project initiation document wfd weeds programme project executive: sean murphy senior users: janny...
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Project Initiation Document
WFD Weeds Programme
Project Executive: Sean MurphySenior Users: Janny Vos
Senior Suppliers: Carol Ellison, Ulrich Kuhlmann, Ravi Khetarpal Project Manager: Dick Shaw
Date:13.01.2011PID Version: October 2009
European Biocontrol Initiative realization
Part A – Background (1)Executive Summary & Objectives
Project Objectives• Target at least 3 weeds for Defra and any EU contributors• Carry out overseas surveys with collaborators• identify and prioritise natural enemies (NE) for biocontrol• Establish funded collaborations in area of origin• Establish cultures of NEs and test plants• Host range test NEs• Produce project report• Develop Phase 3 of project i.e dossier submission and release planning• Manage publicity outputs
Executive SummaryThe assessment and use of biological control techniques to address key invasive weeds in or near water.
Part A – Background (2)Key Stakeholders and Beneficiaries
● Stakeholders and Beneficiaries:-● Donor(s): Defra through the Environment Agency +
any EU sponsor● End-user(s): EA, River Trusts, British Waterways etc● Partner(s): USDA South American Biocontrol
Laboratory, DEEDI Australia, NBPGR India, University of Tasmania
● CABI Centres/Departments: E-UK with involvement of India and E-CH
Part B – Implementation (1)Proposed Organisation Structure● Corporate Management: PMG● Project Board:-
● Project Executive: Sean Murphy● Senior Users: Janny Vos● Senior Suppliers: Carol Ellison, Ulrich Kuhlmann, Ravi
Khetarpal● Project Assurance: Janny Vos● CABI Budget-holder – Sean Murphy
Note that, if not the Project Executive, the CABI Budget-holder must have written confirmation from the Project Executive, and the Project Manager if required by Project Executive, prior to authorising payment.
● Project Manager: Dick Shaw● Team Managers: Rob Tanner, Djami Djeddour, Sonal
Varia, Marion Seier (all to become project managers once split into individual projects)
Part B – Implementation (2)Stages
StagesWork Packages / Deliverables in Stage, unless indicated in Stage Name
Stage
Completion Date
a) Business Plan Development (optional)Work Packages / Deliverables: Business Plan
1) Test plant list proposal Month 6
2)Collaborations agreements signed Month 6
3)Surveys Month 24
4)Host range testing Month 42
5) Report submission Month 48
Part B – Implementation (3)CABI Resource RequirementsStaff(and/or role on project)
Time Required on Project(Indicate whether time is in Days or Months)
Staff required for Business Plan Development (optional):
Total time required for Business Plan Development (optional):
Estimate of Cost (£) to complete Business Plan Development Stage (optional):
Remainder of Project (excluding Business Plan Development)
Remainder of Project (excluding Business Plan Development)
Overall project management 1/3rd Senior FTA
Project staff 18 Scientific FTA’s (6+4.75+4+4 per year)
Quarantine use of 6 chamber full time
Part B – Implementation (4)Customer Acceptance CriteriaAcceptance Criteria Target Measures6 monthly progress reporting As with previous agreements
with sponsorAll reports completed on time, and accepted by recipients
Agreement on, and delivery of, external messages
Comms plan Highlight previous successful message delivery with Commercial
Suitable overhead Similar to previous contracts Follow established levels –
Steering committee accepted Propose steering committee membership
SC established
Interaction with other IAS activities in GB and other countries
Ensure agreed with Steering Committee
Standing agenda point at SC meetings
Target weeds identified Three as a minimum Three weeds are targeted
Part B – Implementation (5)Project Exclusions & Interfaces
Exclusions● Gaining permission to release● Guarantee of suitable agent(s) at close● Regulatory change, positive and negative● ABS issues
Interfaces● all other European biocontrol activities - independent● The European Biocontrol Initiative (EBI) overall● Bioservices if molecular ID’s are required● Commercial for PR/Marketing activities●
Part B – Implementation (6)Key Constraints & Assumptions
Constraints● Export and Access and Benefit Sharing● Quarantine space –should be adequate● suitable personnel available in particular technical support (recruitment
required)● biological – there may be no suitable NEs
Assumptions● Collaborators persist and succeed in continued export● biological challenges can be overcome● The status of the weeds and the interests of the donor don’t change● Legislation pathway straightforward● A 4 year contract can be secured● No procurement problems arise with donor re sole tender
Part C – Reasons for CABI (1)Key Business Benefits - Strategic
● Fulfilling EBI goals ● Expanding our offering and market share in new
countries● Building on good relationship with host country
authorities and key MC● Optimises use of and return from specialist facilities● Raises public profile● Provides suitable contribution● Reinforces solid team● Builds reputation for further expansion● Makes us of time-limited sole-supplier advantage
Part C – Reasons for CABI (2)Key Business Benefits – Financial(Externally funded Projects only)
Full Project Budget – Planned Comments
Donor Currency: GBP
Could be topped up with match funding from other EU MS
There will be no PFA at this time
Exchange Rate to £: 1
Overall Contract Value in £ (if known): 1,200,000 (est)
Costs Billed to Project Donor (£)
Gross Revenue (Total Project Revenue): 1,200,000
Payments to External Collaborators: 78,000
Net Income: 1,122,000
CABI Implementation Costs (£)
CABI Staff Costs: 625,000
Direct Costs:(other direct costs, for example travel, etc)
215,000
Net Profit/Loss (Project Contribution): 282,000
Net Project Contribution (%): 25.1%
Note that the financials should match the information in the Project Financial Analysis (PFA) form.
Part C – Reasons for CABI (2)Key Business Benefits – Financial(Externally funded Projects only)
Full Project Budget – Planned Comments
Donor Currency: GBP
Could be topped up with match funding from other EU MS
There will be no PFA at this time
Exchange Rate to £: 1
Overall Contract Value in £ (if known): 1,200,000 (est)
Costs Billed to Project Donor (£)
Gross Revenue (Total Project Revenue): 295000
Payments to External Collaborators: 7000
Net Income: 288000
CABI Implementation Costs (£)
CABI Staff Costs: 130531
Direct Costs:(other direct costs, for example travel, etc)
84274
Net Profit/Loss (Project Contribution): 72697
Net Project Contribution (%): 25.29%
Note that the financials should match the information in the Project Financial Analysis (PFA) form.
Part D – Risks (1)Key Risks(for Collaborator, Security, Technical Risks, see next slides)
Risk Owner Likelihood
(L)
(1=Low;
3=High)
Impact
(I)
(1=Low;
3=High)
Total
(L x I)
(1=Low; 9=High)
Management Strategy
(Choose from Prevention, Reduction, Contingency, Transference, Acceptance, and give brief description of how applied)
No suitable agents available for each weed
Sub PMs
1 2 2 Cannot manage but can provide alternative options and negotiate transfer of funds between subprojects
No export permission granted for some countries of origin
Sub PMs
2 2 4 Find alternative source countries if export impasses contributes
Sponsor pulls funds under cutback regime
PM 1 3 3 Ensure contracts are strong
Quarantine escape Sub PMs and Tech Serv
1 3 3 Ensure Quarantine SOPs are followed religiously
Part D – Risks (2)Collaborator Risks
Collaborator Name
(to be paid by CABI)
Has CABI worked with them before? (Yes / No)
Assessment of Collaborator Risk
Include, for example:• Their reputation;• Past experience of working with them (if appropriate).
How much (£) in total is the Collaborator to be paid?
SABCL Yes All Excellent and trusted friends but future in doubt so activities incorporated into Brazillian MoU for security
32,000
NBPGR Yes Poor overall but depends on Individual
9,500
DEEDI Yes Good reputation and willing but key player often swamped and famed for poor delivery
18,250
U. Tasmania Yes Excellent and flexible. Good friends 18,250
Part D – Risks (3)Security Risks
Location of Work Has CABI worked there before?
(Yes / No)
Is there a current, or likely, security risk in that location?
(Yes / No)
Is an alternative secure location eligible for project?
(Yes / No)
Argentina Yes No Yes
India Yes No No
Australia Yes No Yes
Canada Yes No Yes
Part D – Risks (4)Technical Risks
Technical Work Has the Lead Centre previously undertaken this Technical work?
(Yes / No)
Has another area of CABI previously undertaken this Technical work?
(Yes / No)
Overseas survey Yes Yes
Host range testing Yes Yes
Dossier production Yes Yes
Part E – Dissemination & Impact (1)Dissemination of Results
Dissemination Method(what, how, etc)
Target Results Measures
Peer reviewed papers 3 papers Allocate lead authors in year 2
Conference attendance 12 conferences presented at Monitor opportunities and offer papers
Media articles and interviews 40 pieces Work with Marketing to identify opps formalised in comms strategy
Final reports The same number as there are eventual projects
Reports accepted by recipients
Part E - Dissemination & Impact (2)Impact of Project(Scientific, Technical, Commercial, Social, Environmental)
Impact Target Measures
Release of agents for at least 1 targets weed Realised?
Roll on opportunities for further related study requirements
Further funding secured
CABI’s name better known in the UK and EU countries
Article count including in other languages
Reduction in pesticide use in the environment and more effective control measures Europe wide
Nation’s own measures
Reduction of costs associated with weed management
Nation’s own monitoring
Part F – Reporting and Sign-off (1)Reporting
Information Provider Information Required Interested Parties Frequency
a) GD
b)
c)
a) Progress updates
b)
c)
Corporate Management (CABI)
a)
b)
c)
a)PM
b)
c)
a) PMG updates
b)
c)
Project Board (CABI)
a) annually
b)
c)
a)Sub PMs
b)Seb PMs
c)
a) Progress & images/video
b)blog
c)
Marketing (CABI) a)Significant milestones
b)As and when
c)
a) PMs
b) Collaborators
c)
a) Progress updates
b) Progress updates
c)
Collaborators (External) – paid by CABI
a) As below and on request
b) As below and on request
c)
a)PMs
b)Collaborators
c)
a) Progress updates
b) Progress updates
c)
Partners (External) a)As below
b) As below
c)
a)CABI
b)
c)
a)Progress and final reports
b)
c)
Donors / Funding Agency (External)
a)6 monthly
b)
c)
a)
b)
a)
b)
Other – please specify
a)
b)
Part F – Reporting & Sign-off (2)Supporting Documentation
As a minimum to accompany the completed PID:● Project Financial Analysis (not appropriate at this time
as donor may cut sub-projects)
Extra supporting documentation may be provided:● Gantt Chart (or Log Frame)● Any other documentation as appropriate
Please note that projects with an Intellectual Property Right (IPR) component require the contract to be submitted to PMG prior to signature.
Part F – Reporting & Sign-off (3)Authorisation
Project Executive / EMT: ……………………………………………
Date: …………………………………………………………..
PMG Sign-off (Level 1 Projects) …………………………………………..
Date: ………………………………………………………………………….
Approval of: PID Development of Business Plan
PMG Comments and/or Follow-on Actions: