work package 4 practicalities kick-off meeting 25-09-2015 judith freita ramos project deputy for...
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Work Package 4
Practicalities
Kick-off meeting 25-09-2015Judith Freita Ramos
Project Deputy for Detectors at ESS
BrightnESS
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Deliverables
Workflow
Deliverables
Milestones
Delivery template
Deliverable submitted
Deliverable upload:Participant portal
JIRABrigthnESS website
Task Leader
Steering Board Deliverable approved
WP Leader Deliverable approved
EU Officer Deliverable approved
Project Coordinator
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Periodic Reports
• Task Leaders will provide information requested by Roy Pennings.
• Content:o An ‘explanation of the work carried out’o An ‘overview of the progress’ towards
the objectives of the actiono An ‘executive summary’ for publication
by the Commissiono Answers to questionnaire on issues
related to economic and societal impact• Periodicity: 2 Interim M18 & M36 and
Final.
Technical reports• Each partner responsible for their own
financial report.
• Follow internal procurement rules.
• Only eligible costs and costs that are necessary for the action. More in Vademecum.
• Explanation of the use of resources.
• Keep originals: timesheets, invoices, travel receipts, boarding passes, train tickets, conference/meeting agendas, minutes and participants lists.
• No subcontracting but contracts to purchase goods, works or services.
• Careful with amortization issues when buying equipment. Model Annotated Grant Agreement Horizon2020.
• Periodicity: 2 Interim M18 & M36 and Final.
Financial reports
Respond to requirements but try to keep
it simple and focus on your actual work
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Time reporting
• Signed time sheets. • Keep track of specific work developed in
each month.• Keep internally. (ESS submit to Vera)
Staff working part time
• Sign ‘declaration on exclusive work for the action’ per reporting period
• Keep internally. (ESS submit to Vera)
Staff working full time
Each beneficiary makes their own templates based in the EC template (Vademecum Attachement 2)
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Key Performance Indicators
Numbers count – think of that when reporting
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• Atlassian software tools JIRA and Confluence will be used as the Project Management Tool.
• A workflow specifically made for BrightnESS will be completed and distributed within the forthcoming weeks.
• Accounts will be created for those without yet an account.• JIRA user guide will be disseminated to all participants.
Project Management Tool
We will use it as a collaboration tool
Confluence to be used as “log book” of all the work performed and updates.
Task Leaders will propose a layout
JIRA will be the work exchange space per Task
Task Leaders will propose a layout/workflow
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Dissemination
There isn't any logo for Horizon 2020 and there will not be one.
In line with the European Commission's policy on corporate visual identity, Horizon 2020 will be promoted as a verbal brand, meaning no "visual mark" or logotype.
When Horizon 2020 is promoted by beneficiaries and other third parties, the EU emblem (flag) can be used in conjunction with the words "Horizon 2020".
Logo and use will be released within the Dissemination strategy and Corporate branding in M3. This in the meanwhile.
On acknowledgement (papers)
“This work was funded by EU Horizon 2020framework, BrightnESS project 676548”
Maximum visibility to your work and to BrightnESS
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Mailing lists:• For WP4• Per TaskBy Judith M2
Deliverables template
By Judith M2 (copy will be in Indico)
Workflow per TaskBy each Task Leader M2
VademecumDistributed during kick-off meeting
TimesheetsNeed to be made by each partner following the EU template in the Vademecum
LogoDissemination strategy from WP6 in M3
Useful information to be circulated
Mailing lists
Deliverables template
Workflow per Task
Timesheets
Vademecum
Logo, branding
WP4 meetings:General Assembly for WP4 update
Individual Tasks meetings: Regular basisFrequency 1-2 months and as neededSkype/Vidyo
Meetings
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Please, keep me posted on everything
Judith Freita Ramos ([email protected])Position: Detector Systems Deputy Work Package Manager (ESS)
Project Manager ([email protected]) Position: Project Manager. External Relations & EU Projects Group for administrative queries
Roy Pennings ([email protected])Position: Project Coordinator. External Relations & EU Projects Group
Contact
BrightnESS
Thank You!