Project Procedures• Start up• Governance• Internal Communications– Lists– documents

• Meeting Schedule• Deliverables• Cost statements

Start up• GPFs

– Grant Preparation Forms– Have all “A2.5”s except one (some in the post)

• GA– Grant Agreement– Draft distributed – final will be issued by EC– Will need “A form” signed in triplicate by each partner

• CA– DESCA v2 agreed in principle– Draft to be distributed– Will need list of “background” to be included/excluded from each partner

• Prefinancing– %age advance to be distributed at start

Governance• Project Management Board (PMB).

Responsible for : Budget, consortium, activities, performance of the contractors, arbitrating on any conflict, IPR, risks, approve all new contractors etc

“The PMB will be chaired by a senior representative from the coordinating partner and include the Project Manager and one voting representative from each of the partners. Dr. Robert McGreevy will be the initial chair of the PMB his possible replacement could be undertaken by a majority vote of the PMB. A meeting of the PMB will be held at the Project Kick Off for validating the activities, the structural methods, the planning and the budget, and then at least 4 times a year.”

• Project Manager (PM) ...interface between the Consortium and the European Commission.

“The PM is in charge of all administrative and financial matters, included in WP1, ...The PM is responsible for the follow up of the deliverables and milestones with help from WP WPLs. ... chairs the monthly project meetings via teleconference,Dr. Juan Bicarregui from the e-Science Centre, STFC will be appointed project manager for the duration of the project. His possible replacement is the responsibility of the Project Management Board.”

• Work Package Leader (WPL). “the WPL will be responsible for scheduling work tasks, allocating resources available, and coordinating the production of deliverables to time and budget. The WPL will report on progress to the PM ...The PM and WPLs will consult regularly, with monthly teleconferences. ...Tolerances will be agreed between PM and WPL on each of the workpackages, ....

Management STFC Juan BicarreguiPolicy ESRF Rudolf DimperDissemination DESY Frank SchluenzenUsers Diamond Bill PulfordData PSI Mark KönneckeSoftware ILL Mark JohnsonIntegration STFC Brian Matthews

Decision-making Process• The ultimate decision making entity of the project is the PMB. However, day to day decisions will be made by

either the PM or the WPLs as required. Decisions within the PMB are reached by consensus. In the event that no consensus is reached, decisions will be made by simple majority vote of the project partners. ...

Management of Knowledge and IPR• ... scientific publications and presentations at conferences or exhibitions. • ...Software and standards arising from the project will be available on an open-source basis and will be

disseminated to other large-scale scientific facilities. These activities will be under the co-ordination of the WP3 Leader.

• The Consortium Agreement will lay down rules for the ownership and protection of knowledge as well as for access rights. ...

• the WP3 leader will be in charge of collecting and proposing matters referring to the results for dissemination. ...Open Access• In line with the Commission Communication (COM(56)2007) on 'scientific information in the digital age: access,

dissemination and preservation' IP/07/190, the open access pilot (MEMO/08/548) and other policies, the publications resulting from this project will be made available on an open access repository such as the STFC institutional repository (epubs.stfc.ac.uk) which has records of over 20,000 publications arising from its projects spanning more than 20 years.

Risk Management and Mitigation Plan• ...Section 1.3.5 gives a summary of the initial high level risks and a prevention and remedy strategy for each.• The project management, coordinated by the PM, shall identify and monitor risks that may have an impact on

the project schedule and outcomes and shall take appropriate measures to limit and/or mitigate their effects. ...• Risk management will be a standing agenda item of all PMB meetings.Quality Management • ...The project will establish a quality assurance system, under the responsibility of the PM, and devolved to WPLs

for each work package. Each deliverable will be subject to internal review for completeness, accuracy and consistency.

Governance (2)

Communications

• Have 3 or 4 official names per partner– signatories, admin contact, scientific contact– PANDATA Mailing list (44 names)– PANDATA smaller list – PANDATA WP leaders (and friends)

Documents

• Systems and procedures to be defined

Meeting schedule

• Progress reports

Cost statements

• Systems and procedures will be communicated by email