medieq: quality labelling of medical web content using multilingual information extraction wp1...

MedIEQ: Quality Labelling of Medical Web Content using Multilingual

Information Extraction

WP1Administrative issues

Vangelis KarkaletsisVangelis Karkaletsis

2nd meeting, Barcelona, 1-2 June 2006

Institute of Informatics & TelecommunicationsInstitute of Informatics & TelecommunicationsNCSR “Demokritos”NCSR “Demokritos”

WP1 Administrative issues 2nd meeting, Barcelona, 01-02/06/2006

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ContentsContents• WP1 objectives, tasks (from the TA)

• Activities in WP1 (01/01-31/05/2006)

– Grant agreement

– EC funding

– Consortium agreement (D1)

– Subcontracting agreement

– Project board establishment

– Admin. Manager

– Work Plan (D2)

– Reporting procedures

– Project Meetings

• Cooperation with other projects/initiatives/organisations

• Work plan for WP1

• …..


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Objectives of WP1Objectives of WP1

• Administrative, financial and technical management

• Operational management and communication with the EC


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Description of work in WP1Description of work in WP1

• Tasks – Developing and maintaining all necessary project

documentation – Drafting, negotiation and maintenance of the

consortium agreement– Communication with the EC and the Project Officer– Enforcing the decision making and conflict

resolution process– Coordinating and controlling WP activities to keep

them within its objectives– Reviewing and guiding technical development in

the WPs– Constant monitoring of budget and manpower

status– Dealing with problems with the consortium partners


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Description of work in WP1Description of work in WP1

• Deliverables – D1 Consortium Agreement (M1):

• specifies the details on the management structure and roles, • supplements the provisions of the Contract with the EC

concerning access rights and • sets out rights and obligations of the Parties supplementing but

not conflicting with those of the Contract.

– D2 Detailed work plan (M3): • a separate work plan will be prepared by each WP leader and all

will be integrated into the detailed project work plan.

– D3.1, D3.2, D3.3 Project reports: • At the end of each year there will be a public report presenting

the project achievements and plans. These will be published on the project web site.

– The various reports (quarterly, semestrial, interim) and financial statements to be delivered according to the EC rules.


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Grant AgreementGrant Agreement

• Signed with the EC– copies of the signed agreement to the

partners


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EC funding - IEC funding - I

• 1st pre-financing payment (30% of the total funding) – validated by the EC at the end of March

(27/03)– Received by NCSR at the beginning of April

and distributed to the partners end of April– Invoices by some of the partners still to be

received …


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EC Funding – IIEC Funding – IIeligible costseligible costs• Direct Costs

– the cost of staff, comprising actual salaries plus social security charges and other statutory costs included in the remuneration;

– travel and subsistence allowances, provided that they are in line with the beneficiaries' usual practices on travel costs or do not exceed the scales approved annually by the EC;

– the purchase cost of equipment: only the portion of the equipment's depreciation corresponding to the duration of the action and the rate of actual use for the purposes of the action may be taken into account by the Commission;

– costs of consumables and supplies, provided that they are identifiable and assigned to the action;

– costs entailed by other contracts awarded by the beneficiaries for the purposes of carrying out the action;

– costs arising directly from requirements imposed by the agreement (dissemination of information, specific evaluation of the action, audits, translations, reproduction, etc.), including the costs of any financial services (especially the cost of financial guarantees).


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EC funding – IIIEC funding – IIIeligible costseligible costs

• Indirect Costs – the indirect costs incurred in carrying out the

action may be eligible for flat-rate funding fixed at not more than 7% of the total eligible direct costs.

– they need not be supported by accounting documents.


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EC funding - IVEC funding - IVpayment arrangements payment arrangements

– Pre‑financing• Within 45 days of the date when the last party signs the agreement, a

pre‑financing payment representing 30% of the total funding

– Further pre‑financing payments:• After reception of the first interim report a further pre‑financing

payment representing 20% of the of the total funding

• After reception of the second interim report a further pre‑financing payment representing 20% of the total funding

– Payment of each further pre-financing payment may not be made until at least 70% of the previous pre‑financing payment(s) for the action has been used up.

– Payment of the balance:• The request for payment of the balance shall be accompanied by the

final technical implementation report and financial statement


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EC funding – VEC funding – Vsettlement ofsettlement of payments payments

– On receipt of the necessary documents, the Commission shall have 45 days in order to:

• approve the technical interim report of the action;

• ask the main beneficiary for supporting documents or any additional information it deems necessary to allow the approval of the report;

• reject the report and ask for the submission of a new report.

– Requests for additional information or a new report shall be notified to the main beneficiary in writing.

• The main beneficiary shall have 30 days to submit the information or new documents requested.

– Pre-financing shall be made to the main beneficiary within 45 days following approval by the Commission of the technical implementation report


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EC funding – VIEC funding – VI

– The total amount paid by the EC shall not exceed 60% of the total eligible costs

– Indirect costs are eligible for flat-rate funding of 7% of the total direct costs

– The beneficiaries may adjust the estimated budget by transfers between items of eligible costs, provided that this adjustment does not affect implementation of the action and the transfer between items does not exceed 10% of the amount of each item of estimated eligible costs


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Consortium Agreement - IConsortium Agreement - I

• 1st draft distributed for discussion beginning of March – Based on EC standard documents– Includes Annexes for

• Pre-existing know-how, effort allocation (person months per WP), bank accounts, recipients for notices

• Discussion among the partners ended end of April

• Final version of Deliverable D1 “Consortium Agreement” submitted by e-mail to the EC, May 8


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Consortium Agreement - IIConsortium Agreement - II

• Still to be signed by the authorized representatives– Sign only the corresponding signature page in 10

copies– Send the signed copies to NCSR by June 19– Copies with signed pages will be distributed to all the

partners right after …


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Subcontracting AgreementSubcontracting Agreement

• Between NCSR and Dan Brickley according to the Technical Annex– Duration: April 2006 – June 2008– Work to be carried out in the context of WP2

“Dissemination of the results”, WP4 “Quality Labelling of Medical Web Sites”

• Tasks specified in the agreement

– Close cooperation with the Contractor (NCSR) and any MedIEQ beneficiary which is involved in the related Work Packages


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Project Board - IProject Board - I

• Consortium Agreement (section 5.2) specifies the Project Board– Responsibilities– Decisions– Voting rules– Minutes


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Project Board - IIProject Board - II

• Project Board established (from the 1st quarterly report)– Vangelis Karkaletsis (Project Manager, NCSR)– Felisa Verdejo (Site Manager, UNED)– Miquel Angel Mayer (Site Manager, WMA)– Christian Thomeczek (Site Manager, AQuMed)– Vojtech Svatek (Site Manager, UEP)– Tiina Lindh-Knuutila (Site Manager, TKK (HUT))

• Replaced recently by Matti Pulla

– Konstantinos Chandrinos (Site Manager, i-sieve)

• In case of changes, NCSR to be informed …


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Administrative managerAdministrative manager

– Dr. Athanasios (Thanos) Tsakonas since March 1, 2006

– Responsible for monitoring project activities according to the work plan

– Coordinates the preparation and maintenance of legal documents (consortium agreement, subcontracting agreement), as well as the preparation of admin. reports (quarterly, semestrial, interim, cost statements)


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Work plan (D2) Work plan (D2)

• NCSR sent the work plan template, beginning of March – Work is organized in 3 stages: Stage 1 (M1-M12),

Stage 2 (M12-M24), and Stage 3 (M24-M31);– WP Tasks presented in the technical Annex are

allocated per Stage; – Activities for each WP Task and the relations

between them are identified– Major open issues are specified for each Task.

• Work plans for all WPs finalised end of April• Deliverable D2 ‘Detailed Work plan” submitted

by e-mail to the EC, May 8


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Admin. Reports Admin. Reports

• 1st quarterly report submitted by e-mail to the EC, May 8

• Minutes of the two meetings were also attached


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Reporting procedure - I Reporting procedure - I

• Template for deliverables, quarterly reports specified

• Naming conventions set for deliverables, reports, other documents exchanged

• Schedule for the preparation and validation of deliverables, reports

• Instructions for uploading documents in MedIEQ site (http://www.medieq.org)


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Reporting procedure – IIReporting procedure – IIinterim reports interim reports

– The technical implementation reports, financial statements and other documents must be submitted to the Commission by the main beneficiary.

– They shall be provided in three copies and in electronic format in English on the following dates:

• first interim technical implementation report and consolidated financial statement: before 01/03/2007, covering the period from 01/01/2006 to 01/01/2007;

• second interim technical implementation report and consolidated financial statement: before 01/03/2008, covering the period from 01/01/2007 to 01/01/2008;

• final technical implementation report and financial statements: before 01/04/2009, covering the period 01/01/2006 to 01/01/2009.


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Reporting procedure - IIIReporting procedure - IIIinterim reportsinterim reports

• They describe the work carried out and the results obtained during the corresponding period and state in particular: – the results obtained to date and an indication of any deviation

from the initial work programme set out in annex I that has occurred or is likely to occur

– the comparison between the expenditure incurred during this period and the foreseen budget stated in annex II;

– the work programme planned for the following period.

• No template is provided by the EC– To be specified by NCSR

• Interim reports must be accompanied by the deliverables scheduled in the specific period


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Reporting procedure – IVReporting procedure – IVFinal implementation reportFinal implementation report

• The final technical implementation report should include the following information:

– Detailed description of all the activities conducted – Manpower for the execution of the activities – Partners involved

• Distribution of work among the partners

– Countries involved• Activities conducted in each of the countries involved and results made available in each

country

– Achievement of the objectives

• Final financial statement– Must be presented on the same pattern with the estimated one in Annex II: global

budget + detailed budget + budget by associated beneficiaries– Accompanied by a request of payment.– EC may ask for invoices/supporting documents

• The final report must be accompanied by the deliverables scheduled in the specific period


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MeetingsMeetings

• Two meetings so far– Athens, 1-2 February – Barcelona, 15-16 March, WP4 technical

meeting

• ….


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Possible cooperation with other Possible cooperation with other initiatives initiatives • Tervesuomi.fi

• Andalucian healthcare web sites accreditation program

• Czech projects

• Swedish health care direct

• OMNI

• CISMEF

• …..


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WP1 work planWP1 work plan

• Deliverables to be prepared and submitted to the EC

• Semestrial Progress Report (07/2006)

• 1st Interim Report + Cost statement (01/2007)

• 3rd PB meeting (October 2006, ???)

• ….

medieq: quality labelling of medical web content using multilingual information extraction wp1...

Documents

ec slide

wp1 tasks

nd meeting

contents wp1 objectives

detailed project work

ec copies

ec rules

project reports