Understanding the Horizon Europe Annotated Periodic Report Template: A Comprehensive Guide

Horizon Europe is a major research and innovation funding program in the European Union, focused on advancing scientific and technological progress. For project coordinators and partners involved in Horizon Europe-funded projects, the Periodic Report plays a crucial role in monitoring and evaluating progress. This article explores the Horizon Europe Annotated Periodic Report Template, breaking down its structure and providing guidance on how to fill it out effectively.

What Is the Horizon Europe Periodic Report?

The Horizon Europe Periodic Report is a key document for the European Commission to assess the progress of funded projects. The report is divided into two main sections: Technical Report and Financial Report. These sections give a comprehensive overview of the project’s achievements, financial health, and progress toward the expected outcomes.

Key Objectives of the Periodic Report:

• Track Progress: Report on the advancement of objectives, milestones, deliverables, and project activities.
• Monitor Financials: Present the expenditure and allocation of funds across various project partners.
• Identify and Manage Risks: Address any challenges or risks faced during the project and how they are being mitigated.
• Dissemination and Exploitation: Detail how project results are being shared with stakeholders and how they will be used in the future.

This article explains how to effectively use the Horizon Europe Annotated Periodic Report Template to craft an accurate and complete report that meets EU requirements.

Structure of the Horizon Europe Annotated Periodic Report Template

The Horizon Europe Annotated Periodic Report Template offers a structured approach to creating your periodic report. It includes annotations that provide guidance on what to include in each section. Below, we break down the main sections of the report to give you a clear understanding of what is expected.

1. Technical Report (Part A)

Part A is generated directly in the EU Funding & Tenders Portal and includes several structured tables that summarize key project details. This section presents an overview of the project's progress, including participant information, deliverables, milestones, risks, and the path to achieving the project's impact.

Sections of Part A:

• Project Summary: A brief overview of the project, outlining its goals, objectives, and expected results. This section must be written with the public in mind, so confidential information should not be included.
• List of Participants: A list of all project partners, detailing their roles and contributions to the project.
• List of Deliverables: Tracks the status of deliverables—whether they are completed, delayed, or still pending. Justifications for any delays should be included here.
• List of Milestones: Describes the major milestones of the project, detailing whether they have been reached and the dates of their achievement.
• Critical Risks: Summarizes risks that could hinder project progress, with a focus on how they are being managed or mitigated.
• Project Pathway to Impact: Describes how the project will achieve its long-term impact in areas such as scientific knowledge, economic development, or societal benefits.

2. Technical Report (Part B)

Part B is a narrative section, submitted as a PDF, where you can provide a more detailed explanation of the project’s progress. This section allows for in-depth descriptions of the work carried out, including explanations of how objectives were met and any challenges encountered.

Sections of Part B:

• Objectives: A brief summary of the specific objectives of the project, highlighting progress toward achieving each one. If any objectives were not fully achieved or are behind schedule, these should be addressed.
• Explanation of the Work Carried Out: This section outlines the work done during the reporting period, including a breakdown of work completed in each work package (WP). For each WP, report on the objectives, activities, and achievements.
• Impact: Describe the scientific, economic, and societal impacts that have been realized during the reporting period. It’s important to track how the project is contributing to the expected outcomes and to report on any unexpected impacts.
• Exploitation and Dissemination: Provide an update on the project's exploitation and dissemination strategies, detailing how results are being shared with stakeholders and how the findings will be used moving forward.

3. Financial Report

The financial report tracks the project’s spending and ensures that funds are being used appropriately. This section is critical for the European Commission to verify that the project is financially compliant and that all costs are justified.

Sections in the Financial Report:

• Individual Financial Statements: Each project partner submits their financial statements, including detailed costs for personnel, travel, equipment, and other project-related expenses.
• Consolidated Financial Statement: The coordinator combines all the individual financial statements into a summary statement, providing an overview of the project’s financial status.
• Certificate on the Financial Statements (CFS): If the project’s expenditure exceeds a specified threshold, a financial audit is required, and the CFS provides verification of the financial data.

How to Effectively Complete the Horizon Europe Periodic Report Template

Filling out the Horizon Europe Annotated Periodic Report Template requires attention to detail and a structured approach. Below are some practical tips for completing the report:

1. Track Project Progress Continuously

Use the Continuous Reporting module in the EU Funding & Tenders Portal to keep track of the project’s progress in real time. Regularly update milestones, deliverables, and risks to ensure that Part A is always up-to-date.

2. Focus on Clarity and Precision in Part B

Part B is your opportunity to provide a detailed narrative of the project’s activities. While the section allows more flexibility, it is important to remain clear and concise. Highlight significant achievements and any challenges faced during the reporting period, without overloading the report with technical jargon.

3. Justify Any Delays or Deviations

If deliverables or milestones are delayed or not achieved, provide a detailed explanation. It’s essential to outline the reasons for delays and what corrective actions are being taken to ensure that the project stays on track.

4. Incorporate Visuals for Better Understanding

Including charts, tables, and graphs can make the report easier to understand, particularly in sections discussing the project’s impact or progress. Visual aids help stakeholders quickly grasp key information and provide clarity to complex data.

5. Be Transparent in Financial Reporting

Accuracy is paramount when reporting financials. Ensure that all costs are clearly documented, and explain any unexpected expenses or budget reallocations. Provide detailed justifications for any changes, as financial discrepancies can lead to complications with the grant review process.

Common Challenges and How to Address Them

Many project coordinators face similar challenges when preparing the Horizon Europe periodic report. Below are some common issues and how to manage them:

1. Delays in Deliverables or Milestones

Delays can be a common issue in large-scale projects, but they can be managed by notifying the Project Officer early. If you foresee a delay, reach out to the Project Officer with a clear explanation, and document the new delivery date in the report. This proactive communication is essential to keep the review process smooth.

2. Measuring and Reporting Impact

Impact assessment can be difficult, especially when the results are long-term or not yet fully realized. It’s important to provide both quantitative and qualitative data to support your claims. Consider using case studies, early results, or projections to demonstrate the potential impact of your project.

3. Complex Financial Reporting

Financial reporting can be complicated, especially when dealing with multiple project partners and varying expenses. To simplify this, make sure all partners submit their financial statements on time. Collaborate with the finance team and use the templates provided by the EU portal to maintain consistency across all reports.

The Horizon Europe Annotated Periodic Report Template is an essential tool for managing and documenting the progress of EU-funded projects. By following the structure outlined in the template, project coordinators can create a thorough and transparent report that showcases their achievements and ensures compliance with Horizon Europe guidelines. With careful planning, attention to detail, and regular updates, your periodic report will effectively reflect the progress of your project and help secure continued funding for future stages.

By maintaining consistent communication with your team, managing financials meticulously, and tracking progress regularly, you can submit a report that meets EU expectations and contributes to the success of your Horizon Europe project.

Acknowledgements

The Horizon Europe Annotated Periodic Report Template was developed by the European Commission and Europa Media Group. The annotations and detailed instructions provided in this document serve as an invaluable resource for Horizon Europe project coordinators and partners, ensuring that the reporting process is streamlined, transparent, and in compliance with EU regulations.

For further details, the document can be accessed here.