Periodic Reporting in MSCA Doctoral Networks – a hands-on guide based on our recent experience

17th December 2024 at 3:44 pm

The first MSCA Doctoral Networks (DNs) funded under Horizon Europe have now been running for more than 24 months and have reached the end of their first reporting periods. Submitting these periodic reports is a legal obligation to the European Commission’s Research Executive Agency (REA). The objectives of the first periodic report are (1) to document the scientific progress of the project, with a particular focus on the individual research projects of the recruited Doctoral Candidates (DCs), (2) to provide a comprehensive overview of the implementation of the planned training activities, including network-wide training events and secondments, and (3) to report on any significant deviations from the original work plan, while offering updates on any anticipated changes for the second reporting period.

Periodic reporting timeline for MSCA-DNs

Unlike other types of Horizon-funded projects, MSCA-DNs have only two 24-month reporting periods throughout their duration. MSCA-DN projects are divided into two 24-month reporting periods (RPs), as outlined in the timeline below. Periodic reports are due within 60 days after the conclusion of each RP. These reports consist of three components: the technical report, financial statements, and a publishable summary. The technical report provides a detailed account of the scientific progress and project implementation, while the financial statements document the costs claimed by each beneficiary. The publishable summary presents the key findings and outcomes in a way that can be shared with the wider public, contributing to the dissemination of the project’s results.

The core of each periodic report consists of the progress reports for the individual DCs and the overviews of each Work Package (WP). Since compiling this information requires substantial input from 10-15 DCs and their supervisors, we recommend adhering to a strict timeline for requesting and gathering their contributions (see timeline below). By setting clear deadlines and coordinating efficiently, we ensure timely and comprehensive inputs, which are essential for the completion of the periodic report.

Part A – Reporting the hard facts and numbers

Are all DCs recruited and are all mobility declarations submitted correctly? Which secondments have been implemented? Did you achieve all milestones and submit all planned deliverables? Did any risks materialise or did you identify new risks? How many research papers have been published by the DCs and how many conference abstracts have been submitted? Is the foreseen impact still relevant? Answers to these and other questions must be reported in Part A of the periodic report under the corresponding category. Much of the content is automatically transferred from the continuous reporting if this was consistently kept up to date. Some additional information must be added manually. Here is what you need to check or add in Part A – simply click through the slideshow in the infographic below to see what is required for each tab and some useful tips to complete the tabs.

Financial reporting

Part A also includes the financial statements of all beneficiaries. If you are an expert in fields like chemistry, physics, drug development, or materials science, but find finance less appealing, we have some great news for you. In MSCA-DN projects, the financial statements are automatically generated within the Funding and Tenders Portal. This is done based on the information provided in the mobility declarations about the recruited DCs. The financial reporting process is simplified because all costs are determined by fixed monthly allowances, meaning no additional justifications are required for the periodic reports – they should still be available in case of an audit though. The EU Portal calculates the eligible costs based on the number of researcher months claimed by each beneficiary during the RP, using the predefined researcher and institutional allowances.

For the financial reporting, it is crucial that the mobility declarations – especially the recruitment periods – are accurately completed. We strongly recommend double-checking these dates to ensure everything is correct. Additionally, ensure that any family allowances or special-needs allowances are properly included for DCs who are eligible for these benefits. Although the supervisors can generate the financial statements, they must be submitted to the coordinator by the Project Financial Signatory (PFSIGN). To avoid any delays, it is recommended to confirm in advance that the PFSIGN role is properly assigned and up-to-date.

Part B – Documenting the progress of the project implementation

The technical report (Part B of the periodic report) provides a detailed overview of the progress made in the implementation of the project, with a primary focus on the scientific advancements of each DC. A template for the technical report can be found in the Periodic Reporting module of the EU Portal. Once the progress of all DCs and Work Packages (WPs) has been compiled, the report must be uploaded as a single PDF document. Each individual DC project report should be detailed yet concise, with key information summarised in tables or illustrated with figures. Typically, 5-8 pages per DC project is considered an appropriate length.

It is important to note that each DC project summary should also include information about the training received, as well as the dissemination and communication activities the DCs have contributed to. The progress reports for each DC should be prepared first, as they are essential for the WP leaders to create their summaries for each work package. Special attention should be given to any significant deviations from the EC Grant Agreement, particularly the Description of the Action. Specifically, any delays or major deviations within individual DC projects must be clearly justified. Additionally, if deliverables or milestones have not been fully achieved, these should be explained, with possible consequences and proposed corrective actions clearly outlined.

As the technical report requires contributions from multiple DCs and their supervisors, the templates should be prepared and circulated in a timely manner so that all contributors can provide their input. As you are aware of the timing of the periodic reports, the input can be collected even before the Periodic Reporting module is open. Images and annexes to complement the core information are more than welcome. An internal review process and several quality checks are recommended to ensure a high-quality of delivered content.

Review of the periodic report

Unlike many other Horizon-funded projects, periodic reporting in MSCA-DNs does not involve review meetings with the PO and external experts but the periodic reports are reviewed by one or two external experts appointed by the REA. Prior to appointing these experts, the PO will reach out to the coordinator to inquire about any potential conflicts of interest. Regarding the technical report, the appointed expert(s) will assess the progress made during the first RP1 and provide feedback on the project’s implementation. Additionally, they will offer recommendations for the remaining duration of the project, helping to guide the next steps and ensure that the project stays on track.

Supporting your MSCA-DN – from proposal inception to periodic reporting

Our team at accelopment has successfully supported dozens of MSCA-DN projects from proposal inception to the preparation of periodic reports – including the Horizon Europe-funded SYNSENSO, MIRELAI, MITGEST, BREAKthrough, CONcISE, MobiliTraIN and DarChemDN, five of which are currently at the end of their first reporting period. Preparation of these periodic reports benefits substantially from our tailored EU project management tools, including the accelCOCKPIT®, a monitoring tool that can be adapted to MSCA-DNs to facilitate reporting. These tools make it easier to compile and analyse information and act when deviations are identified. As a sparring partner in many EU-funded projects, we provide guidance and support with planning, monitoring and evaluation. If you are interested in learning more about our project management support, please contact one of our Research & Innovation Project Managers with years of experience in MSCA-DNs.

Dr. Jörn-Frederik Wotzlaw
Research & Innovation Project Manager

Jacqueline Strehler
Research & Innovation Project Manager