Europeana Sounds: Project Governance, Reporting and Administration
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Transcript of Europeana Sounds: Project Governance, Reporting and Administration
Project Governance, Reporting and Administration
18/02/14, British Library St Pancras
Content
Project Governance
Project Reporting
Administration
Financial Reporting
Project Governance
Management structure
Project Management Board
The Project Management Board (PMB) for Europeana Sounds:
Is empowered to take decisions for the project as a whole
Includes the Project Coordinator, Technical Director, Project Manager and all Work Package Leaders
Meets physically bi-annually and monthly by telcon
Negotiates and finalises the Consortium Agreement
Maintains the Project Guide
Assists the Project Coordinator in preparing for EC reviews
General Assembly
The General Assembly for Europeana Sounds
Comprises one member per project partners (main rep or deputy)
Meets annually face to face
Ratifies any proposed changes to the Project Plan and Budget
Approves changes to the Grant Agreement, DoW or Consortium membership
Approves all progress reports prior to submission to the EC
Consortium Agreement
The Consortium Agreement for Europeana Sounds:
Is an agreement between all Consortium partners (does not include the EC)
Includes the main guidelines for cooperation and conflict resolution
Current version is based on the DESCA model
All partners protect the required confidentiality or IPRs contributed to or produced by the project
Currently being discussed in the PMB
Advisory Boards
2 boards will be established
Advisory Board
• Will meet face to face twice in M15 and M23
• Will consider project progress, exploitation trends and policy
• Members selected for their expertise and networks
User Advisory Panel (UAP)
• WP7 leads T7.5 Project Evaluation to work with the UAP
• Includes 5 experts representing the target groups for the project e.g. consumers, creative industries, publishers, researchers and memory institutions (3 internal, 2 external)
• Will review all Deliverables relevant to end-user services e.g. WP2 and WP4
Project Reporting
Reporting your Activities
There will be a number of project reports where we will ask for contributions:
Quarterly reports (internal)
• Include summary of effort per WP, travel costs, sub contracting costs, other direct costs
Bi-annual reports (submitted to EC)
• Formal reports to the EC, including financial estimates of expenditure, effort consumed and summary of activities
Periodic reports (submitted to EC)
• End of year reports to the EC, including annual costs submitted via the Form Cs, and summary of progress by the Work Packages
Quarterly reports
Progress overview of WPs and tasks
Main contribution to the project during the quarter, including achievements
Issues that might have or did affect achievements, delayed results or the delivery of Deliverables and Milestones
Meetings held or attended
Project related publications
Summary of effort: consumed per person per WP
Summary of costs: travel, sub-contracting, other direct costs
Due by the 15th of the month following the end of the quarter
Bi-annual reports
Formal documents submitted to the European Commission
Summary of the previous 2 quarters
Include
• Activity and progress summaries per Work Package, including issues
• Deliverables and Milestones submitted or achieved
• Events held or attended and publications
• Progress towards project indicators
• Estimates of effort consumed (from timesheets)
• Expenditure on travel, sub-contracting, other direct costs
Deliverables D7.3 Interim Progress reports (M7), D7.6 (M19), D7.8 (M31)
Usual Deliverable review process (see later slides)
Submitted by the end of the project month the report is due
Periodic reports
Formal documents submitted to the European Commission
Summary of all four quarters (Q1, Q2, Q3, Q4)
Include
• Activity and progress summaries per Work Package, including issues
• Deliverables and Milestones submitted or achieved
• Events held, attended and publications
• Progress towards project indicators
• Effort consumed (from timesheets) and analysis
• Expenditure of project budget and analysis
• Future planning
Usual Deliverable review process (see later slides)
Submitted within 60 days of the end of each project period
Administration
Admin Tools
There are a number of project tools either in use or being considered:
Basecamp
• Project communications – new projects set up per WP and for the PMB
Dropbox
• File sharing
Google docs
• Collaborative documents, now set up at [email protected]
Mailing lists (held in Basecamp at the moment)
Europeana Pro site
• Final versions of documents
Project wiki?
Quality Assurance Plan
D7.1 due in M2
Includes:
• Official legal documents (links)
• Terms of reference for project boards
• Document management procedures
• Procedures for Deliverable approval
• Locations of templates
• Summary of reporting
• Risk register
• Project collaborations
To be circulated to the PMB initially
Document Templates
There will be a number of project templates published in the next weeks:
Deliverable document
Deliverable review document
Milestone documents (if applicable)
Project presentations (with logo)
Monthly timesheets
Quarterly summary financial reports
Bi-annual reports
Periodic reports
Deliverables Review Process
REVIEWREVIEW
REVISIONREVISION
APPROVAL AND
SUBMISSION
APPROVAL AND
SUBMISSION
Three stage review process:
Step 1: Initial review (one month prior to submission)
• Outcome: review document with recommendations for revision, ranked in order of importance
Step 2: Revision
• Outcome: revised document, and a response to the review comments
Step 3: Approval and submission
• Coordinator, WP Leader and Technical Director approve before submission to EC
Performance Monitoring
Outlined in Part B of the DoW (Table 3.2b)
16 indicators, 4 or 5 per Work Package
Annual targets set to be achieved per project year
Will be tracked by WP Leaders through the bi-annual reports
Reported at the project reviews annually and in the Periodic Reports
Some of these are quite challenging!
Project Risks
Risks are monitored by the PMB
Issues affected project delivery are reported quarterly, bi-annually and summarised in the Periodic Reports
Risks are ranked according to their impact (low/medium/high) and their probability (low/medium/high)
Overall rated red/amber/green based on these 2 factors i.e. a red risk may be very likely to occur, or may be unlikely but high impact
Areas of risk include content related, technical, operational and perception
Financial Reporting
Finance Overview from the EC
Summary of the main points from the EC presentation:
Each partner maintains their accounts for the project and documentation to justify the costs
Materials can be audited by the EC during the project and up to 5 years afterwards
Local accounting rules apply
Time charged to the project MUST be recorded i.e. on timesheets
Costs must be necessary, incurred during the project, identifiable and verifiable, recorded in the accounts and value for money
Financial Reporting
Summary of areas to be covered by Roger Gavin, BL Finance Division:
Funding
Reporting deadlines
Eligible costs
Timesheets
Quarterly reports
Audit certification