European Coordination for Accelerator
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EuCARD >> News >> Newsletters >> Issue 1 >> Article 5

For EuCARD members

Here are answers to questions received by the coordination office. Click on the questions below to see the answers. If you have further questions, please contact us.

Access questions

Q. How do I become an EuCARD member?

Q. Why can't I log into the Intranet?

Q. Why can't I log into EDMS?

Reporting questions

Q. Where can I find document templates?

Q. What internal reporting do I need to do?

Q. Why do I need to write a deliverable report?

Q. How do I fill in timesheets?

Q. What do I need to know about financial reporting?

FAQs: your frequently asked questions answered. Image courtesy: clipart

Communication queries

Q. Does my publication need to reference EuCARD?

Q. How do I find contact details for other project members?

Q. Who are the members of the EuCARD Coordination Office?

Q. I can't find what I'm looking for on the Intranet

Q. How can I publicise news/an event relevant to EuCARD?

Access questions

A. The title "EuCARD project member" refers to someone working on a task within the EuCARD project. To become an EuCARD member, you should contact the work package coordinator responsible for the work you are doing. It is their responsibility to confirm that your name can be added to a project mailing list. You will also need to create an external account with CERN in order to access the Intranet. For more details see "How to access the Intranet".

A. To log in to the Intranet requires two things: that you have a CERN internal or external computing account and that you are on an EuCARD mailing list. For help troubleshooting login problems see "How to access the Intranet".

A. The EuCARD project is using the CERN-based Engineering & Equipment Data Management Service (EDMS) as a document repository for project-related documentation such as deliverables, activity reports etc. To access EDMS you need a fully registered (NICE) account at CERN, light-weight external accounts do not work. We are discussing with the EDMS team to make this simpler for external users. In the meantime, we have been given a generic EDMS account for read-access for those without a CERN NICE account. Login credentials are available on our Intranet.

Reporting questions

A. Once document templates have been finalised, they will be available in the Templates section of the Intranet.

A. Every six months internal reporting is required. Depending on your role in the project you will need to add input, write, coordinate or review these reports. See section 6 of the Internal Guide to Project Reporting and Financial Issues.

A. EuCARD deliverables are part of the project’s contractual obligation. They can be of the form R (Report), P (Prototype), D (Demonstrators) or O (Other).

The FP7 reporting guidelines [pdf] state that: “Deliverables that are of a nature other than written "reports", such as "prototypes", "demonstrators" or "others", should also be accompanied by a short report, so that the European Commission has a record of their existence”. This differs from the situation in the previous funding program: FP6 and hence the CARE project.

Deliverable reports can be produced using a template that will shortly be available in the Templates section of Intranet. The list of deliverables and their deadlines can be found on the public website and on the deliverables agenda of the Intranet. The procedure for preparation and review is explained both in the Consortium Agreement (Annex 5)  and the Internal Guide to Project Reporting and Financial Issues.

A. Monthly timesheet reporting is an obligation of FP7 programs in order to track personnel costs within the project. All EuCARD members must complete timesheets each month according to your participant’s regular accounting practice. Your administrative contact can advise you on whether to use the timesheet template given in the Intranet or an alternative.

The administrative contact of each participant must store the timesheets as part of the EuCARD accounting file, for duration up to 5 years after the end of the project in case of audit. For more details see section 4.4 of the Internal Guide to Project Reporting and Financial Issues.

A. You need to work closely with your administrative contact to be aware of the financial issues outlined in the Internal Guide to Project Reporting and Financial Issues.

Communication queries

A. We are currently designing a publication portal using CERN’s CDS tool. When this is up and running (ideally by September) it will automatically add a front page to uploaded pdf publications. This front page will add the necessary reference text to EuCARD funding.

Any publications published before this date need to be sent to your Task Coordinator, your WP Coordinator, the Coordinator of WP2 and the Project Coordination Office either for information or review depending on the nature of the publication: see Article 14 of the Consortium Agreement. 

A. All EuCARD project members are linked from the Intranet. Clicking on the different lists gives you a breakdown of all the members on that list and their contact details. If you notice someone is missing from a list, please contact us.

A. You can find a list of Coordination Office members on the Intranet.

A. If you have looked on both the top navigation menu and the left hand navigation menu and still can’t find what you’re looking for on the Intranet, please contact us.

A. We encourage you to send news, stories, events, achievements and images to us to add to the public website, newsletter or Intranet. Please send these to the EuCARD editor.