Reporting for a Horizon 2020 project

[alberto]

I would like to propose a tweak to this process. I think we are close to a solution based not on hearsay, but on documented knowledge.

First of all, it turns out that the theme is treated in the 800 pages Horizon 2020 guidelines, precisely here. Following the link, you eventually hit on a timesheet template with the minimum information required. The accompanying text is the following:

For persons who do NOT work exclusively for the action, the beneficiaries must:

• show the actual hours worked, with reliable time records (i.e. time-sheets) either on paper or in a computer-based time recording system.
• Time records must be dated and signed at least monthly by the person working for the
  action and his/her supervisor.
• If the time recording system is computer-based, the signatures may be electronic (i.e. linking the electronic identity data (e.g. a password and user name) to the electronic validation data, with a documented and secure process for managing user rights and an auditable log of all electronic transactions)

Time records should include, as a minimum:

• the title and number of the action, as specified in the GA
• the beneficiary’s full name, as specified in the GA
• the full name, date and signature of the person working for the action
• the number of hours worked for the action in the period covered by the time record
• the supervisor’s full name and signature
• a reference to the action tasks or work packages of Annex 1, to which the person
  has contributed by the reported working hours.

Information included in time-sheets must match records of annual leave, sick leave, other leaves and work-related travel.

So, here’s my proposal.

Alternative 1: fully electronic

1. Time-tracking happens with FreeAgent. People log in with their own FreeAgent user, which should replace the electronic signature of the collaborator.

2. We write some tools to save the timesheet in CSV form or something (this is for providing excel sheets to the consortium coordinators).

3. The timesheet is downloaded in PDF format by the team leader that the collaborator is reporting to, or an Edgeryders director if the team leader is not herself an Edgeryders director. The timesheet as exported from FreeAgent already contains all information we need: the grant number can be added to the project title, for example "NGI Forward 852652".

4. The director signs the document electronically using DigiDoc and her Estonian e-ID. This generates a .bdoc file, which is essentially a zip containing the timesheet’s PDF and the metadata: this file was signed by Ms. So-and-so, Estonian ID number 12345, date.

5. Even more solid: the PDF (however generated) is digitally signed by both the collaborator and supervisor with the Estonian ID and DigiDoc. This can only happen when the collaborator is also an Estonian e-resident. But in fairness, Belgian cards should also be supported by the Estonian system, and anyway Belgium has its own system. Maybe other countries too.

The weak point of this is the first step. It is unclear if FreeAgent has “a documented and secure process for managing user rights and an auditable log of all electronic transactions”. The Estonian bit is, I think, bulletproof.

Alternative 2: paper

1- 3 as above. Then, the collaborator prints and signs the timesheet, and sends it physically to Brussels, where an Edgeryders director countersigns it and archives it.

What do you think, @matthias?