ip proposal elaboration in star · star –the system for gathering all ip proposal information and...

V3.8 October 2017

IP Proposal elaboration in STAR

Guidelines for Operational Stakeholders

The process of the IP proposal elaboration is implemented in STAR and these guidelines present operational stakeholders with the various steps required.

This document will provide some background information on the use of STAR and describe how to create an IP Proposal from scratch.

Introduction

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IP proposal elaboration process

Create IP Proposal- Elaboration of initial proposal by OS

IP - Proposal Initial assessment by SDM

IP proposal – Publication of comments by SDM

IP Proposal - further assessment by SDM

IP Proposal – Further Elaboration of proposal by OS

IP Proposal - Publication of comments by SDM

Submission to INEA following finalization of

proposals

IP awarded by INEA

Operational Stakeholders shall create a new IP using the “Create IP” form in STAR and fill in the requested information

SDM assesses the IP proposal and provides comments – The IP Proposal is locked in read-only mode for one full day at the beginning of this initial assessment.

Stakeholders are now able to view the SDM comments and to access the IP Proposal for further elaboration or to create a new one.

If the IP is awarded by INEA, the IP proposal is relocated from the IPP preparation space to its own STAR Space for the SGA elaboration phase.

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First SDM comments will be published Initial IP proposals.

IP Proposal - final Elaboration and submission by OS

SDM second assessment of the IP proposal – The IP Proposal is locked in read-only mode for one full day at the beginning of this assessment.

Second SDM comments will be published for updated IP proposals.

Participant – Organisation participating to a CEF Call through the submission of an IP Proposal.

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STAR Introduction – Structure for IP Proposals

IPP/Participant Call Preparation Space

IP Proposal 1 IP Proposal 2

Each Stakeholder organisation is provided with its own IPP Call Preparation Space.

STAR – The system for gathering all IP Proposal Information and subsequent tracking of awarded projects progress both technically and with respect to eligible costs.

When A Participant creates an IP proposal. The information gathered within Star for the proposal will be in the structure defined here.

IP

Task

CostMilestone Deliverable

Stakeholder – An organisation who are involved in an IP. i.e. Multi stakeholder projects

IPP or Implementing project Partner – the reference for the Participant Organisation or Stakeholder following award of an implementing project

3 Synonyms

STAR Introduction – Log-in

STAR is a collaborative database tool for managing the implementation of theDeployment Programme (DP) with the collaboration of all stakeholders

It is accessible in real time, through a webbrowser. As for any web-basedapplication, it may be necessary to hit the F5 key to force the refresh of the pagewhen the browser seems lost.

Depending on your role and access rights you have access to focused orconsolidated information regarding your proposals, or if you already have IPsfunded through previous SGAs to all of your Implementation Projects.

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Connecting to STAR

In your browser, log on to https://sesardm.one2team.com/

and enter your Login and Password

Forgot login or password

Click on this link if you have forgotten your username and password, or if it is your first connection

Enter your login ID to receive an email with new instructions in order to connect

Note: the email will invite you to reset your password. You will be able to log in again with the password you’ve just created

Logging in

Using STAR for IP Proposal elaboration

If this is your first connection and you have not set your password yet, please click on « Forgot your login and password », then choose to renew your password. An email will be sent to your mailbox with a link allowing you to set your password.

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To be able to log in to STAR you must have a user account set up in your name. To enable this, a request with the following information should have been sent to STAR Support: First Name, Last name, Position or role, Email address, contact phone number, Location City and country and Organisation


Home screenBack button of the browser

Should not be used in STAR Space field : type the CEF Call preparation space of your company (e.g. « ENAIRE Call Preparation »)

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Important: The Space field enables you to selectthe particular space(s) you have access to.


Create a new IP Proposal

Select the right space


By clicking on the « New … » button

Select the IP tab

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The first step consists in giving a Title to the IP Proposal which will be created as soon as you click on the Create button located in the upper left corner of the screen.

Once you have given a title to your proposal, you may click on the “Create” button to validate its creation.

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Name your IP Proposal by filling in the Title field

Click on the CREATE button

Once the proposal is created it will appear in the list of IP proposals within your “IPP call Preparation” space and can be accessed from there at any time.


Access an IP Proposal

Select the right space

Click on the title of an IP Proposal

This action will open the IP Proposal

Select the IP tab

Select the « All IPs » Shared view

This will list in the right part of the screen the list of IP proposals already created

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Editing an existing IP Proposal

Modify an existing IP Proposal

Select an IP from the list provided by the “All IPs” Shared View (refer to previous slide) by clicking on its title. You will then see the screen below. Note: if a field is not editable, it is either because the current user has not been granted the rights to do so, or because the field is automatically computed by STAR (e.g. Main AF).

After modifying an IP Proposal, do not forget to click on the “Save” button which only appears after you click on the MODIFY button.

Select the subtab you wish to modify

Click on the MODIFY button

Click on this Back button to return to the previous object or list. In this example the user is brought back to the list of IP Proposals.

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Editing an existing IP Proposal (Modify)

Modify an existing IP Proposal

Following selection to Modify the IP Proposal, STAR will provide the IP Overview screen. Complete as many fields as possible within the tabs provided, taking care of the following:

You will only be able to edit fields which you have permissions to edit. Some fields may be calculated by the system or must be completed by dropdown selection.

All fields marked with a link as shown can be linked to another object by selecting the link

All fields marked with a red Asterisk are mandatory fields and need to be completed before being able to save your changes

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The various level 1 subtabs of the IP Proposal

IP Description proposal is composed of the following Level 1 and level 2 subtabs, all of which have to be duly completed in order to have your IP properly submitted to INEA

1. IP Overview: the main description of the IP Proposal

2. IP additional information: the complementary description of the IP Proposal

3. IP Restricted information: Provides fields showing the other sources of financing

4. Comments: The comments section in which comments made by SDM are presented

5. IP Analysis: provides analysis of the IP by Relevance, Maturity, Impact and Quality

6. DM Tracking: provides details to enable Deployment Manager tracking of the IP

7. Linked Objects: this tab provides a series of subtabs allowing you to create all the tasks of the IP Proposal, enabling the further creation of Costs, Milestones and Deliverables associated to each task. It also allows to create Dependencies and Risks, and the input of Other sources of funding across all included stakeholders. (Please refer to next slide for further details)

8. Notifications: This provides a list of all notifications in connection with the IP

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The various level 2 subtabs of the IP Proposal – Linked Objects

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9. Tasks: This subtab must be used in order to create the Tasks associated with the Implementation proposal. A task must be created before being able to create Costs or Milestones/Deliverables within the corresponding subtabs

10. Following the creation of a task, select and enter the task space. Once in the task space the following task subtabs are shown:1. Task: enables you to visualise and edit the general task information

2. Technical progress: enables you to visualise and edit the technical progress information

3. Cost progress: enables you to visualise and edit the cost progress information

4. Milestones/deliverable: enables you to visualise, add and/or edit Milestones and deliverables associated with the task

5. Cost: enables you to visualise, add and/or edit costs associated with the task

6. Notifications: this provides a list of all notifications in connection with the task

7. Discussions: provides a discussion board for use in connection with the task

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11. Milestones/Deliverables: this subtab enables you to visualise or edit existing Milestones and Deliverables but it is best practice to use the Task subtab to create the Milestones and Deliverables from their parent Task.

12. Discrepancies: enables you to visualise, add and/or edit discrepancies associated with the proposal

13. Risks: enables you to visualise, add and/or edit risks associated with the Proposal and provide updated information concerning the mitigations of the risk.

14. Tasks: enables you to visualise, create or select existing tasks for editing

15. Costs: Enables the visualisation of costs for the IP

16. Funding: Enables the visualisation, creation or editing of other sources of funding, one funding object must be created per stakeholder of the project.

17. Perf. Grid: this subtab enables you to visualise, create and edit the Performance grids used to assess the performance of the IP Proposal

18. IP ASR: this subtab was used for the elaboration of IP ASRs for referenceperiod 2014 and 2015

19. IP ASR 2017: This subtab enables the completion of information in connection with the IP ASRs since 2017

Further level 2 subtabs of the IP Proposal – Linked Objects

1. The IP overview subtab

The IP Overview subtab

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1. Guidance on completion of the IP Overview details (1/7)• Reference number: project number to be completed by SDM after submission of the

first draft• Title: please insert the Implementation Project Title• CEF Call Year: the current CEF Call Year is automatically provided for new IP Proposals, if

you wish to resubmit a non-awarded IP Proposal from a previous Call, please ask [email protected] to update its CEF Call Year

• CEF CALL Proposal State: a flag indicating the IP Proposal state • Candidate IP Proposal: to be set to Yes by SDM when this IP Proposal is submitted to

INEA• SGA Name and Year: a system generated field• SGA Number: a system generated field• Main AF and Main Sub AF: will be computed by STAR once the Main Family has been

chosen.• Main Family: indicate the Family to which the Implementing Project is related.• Project Description: This description shall include : “General context”, “Detailed

objectives”, “Expected results” and “Performance benefits”• Project Leader: select the name of the Candidate Organisation to be considered as

"Project Leader“ (type in at least three letters of its name), if you do not find it please request its creation at [email protected]

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mailto:[email protected]


1. Guidance on completion of the IP Overview details (2/7)

• Project Manager Contact: select the appropriate person considered as the Project Manager (type in at least three letters of his name), if you do not find him/her please create the contact by clicking on the “New…/+” button.

• Financial Contact: Please provide the name of the Financial Point of Contact, his/her e-mail address and telephone number. Project Manager, Administrative Point of Contact and Financial Point of Contact may be the same person.If possible, please indicate the same Financial Point of Contact for all projects submitted by the same Stakeholder."

• Administrative Contact: Please provide the name of the Administrative Point of Contact, his/her e-mail address and telephone number. If possible, please indicate the same Administrative Point of Contact for all projects submitted by the same Stakeholder."

• Multi-Stakeholder Project: Please specify whether the Implementation Project entails the involvement of several Stakeholders (Yes/No)

• Project Contributors: in case of multistakeholder projects (yes is selected in the “Multi-Stakeholder Project” field), please select the name of potential Candidate Organisations to be considered as "contributors" to the project.

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• Contractual Start and End Dates: insert the planned start and end dates of the project. (Between the Call Eligibility Start and End Dates)

• Call Eligibility Start & End Dates: the IP start and end dates should be set between the Call Eligibility Start & End Dates

• SGA Eligibility start & end dates : the IP start and end dates should be set between the Call Eligibility Start & End Dates

• IP Elaboration phase start & end dates: Dates provided by SDM for the information of the stakeholders, outside of these dates the IP Proposals are locked in read-only mode

• Potential Impact on Military Stakeholders: If presented by a civil Stakeholder, please indicate if the project is expected to have impact on military stakeholders (Yes/No)

• Civil-Military Coordination Effort: Please provide any available information on coordination activities performed. In particular, Stakeholders are requested to provide information concerning the Point of Contact from Military stakeholders they have been coordinating their action with.

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Please ensure that no overlap of activities between the candidate IP proposal and previously co-funded

projects is taking place

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• Interdependencies with other projects: Please indicate if the candidate Implementing Project is linked to other IPs. Please insert the Title of such Implementation Project(s).

• Please provide the rationale underpinning such interdependencies and precise its impact (“Soft/Hard”) by completion of the following fields:• Interdependencies• Interdependency impact• Interdependencies details• Synchronisation needs• Rationale

1. Selection of Gaps in the IP overview subtab (5/7)

Select the Main Gap in line with the Main Family (see next slide for details)

Eventually select Secondary family #1, Secondary gap #1 and type in % of Secondary family #1 gap coverage and its rationale

Type in the % of Main family gap coverage

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Up to 5 Secondary families and their associated gaps and % of coverage may be selected for a given IP Proposal

1. Guidance on filling the IP Overview form (6/7)• Main Gap Covered: select the gap (Family + Location / AirspaceUsers) that the

implementation initiative aims at closing. In order to select the right Gap, type in an element of the geographical scope of the Gap followed by a space and followed by the number of the family (e.g. Rome 1.2.1)

• Main family gap coverage: specify the estimated percentage of gap expected to be covered by this Implementation Project.

• Main Gap coverage rationale: please explain how the % of coverage was estimated

• Secondary Gaps Covered: indicate up to 5 secondary gaps (Family + Location/Airspace Users) that the implementation initiative aims at closing, in addition to the main one.

• Synchronization Needs: please describe if any ex-ante synchronization need is envisaged. Specifically, please indicate whether the Implementation Project requires efforts to coordinate or synchronize its implementation with other stakeholders’ categories or within the same category (Yes/No)

• Rationale: please provide additional explanations and rationale concerning the envisaged synchronization needs.

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• Concerned Stakeholder Categories: please indicate the Stakeholder categories which are considered impacted by the Project. In case of additional Stakeholder Categories potentially impacted by the project, please fill in Other

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2. The IP additional information subtab

The IP additional information subtab

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Click on the “Choose file” buttons to add a file depicting your WBS orGANTT chart

2. Guidance on filling the IP additional information form (1/7)

• WBS: stakeholders are requested to provide a graphical representation of the work-breakdown structure by clicking on the “Choose file” button to add an appropriate file

• WBS Comments: please provide a comprehensive description of your project's structure, illustrating the breakdown of the project's tasks.

• Detailed objectives: from Call 2017 onwards, the detailed objectives of the project should be put in the Project Description field of the IP Overview Subtab

• Description of Work: from Call 2017 onwards, the description of work should be put in the Project Description field of the IP Overview Subtab

• GANTT: stakeholders are requested to provide the GANTT chart of the project with reference to the task level. Each task within will identify its start/end date as well as dependencies among the tasks, deliverables and milestones.

• GANTT Comments: please add here any available information concerning the timescale of the project.

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• Control Procedures and Quality Management During Implementation: please provide a high-level description of the control procedures to be put in place at project level. Explain the main features of the quality assurance plan and quality control system to be used during the implementation of the Project"

• Pending Legal / Administrative Issues: this section will describe any problem or issue of a legal/administrative/technical/other nature which remain to be settled before activities can start (e.g. legal proceedings against the building permit, appeal against a contract award etc.). These issues should be linked to the risk management plan

• Public – Private Partnerships: please provide any information of PPP set up for the execution of the Implementation project

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Please note that that you are requested to Complete the following fields for meeting the INEA formal evaluation criteria.

• Social and economic Impact: Describe the findings and results of the socio-economic analysis concerning the Implementation Project. Indicate the main hypotheses and parameters used for this analysis and explain them. Describe the methodology used."

• Impact of the Implementation Project on regional and/or local development and land use: Describe the expected positive and/or negative impact of the Implementation Project on regional and/or local development, and land use. Assess also the positive and/or negative impacts on neighbouring regions"

• Impact on competition: If this is the case, describe the expected positive and/or negative impacts of the Implementation Project on regional and national competition.

• Approval of the Implementation Project: Clarify if the proposal has received the approvals necessary to commence the Implementation Project and planned activities at governmental, regional, local level, including environmental approvals

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Free text fields for completion of the information and details requested. Please refer to previous and following slides for guidance on the required content.Once completed select “Save” to save your data.


• Political commitments to the Implementation Project: Give information on the political commitments regarding the implementation of the Implementation Project (including cross-border commitments where relevant). List and briefly describe all formal and informal documents demonstrating these political commitments, going beyond the reference to the PCP Regulation and the Deployment Programme – such as decisions of Government, Parliament, or Regions, as well as Memorandums of understanding, written agreements, inclusion of the Implementation Project in National Master Plans or in sectorialstrategies.

• Public Consultation: Describe the public consultations (to be) carried out and the feedback received. Provide information on the plans to involve stakeholders throughout the Implementation Project

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• Readiness / technical maturity of the Implementation Project: For every activity, describe the precise state of preparation or implementation at the time of the submission of the application (e.g. Terms of Reference ready, tendered, contract signed, started, etc.), and how it will contribute to the subsequent physical implementation of a project. Describe possible dependencies on the results of any previous or ongoing feasibility or technical studies undertaken for the Implementation Project. For projects with high technological value (such as infrastructure crossing natural barriers, intelligent traffic management systems or aerospace initiatives), provide additional information on the foreseen technology and materials. If the Implementation Project has already started, indicate the current status of the implementation of each ongoing activity."

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• Building Permits: Provide a full list of sections/parts of the Implementation Project, for which a separate building permit procedure must be obtained. Indicate the risk that already obtained permits can still be challenged (e.g. indicate deadlines until when an appeal could be filed).

• Building permits documents: If explicitly required, please upload the related building permits document

• Impact of the Implementation Project on traffic management, congestion, modal split, inter-operability, service quality, safety and security: Describe the expected positive and/or negative impact of the Implementation Project on traffic management, congestion, modal split, optimization of existing capacity, inter-operability, service quality, safety and security

• Impact on the Environment: In addition to information provided in the Performance Section of the IP Proposal, please provide the results and conclusions of any environmental assessment or study.

• Feedback on Standards: Provide feedback on applicable standards and regulations

• Supporting Stand/Reg Documents: Upload any document in support of standards and regulation feedback

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Other sources of funding: The “Other sources of Finding” area enables the visualisation of other sources of funding for the IP. To complete the information for other sources of funding please refer to the Funding subtab within the Linked Objects Subtab

3. The IP restricted information subtab

The IP restricted information subtab

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These fields are displaying the sums of the figures of the Funding objects which should be created in the linked object subtab

These fields are displaying sums of Cost object figures

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4. The “Linked Objects” subtab

The “Linked Objects” subtab has been provided, to enable a selection of further subtabs, enabling the visualisation, creation and editing of the various objects which are linked to the IP as listed below:• Milestones/Deliverables• Discrepancies• Risks• Mitigation actions• Tasks• IP ASR • Costs• Funding• Per. Grid and • IP ASR 2017

Linked Objects Sub Tab

Further sub tabs as detailed for Tasks, Costs, Milestones, etc.

4.1 The Tasks subtab

The Tasks subtab

Click on the name of a task to access the task form or modify a taskClick on the Add…

button to create a new task

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Provides the list of all tasks of the IP Proposal

The Linked Objects subtab

4.2 The task form

The tasks form

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Provides the details of a task and allows the creation or modification of the task

Click on the MODIFY button to edit the task

Fields to be completed / edited are highlighted by boxes

4.3 Guidance on completing the Tasks form

• In the Tasks subtab, please create as many Tasks as required in order to describe your IP Proposal by clicking on the “Add…/+” Button

• The list of tasks has to present all technical and operational aspects of the implementation project to be submitted, and will need to clearly provide information of the expected results with particular reference to the ATM Performance contribution.

• For each Task, provide the following information: • Task: Title of the task• Description: Detailed description of the task• Planned start date (GA) which should be dated after the grant funding

eligibility start date in order to be eligible for funding• Planned end date (GA) which should be dated before the Grant

funding eligibility end date in order to be eligible for funding• Initial Co-Funding Rate: Select the expected percentage co-funding

depending on the funding category which the project is applying for i.e. General funding or Cohesion funding

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The IP proposal in STAR is composed of several elements which are organised into a hierarchy which helps ensure the consistency of the IP. Below is an excerpt of a high level description of the Data structure.

4.4 The position of the task in the structure of an IP Proposal

IP

Task

CostMilestone Deliverable

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This diagram shows that an IP proposal in STAR is composed of several Tasks which in turn comprise several Milestones, several Costs and several Deliverables amongst other elements.

5. The Costs subtab within the Linked Objects of the IP

Click on these arrows to fold/unfold these grouped costs

Click on the Back button here to return to the IP – Do not use the browser’s back button

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The Costs subtab

Select grouping options of costs in these dropdown boxes

This Costs subtab at the Linked Objects level enables the visualization of all the costs of the IP

This Cost subtab of the IP provides a recap of all the costs inserted by the Applicant. Here costs cannot be created but only modified. Please refer to the next slides for Costs creation details

Please note that all costs may take some time to be updated after their creation from the Costs subtab within the Tasks section. At the latest,

they will be fully updated the next morning by the nightly synchronization of the servers.

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5 Navigation to Task Cost form for completion of task costs

To Create Costs:• From the Linked Objects subtab, select the Tasks subtab. This will list the

tasks created for your project. By then selecting the task you wish to add Costs, Milestones, Deliverables, or Risk to, the system will provide the task form view with associated subtabs for Technical progress, Cost progress, Milestones/Deliverables, Costs, Notifications and Discussions.

• Selecting the Cost subtab provides the cost form for visualisation of all costs in connection with the Task. To add a cost Select the “Add…/+” Button.

5. The Costs subtab of the Task

Click on these arrows to fold/unfold these grouped costs

Click on the Back button to return to the Task

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The Costs subtab within the task

Select grouping options of costs in these dropdown boxes

Lists all the costs of the Task

Costs will be created by accessing the cost subtab from a Task.

Click Add… to create a cost

5. Steps to create a Cost linked to a Task

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In the Task form, click on the Costs subtab

click on the Tasks subtab within the Linked Objects subtab

Click on the Task title

Click on the Add button

In the IP form

5. The Costs form

The Costs form

Click on the MODIFY button to edit the cost

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The Cost form provides the details of a cost and enables it to be modified

The Initial Co-Funding rate is selected when the task is created and will be shown here

5. Guidance on completing the Costs form (1/3)

• Stakeholders are requested to provide cost information broken down per task, per year and per contributor regarding:• HR Costs and Travel Costs• Procurement - Investment Costs• Other Costs• Overhead Costs (these costs are not eligible for funding)

• A single cost entry for each Cost Category, Company, Task and Year shall be submitted. E.g. HR Travel Cost for Project Leader in Task O1 for year 2017;HR Travel Cost for Project Contributor #1 in Task 02 for year 2017...

• In the Tasks subtab, please select the Task for which you would like to create a cost

• Then select the Costs subtab (of the task)• Click on the “Add…/+” Button to create a cost• The referenced Task information should be prefilled, otherwise please

input the task’s name in the corresponding field.

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4.5 Guidance on Completion of Task Cost form (2/3)

The following fields need to be completed for each cost associated with a task:• Year: Select the year in which the cost is planned to be incurred from the dropdown list• Task: Ensure that the cost is linked to the expected task.• Cost Category: Select the appropriate cost category from the dropdown list of available

cost categories. This will alter the availability of fields for completion i.e. FTE for any Direct /HR costs

• FTE: complete the number of FTE if applicable to the cost category• Organisation: Link the cost to the organisation in order to ensure that the cost is

allocated to the correct stakeholder.• Planned Cost (€): Enter the planned cost for the cost item• Actual Cost (€): Actual costs are entered here when providing actual costs at any

reporting period. This is the total of actual costs incurred for this cost item.• Updated Planned Cost (€): At the signing of the SGA these fields will contain the

planned cost as agreed in the SGA. At each annual ASR reporting period the Stakeholder will be allowed to update future years planned costs within this field.

• Certified Costs Approved (€): This field contains the Certified cost for cost item as submitted to INEA for sampling approval. It only needs to be entered for Call 2014 for years 2014 and 2015.

5. Important Points to note when completing the Costs form (2/3)

• Each Cost should be allocated within the Action eligibility start and end dates

• The cost category must be chosen in order to make all required fields for data entry visible. i.e. To insert further information on a procurement investment cost the correct cost category must be selected, enabling visibility of the additional procurement/Investment fields to be completed. (Supplier, Status, Procurement procedures, Contract signature date and document upload)

• When completing the Costs and FTE values within HR costs Please ensure that the total cost includes the total cost and NOT the cost per FTE (i.e. Not the value of one single FTE)

• Overhead cost are NOT eligible for funding under CEF Framework, thus Stakeholder shall select 0% co-funding rate for each Overhead cost entry

• Check all data entry before saving to ensure data accuracy.

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6. Milestones and Deliverables form

The Milestones/Deliverables subtab is available from the Linked Objects subtab

Linked Objects subtab

Milestones/Deliverables subtab

Note there is no Add button in this view

Deliverables for the task prefixed with a “D” reference

Milestones prefixed with “M” reference

6. The Deliverable form

The Deliverable form

Click on the SAVE button to keep the changes or CANCEL to discard them

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The Type field determines whether this is a Deliverable or a Milestone

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6. Completing a new Deliverable or Milestone Details• In the Tasks subtab, please select the Task for which you would

like to create a Deliverable• Then select the Milestones/Deliverables subtab• Click on the “Add…/+” Button to create a Deliverable

Deliverables or Milestones subtab of a task

The referenced Task should be prefilled, otherwise please input the task’s name in the corresponding field

Please select the Type of object: Deliverable or Milestone To ensure the correct fields are displayed for completion

The Deliverables form is shown here

6. Guidance on completing the Deliverables form

• For each Deliverable, please provide the following information: • Title• Type • Detailed Description• Status• Project Manager• Linked IP for Monitoring• Related Task• Related IP Activity• Planned/Contractual start and completion dates which should be

inside the start and end dates of the Task and in the Call eligibility period

• Project Manager Statement

Validation information shall be provided by SDM during the SDM review

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6. Completing a new Milestone Details• In the Tasks subtab, please select the Task for which you would

like to create a Milestone• Then select the Milestones/Deliverables subtab• Click on the “Add…/+” Button to create a Milestone • Select the Type: Milestone to enable the Milestone form fields

The Milestones form is shown here

Milestones subtab of a task

The referenced Task should be prefilled, otherwise please input the task’s name in the corresponding field

7. Required Milestones

• In the description of your project, it is important that you incorporate several sorts of Milestones:• Key project milestones which are linked to a Task• Monitoring Milestones which are linked to your IP Proposal and which

are automatically created by STAR when you select a family:• Monitoring Milestones for all families must include:

1. Start of Training2. End of Training3. Parallel operations / operational trials4. Cutover - SW ready and successfully tested5. Cutover and fall back period completed6. Project completed: this monitoring milestone’s

“Planned/Contractual completion date” shall be aligned with the project’s “Contractual end date”

• Family specific Monitoring Milestones as described in the DP

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7. The Milestone form

The Milestone form

Click on the MODIFY button to edit the Milestone

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To edit or modify a milestone, from the Milestones/deliverables subtab for the task, select the appropriate milestone

7. Guidance on completion of the Milestone form

• For each Milestone, please provide the following information: • Title • Type: “Milestone”• Detailed description• Project Manager• Status of the Milestone (system default value)• IP (For Monitoring Milestones) is only necessary for Monitoring

Milestones• Related Task is linked• Planned/Contractual completion date which should fall whithin the

start and end dates of the Task

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8. The Funding form

The Funding Sub tab below the Linked Objects Tab enables visualization of the full funding details for a project including multi stakeholder projects split by individual Stakeholders.In the execution phase, only those who have the necessary access rights will be able to see the details of this subtab.

This subtab enables the visualization of funding for each stakeholder involved within the project.

Stakeholder organisation

Funding subtab to Linked Objects

Different funding types and totals

To create a funding profile select the Add Button

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8. Guidance on completion of the Funding form (1/2)This subtab form enables the creation or modification of other sources of funding and the annual Approved Certified Costs as provided by INEA/SDM

The referenced IP should be prefilled, otherwise please Link to the IP in the appropriate field

Link the Funding sources being created to the appropriate stakeholder (Only one stakeholder)

Complete the appropriate sources of funding fields. To view the Total non co-funded budget select the refresh arrow

Remember to select Create to save your data or Save following initial creation.

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8. Guidance on completion of the Funding form (2/2)This subtab form enables the creation or modification of other sources of funding and the annual Approved Certified Costs as provided by INEA/SDM

Remark“IPP own resources” should be the total amount, also including the amount of EIB Loans:e.g. “IPP own resources” = 20000€;EIB Loan = 10000€ (already included in the “IPP own resources” figure);CEF Transport Financing = 20000€;Total = 40000€.

9. The Performance Grid subtab

The Performance Grid subtab

Click on the Name of a Performance Grid to access its Performance Assessment form

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Click on the Back button to return to the IP

Click Add… to create a Performance Grid

Lists all the Performance Grids of an IP

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9. The Performance Assessment form

The Performance grid is accessed via the Perf.Grid subtab below the Linked Objects subtab. From here you are able to choose to edit an existing performance assessment item or you can choose to add a new performance assessment item

Click on the ADD button to add a new performance assessment item

Click Performance assessment item name to open an existing item for review, or edit/modification

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9. Guidance on modifying the Performance Assessment form

Click on the MODIFY button to edit the Performance Grid

The Performance Grid is shown in edit mode with all fields available for editing shown with boarders

Edit the Performance Grid as required.

Remember to save any changes or they will not be applied

Please refer to the “Performance –Definitions” tab of the “Performance -Guidance.xls” Excel sheet for complementary guidance.

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9. Guidance on creating a new Performance Assessment Item

When selection to create or add a new Performance Grid item all fields as shown below are available for completion

• In the “Perf. Grid” subtab, please create as many performance grid items as you need

• Click on the “Add…/+” Button to create each Performance grid item

9. Guidance on completing the Performance Grid form (1/3)

• For each performance grid item, please fill inn the following fields:• Responsible person: Add the name of the responsible person from the list

of registered users• KPI: Select the KPI type from the available dropdown list• Category: Select the category which the Performance grid item is associated

with• Expert Judgement: A qualitative assessment ("+", "++", “-") on each

KPA/KPI“o +: positive contribution with moderate impact; o ++: positive contribution with strong impact; o -: negative contribution.• "+" would correspond to an improvement up to 3% ; "++" would correspond to

an improvement of more than 3%“

• Change Justification:

• Impact: Select Direct or Indirect Impact as appropriate: Does your

project have a direct impact or an indirect one (Direct = D; Indirect = I) on KPA Performances."Direct" means an operational system or a procedure which would

have a direct contribution to performance.

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• Prerequisite?: Indicate if it is a prerequisite to another project, if yes: "P" and precise for which Project or subject “xxx". "Prerequisite" means that this Project is required as a prior condition for something else to happen/exist."

• Area of expected benefits: Indicate the area of the expected benefits (ECAC wide, specific FAB (name of FAB), specific ACC (ICAO code of ACC), all airports, specific airport (ICAO airport code). Area means where your project will be implemented and/or how many flights would be impacted.

• Start date of Perf. / Full Perf. Expected: Dates when impact of the project are expected to start bringing benefits (at the beginning) and when the Full benefits are expected (as the project is fully operational).

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• % of improvement: Indicate a quantitative assessment in % of the improvement. Please refer to tab "Performance KPAs & KPIs" in the “Performance – Guidance.xls” file to fine-tune the expectations. Figures would preferably come from your own CBA and address specific KPIs. This information will be taken into account for the general CBA of the projects.

• Rationale and Facts: Rationale and facts are expected in order to explain your judgement and figures. Please indicate references to sources when appropriate. All relevant information is welcome, e.g. project improving situations during bad weather conditions like LVO, or only for departure…

• Additional documents: This enables the upload to STAR of additional supporting documents

• Capacity Contribution: Percentage figure• Capacity contribution details: Provide here details associated with

any capacity contribution provided above

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9. The Risk subtab

The Risk subtab

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Click on the Back button to return to the IP

Click Add… to create a Risk

Click on the Title of a Risk to access its form

10. The Risk form

Click on the ADD button to open the new risk form for completion

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Click on the Risk subtab below the Linked Objects subtab

Click on the risk title to see or modify an existing risk

To add or modify risks associated with the project select the risk subtab below the Linked Objects subtab.

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10. Viewing or Modifying a risk

Click on the Modify button to make changes to the risk

To view or modify risks associated with the project select the risk subtab below the Linked Objects subtab, and select the required risk from the list provided

All fields are available for modification with the exception of the risk identification code and the last mitigation date

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10. Creating and completing a new risk formTo create a new risks associated with the project select the risk subtab below the Linked Objects subtab. Selecting Add enables the new risk form for completion

• For each Risk (factors of uncertainty, major elements of complexity, externalities which may affect the implementation of the Project)

• please provide the following information:• Type : Risk or issue from the dropdown list• Title and Description• DP Risk Level: Yes/No• Identification date: • Expected resolution date:• Categories - impact on : the risk’s Category

ONLY within the following: political, institutional, financial, organizational, social, technical from the available list

• Stakeholders concerned: Link all the stakeholders concerned with the risk

10. Guidance on completing the Risk form

• Owner: Select the owner from the list of users available. If the owner does not appear in the list submit a request to have them added to STAR support

• Risk Impact: information about the Risk Impact (Please select from the impacts available in the dropdown list.

• Risk Probability: Information available about the probability of the risk occurring. Please select the appropriate risk probability from the values available in the drop down list.

• Consequences /Impacts – Details: • Once the Risk has been created, you can access the Mitigation tab which

enables you to describe the proposed mitigation action for this risk. Explain the main features of any contingency plan (if available)

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The following fields should be left empty:

• Identification date

• Expected resolution date

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To Upload required documentation for your 2017 proposal(s) Please select the Documents Tab within your IPP Space (i.eNATS Call Preparation).

Then Select your folder for this years documents from the folders list

Select the folder where you would like to upload your document from the available folders.

Once your selected folder is open in the right-hand section of the screen select to UPLOAD one or several documents

11. Guidance on uploading documentation

Guidance material available in « STAR Support » Space

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Mementos and Video Tutorials

Select the “STAR Support“ Space

User guides - mementos

Video tutorials Videos are also available through the main SESAR DM website

Any questions regarding the input of an IP Proposal in STAR?

• Email: [email protected]

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