european commission - retyre project deliverables/retyre-d6.1...european commission seventh...

EUROPEAN COMMISSION SEVENTH FRAMEWORK PROGRAMME

THEME SME-2011-2 Research for benefits of SME Association

GA No. 286830

Classification of retreated truck tyres in order to comply with

future environmental performance and safety requirements

Deliverable No. RETYRE D6.1

Deliverable Title Project website, project templates for reports, presentations and logo

Dissemination level Public

Written By Anna Molinari (KCL) 30-06-2012

Checked by Ruud Spuijbroek (KCL) 13-07-2012

Approved by Ruud Spuijbroek. (KCL) 13-07-2012

Issue date Date 18-07-2012

RETYRE D6.1 – Project Website Public

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Executive summary

This deliverable describes the RETYRE project website, both public and partners restricted parts. The website was launched on June 25th 2012 under the domain www.retyre-project.eu. A temporary website (under construction) was presented to the RETYRE partners on May 3

rd in Bergisch Gladbach, Germany during the

project kick-off meeting. The report also shows the setup of project templates. Five templates have been developed to support the reporting requirements (Agenda, Presentations, Minutes of the meetings, Deliverables and Reports). Furthermore, in order to accomplish a project identity, a graphical logo has been created uniquely for RETYRE project.

http://www.retyre-project.eu/


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Contents 1 RETYRE Website ............................................................................................................................................. 4

1.1 RETYRE Public Website .......................................................................................................................... 4

1.1.1 Website design, hyperlinks and dynamism: ...................................................................................... 4

1.1.2 Project information ........................................................................................................................... 5

1.1.3 Project Consortium ........................................................................................................................... 6

1.1.4 Extra information: News, events, downloads and links .................................................................... 7

1.2 RETYRE Partner restricted area ............................................................................................................. 8

1.2.1 Document exchange.......................................................................................................................... 9

1.2.2 Periodic reporting ............................................................................................................................. 9

2 PROJECT TEMPLATES .................................................................................................................................... 11

3 PROJECT LOGO ............................................................................................................................................. 12

4 Risk Register ................................................................................................................................................. 13

5 Annex A ........................................................................................................................................................ 14

EU-fin Instructions ............................................................................................................................................ 14

a) Check if the budget is correct .............................................................................................................. 15

b) Fill in the Costs of period ..................................................................................................................... 15

c) Give an explanation for the reported costs ......................................................................................... 15

d) Report on deliverable status (only WP leaders) .................................................................................. 18

e) Report on status report (only WP leaders) .......................................................................................... 20

6 Acknowledgment ......................................................................................................................................... 21


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1 RETYRE Website

The RETYRE website is divided in two parts; a public site and restricted area only for partners accessible via a unique login.

1.1 RETYRE Public Website

The public website has been designed to act as a contact point for third parties who might be interested in the progress and/or outcomes of RETYRE project. It provides a brief summary and information on the project. The partners involved in RETYRE are also presented in the website, and all their logos are linked to their web sites. The objective of the website is to inform the general public of the ongoing and ended research activities through hosting the flyers and technical project publications, providing links to EC documents, to other research activities and other worldwide initiatives. All the information displayed in the project website is updated and maintained on a regular basis.

Figure 1. Homepage of public RETYRE website

1.1.1 Website design, hyperlinks and dynamism:

The RETYRE public website has an attractive format enforced by a considered amount of hyperlinks. From all the sections of the website, and without using the conventional top bar, the visitor is directed to the sections “News”, “Events” or the EC site, clicking to the green links located to the right site of the page. See Figure 2.


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Figure 1. Right site column common in all the website sections, contains links to News, Events sections and to the EC site.

A similar part which contains hyperlinks is the “Facts and Figures” column, where the project details, impact and main results are described. This part contains links to the definition of terms and to the Consortium part; and it appears in several sections of the website.

1.1.2 Project information

The section “About Retyre” contains four subsections and gives to the visitor an idea of the objectives of the project, the main outcomes to achieve and how the project is structured (Figure 2).


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Figure 2. Project structure subsection, described in the section "About RETYRE"

1.1.3 Project Consortium

This section presents a short description of all the project beneficiaries, and allows the guests to be directed to their official website.


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Figure 3. Consortium section of RETYRE website

1.1.4 Extra information: News, events, downloads and links

The last sections to stress are “News”, “Events”, “Downloads” and “links” proportionate extra information on

the project topic:

- News: Topics directly or indirectly related to the project topic, are the type of news that the visitor

might find in this section.

- Events: this section shows the coming forums, conferences, meetings, initiatives, demonstrations and

activities.

- Downloads: the guest can find articles and publications related to the topics, public RETYRE

newsletters and leaflets, other public deliverables, pictures and movies.

- Links: links to organizations or initiatives involved in tyres retreading


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1.2 RETYRE Partner restricted area

The partners restricted area or “partners only” area is just accessible by the project partners. Clicking at the link called “Partners only”, situated at the top right site of the public site, the partners can have access using a personal username and password.

Figure 5. Log In for partners restricted area

The next Figure shows the restricted domain after the login. On the left site, the menu illustrates all the features and items of the site.

Figure 4. Partner restricted area of RETYRE website

The restricted area has several functionalities. The following Fout! Verwijzingsbron niet gevonden. shows a description of each menu item.


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Table 1- Functional description of menu items of RETYRE restricted website

Menu Item Description/Functionality

Description of Work This section has four subsections: Project Overview, Management Structure, List of deliverables and Work packages descriptions, and gives an updated overview of the work plan structure.

Date and place of meetings This part includes a table of the upcoming project meetings.

Document exchange Shared web server open to all consortium members, facilitating downloading and uploading of documents in an environment similar to Windows Explorer.

Periodic Reporting Online reporting tool generating dynamic overviews of the project’s status in terms of technical progress, delivery dates and resource use (manpower and costs)

E-mail E-mail functionality to announce to the partners new uploaded documents

Address book To be used with the e-mail functionality, order by persons involved in each part (WP, task, etc.) of the project

Photo Album Area for uploading pictures

1.2.1 Document exchange

An important and frequently used feature of the restricted area is the document exchange area. Partners can upload and download working documents. Each work package has its own folder, which can be made restricted if the involved partners require it. This part also acts as a project archive area where the last version of the project contracts, the minutes, agendas and meeting presentations and final deliverables are stored.

Figure 5. View of the document exchange area on the partner restricted site 1.2.2 Periodic reporting

At the end of each semester, management summaries are provided based upon information submitted by the work package leaders and task leaders. This information is introduced via the menu item “periodic reporting”.


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After selecting this menu item the partners have to logon to the reporting tool “EU-fin”. All the partners have to report on project costs while WP leaders also have to report on the project progress. Besides reporting on costs, Work Package leaders have to report on the project progress as well. By selecting “WP Leader menu”, which is only visible for the WP leaders, the list deliverables of which the WP leader is responsible are shown. The WP leader can report on the actual starting and actual end date and on the progress made in percentages. The WP leader should also report on achievements, problems, critical points and risks and corrective actions. The Annex shows the instructions to report in the EU-fin system. This tool allows the management coordinator to generate automatically cost reports comparing the actual expenses versus the budget per beneficiary, WP, activity, etc. Other functionalities are creating charts comparing: Deliverable planned/actual, Budget WD/Actuals WD per beneficiary, etc.


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2 PROJECT TEMPLATES

In order to develop a project graphical identity a set of templates have been developed:

- Deliverable template: it is used by the partners to report on the project deliverables. It contains all the necessary parts of the reports, like front/title page, executive publishable summary, general part of the work performed, conclusions, risk registry and acknowledgement.

- Deliverable review form templates: used to review the deliverables submitted by the partners - Agenda of meeting template: used to create the agenda meetings - Minutes of meeting template: used to write the minutes of RETYRE meetings - Presentation template: used to create the presentations of the RETYRE meetings and conferences

All the templates are accessible by the partners on the partner restricted area.


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3 PROJECT LOGO

There has been a selection for deciding the project logo (provided by KCL). The candidates are reported below.

The exclusive logo for the RETYRE project website is:


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4 Risk Register

Risk No. What is the risk Level of risk1

Solutions to overcome the risk

WP6.1 No risks are foreseen on the website

1 Risk level: 1 = high risk, 2 = medium risk, 3 = Low risk


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5 Annex A

EU-fin Instructions

Your username and password are the same as the ones for the project website. If there are any problems with logging in, please contact the project manager (KCL). First, you will have to fill in your username or email. You do not have to fill in ‘project’ or ‘contractor’; this will be filled in automatically when you fill in your password.

Once you are into the EU-fin system, there are 5 things you will have to do:

a) Check if the budget is correct

b) Fill in the costs made

c) Give an explanation for the costs made

d) Report on deliverable status (only WP leaders)

e) Report on status report (only WP leaders)


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a) Check if the budget is correct

The Financial Planning screen (1) appears. The only thing you have to do is check if the budgets of expenditure and person months are correct. The list of work packages (2) guides you through the different work packages you able to work at, based on the description of work. Other work packages are not visible. The orange marked Work package is the ‘active’ WP. The budget that has already been filled in at ‘whole duration’ is also in the description of work. The budget at the periods, which are defined on the bottom of the page (3), is the budget of the whole duration proportionally divided over the periods. If these numbers are not correct please contact the project manager from KCL. Do not change the numbers by yourself!

b) Fill in the Costs of period

c) Give an explanation for the reported costs

Click on tab ‘project costs’ (1) on the top of the page. The following screen appears.


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Choose the work package (2) by clicking on the one you want to report on. Next, fill in the costs made under ‘actual’ (3) and write an explanation by clicking on ‘write’ (4), a pop-up window will appear like the one below. The reporting of the costs is a cumulative process, so per category (e.g. personal costs, subcontracting) you have to add the numbers up yourself. Use only the “Actual” column. Do not use the “Adjustment prev/per” column. This column should be used when the reporting period is closed but adjustments have to be made afterwards. The total costs are added up automatically and are displayed in (2). Finally fill in the ‘person months’ (5). Don’t forget to save! (6). Do the same procedure for all the WPs (2) Writing comments You always should report discrepancies, for example the reason whenever the costs or MM do not match the planned budget, either if is an under or an overspending.

You are also requested to add comments on:

- Person-months: If you click at the “Write” link of person months (4) at the bottom right of the

page, the following pop up will appear:

You have to click to “New” and you only have to fill in the “Employee” and “Person months” field. Once you finish, click “update”


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You should describe how man-months were used and what the roles are of the persons who worked on the tasks. For example: 2 MM senior researcher, 1MM project manager, 5 MM intern (see picture below)

- Travel costs: If you click at the “Write” link of person months (4) at the bottom right of the page,

the following pop up will appear:


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You have to click to “New” and you only have to fill all the fields. Once you finish, click “update

You should fill in the start date, end date, destination, reason and number of employees. For example: From 14

th to 18

th February 2011, 2 employees to Brussels for the 3

rd Consortium meeting

(see picture below)

d) Report on deliverable status (only WP leaders)

Only WP leaders have rights to access to this section. Once you log into the system you should click the tab “WP leader menu”


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Once you are there, you can introduce the actual start date, the actual end date and the % completed, clicking to edit. You are only allowed to modify these three categories. Please, do not change any other information! If you think that the information displayed is not correct, contact the project manager.


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e) Report on status report (only WP leaders)

You should report the achievements, the problems, critical points, risks and corrective actions. You will find the instructions for every text box:

- Achievements: As WP leader, please summarize the achievements of the last period. Mark

results/achievements with a '+', ongoing activities with 'o' and problems or critical points with '-'.

- Problems, Critical points and Risks: Use the below field to report any problems, delays and or

critical points which can have a (big) influence on the progress of the project, you expect or

suspect for the next period. In case of an item that can have a big influence on the progress of the

project please describe the corrective action(s) to be undertaken to resolve this. Please. Mark

every single problem with an unique number

- Corrective actions: In case of an item that can have a big influence on the progress of the project

please describe the corrective action(s) to be undertaken to resolve this. Please. Mark every single

action with an unique number, corresponding to the problem described above.

This is basically it. There is more functionality integrated in this tool but we have chosen not to use these features yet.


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6 Acknowledgment

This project is co-funded by the 7th FP (Seventh Framework Programme) of the EC - European Commission DG Research

http://cordis.europa.eu/fp7/cooperation/home_en.html

http://ec.europa.eu

Disclaimer The FP7 project has been made possible by a financial contribution by the European Commission under Framework Programme 7. The Publication as provided reflects only the author’s view. Every effort has been made to ensure complete and accurate information concerning this

document. However, the author(s) and members of the consortium cannot be held legally responsible for any mistake in printing or faulty instructions. The authors and consortium members retrieve the right not to be responsible for the topicality, correctness, completeness or quality of the information provided. Liability claims regarding damage caused by the use of any information provided, including any kind of information that is incomplete or incorrect, will therefore be rejected. The information contained on this website is based on author’s experience and on

information received from the project partners.


http://ec.europa.eu/


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