Minutes of the Kick-off Meeting · 2015. 12. 2. · 544088-TEMPUS-1-2013-1-SI-TEMPUS-JPHES |PROJECT...

European Commission Tempus Project: 544088-TEMPUS-1-2013-1-SI-TEMPUS-JPHES

|PROJECT COORDINATOR:University of Maribor | |Slomškov trg 15, SI-2000 Maribor | ecesm.net |

|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

Minutes of the Kick-off Meeting

TEMPUS: Enhancement of cyber educational system of Montenegro (ECESM) Minutes of the meeting 16th January 2014

University of Donja Gorica, Podgorica, Montenegro

Present EU Partners Matjaz Debevc, University of Maribor Marko Holbl, University of Maribor Simon Hauptman. University of Maribor Alessio Coletta, Global Cyber Security Center Stefano Guarino, University of Roma Tre Ioan Dutca, Buckinghamshire New University Marko Kääramees, Tallinn University of Technology (video conference) Montenegro partners Ivana Ognjanovic, Universtiy of Mediterannean Milena Dekic, University of Mediterannean Sretan Jovanovski, University of Mediterannean Olivera Injac, University of Donja Gorica Ramo Sendelj, University of Donja Gorica Enes Banda, University of Donja Gorica Nikoleta Tomovic, University of Donja Gorica Mladen Parazic, Chamber of Economy of Montenegro Nada Rakocevic, Chamber of Economy of Montenegro Veselin Dragicevic, Chamber of Economy of Montenegro Dzenan Strujic, Institute of Modern Technology Montenegro Bojana Tosic, Institute of Modern Technology Montenegro Ana Rakocevic, Ministry of Information Society and Telecommunications The first day of the meeting was attended by 20 participants from 10 institutions.



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

The meeting was held at the premises of the University Donja Gorica in Podgorica, Montenegro. A chairman of the meeting was prof. Matjaž Debevc, the Project coordinator. Welcome Prof. Matjaž Debevc made a short introduction expressing wishes for successful project implementation and collaboration between all partners. On behalf of hosting institution, University Donja Gorica, Prof. Ramo Šandelj (Contact Person for University Donja Gorica) also welcomed participants and pointed out the importance of the ECESM project for national development of cyber security environment in Montenegro. Presentations All participants made presentations of their institutions by focusing on project activities. Almost each partner institution presented some existing events at their institutions and countries (conferences, presentations, workshops) with topics correlated with ECESM project, expressing willingness to make mutual connections and links. ACTION 1

Every representative should send to Simon Hauptman (University of Maribor) the Powerpoint presentation of their institution in order to be published on the official website of the project until 9th February 2014.

Project overview and planning Ivana Ognjanović, PhD from University Mediterranean, Podgorica, Montenegro described project aims and objectives with special focus on Work plan and planned activities. Ivana as one of project authors, clearly showed Project Rationale making comparison between general EU practices and current cyber security environment in Montenegro which is still in its infancy. Representatives from EU partner countries agreed that, by successful implementation of all planned activities in ECESM, comprehensive bases for further cyber development in both educational, practical and research directions will be established.



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

Prof. Debevc then stressed the importance of having good organization, effective planning and timely control of all activities during the project. To this end, as specified in the project application, the following bodies should be established: Project Management Board, National management Board and Quality Control and Monitoring Board. ACTION 2

After making an overview of all responsibilities and jurisdictions of the boards, each institution was asked to define their own representatives. Thus, the boards are constituted, as follows: Project Management Board – contact person from each institution National Management Board: University Donja Gorica- prof. Ramo Šendelj University Mediterranean – prof. Ranko Vojinović Institute of Modern Technology Montenegro- prof. Dženan Đurić Ministry of information society and telecommunications – Ana Rakočević, SSc Ministry of education – to be added Chamber of economy Montenegro – Nada Rakočević Quality Control and Monitoring Board: University of Maribor- Marko Hobl, PhD Tallin University of Technology- to be added Global Center of Cyber Security- to be added University Donja Gorica- Olivera Injac, PhD University Mediterranean – Ivana Ognjanović, PhD

ACTION 3

Tallin University of Technology and Global Center of Cyber Security have to send to Simon Hauptman information about the person representing their organization in Quality Control and Monitoring Board until 9th February 2014. Ministry of Education (Montenegro) has to send to Simon Hauptman



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

the information about the person representing their organization in National Management Board until 9th February 2014.

ACTION 4

The coordinator will transfer the funds according to the prior approval from Quality Control and Monitoring Board. The coordinator is accepting the decisions made by National Management Board. In the case of misunderstanding the meeting of Project Management Board will be organized in order to make the final decisions.

Overview of the first project year: work plan, involved partner institutions Ivana Ognjanović, PhD presented in details all activities planned for the first project year. Also, she pointed out that all activities are planned to be performed by joint work of EU and national partners, bringing together EU expertise and practice with experience and knowledge of the environment at national level. To this end, the role of each partner at national level is defined by asking both ministries and the Chamber of economy to provide all inputs that may be of importance for WP1-WP4 as developmental WPs. Action plan Action plan per WPs for the first six-month period is described in Activities, To Do lists, Appointment of the task leaders, Tasks allocation, Travelling plan, WP leaders. Prof. Matjaž Debevc at first briefly presented project web site with already created forms for reports, templates and other useful documents. Also, he presented created Sub-Agreements (detailed presentation is planned for the second meeting day) and changes in Financial Plan issued by EACEA reviewers. The revised Project Budget was already sent by mail in December to all participants, and no additional request or comments were asked during the meeting.

ACTION 5

New Budget Plan has been accepted by all participants. As a project coordinator, prof. Matjaž Debevc described roles of each WP leader and invited all of them to prepare a plan of activities among their WPs for the next meeting. He also stressed out that delays in implementation of project activities are



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

not allowed except in cases where it is justified and permitted by Project management Board. Due to already mentioned events with potential linking and connections with ECESM project, prof. Matjaž Debevc invited all partners to participate in creation of effective travelling and dissemination plan. ACTION 6

As initial step, the next meeting is planned to be organized in parallel with Cyber Conference Risk in Laško, Slovenia, from 3rd to 6th March. Ten representatives of the project partners could participate at the conference for free of charge regarding the registration. Each participant should make the registration until 17th February 2014.

ACTION 7

The project coordinator has to prepare together with Ivana Ognjanovic a new travelling plan and send it to other members of the Project Management Board for comments until 31st January 2014.

ACTION 8

Leaders of WP1, WP2, WP3, SUST, DISS, QMNT and MNG have to prepare working plan with defined responsibilities and actions until the next Project Management Board meeting.

ACTION 9

Ministry of telecommunications and information society, Ministry of education and Chamber of economy have to send all relevant documents at national level aimed on cyber security in general and education strategy in Montenegro to Ivana Ognjanovic until 9th February 2014.

The first day of kick-off meeting ended at 17:00.



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

ATTENDANCE LIST (the first day)



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

TEMPUS: Enhancement of cyber educational system of Montenegro (ECESM)

Minutes of the meeting 17th January 2014 University of Donja Gorica, Podgorica, Montenegro

Present EU Partners Matjaz Debevc, University of Maribor Marko Holbl, University of Maribor Simon Hauptman. University of Maribor Alessio Coletta, Global Cyber Security Center Ioan Dutca, Buckinghamshire New University Marko Kääramees, Tallinn University of Technology (video conference) Montenegro partners Ivana Ognjanovic, Universtiy of Mediterannean Milena Dekic, University of Mediterannean Sretan Jovanovski, University of Mediterannean Ramo Sendelj, University of Donja Gorica Nikoleta Tomovic, University of Donja Gorica Mladen Parazic, Chamber of Economy of Montenegro Nada Rakocevic, Chamber of Economy of Montenegro Veselin Dragicevic, Chamber of Economy of Montenegro Dzenan Strujic, Institute of Modern Technology Montenegro Bojana Tosic, Institute of Modern Technology Montenegro Ana Rakocevic, Ministry of Information Society and Telecommunications Nada Kovac, Ministry of Education Boris Jovanovic, Ministry of Education Ranko Lazovic, National Tempus Office The second day of the meeting was attended by 20 participants from 11 institutions.



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

Welcome Prof. Dr. Matjaž Debevc welcomed the participants to the second day of kick-off meeting at University of Donja Gorica, which started at 9:00. Management Simon Hauptman gave an update on management board activities and responsibilities. Project Management Board (PMB) is consisted of eleven representatives, five from EU countries and six from Montenegro. National Management Board (NMB) consisting of one representative from each beneficiary institution from Montenegro. It has a crucial role in the implementation of national project activities, enables joint work of members of all six beneficiary countries and coordinates all activities between partners in Montenegro. ACTION 1

Simon Hauptman (University of Maribor) is the new contact person of the project coordinator. He is responsible for administrative and financial issues in the project. However, the important decisions are always made by prof. dr. Matjaž Debevc, University of Maribor.

ACTION 2

National Management Board (NMB) will be responsible for preventing the time lag in project activities and taking immediate actions in the form of consultations or reporting to Project Management Board (PMB). NMB will create intermediate reports after national meetings and will submit it to the PMB. It will also provide internal quality control and will have a very important role of NMB is to ensure collaboration with national Ministries and Accreditation commissions in order to provide successful project results.

For the purpose of quality assurance the Quality Assurance Board has been established. It consists of two experts from EU partner institutions, two experts from Montenegro partner institutions and one expert representing coordinating institution.



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

ACTION 3

Quality Assurance Board with five members will be responsible for the constant quality of activities in the workplan. It will have a crucial role for instalments of the future funds to each partner institution. If some lower quality of project outcomes is discovered, PMB will immediately consult all relevant subjects within consortium members and find out the best possible way to overcome the problem.

Organization, finances Simon Hauptman presented the legal, organizational and financial aspects of the project. The budget of the project was presented as well as the sub-contracts between coordinator and partner institutions. ACTION 4

In the first installment the partners will be provided 10% of total EU contribution budget and the budget for equipment costs. Every additional 10% of the total EU contribution budget will be transferred after completing previous instalment activities in 80% and after approval from Quality Assurance Board. This will continue until 60% of the total EU contribution budget will be transferred. The final 30% and 10% will be provided when the EACEA Tempus office makes the next transaction to the project coordinator.

National Tempus Office of Montenegro accepted this way of budget transmission and found it as a good practice for risk prevention. ACTION 5

Legal representative of each partner institution has to sign the Internal Partnership Agreement in three copies and send it to the project coordinator (prof. dr. Matjaž Debevc, University of Maribor, Faculty of Electrical Engineering and Computer Science, Smetanova ulica 17, 2000 Maribor, Slovenia) until 9th February 2014.



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

ACTION 6

For each transaction of the project funds the partner institution also has to send Call for funds to the project Coordinator where it specifies the amount of money to be transferred.

Furthermore, budget headings were presented to the participants by Simon Hauptman, including staff costs, travel costs, equipment costs, printing and publishing, other costs. It was clearly showed what are the rules are and which guidelines should be followed. ACTION 7

Each partner institution has to keep the readable copies of travel tickets, boarding passes, invoices, receipts, or for car travel a copy of the internal regulations on the reimbursement rate per km, Individual Mobility Reports and regularly filled in Staff conventions with timesheets as defined in Guidelines for the use of the grant.

It was agreed that specific questions about financial aspects of the project (equipment, duration of travelling) will be also addressed on the EACEA Tempus kick-off meeting for project representatives, held in Brussels, Belgium from 10th to 11th February. On the meeting there will be one representative person from Montenegro partner institutions as well as one representative from project coordinator. The proposed representatives for Montenegro partners have been Ramo Sandelj or Ivana Ognjanovic, since they have most knowledge considering the content of the project. Ramo Sendelj is not able to participate at the meeting in Brussels, therefore it was agreed that Ivana Ognjanovic will be representing person for Montenegro at the meeting. All the participants at the kick-off meeting in Podgorica agreed with the decision and had no comments. ACTION 8

Ivana Ognjanovic is the representing person for Montenegro at the Kick-Off meeting in Brussels.



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

Website Simon Hauptman presented the web-platform for the ECESM project purposes. He introduced all the functionalities and sub-pages. ACTION 9

Every project partner has to put the visible information about the ECESM project on the official website of their institution until 9th February 2014.

Work packages, Outputs/Outcomes Marko Holbl addressed the plan about the future work and work packages. The importance of clear goals and outcomes has been stressed and first activities were determined. The participants agreed that the documents and reports should not be too technical and long. ACTION 10

Each partner representative responsible for first work package has to send his contact information to Marko Holbl until 3rd February 2014.

ACTION 11

Marko Hölbl will coordinate the preparation of the template structure for Cyber Security overview together with the Montenegrin partner. The deadline for the template structure to be circulated among partners is Monday, February 10, 2014.

ACTION 12

WP leaders have to make the plan regarding the persons responsible for sustainability and dissemination of the project until the next Project Coordination Meeting.

The second day of kick-off meeting ended at 13:00.



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

ATTENDANCE LIST (the second day)



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |



|Phone: +386 2 220 71 05|Fax: +386 2 220 72 72 |

PHOTOS

25.1.2014 Written by: Simon Hauptman

Minutes of the Kick-off Meeting

Minutes of the Kick-off Meeting · 2015. 12. 2. · 544088-TEMPUS-1-2013-1-SI-TEMPUS-JPHES |PROJECT...

Documents

Transcript of Minutes of the Kick-off Meeting · 2015. 12. 2. · 544088-TEMPUS-1-2013-1-SI-TEMPUS-JPHES |PROJECT...