we would like to give you some more information regarding the adminstrative/financial part of the periodic report. Please contact your financial department to help you with the financial report. Please find more information about the reporting in attachment to this email (project reporting guidelines).

Two things are needed:

1) Please register yourself in FORCE and inform us about your registration (there is no automatic notification) with an e-mail to *giovanni.lapenta@wis.kuleuven.be*. In order to do this, you should first register yourself as a new user in ECAS at https://webgate.ec.europa.eu/FormC and thereafter you should register yourself to the project (just follow the procedure). We request that you register within one week (by Oct. 19). After our approval you can complete your Form C in FORCE (see project reporting guidelines p.16) and submit it to us at the latest by Monday the 16th of November*_. You can start to collect the data now but the numbers need to include all expenses up to the end of the first year (Oct. 31).

2) Please provide us with the "Explanation of the use of resources" (fill out the word document, see project reporting guidelines p.15) at the latest by Monday the 16th of November. Please remember that the total direct costs stated here should match the total direct costs stated in Form C.

We will then submit all the Forms C to the EC and you will be kindly asked to print out the pdf-version of your Form C in FORCE, let it be signed by the appropriate persons and send it to us. Please adhere strictly to these deadlines in order to get EC payment as soon as possible. IMPORTANT POINT: use only the final approved version without the gray watermark saying "draft" or "submitted to coordinator" across it diagonally. Those are unacceptable. Also, only the authorised designed person can sign.

I really want to reach out to you and explain how important it is to meet this deadline of Nov 15. If we miss it, the process cannot be completed before Christmas, and then the EC will not be able to review the report before the start of the process of screening new proposal for the upcoming call. This may result in several months of delay for our renewal money for the second year even if we miss the deadline by just a few days. We are a bit unlucky with this concurrence of events, and so we need to be extra rigorous in meeting the deadline.

Thank you very much for your cooperation.

Kind regards,

The Coordinator

Attachments

1. Full instructions on the use of FORCE (90+ pages!): http://soteria-space.eu/doc/presentation-force_en.pdf
2. Manual on project reporting: http://soteria-space.eu/doc/project_reporting_en.pdf
3. Example of the table for the Explanation of the use of resources you'll need to fill in in MS WORD format: http://soteria-space.eu/doc/Explanation_of_the_use_of_resources_PartnerX.doc

INSTRUCTUIONS FOR REQUESTING ACCESS ON FORCE (From the PO)

[omissis] you will be able to grant access to each of the project partners so that they can fill in their own Form C. To do so, each partner will have to

1) Register as a new user (through ECAS) at https://webgate.ec.europa.eu/FormC

2) Register to the project (just follow the procedure)

          => At this point, the coordinator validates the request for registration to the project

3) The partners completes his own Form C and submits it to the coordinator

(Remember no automatic notification!).

[omissis]

I strongly recommend registering and getting familiar with the system well in advance of the reporting deadline.

[omissis]