EGEE is a project funded by the European Union under contract IST-2003-508833

NA1 & NA5

Fabrizio GagliardiProject Director

AA Meeting, CERN, 18th June 2004

www.eu-egee.org

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 2

NA1 Work accomplished since Cork

• PO team getting up to speed

• Execution of EU contract

• Started procedure for EU contract amendment

• Administrative and management structures being worked out

• Monthly reporting process underway

• Status of steps defined in Cork for the first three months: Handle the advance payment – in progress Prepare Q1 report – in July Prepare the GAP deliverable – in progress Coordinate the reporting process with all partners – with the help of

the AFM, in July

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 3

NA1 Execution Plan Status

• In EDMS: http://edms.cern.ch/document/456033

• Change implemented since Cork: Added Taskplan New entry: Marc-Elian Bégin Added Risks and Issues Added Workflows

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 4

NA1 Deliverables (M3)

Deliverables

DNA1.1.1-8 M3

Quarterly reports – The PO will collect all activity reports in July according to the timeline outlined in annex 4 of the CA.These collated activity reports will form the basis of the overall quarterly report to the EU.

DNA1.2 M3Gender Action Plan – this deliverable is being finalised and will enter the review process in July

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 5

Scope of Gender Action Plan (DNA1.2)

1. Improve awareness through information 1.1. Collect information on partners’ gender policies 1.2. Inform partners about gender issues in science 1.3. Inform partners about gender participation in project

related activities2. Analyse gender participation in EGEE related activities 2.1. Collect statistics 2.2. Perform statistical analysis3. Encourage best practices 3.1. Encourage respect of gender policies during

recruitment and training 3.2. Highlight best practices

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 6

Gender Action Plan – Review

Authors: Marie-Laure Bourgeois-Schutz Roberta FaggianFabrizio GagliardiKristina U. GunneLeticia Martignon

Moderator:Malcolm Atkinson

Reviewers:TBD (NA2)Alistair Mills (SA1)Sophie Nicoud (JRA4)

Status:Draft (http://edms.cern.ch/document/477881)Being finalised and review process will start July 10th

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 7

NA1 Work Breakdown Structure

Task Task Title Output Month start Month Endtotal Effort

(CERN)Task explanation and

comments

      m m pm  

             

TNA1.1 Project Overall Management   1 12 24  

TNA1.2 Project Administration   1 12 12  

TNA1.3 Internal reporting Process   1 12 12  

TNA1.4 Reporting Process to the EU   1 12    

TNA1.5 Financial Support          

TNA1.6 Gender Action Plan   1 3 1  

TNA1.7 Website Support   1 12 4  

TNA1.8Informatic Support Tools

Management  1 12    

TNA1.A General Project Tasks   1 12 10  

             

Total effort         63  

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 8

NA1 Risks and issues

• Non-delivery of deliverables: use PEB to do regular checks on advance of work + conditional payments in thirds

• Poor quality deliverables rejected by the EU: use internal review procedure to ensure good quality deliverables

• Non-delivery of PPT tool: foresee backup manual procedure for handling QRs and periodic reports

• Non-availability of NA1 personnel (absence, illness etc.): ensure sufficient overlap so someone else in NA1 can complete necessary tasks

• Non-responsiveness from partners to PO requests: liaise with the federations to improve communication

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 9

NA1 Risks and issues (2)

• Late payment of cost claims: ensure correctness of cost claims before sending to EU

• There is no contingency in the financial plan for the project. NA1 must coordinate, within the limits of the contract (7%), the resolution of any difficulties arising

• Catch all for all other project problems

• Short time to ramp up and deliver

• Large dimension of the project with many of the partners new to the EU projects

• FP6 rules are new and still untested for partners and funding agencies

• Relations to other projects

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 10

NA1+5 Issues related to other activities

• Relations to NA2 dissemination activities

• Other projects support (NA5, SA, JRA etc.)

• Relations to e-Infrastructure EU reflection group

• Relations to national and international activities

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 11

NA1 Hiring Status and Manpower levels

• All personnel hired and in place

Collaborator name Partner Function

Previsional Date in

Month 1 to 12

FTE (1=full time, 0,5 half time,

..)

F or UF

Total PM

Fabrizio Gagliardi CERN Project Director 1 1 F 12Bob Jones CERN Technical Director 1 1 F 12Karin Burghauser CERN Admin. 1 0.6 F 7.2Anna Cook CERN Admin. 1 1 F 12Kristina Gunne CERN Admin. 1 1 F 12Severine Bergerot CERN Financial admin. 1 1 F 12Pierrette Colaci CERN Admin. 1 0.5 F 6Marie-Laure Schutz CERN Admin. 1 1 F 6

Total funded effort 7.1 73.2Total planned in TA 6 72

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 12

NA1: Project Office staff

• The Project Office is now composed of the following personnel: Fabrizio Gagliardi - Project Director Bob Jones: Technical Director and Deputy project director Anna Cook - Project Secretary Kristina Gunne – Administrative Assistant Severine Bergerot - Financial administrator Karin Burghauser - Administrator (60%) Pierrette Colaci - Administrator (50%) – leaves in July Marie-Laure Bourgeois-Schutz – user and web support Leticia Martignon – Internal Web master/PR (included in NA2 Activity

funding) Marc-Elian Bégin – Dissemination/PR (included in NA2 Activity funding) Rosy Mondardini has moved to general CERN PR office and provides

back-office support• CERN provides general legal and administrative support

(auditing, reporting etc.)

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 13

Deliverables Review Process

InternalReview

Moderator/Reviewers

ReviewPEB

ReviewPMB/PDReview/

Approved

EUReview

EGEE Project Formal Review

Approved

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 14

QR & internal Cost claims Workflow

Q+15 calend. days

Q+10 calend. days

PEB PD PMB PD

Project Office

Individuals

Validation

EU

Timesheet

Prepares the Project Overall Quarterly

Report EU-QR

Writes Activity Quarterly Report

Prior to Q+30 calend. days

Collects

Global Effort table

Compiles Effort report for all

activities

Activity Supervisor

Partner Activity representative

Collects all Activity Reports = annexes

All made available on the web

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 15

NA1 – Pre-payment Schedule

• The payment is divided into three sub-payments The first advance payment is subject to prior approval by PMB and

AFM of the proposed EU funding distribution. The first payment should be made before the end of June.

The second payment is subject to timely and accurate submission of the first quarterly report, internal cost claim, and any related deliverables to the project office and to the APPROVAL of these reports /deliverables by the internal project approval process. It should be issued in August.

The third payment is subject to timely and accurate submission of the second quarterly report, internal cost claim, and any related deliverables to the project office and to the APPROVAL of these reports /deliverables by the internal project approval process. It should be issued in November / December.

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 16

Quarterly Reporting

• Each Activity Manager shall provide an activity report to the PO by the 8th of July

• This report shall include relevant partners’ inputs on the set activity

• Following information shall be included Work performed and problems encountered Description of progress towards project deliverables and milestone Plans for next reporting period Justification of resources deployed Must be consistent with staff timesheets

In each case we need detail at the level of “one paragraph”

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 17

NA5 Status

• No person hired as yet, actively looking…

• No execution plan

• The deliverable DNA5.1.1 “e-Infrastructure reflection group White Papers in conjunction with the EGEE Project Conferences”, is being planned by NA1

NA1 & NA5, AA Meeting, CERN, 18th June 2004 - 18

2nd EGEE conference

• Date: November 22nd to 26th 2004• Location: The Hague• Goal: “Prepare for 1st EU review”• Programme overview

In conjunction with DEISA, DILIGENT, SEE-Grid, Geant? Common track and open day on Monday Industry forum in conjunction with the eIRG event the previous week Joint technical parallel sessions with the other projects on Tuesday

AM Projects split at lunch time on Tuesday Plenaries on Tuesday PM Parallel sessions Wednesday-Thursday Final plenary + CB on Friday AM PMB and AFM on Friday PM

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First EU Review

• Date: February 9th to 11th 2005

• Location: CERN

• Key EGEE people for the review preparation at CERN the previous week

• Review Final Rehearsal (with EAC): February 7th and 8th 2005 (at CERN)

• Number of EU Reviewers: 5 or 6 (TBC)

• All deliverables up to M9 >>MUST<< be completed before Christmas break

• A schedule for demonstration rehearsals will also be defined after the summer