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The SEEREN2 initiative is co-funded by the European Commission under the FP6 Research Infrastructures contract no. 026748
http://www.seeren.org
22SEEREN
WP1 & M1 Action Points Review
Yannis Mitsos
Greek Research & Technology Networksanchez at grnet.grhttp://www.grnet.gr
Bucharest, January 16th, 2006 2
Presentation Structure
o Towards the signing of contracto WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones
Bucharest, January 16th, 2006 3
o Progress towards the contract signingo WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones
Bucharest, January 16th, 2006 4
… some historical dateso October 1st, 2005: SEEREN2 commencement dateo October 13-14, 2005: SEEREN2 kick-off meetingo December, 2005: The signed CPF forms are submitted to the ECo December 21st, 2005: Submitted by FAX the signed page of the contract by
GRNET (coordinator)o December 21st, 2005: Contract signed by the Commissiono December 21st, 2005: SEEREN2 advance payment procedures initiated o December 30th, 2005: 1.276.700,00€ are transferred to the coordinator’s
bank accounto January 3rd, 2006: Reception of the approved Annex Io January 6th, 2006: The original signed contract by the EC & GRNET is
received
… Until today the signed contract (by all partners) has not been submitted to the EC
Bucharest, January 16th, 2006 5
o Progress towards the contract signingo WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones
Bucharest, January 16th, 2006 6
WP1 Activities - Leaders
o A1.1 Organize meetingso GRNET/Dimitra Kotsokali
o A1.2 Establish and maintain project management information systemo GRNET/Yannis Mitsos
o A1.3 Establish and maintain contractual relationshipso GRNET/Jorge-A. Sanchez-P.
o A1.4 Draft acceptable use policyo BIHARNET/Elmedin Topcic?
o A1.5 Prepare 3-monthly reportso GRNET/Yannis Mitsos
o A1.6 Prepare periodic and final reportso GRNET/Jorge-A. Sanchez-P.
o A1.7 Prepare costs statements and transfer advance/interim paymentso GRNET/Anna Loukakou
o A1.8 Assess the project deliverables and conformance to requirementso ASA/INIMA/Neki Frasheri?
Bucharest, January 16th, 2006 7
o Progress towards the contract signingo WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones
Bucharest, January 16th, 2006 8
WP1 milestones
Kick-off Kick-off meetingmeetingProject management information Project management information systemsystem Connectivity and equipment contracts Connectivity and equipment contracts
signedsignedSuccessful completion of first period project Successful completion of first period project reviewreview
Successful completion of second period project Successful completion of second period project reviewreview
Successful completion of Successful completion of project !project !
Bucharest, January 16th, 2006 9
o Progress towards the contract signingo WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones
Bucharest, January 16th, 2006 10
WP1 Deliverables - Editors
D01a D01a – SEEREN2 project handbook– SEEREN2 project handbook GRNET/Yannis MitsosReport/Confidential M0
D08D08 – – SEEREN2 acceptable use policy SEEREN2 acceptable use policy BIHARNET/Elmedin Topcic Report/PublicM1
D11aD11a – – Periodic report Periodic report GRNET/Yannis Mitsos Report/Restricted M12
D01b D01b – SEEREN2 project handbook– SEEREN2 project handbook GRNET/Yannis MitsosReport/Confidential M23D11bD11b – – Periodic report Periodic report GRNET/Yannis Mitsos Report/Restricted M24
D18D18 – Final – Final report report GRNET/Jorge Sanchez Report/Restricted M30
Bucharest, January 16th, 2006 11
o Progress towards the contract signingo WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones
Bucharest, January 16th, 2006 12
WP1 Actionso Confirm Activity Leaders (for this and all other WPs)o Confirm Deliverable Editors (for this WP and all other WPs)o Establish PSC and other Leaders (while discussing the Notebook)o Agree on Yearly Meetings Plan (while discussing the AOB)
o 1. PSC-01 (Kick-off), Athens, o 2. PSC-02, Bucharest,o 3. PSC-03, Kopaonik ???
o Agree on Reporting Scheme o Agree on Payment Schemeo Integrate Third Parties
o Consortium Agreement with the project partnershipo MoU between Contractor and Third-Party pre-existing the SEEREN2 contracto Services Contract between Contractor and Third-Party
o Describe Measure of Success Rules (by QAM Neki Frasheri)o Banking Information including IBAN (to transfer the advance payments)o Update the effort distribution with current picture (after discussing all WPs)o All contractors study the financial guidelines and reporting guidelines (find an auditor, agree
on the cost for the audit, specially the newcomers)o Hint: Agree on ONE auditor per Contractor AND its Third-Parties -> can save costs
o Collect signatures and distribute Contracto Collect signatures and distribute CA.
Bucharest, January 16th, 2006 13
o Progress towards the contract signingo WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones
Bucharest, January 16th, 2006 14
Financial issues
o Advance payment: 1.276.700,00€ corresponds to the first reporting period (12 Months) + half of the second (6 Months)
o GRNET distributed money for the 1Q + 2Q according to estimated performance during 1Q
o The coordinator may pay directly the third-parties :o If the third parties' contractor is not “AC”
o GRNET -> INIMA -> Third parties
o GRNET -> B&H third parties (BIHARNET = “FCF”)
o Specifically for UnTz & UoS GRNET -> BIHARNETo Condition: 70% of the amount should be used for
the first 12 months (893.690€)
DANTE: DANTE: 9.945,00€9.945,00€
TERENA: TERENA: 9.074,40 €9.074,40 €
NIIFI:NIIFI: 7.808,40€7.808,40€
RoEduNet: RoEduNet: 7.713,60€7.713,60€
ISTF: ISTF: 9.830,40€9.830,40€
AMREJ: AMREJ: 19.453,40€19.453,40€
MREN:MREN: 8.175,60€8.175,60€
MARNET:MARNET:11.083,20€ 11.083,20€
INIMA:INIMA: 7.697,60 7.697,60 €* €*
BIHARNET:BIHARNET: 2.159,80€2.159,80€
UnTz:UnTz: 2.159,80€2.159,80€
UoBL:UoBL: 2.866,80€2.866,80€
UoS:UoS: 2.064,80 €2.064,80 €
Bucharest, January 16th, 2006 15
o Progress towards the contract signingo WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones
Bucharest, January 16th, 2006 16
At a glance …
o During the kick-off meeting:o 48 Action Points raisedo 28 Closed in timeo 20 Still open
o An excel spreadsheet is created and maintained in a regular basis (“live” document);
o The file is available in the SEEREN2 portal;o Updated once every week;
Bucharest, January 16th, 2006 17
Major WP1 action points
APTask/WP
Description Responsible Organization InitiatedInitially
DueDue
Days left
StatusClosing
Date
2005-013
WP1Circulate D01a for approval
Mitsos GRNET 14/10/2005 24/10/2005 24/10/2005 0 Closed24/10/20
05
2005-017
WP1Update the planned effort distribution
ALL ALL 14/10/2005 24/10/2005 30/10/2005 -72 OPEN2
2005-026
WP1Create/circulate financial notebook
Mitsos GRNET 14/10/2005 1/11/2005 15/1/2006 3 OPEN1
2005-028
WP1Circulate Consortium Agreement Template
Mitsos GRNET 14/10/2005 31/10/2005 25/11/2005 -47 OPEN2
2005-029
WP1Integrate third parties with a MoU and/or a Services Contract
Topcic BIHARNET 14/10/2005 1/11/2005 1/11/2005 -71 OPEN2
2005-030
WP1Integrate third parties with a MoU and/or a Services Contract
Frasheri ASA 14/10/2005 1/11/2005 1/11/2005 -71 OPEN2
Bucharest, January 16th, 2006 18
Major WP2 action points
APTask/WP
Description Responsible Organization InitiatedInitially
DueDue
Days left
Status Closing Date
2005-012
WP2Circulate D04a ToC/template
Mitsos GRNET 14/10/2005 21/10/2005 24/10/2005 0 Closed 24/10/2005
2005-022
WP2Circulate D05a for approval
Mitsos GRNET 14/10/2005 27/10/2005 27/10/2005 -5 Closed 2/11/2005
2005-023
WP2 D04a contributions ALL BENEF ALL BENEF 14/10/2005 27/10/2005 27/10/2005 -6 Closed 3/11/2005
Bucharest, January 16th, 2006 19
Major WP3 action pointsAP
Task/WP
Description ResponsibleOrganizatio
nInitiated
Initially Due
DueDays left
StatusClosing
Date
2005-019
WP3
Prepare and circulate NDA template to the tender evaluation committee
Mitsos GRNET 14/10/2005 25/10/2005 25/10/2005 4 Closed 21/10/2005
2005-021
WP3First level analysis of tenders
Mitsos GRNET 14/10/2005 27/10/2005 26/10/2005 0 Closed 26/10/2005
2005-031
WP3Evaluation forms completed by evaluation committee
EVAL COM
GRNET, DANTE, NIIF, ROEDUNET, ISTF
14/10/2005 10/11/2005 10/11/2005 -15 Closed 25/11/2005
2005-035
WP3 Shorlisted operators EVAL COM
GRNET, DANTE, NIIF, ROEDUNET, ISTF
14/10/2005 21/11/2005 21/11/2005 -32 Closed 23/12/2005
2005-036
WP3Cisculate D06a for approval
Mitsos GRNET 14/10/2005 30/11/2005 30/11/2005 15 Closed 15/11/2005
2005-040
WP3Best solution for approval by EC
EVAL COM
GRNET, DANTE, NIIF, ROEDUNET, ISTF
14/10/2005 2/12/2005 2/12/2005 -28 Closed 30/12/2005
2005-041
WP3Circulate D06b for approval
Mitsos GRNET 14/10/2005 20/12/2005 20/12/2005 35 Closed 15/11/2005
Bucharest, January 16th, 2006 20
Major WP4 action points
APTask/WP
DescriptionResponsib
leOrganization Initiated
Initially Due
DueDays left
Status Closing Date
2005-015
WP4
Each NREN to provide at least two (2) administrators for their network
ALL ALL 14/10/2005 24/10/2005 24/10/2005 -15 Closed 9/11/2005
2005-024
WP4Form Service Implementer Entities
Rusu RoEduNet 14/10/2005 28/10/2005 28/10/2005 -74 OPEN2
2005-042
WP4Install NETIIS ver 3.0 on admin.grnet.gr
Gajins AMREJ 14/10/2005 1/2/2006 1/2/2006 19 OPEN
Bucharest, January 16th, 2006 21
Major WP5 action points
APTask/WP
Description ResponsibleOrganizati
onInitiated
Initially Due
DueDays left
StatusClosing
Date
2005-008
WP5Express commintment on technical activities
Kotsokalis GRNET 14/10/2005 21/10/2005 30/10/2005 -72 OPEN2
2005-032
WP5
Preparation of various questionnaires for collection of input from NRENs/end-users
Maray, Mitsos, Rusu
NIIF, GRNET, ROEDUNET
14/10/2005 15/11/2005 15/11/2005 -57 OPEN2
Bucharest, January 16th, 2006 22
Major WP6 action points
APTask/WP
Description ResponsibleOrganizat
ionInitiated
Initially Due
DueDays left
Status Closing Date
2005-014
WP6Circulate D02a for approval
Kotsokali GRNET 14/10/2005 24/10/2005 24/10/2005 0 Closed 24/10/2005
2005-025
WP6Dissemination plan at country level
Cavalli TERENA 14/10/2005 1/11/2005 1/11/2005 -71 OPEN2
2005-034
WP6Circulate D03a for approval
Kotsokali GRNET 14/10/2005 20/11/2005 20/11/2005 -15 Closed 5/12/2005
Bucharest, January 16th, 2006 23
o Progress towards the contract signingo WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones
Bucharest, January 16th, 2006 24
WP1 short-term milestones
o 1stQ Financial reporto SEEREN2 template is readyo Similar to SEE-GRID. Enhanced with some script automations
o Submit the signed contract back to the ECo Agree on the consortium agreement and signo Prepare next plenary/technical meeting (Kopaonik, March 3-5)o Prepare Deliverable D08 “SEEREN2 acceptable use policy”
o Editor: Vukovic/Topcic (BIHARNET), Planned delivery: 1/1/2006 (delayed)
o Prepare 1st 3M reporto Supervise and assess the progress of work performed in WP2-
6 by the QAM (Neki Frasheri)
The SEEREN2 initiative is co-funded by the European Commission under the FP6 Research Infrastructures contract no. 026748
http://www.seeren.org
22SEEREN
WP1 & M1 Action Points Review
Yannis MitsosGreek Research & Technology Network
ymitsos at grnet.grhttp://www.grnet.gr
Bucharest, January 16th, 2006 26
WP1 Activities breakdown 1/8o A1.1: Organization of kick-off meeting, regular management and
technical meetings, review preparation meetings, project reviews/audits, conference calls, training events, etc. The coordination meetings will be organised so as to foster constructive working by project participants, review work-packages and agree deliverables.
From: SEEREN2 consortiumPresentations
Organisation of kick-off meeting
Regular management and technical meetings (quarterly)
Review preparation meetings
Input
Meeting minutes
Venue information
Output
From: HostParticipants
From: SEEREN2 consortiumAgenda topics
From: SEEREN2 consortium To: SEEREN2 consortium
ObjectivesMeeting agendas
To: SEEREN2 consortium
To: SEEREN2 consortium
Meeting logisticsProject technical reviews
To: SEEREN2 consortium
Meeting participants list
Bucharest, January 16th, 2006 27
WP1 Activities breakdown 2/8o A1.2: Preparation and maintenance of the project
handbook/notebook, demarcation and update of the project definition that includes the "project concept", the "description of work", the "project objectives" and the "project results", proposals for contract amendments.
Input Objectives OutputSEEREN2 Contract, CPF Forms, MMs distribution Deliverable D01 "SEEREN2 project handbook"Preparation of the project handbook/notebook
From: EC, SEEREN2 consortium To: EC, SEEREN2 consortiumHours consumption, non-labor categories charges per month 3M, yearly and final reports, cost statementsMaintenance of coordinates notebook
From: SEEREN2 consortium To: EC, SEEREN2 consortiumDeliverables submitted, milestones achieved, action points closed, documents produced, person-months distributed per WP/activity
Update of the project definition that includes the "project concept", the "description of work", the "project objectives" and the "project results"
Maintainance of financial notebook
From: SEEREN2 consortium To: EC Previous period cost statements Proposal for contract amendmentsMaintenance of administrative notebook
From: SEEREN2 consortium To: EC
Bucharest, January 16th, 2006 28
WP1 Activities breakdown 3/8o A1.3: Preparation of any subcontracts for the deployment and
operation of SEEREN2, preparation and signing of NDAs and agreements, preparation of any necessary contract amendments whenever relevant.
Agreements (Consortium,
To: EC,
To: EC, contractors
Hours consumption, non-labor categories charges per month
Preparation and maintainance of consortium agreement
From: SEEREN2 consortiumDeliverables submitted, milestones achieved, action points closed, documents produced, person-months distributed per WP/activity
Amendments (contract, CA, etc)
Input Objectives OutputSEEREN2 Contract, CPF Forms, MMs distribution Project Notebook
From: EC, SEEREN2 consortium To: EC, SEEREN2 consortium
From: SEEREN2 consortium To: EC, contractorsPrevious period cost statements Third party agreements
From: SEEREN2 consortium
Preparation and signing of MoUs, NDAs, other agreements
Preparation and signing of contract amendments
Bucharest, January 16th, 2006 29
WP1 Activities breakdown 4/8
o A1.4: An Acceptable Use Policy (AUP) document will be drafted and agreed upon for use of any infrastructure that will be provided through this project. The SEEREN2 AUP will be based on similar AUPs used in Europe including the SEEREN AUP.
From: To:
Input Objectives Output1. NRENs and SEEREN1 Acceptable Use Policy Deliverable D08 "SEEREN2 acceptable use policy"
From: EGEE To: EC, SEEREN2 consortium, end-users2. Other policy documents
Draft acceptable use policy for SEEREN2 regional infrastructure
Bucharest, January 16th, 2006 30
WP1 Activities breakdown 5/8
o A1.5: Preparation of quarterly interim activity reports with status of project major achievements, workpackage progress (including any deviations and corrective actions taken), use and dissemination of project results, monitoring of milestones, ongoing tasks and resource consumption.
Input Objectives OutputProject Notebook 3M reportsPreparation of 3-monthly (interim activity) reports with monitoring of the
project milestones, ongoing tasks
From: Coordinator To: EC, SEEREN2 consortium
From: SEEREN2 participants To: EC, SEEREN2 consortiumWP overall achievements Final project report
Summary of partners achievements Yearly reports
From: WP leaders To: EC, SEEREN2 consortiumProblems identified and corrective actions Cost Statements
From: EC, SEEREN2 consortium To:
Bucharest, January 16th, 2006 31
WP1 Activities breakdown 6/8o A1.6: Preparation of periodic and final reports (activity report, management report,
report on the distribution of the Community’s contribution, science and society reporting questionnaire, report on workforce statistics, plan for using and disseminating the knowledge) with status of project major achievements, workpackage progress (including any deviations and corrective actions taken), use and dissemination of project results, monitoring of milestones, ongoing tasks and resource consumption, payments executed to contractors, etc.
Input Objectives OutputProject Notebook Yearly reports
From: SEEREN2 consortium To: EC, SEEREN2 consortium
Preparation of Yearly (periodic activity/financial) report with monitoring of the project milestones, ongoing tasks and resource consumption
From: SEEREN2 consortium To: EC, SEEREN2 consortiumYearly project reports Integrated cost statements
Preparation of Final project report3M reports Final project report
From: SEEREN2 consortium To: ECProblems identified and corrective actions
From: EC, SEEREN2 consortium
Bucharest, January 16th, 2006 32
WP1 Activities breakdown 7/8
o A1.7: Preparation of interim costs statements and transfer advance and interim payments.
Project Notebook Preparation of interim cost statements and transfer advance and interim paymentsTransfer of advance payments
From: SEEREN2 consortium To: contractors3M reports Maintainance of cost statement preparation tool Contractors cost statements
From: SEEREN2 consortium To: ECYearly project reports Integrated cost statements
From: SEEREN2 consortium To: ECCommunication from EC on actual transfers Transfer of interim payments
From: EC To: contractors
Input Objectives Output
Bucharest, January 16th, 2006 33
WP1 Activities breakdown 8/8
o A1.8: Assessment and evaluation of the work of the project, implement and perform the appropriate quality control on project deliverables. The project results will be continually measured against the objectives it has set and the work it has committed to perform.
Input Objectives OutputProject deliverables Translate the project objectives into operational goals and identify the means
to achieve them. Describe what measure of "success" will be usedMeasure of success rules
From: SEEREN2 consortium To: SEEREN2 consortiumContract, CPFs, MM distribution Assess all project deliverables with regard to quality, content and structure Risk reduction plan
From: To: SEEREN2 consortiumAssess and Manage Risk Deliverables assessment report
From: To:Assess the overall project results and project processes
From: To:
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