1. Hard Copies (including one unbound copy) by normal mail AND by e-mail or floppy disk in RTF and HTML format, with graphics in GIF or JPEG format. Scan disks for viruses before submission, and please mention which virus checker (and version) you have used.

2. All public deliverables should be made available via the Web and/or FTP in HTML and RTF format. You should also give the Commission (and preferably SCIMITAR) the URL of the site on which you intend to maintain these deliverables.

3. Content of deliverables is described in Appendix C of the Hand-outs for the Preparation of the Project Programme. These guidelines are available through the TERENA FTP server (ftp://ftp.terena.nl/telematics)

4. Deliverables which are demonstrators or demonstrations should be documented through video recordings containing proof of all required functionality and be delivered in VHS (PAL), 3 copies, and Betacam format, 2 copies, (to facilitate video post processing).

5. Prototype and software deliverables should be documented with a full release description, a detailed systems requirements list and guidelines for installation and operation on the supported platforms. Where appropriate, the information needed to construct an image file, for example a UNIX build file, should be supplied.

1. Hard Copy by normal mail OR by e-mail (with delivery confirmation requested) or floppy fisk in RTF format. Scan disks for viruses before submission, and please mention which virus checker (and version) you have used.

2. Frequency as indicated in Article 6 of the contract as this overrides any clauses elsewhere in the contract annexes.

3. Focus on reporting on achievements and deviations from plans in the monthly reports and provide resource information and detailed progress information in the progress reports.

4. The management report shall follow the layout proposed in Appendix C of the Hand-outs for the Preparation of the Project Programme. The data provided for resource consumption are provided as interim information and will be considered provisional until the actual binding resource data are submitted in the cost claims. The Others chapter of the monthly report shall be used to report project achievements and important project events during the reporting period. If any publications or publicity have arisen from the project, include this in the report. Either send a copy, or mention where it can be accessed.

5. The progress report shall follow the layout as described in Appendix 1 to this paper with cumulative figures for the efforts spent during the reporting period and comparison between estimated and actual effort. Additionally, the percentage completion and achievements should be presented for each open project work package. Any work packages which should have started, but have been delayed, should be mentioned as well.

6. According to Annex II Article 10c of the contract, an annual report for publication should be produced for promotional purposes. This document is very important in order to present a summary of the project, the project partners, activities, timing and results to the project target audience. This is a promotional document for your project, and for the Framework Programme as a whole. Please produce it in a way that will be readable by an audience which might not be specialised in your technical domain. We might make changes in this report in order to make it more suitable for publication, but we will consult you on any changes made.

Peer-reviews are required for improving the quality control of deliverables and should be seen as a help to you in improving the readability of your deliverables. They are also a valuable means of publicising your project, and prepare the ground for later exploitation of its results.

It is recommended that a project prepares a peer-review plan for all the relevant project deliverables with a clear identification of the intended audience for the deliverable, the intended members of the peer-review group and the time required for the peer review. This plan should be submitted to your Project Officer for approval and will allow you to manage the peer review process and once approved provide a pre-agreement on the peer review methods and groups identified.

Peer reviewers can be members of the consortium or not depending on the actual topic being reviewed. It is important to ensure that the reviewers are representative of the target audience of the deliverable in question and that they can be seen to have a certain level of independence from the authors of the deliverable under review. It may also be possible to publish a deliverable on the Web, and react to comments. This will, of course, only be acceptable if a sufficient number of readers have accessed the deliverable, and commented on it.

A PEER REVIEW REPORT MUST ACCOMPANY EACH PROJECT DELIVERABLE (this is a contractual requirement) and this report should describe the peer review process, the peer reviewers, the comments made and the consortium response to the comments as they have been taken into account in the production of the final version of the deliverable. Peer reviews may be carried out electronically.

The Commission pays the lead contractor (who in turn is obliged to forward the associated payments to the other contractors), on the basis of cost claims submitted by each contractor through the coordinating contractor (including any associated contractors).

All cost claims must be prepared using the standard forms provided in Part D of Annex II of the contract, otherwise they will be rejected by the Commission Services. Processing of cost claims will produce a heavy workload - the Commission services will not be able to assist you in preparing or correcting your cost claims.

Normally the Commission services will not process a cost claim unless it is complete with submissions from all project partners. It is therefore advisable to exercise strict rules within each consortium about the timing of collecting and submitting cost claims to the Commission. Please advertise with sufficient lead time the schedule for submission of claims in order to be able to prepare these in a timely manner (usually to be submitted within 14 days after the reporting period.

The failure by a partner to submit cost claims in time might mean a delay in payment beyond one year TO THE DELINQUENT PARTNER!!

More information on financial provisions is in the Cost Statement Guidelines directory.

Each project is recommended to establish a project homepage in order to provide a focal point of information concerning the project and to provide access to project deliverables of interest to the public. The homepage should also refer to a public version of the Project Programme (without information confidential to the consortium). This homepage can be hosted either on a project specific server or at the SCIMITAR Web Server operated by TERENA on behalf of the SCIMITAR support project. The Telematics for Research Home Page has an overview page which is providing references to all project specific pages (contact scimitar@terena.nl for details - you should also provide the URL of your home page).

Each project is recommended to establish a set of slides using Microsoft PowerPoint, which should provide an overview of contact points in the project partners, objectives, activities, timing and anticipated deliverables/results. These slides can be hosted either on a project specific server or at the SCIMITAR Web Server operated by TERENA on behalf of the SCIMITAR support project. The Telematics for Research Home Page has an overview page which provides references to all project slide presentations (contact scimitar@terena.nl for details).