7.2.1 Work Package 1 - Management
| N° of work package: 1 | Management |
| Duration in months: 30 | Fundación Instituto Tecnológico de Galicia (FUNITG) |
Contents
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.
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. 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 are foresee (also by web meeting) during the project life. 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. 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.
b) Description of the tasks:
1.1.- Coordination of Consortium
1.1.1-Provision of internal democracy tools (communication, consultation and reporting)
1.1.2-Kick-off meeting
1.1.3-Project meetings
1.1.4-Advisory board consultations
1.2-Keeping relations with EACI
1.2.1-Brussels training session
1.2.2-Meeting to present results to 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
1.5.1-Operations management
1.5.2-Administrative management
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):
| Partner | Task(s) for this partner organisation | Related to Task N° |
| FUNITG | Coordination of Consortium; Set-up and maintenace of internal democracy tools; Organisation of Kick Off Meeting in A Coruna (ES); Keeping relations with EACI aand participation in EACI Training Session and result oriented session; Set up of Monitoring and Contingency Plan; Lead Advisory Board; Daily management and administrative management | T1.1; T1.2; T1.3; T1.4; T1.5 |
| INEGA | Participation in the operation management and in the project meetings (in presence and distance conferences); co-organisation of Kick Off Meeting in A Coruna (ES), Participation in advisory board consultations, monitoring and feedback, evaluation and reporting | T1.1; T1.3; T1.5 |
| INEGI | Participation in the operation management and in the project meetings (in presence and distance conferences); organisation of 4th F2F Project Meeting in Oporto (PT), Participation in advisory board consultations, monitoring and feedback, evaluation and reporting | T1.1; T1.3; T1.5 |
| TRECON | Participation in the operation management and in the project meetings (in presence and distance conferences); co-organisation of 2nd Project Meeting in Ancona (IT) , Participation in advisory board consultation, monitoring and feedback, evaluation and reporting | T1.1; T1.3; T1.5 |
| APPLUS | Participation in the operation management and in the project meetings (in presence and distance conferences); co-organisation of Kick Off Meeting in A Coruna (ES), Participation in advisory board consultations, monitoring and feedback, evaluation and reporting | T1.1; T1.3; T1.5 |
| CNAMAR | Participation in the operation management and in the project meetings (in presence and distance conferences); organisation of 2nd Project Meeting in Ancona (IT) , Participation in advisory board consultation, monitoring and feedback, evaluation and reporting | T1.1; T1.3; T1.5 |
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.
