Difference between revisions of "7.2.1 Work Package 1 - Management"

Revision as of 16:21, 4 May 2011

Rinnovate_Index

I. Description of the work:

a) Overview of the Work package:

Project management aims at ensuring that project objectives are adequately achieved, on time and within the costs estimated, ensuring that decision-making is effective, and ensuring that effective communication among partners and with the Agency is ensured and project progress reports and cost statements are provided timely and accurately. This action includes all activities undertaken by the beneficiaries for the management of the project (administrative, technical and financial aspects) and for meeting the reporting and accountability obligations. The objective is to have the full control of project activities, to intervene promptly in order to give the EACI the certainty of a sound management of contractual issues and to give clear indications to project staff about management rules. This includes ensuring that:

• all the projects activities are properly coordinated with appropriate levels of legal, contractual, ethical, financial and administrative management of the consortium;
• proper operational project management is provided throughout the project;
• the project’s work is completed within the expected timescales, resources and quality levels;
• appropriate reporting to the European Commission is undertaken.

An experienced management team from FUNITG has been identified for the project’s management. The management structure is presented in the following Management Chart. Sound project management and accountability will be achieved by means of management guidelines designed following the PMBOK(4th ed.) of the Project Management Institute. All Project Management activities will use an integrated approach that allows to bring together the advantages of the Agile method with the more classic PM techniques.

INSERIRE IMMAGINE

b) Description of the tasks:

WP1 is organised into several task and subtasks:

1.1. - Coordination of Consortium

The Project Manager will be responsible for the day-to-day management of the project and its operational execution and coordinate all project activities. The experience of the designate Project Manager is documented by his previous experiences with management of research projects at national and international level. The Project Manager will implement the agreed strategies, oversee the choice of techniques, and supervise the monitoring of the results. The Project Manager will undertake all contacts and exchanges with the EACI and act as the consortium’s designated representative in this respect. The Project Manager will work closely with the project’s partners and oversee the technical and quality management functions to ensure that the Rinnovate objectives are achieved.

1.1.1-Provision of internal democracy tools (communication, consultation and reporting)

The main electronic coordination tool in the project will be a web based workspace service (a private area of Rinnovate web site). This is an electronic service that provides project management, archiving and distribution functions to the subscribed users. This Workspace will be used for all internal information exchange, document management and reporting. In addition, the workspace will also be employed for information exchange and dissemination in the different activities. A specific Workspace will be available for the Interest Group. The project management function will also be responsible for advising and preparing simple guidelines for the project participants so that they understand how to keep track of project costs, which costs are eligible, how they should be documented and reported, and what budget has been assigned to them.

1.1.2-Kick-off meeting

The Kick-off meeting will be organised in A Coruna in M2.

FUNITG will be in charge of the organisation of the Kick-off meeting; INEGA and APPLUS will contribute to the event.

1.1.3-Project meetings

Existing telecommunications and information technology, such as email, and Internet services, will be routinely employed in order to optimise the level of resources needed for the project and thus maximise the resources available for the technical work. The web based workspace will be used for all administrative information management. However, and very importantly, appropriate face-to-face communication among partners at all levels of the project’s structure will be employed throughout the project to ensure a common understanding of the work required to attain the project’s objectives. This will take the form of meetings such as scheduled Project Steering Committee meetings. Steering Committee meetings (limited presence meetings and regular web-meetings) will be the crucial coordination moments, while still maintaining ongoing collaboration and cooperation through the project Website. The planned number of meetings is 5. Meeting dates are M6, M12 (Face2Face, IT), M18, M24 (Face2Face, PT), M29. The Rinnovate Partners commit themselves to do their best to reduce the project carbon footprint and the Steering Committee meetings have been scheduled, whenever possible, to coincide with other undertakings, in order to avoid multiple transits .When more than an event is to take place contiguously, an appropriate amount of days has been scheduled to ensure each event is allotted sufficient time. Team Leaders will be more closely involved in web-conferences or in short informal meetings.

1.1.4-Advisory board consultations

During the preparation of the Rinnovate proposal, the partnership invested a considerable amount of time incarrying out extensive consultations with and facilitating involvement of the relevant stakeholders. Many organisations have expressed their interest in following up the work of the consortium, suggesting strategies, and sharing their knowledge and experience. An Advisory Board will be open to stakeholders who would like to participate actively and provides a forum for collaboration and formulation of strategies throughout the project. The consortium will use the group also as a vehicle to engage other relevant stakeholders and for disseminating results. The Rinnovate project also provides for the appointment of 1 advisory Communication Committee composed by the Team Leaders, which oversees the communication and awareness activities and dialogues with the Interest Group of the key stakeholders.

1.2-Keeping relations with EACI

The formal periodic project reporting periods for are those prescribed by EACI provisions. Along with the Interim Report and Final Report, the Project Management activities includes also the preparation of a Progress Report and a Publishable result-oriented report. Project Information Sheets and Slides will be prepared to keep EACI informed of the activities progress.

1.2.1-Brussels training session

The Project Manager will attend, at the very beginning of the action, a training session organised by the EACI in Brussels.

1.2.2-Meeting to present results to EACI

At the end of the action a meeting will be organised to present the results to the EACI.

1.3-Monitoring and evaluation

1.3.1-Planning of monitoring and evaluation activities

1.3.2-Monitoring and feedback

1.3.3-Evaluation and reporting

1.4-Risk management

1.4.1-Set up of contingency plan

1.4.2-Maintain preparedness

1.5-Daily management

At the various levels in the project structure, appropriate technical and coordination activities will ensure that the project runs smoothly, making certain that the goals are clearly defined and understood, that the activity and tasky assignments represent a sensible division of the work and include the necessary expertise to fulfill the objectives, that responsibilities are clearly assigned, and that there are clear lines of communication among the participants.

1.5.1-Operations management Each partner will designate team leader who will be in staff to the Project Manager and will oversee the work related the activities. Each activity is articulated into a set of tasks. The team leader organises the work on the tasks and is in charge of producing project deliverables, for delivery to the Project Manager. The Project Manager reports to (and participates in) the Steering Committee, which in turn supervises, controls and expresses its opinion on all aspects of project management, monitoring the achievement of objectives. The Steering Committee is composed by a representative for each partner and is involved with recommendations regarding the adherence to the plan and the partners’ responsibility as to the proper execution of the assigned activity. The Steering Committee will meet on a regular basis. Five project meeting (see 1.1.3) are foresee (also by web meeting) during the project life.

1.5.2-Administrative management The Rinnovate Financial Manager who is responsible for the sound financial management of the Project, leads the groups of financial officers who are in charge of handling each partner’s financial management. The Financial manager keeps direct contact with the Project Manager and participates in the Steering Committee. The Project Financial Manager, a specialist from the coordinating partner. The Financial Manager is the accountant for the coordinating partner and will be responsible for the financial administration of the project, including ensuring proper completion and consolidation of the Financial Statements and their timely submission to the Commission..

IIa. Outputs of this work package (apart from deliverables):

• organisational setup of the consortium and project;
• 1 internal communication platform
• 6 Project Meetings - 1kick-off (ES); 5 coordination meetings: 2 in presence (IT,PT), 3 on-line
• accountable and transparent financial management;
• accountable and transparent financial management;
• on schedule delivery of project outputs;
• teambuilding and lasting co-operation among partners;
• clear and satisfactory communication with the Agency;
• administrative and project closure in full compliance with contract requirements

IIb. Deliverable of this work package:

• D1.1 Internal communication and information distribution plan
• D1.2 Semestral Advisory Board Reports
• D1.3: Progress Report to EACI (PR)
• D1.4: Interim Report to EACI (IR)
• D1.5: Publishable Result-Oriented Report
• D1.6: Final Report to EACI (FR)
• D1.7: Monitoring Plan (with analytics service)
• D1.8: Contingency Plan

III. Distribution of tasks of each partner in this work package (Award criterion 5):

Major other specific costs:

[List major other specific cost – if any - by task and describe them shortly]

• Kick-off meeting: DinnerMeeting for 15 participants (€ 600,00); 2 Interpreters (ES-IT-PT) (€ 600,00)
• Administrative management: BankGuarantee for first pre-financing >€ 100.000 ( € 10.000,00, lump sum); AuditCost (€ 5.000,00, lump sum)

Major subcontracts:

[List major subcontracts and shortly describe the tasks covered]

WP 1 do not foresee subontractors.