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TANGO Kick-off Meeting Notes Date of Meeting: 20th & 21st November 2012

Location: Keele University, MacKay Building

Partners present: Maria Heckl (Co-ordinator) Keele University Gunilla Efraimsson Kungliga Tekniska Högskolan Hans Bodén Kungliga Tekniska Högskolan Lin Strobio Chen Technische Universität München Ines Lopez Arteaga Technische Universiteit Eindhoven Jakob Hermann Ingenieurbüro fur Thermo-Akustik Paula Martinez-Lera LMS International Federico Dacca' Ansaldo Energia Joan Teerling Bekaert Combustion Technology Rick Scholte Sorama Paul Hix Deutsches Museum Alan Cummings (University of Hull)

Others present: Mark Turner (Keele University) - TANGO Website Designer Steve de Cruz Keele University - TANGO Website Administrator James Allman Keele University - Research Accounting Manager Anne Budgen Keele University - Research Accounting Assistant Pauline Weston Keele University - EPSAM Manager Fenella Webster Keele University - TANGO Administrator

Distribution: Partners present (as above) Others present (as above) Susann Boij Kungliga Tekniska Högskolan Wolfgang Polifke Technische Universität München R.I.Sujith Indian Institute of Technology Madras Wim Desmet Katholieke Universiteit Leuven Alessandro Bottaro University of Genova Ralf Corin Sontech AB Mikael Karlsson Swenox AB Estelle Laurendeau Liebherr-Aerospace Toulouse SAS Johanna Ingenito Liebherr-Aerospace Toulouse SAS Edgar Fernandes Instituto Superior Técnico Lisbon Mico Hirschberg Technische Universiteit Eindhoven

References: Maria Heckl’s Kick-off Meeting presentation slides, James Allman’s Finance presentation slides and Lin Strobio Chen’s presentation slides are supplied in PDF format for reference. The Powerpoint presentations are available to view from the members’ area on the TANGO website http://www.scm.keele.ac.uk/Tango/

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Welcome & introduction of partners Dr Maria Heckl welcomed all those present at the meeting1 and thanked them for attending, inviting each to introduce themselves and summarise their area of expertise and involvement in the TANGO project. Maria introduced the partner institutions unable to attend, for the benefit of those present. Maria asked partners to adopt first-name terms within the project. Maria continued by reviewing the meeting agenda2 and inviting contribution from those present on the scheduled items during the course of the meeting and offered an opportunity for additional items to be discussed at ‘Any other business’.

Scientific topics within TANGO Maria reviewed the project’s scientific topics3 and allocation of the specific research tasks4; each research task being assigned to a specific partner and to be undertaken by a fellow recruited by the partner organisation for that purpose. Maria also explained the interactions5 between the tasks and the working relationships envisaged between the partners/fellows allocated to those tasks, both within and between the scientific topics. Colour coding used in the presentation slides denotes: Blue - Aero-acoustics (WP1) Red - Fundamental aero-acoustics (WP2) Green - Applied thermo-acoustics (WP3)

Review of research tasks Maria noted that most tasks will be assigned as 3 year PhD research projects; task 2.5 as a 2 year Post Doc project; task 3.6 as an 8 month Masters project, the shorter time-allocation designed to use up the remaining funded hours allocation. The project has a total of 500 ‘fellow-months’ of funding assigned. Maria invited those present at the meeting hosting a specific research task to summarise the planned scope and aims of their research. Maria contributed for partners not present. Lin Strobio Chen gave a short presentation about the TANGO activities at the Technische Universität München.

Vision of what we want to achieve with this project Discussion of this item was postponed to allow a break for refreshments before reconvening for Mark Turner’s presentation on the TANGO website.

1 TANGO Kick-off meeting slide 3 2 TANGO Kick-off meeting slide 5 3 TANGO Kick-off meeting slide 6 4 TANGO Kick-off meeting slide 7 5 TANGO Kick-off meeting slide 8

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TANGO website Maria introduced Mark Turner, the TANGO website developer. Maria gave an overview of the website home page layout and menus, with additional contribution from Mark Turner. It was agreed that the EU project reference should be added in footer notes, which has been done. Partners will need to log in to the members’ area. Action: Maria will send logins and passwords by email to the partners. When/by: Done

Open Positions page This page displays details of each of the research tasks being hosted by the different partners and the person skills/specification sought to fulfil the research post. Action: Each partner’s Scientist-in-Charge to send to Maria details of the post/s available and their own organisation’s application procedure, including address links to their own website recruitment area. When/by: As positions are advertised for recruitment. The applicant’s details are sent to the host institution’s Scientist-in-Charge for review and copied to Mark Turner and Steve De Cruz at Keele (for website administration purposes). If the applicant agrees to the information being shared between partners it is flagged for Maria to review and send the applicant’s details to other host partners. Further development of this webpage will include:

• To put the table of positions nearer the top of the page, just after the introductory paragraph text.

• To strike through the details of posts already filled, to make it clear which ones can still be applied for.

• To show the country location for the institution hosting each research task, the appropriate national flag will be inserted alongside the host partner’s name acronym.

• When all posts are filled the page name will be changed to ‘Positions’.

News page It was suggested that ‘News’ should be put onto the website homepage. This idea will be reviewed once the project is more established. The ‘Vision’ statement needs to be prominent on the homepage and will be added once the wording is agreed. An upload facility for news items will be added to the members’ area, presented as a link ‘Upload Members’ News’. Posts will be viewable within the members’ area and may be selected for publication in the ‘News’ area of the website, moderated by Maria. Document and graphic files may be emailed to Maria for posting on the website, such as publicity for workshops. Adding news items also creates an online archive of project activities and events

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Project Consortium page A map of Europe / India will show the partners’ locations, each having a link to a separate page showing the partner’s office and contact details, displaying the institution’s logo, and providing additional information about their institution and the research task posts they are hosting. It was agreed to use the map from Jakob’s publicity poster on the website. Countries highlighted in blue are EU members. Action: Jakob to send a copy of the map in jpeg format to mark@firecrestcomputing.co.uk When/by: 21st December 2012 Mark will implement the links and add content. It was agreed to use the partners’ information given in the EU grant application (pages 35-52) for this purpose. Once developed, the partners will be asked to review and verify the information shown, or submit changes. Action: Mark and Maria to co-ordinate with partners as needed. When/by: To be completed by 11th January 2013

Publications page It was suggested that there should be a members’ upload area, to share papers and to make other interesting publications available to project scientists and fellows. It was noted that there could be copyright issues if publications are posted, but adding hyperlinks to publications freely available on the web would not cause problems. It would be helpful to list links by scientific category. Action: Maria to look into issues of copyright. When/by: Report at next project meeting. Action: Mark to look into having an FTP site for members to upload documents. When/by: Report to Maria initially, by 21st December 2012.

Publicity Partners need to help publicise the TANGO project by adding links from their institutions’ websites to the TANGO website. Partners may use the TANGO logo for publicity. Action: Each partner’s Scientist-in-Charge to arrange this. When/by: 21st December 2012 Action: Maria to send a jpeg format file to each Scientist-in-Charge by email. When/by: 21st December 2012 Maria asked partners to ensure that they send her publicity and presentation materials created for workshops for uploading to the website. Partners should also consider how to achieve media coverage for the project and events. The project’s aim to promote women in science is an important aspect to present.

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Outreach page Outreach has been added as a new menu option. This page will offer information about the project for the general public. As the project progresses partners will need to submit interesting pieces for this page. Action: All partners need to email their ideas to Maria as the project develops. When/by: Ongoing

Media Gallery page Picture Gallery has been renamed as Media Gallery. Partners agreed that it would be fun to have tango music on the site! Ines supplied a couple of good ‘youtube’ musical video options to use and Mark has linked these from the Media Gallery. Partners also liked the idea of making Rijke tubes tango music and discussed how this could be done. Perhaps this could be a project for Fellows to play with? There was also discussion about creating a forum on the website and using social media sites and to promote communication between Fellows and make the project accessible to a wider audience. This will be discussed further at future meetings for progression when Fellows have been recruited and can contribute.

People page Partners like the idea of ‘putting a face’ to the project, by having photographs of the people involved in the project presented on the website, each with a clickable link to a summary of that person and their role. A new menu option ‘People’ has been added to the TANGO website for this purpose. Ultimately there will be three sub-divisions of this page: Scientists-in-Charge, Fellows, Keele Team. Action: Each Scientist-in-Charge to supply his/her photograph and blurb for the site When/by: To be emailed to Maria by 14thJanuary 2013 Action: Maria to send Mark the ‘Keele Team’ names and photos, after consultation. When/by: 14thJanuary 2013 Action: Mark to set up the People page. When/by: 14thJanuary 2013

Recruitment Maria reviewed the eligibility criteria that fellows must satisfy. These rules are available in PDF format from the TANGO website: http://www.scm.keele.ac.uk/Tango/tango-network-phd-research-positions/ Partners should consult with Maria regarding suitability of applicants. A good applicant should be encouraged to apply to another partner if they can not be recruited on mobility grounds.

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Posters Jakob presented two designs of recruitment posters and these were discussed. The first poster, showing the map, was preferred. Action: Jakob needs weblinks from partners to put onto the poster. Who/by: All full partners recruiting. The Scientist-in-charge to supply. When/by: 21st December 2012 Jakob agreed to finalise the design of the poster, organise print production and distribution to partners.

Promotion There was discussion about using different forms of social media to promote the open positions and connect with suitable applicants. Maria encouraged partners to post their vacancies on the Euraxess website http://ec.europa.eu/euraxess/index.cfm/jobs/jvSearch Federico reported that Ansaldo Energia have successfully recruited the fellow for task (3.7) Numerical and analytical study of industrial gas turbine.

Close – end of day Maria closed the meeting for the day, to reconvene on Wednesday 21st at 9am.

Finances Maria introduced James Allman, the Research Accounting Manager at Keele, Anne Budgen (FINANCE) and Pauline Weston (ESPAM). James gave a useful presentation on handling the financial aspects of the project. Action: James needs the contact details for finance at each full partner organisation. Who/by: The Scientist-in-charge to supply the email address for their finance contact to James by email to j.r.allman@keele.ac.uk By: 21st December 2012 James illustrated how to register the financial contact on the Participant Portal http://ec.europa.eu/research/participants/portal/page/home;efp7_SESSION_ID=HJbdQ0mTR4xpkrFyCXfDgFDJ1Gq2h1m0pGnh29SM99Y3WxvrQQ0x!-1502011330 Action: Full partners MUST register their financial contact on the Participant Portal. Who/by: Scientist-in-charge to ensure this is done! When: By 21st December 2012 James advised that the Declaration of Conformity needs to be submitted via the Participant Portal as soon as a new Fellow has been recruited. James encouraged the partners to consult him when needing advice or assistance.

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James went on to talk about the allocation of funds and the time-line for this. James confirmed that payments could be made later than the pre-determined schedule to fit with a partner's financial year. For the first payment, Keele will assume that the Fellow contract began on 1st November 2012 and payment will be made accordingly, with any adjustment necessary being made in the second year. James offered to advise partners outside the Euro-zone on how to handle the complications of financial reporting in Euros. James recommended keeping attendance lists for meetings etc., which can be charged to Cost Category 4. Each partner is allocated a set amount for attending project meetings. Full details are given in Maria's email to partners of 15th June 2012. Regarding the cost categories, James advised when charging to Cost Category 4 full evidence is required; detailed records of spend are not needed when allocating to Cost Category 3. NB The cost of Fellows attending meetings should be charged to Cost Category 3. Associated partners should submit expense claims forms to Maria.6 Only expenses actually incurred, including consumables used, can be claimed; time costs for the individual attending can not be claimed. Expenses for Outreach Workshops hosted by the Deutsche Museum will need to be covered by Cost Category 3.

Financial Reporting & Audits November 2014 is the mid-term financial review for the project.7 As the date approaches partners need to manage financial reporting to meet this deadline.

Secondments Maria presented a provisional secondment plan. Associated partners can take on a seconded student. The living costs of seconded students are met by their primary host institution and charged to Cost Category 3. The Fellows should themselves look for appropriate secondment places, supported by the Scientist-in-charge. To assist this process, Maria will ask the associated partners and industrial partners to present information about their area/s of expertise at a future project meeting.

6 TANGO Project Finances (slide 14) 7 TANGO Project Finances (slide 12)

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Vision Gunilla introduced the topic then asked everyone to discuss their ideas within smaller groups. Reporting back the following views were presented and discussed:

• We need to work towards a vision. The project partners will develop trust through discussion.

• The project consortium develops a network with potential for interaction and communications, building relationships which should extend beyond the four-year TANGO project.

• The project environment develops interaction between Fellows and partners, with an additional benefit of learning/developing another language.

• Fellows will also benefit from developing 'soft-skills' through Outreach work. • The project itself needs a broader vision than the scientific research itself,

identifying larger scale benefits. That vision is needed now, as an aim for the project to work towards.

• Long-term vision is to 'make the world a cleaner place' – emphasising the 'green' aspect.

• Along-the-way, we expect to gain fundamental understanding of complex interactions, through a combined experimental, numerical and analytical approach.

• Fellows will be attracted to the project because of the 'green' aspects in addition to the scientific aspects and interest in the research.

• Research is not for its own sake! • Industrial partners are keen to develop university research into a commercial

product. Sustainability is the key to the success of the energy industry. • To encompass all these issues, the vision needs to be on different levels: for

society (green), for the group itself (teamwork), positive gender promotion. • Leadership from the group should inspire common goals and being part of a

bigger picture – doing something for our world! • The TANGO website should promote that vision.

Action: Maria and Gunilla to prepare a vision statement and circulate for review Who/by: Maria to co-ordinate When: 14th January 2013

In conclusion, the vision statement needs to be agreed and posted on the TANGO website quickly, but the vision ethos will remain a subject of future discussion.

Workshops and Outreach Maria requests that workshops and project meetings should be scheduled together, to save on travel expenses. Training events of 0.5-1 day duration should also be tagged on to scientific workshop timetabling. Workshops should combine speakers, lectures and outings to industry. Creative thinking is needed to host a successful scientific workshop. The issue of gender imbalance in science needs to be addressed.

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The next meetings will be in Munich in the Spring of 2013. It will be a challenge to fit all objectives into one week! For outreach, ideas and views discussed by partners included:

• Outreach should follow on from the N3L conference in Munich, so that visitors may follow-on to the TANGO activities.

• The number of people attending events can be influenced by many factors, including the weather!

• Partners should collaborate with schools and arrange for Fellows to take school classes.

• Fellows will need support to develop their presentation skills. • It will be challenging to create interesting outreach activities that will

successfully engage with the general public to reach a broader audience. • The activities and events need to be tailored to the target audience. • It is important to take cultural aspects into account. • Visual aids and demonstrations are effective, but can be time-consuming to

prepare, require considerably support and can be costly. • Can the partners connect with other organisations that specialise in this? • Fellows need to communicate with the general public, not just at

university/scientific level. • Designing a poster and/or making a video requires Fellows to explain their

research in a simple way. In subsequent discussions between Maria and Gunilla, it was decided to postpone the date for the Outreach Workshop.

Any other business Partners agreed that the discussions had been free-flowing and had raised many good ideas. Maria thanked everyone for their input. Partners look forward to meeting again in Munich. There were no other items raised for discussion.

Close Maria thanked everyone for attending and closed the meeting. TANGO Kick-off Meeting Notes issued on 18th December 2012.