JPI CH - Heritage Plus Management Board meeting WP4 ...jpi-ch.eu/wp-content/...Rome-28-November-2016-def.pdf · Heritage Plus WP4, Rome, 28 November 2016 2 WP4 Project monitoring

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JPI CH - Heritage Plus

Management Board meeting

WP4. Project monitoring and impact assessment

Rome, 28 November 2016

WP4 / task 4.1 leader RCE (the Netherlands), Eva Stegmeijer

Task 4.2 leader MCC (France), Alexandre Caussé

2 Heritage Plus WP4, Rome, 28 November 2016

WP4 Project monitoring and Impact assessment

Outline of presentation:

• Description, timeline of WP4

• Task 4.1 (aim, activities performed, next steps)

• Task 4.2 (aim, activities performed, next steps)

• Proposal for adjustments to task 4.1 procedure

• Discussion and decisions


Description of WP4 tasks

Start: month 13 (1 Oct 2015)

End: month 60 (30 Sept 2018)

• 4.1 Monitoring of trans-national projects progress

and follow-up (RCE, Netherlands)

• 4.2 Impact assessment of the Joint Call (MCC,

France)


WP4 Timeline according to DoW

1st O

ct.

1st J

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1st J

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1st J

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1st J

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month 1 2 3 4

WP4

Task 4.1 D1 D2 D3

Task 4.2 M D4

52 54 56 58 6042 44 46 48 5032 34 36 38 40

2018

30

2013 2016 2017


task 4.1

Monitoring of

trans-national projects progress

(RCE, Netherlands)


Task 4.1 Monitoring of trans-national

projects progress (RCE)

Aim: “Monitor the outputs of the funded trans-national projects and

assess the execution according to objectives, resources and timetable

established.”

Input:

• JHEP monitoring and evaluation methodology

• good practices (HERA, BiodivERsA, ERALEARN, …)

Monitoring procedure: reporting template + review (MS6, month 15)

Output: Annual progress report (D4.1, D4.2, D4.3).


Task 4.1 Activities performed:

Annual reporting procedure established (MS9)

• Mandatory template for reporting and guideline

– sent to PL’s Summer of 2015

– Tables also in excel, to suit JHEP2 monitoring

• Deadlines annual report of projects:

– 1 February 2016 -> D4.1 on 1 April 2016

– 1 February 2017 -> D4.2 on 1 April 2017

– 1 June 2018 -> D4.3 on 1 April 2018 -> to be reconsidered

• Review procedure:

– Report 1: technical check (RCE)

– Report 2 + 3: technical check (RCE) + scientific progress/impact (SC)



First summary report developed (deliverable 4.1)

• Annual reports by projects collected

• Components of summary report verified with EC

– General vision (rationale, typology of projects)

– Expected and partial outcomes (i.e. deviations)

– Activities carried out (esp. stakeholder)

– Activities to be implemented in the next year

– Contribution to EU programme priorities

– International activities (if any)




• Annual reports by projects collected

• Components of summary report verified with EC

• Technical check of annual reports performed:

– Progress of projects checked and evaluated

– Overview of projects developed (summary, typology)

– Early outputs/results summarized

– Issues with start/end dates signalled

– Financial information verified with funders

• Summary report formulated




Digital Intangible Built Archeology Moveable

(cultural)

Landscape

CHANGES - effective maintenance of built heritage

CHIME - understanding value of music festivals

CHT2 - 4D representation of archaeological sites

CLIMA - effect of climate change and anthropic pressure on heritage

CMOP - improved methods of cleaning modern oil paints

EnDOW - copyright clearance for orphaned cultural heritage

EUROMAGIC - conserving and re-using magic lanterns slides

EuWatHer - generating knowledge on European historic waterways

GASTROCERT - value of regional gastronomy for identity & economy

HeAT - understanding and preventing threat to heritage from conflict

HeritaMus - documentation of and access to Fado and Flamenco

HEURIGHT14 - understanding the changing nature of the right to CH

HIMANIS - improving access to manuscripts

PICH - new approaches to urban planning & governance that effect CH

PROTHEGO- understanding geohazards to cultural heritage

REFIT - engaging stakeholders in archeological research/ landscapes




Scientific output (53) Stakeholders (1842)

• All 16 projects started, 50% after 1 June 2015

• 7 fully achieved objectives, 9 have minor deviations (86%)

• Output significant, dissemination to > 50,000 people




first deadline 2015 2016 2017 2018

last deadline 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9

CHANGES

CHIME

CHT2

CLIMA

CMOP

ENDOW

EUROMAGIC

EUWATHER

GASTROCERT

HEAT

HERITAMUS

HEURIGHT

HIMANIS

PICH

PROTHEGO

REFIT

13

Project end date after 1 June 2018




total received

total

transferred

Project

accronym

€ 50.000,00 € 80.870,00 CHANGES

€ 118.835,12 € 121.045,79 CHIME

€ 84.424,90 € 55.148,56 CHT2

€ 35.000,00 € 70.928,66 CLIMA

€ 43.829,81 € 46.313,99 CMOP

€ 134.396,26 € 121.486,51 EUROMAGIC

€ 102.231,29 € 103.574,54 EUWATHER

€ 100.212,61 € 103.718,31 ENDOW

€ 144.000,00 € 123.651,83 GASTROCERT

€ 81.392,00 € 74.186,00 HeAT

€ 46.905,00 € 46.869,00 HeritaMus

€ 53.039,26 € 54.884,34 HEURIGHT14

€ 154.056,00 € 102.260,00 HIMANIS

€ 22.273,91 € 40.706,00 PICH

€ 81.749,03 € 82.927,31 PROTHEGO

€ 106.670,16 € 109.639,30 REFIT

€ 1.359.015,36 € 1.338.210,15

Verifying financial data Feb 2016:

• 50% of cases significant variance

• Not all funders had (planned) transfer




Verifying financial data March 2016

• All cases of variance solved

• Most funders have (planned)

transfer(ed)

total received

total

transferred

Project

accronym

€ 80.870,00 € 80.870,00 CHANGES

€ 118.835,12 € 121.045,79 CHIME

€ 54.424,90 € 55.148,56 CHT2

€ 70.928,66 € 70.928,66 CLIMA

€ 43.829,81 € 46.313,99 CMOP

€ 119.396,26 € 121.486,51 EUROMAGIC

€ 102.231,29 € 103.574,54 EUWATHER

€ 100.212,61 € 103.718,31 ENDOW

€ 123.650,83 € 123.651,83 GASTROCERT

€ 74.310,00 € 74.186,00 HeAT

€ 46.905,00 € 46.869,00 HeritaMus

€ 53.039,26 € 54.884,34 HEURIGHT14

€ 139.345,00 € 139.345,00 HIMANIS

€ 40.706,91 € 40.706,00 PICH

€ 81.749,03 € 82.927,31 PROTHEGO

€ 106.670,16 € 109.639,30 REFIT

€ 1.357.104,85 € 1.375.295,15




• Deliverable 4.1 uploaded in ECAS April 11

• Comments by EC:

– the procedure for qualitative assessment / promoting synergies

– the key indicators (KPI) selected from the JHEP

– elaboration of projects, objectives for the reporting period

– contribution to JPI CH SRA, to FP7,

and preferably H2020 and new EC R&I orientations

• Summary report adjusted


Task 4.1 objectives, next steps

General objective is threefold:

inform EC, provide management information, feed JHEP2 monitoring

Next steps in first semester of 2017 are to:

- resubmit deliverable D4.1

- elaborate the review procedure by Scientific Commitee

- adjust the reporting template given first experience

- gather the 2nd annual reports, ensure completeness (1 Feb)

- organize review by SC (Feb 2017)

- Compile reports and review into deliverable D4.2


task 4.2

Impact assessment of the Joint Call

(MCC, France)


Activities of task 4.2

Impact assessment of the Joint Call (MCC, France)

Aim: Measure effects of the call on the initial rationales expressed

through main research objectives and priorities in the SRA of the JPI CH

(social challenges, needs and issues) with a focus more particularly on the

outcomes and broader impacts on the social sphere of the intervention.

Inputs:

• JHEP and JHEP2 monitoring and evaluation methodologies

• Task 4.1; D4.1, D4.2 and D4.3 annual reports

• Questionnaire Heritage Plus partners (MS10, month 50)

Output:

• Final Report on the Joint Call impact (D4.4, month 60)

Next steps of task 4.2:

Main steps for MS10 (Set up of a questionnaire for impact assessment

analysis to be approved by the Management Group, month 50, 1 Dec 2017)

• Analyse D4.1 and D4.2 annual reports results (ongoing).

• Identify a set of impact assessment indicators for the joint call, in line with

JHEP and JHEP2 methodologies (ongoing).

• To work out them with the advice from and validation of the Scientific

Committee and Advisory Board (second half 2017)

• Set up a questionnaire (second half 2017)

• To validate the selected indicators and questionnaire by the Management

Group (end 2017)


Objectives of task 4.2



Objectives of task 4.2


Next steps of task 4.2:

Main steps for D4.4 (Final Report on the Joint Call impact assessment,

month 60, September 30th 2018)

• Submit questionnaire to the Heritage Plus partners (approx. Month 51)

• Analyse of questionnaire results (approx. Month 54-55)

• Include results and analyse the latest D4.3 annual report

• Prepare of the last D4.4 report for joint Call assessment (from month 55)


Task 4.1

Proposal for adjustments


Task 4.1: Proposed adjustments

The proposed adjustments are:

1. elaboration of the review procedure by the

Scientific Committee

2. alterations to the annual reporting template

3. postponement of submitting deliverable 4.3


Task 4.1 Proposed adjustments:

1. Review procedure by Scientific Committee

• Concerns second / third reporting (del. 4.2 and 4.3)

• Review of scientific progress and impact

• Proposed procedure:

– Each annual report reviewed by 2 ScC-members

– Assigned according to expertise

– Remote review based on reports + project sheets (del 1.1)

– Plus final workshop / ScC meeting at Parade

• Funding for review (modest fee ScC) needed



2. Alterations to annual reporting template

EC programme

priorities

EC programme priorities

Contribution by

(deliverable number (s))

Brief description of what

is contributed and how

Developing reflective society

Connecting people with heritage

Creating knowledge

Safeguarding cultural heritage resource

Open innovation (involvement of more actors in the

innovation process, from researchers, to entrepreneurs,

to users, to governments and civil society)

more than when? More than

who? Difference from indicator

on stakeholder involvement?

Open science (e.g. Open Access to research results,

open platforms etc.)

Openness to the World (i.e. international activities)Or in table 4.5.1? (number of

stakeholders)

FP7 call text on impacts: Better use of scarce

resources. Increased quality of research and synergies

at European, national and regional level. Reduced

fragmentation of research efforts

Proposed to be added:

Contribution to

SRA challenges

ADD:

Contribution to EC

Programme priorities

2a. Addition of list of EC programme priorities:

-> Open innovation, Open Science, Openness to the world (3O). New indicators?

-> FP7 impacts: synergies, quality of research reduce fragmentation. Here or in D4.4?

-> exact indicators / location to be determined




2b. Addition of indicator on international activities (reach outside EU)

-> not part of call, nor review, just for monitoring purposes

-> to be included in 3O’s, or in stakeholder table?

27 Heritage Plus WP4, Brussels 17 March 2016



2c. Removal of JHEP monitoring priorities (based on SRA)

-> resulting from JHEP monitoring but excluded from JHEP2 KPI’s




2d. Revise categories of Dissemination

-> distinction between website / online

presentation is unclear.

Alter:

- Appearence in printed media

Split:

- Online presentations (youtube ,

TED talk, webinar etc)

- Live unrecorded presentations




2e. Clarification to guidelines, based on FAQs:

- Exchange rate non-Euro countries can be set on first working day of

month before reporting (2 January 2017);

- Financial specification (expenditure) is mandatory for granted

funds, and of interest only for matched funds.

- If financial system of PIs does not enable financial overview up to 1

Feb 2017, then covering the period up to 1 Jan 2017 is allowed.



3. Postponement of submitting deliverable 4.3

- Delayed start / end (May 2018) of projects, due to call processing;

- Final reporting date set on 1 June 2018;

- Summary report / D4.3 is due on 1 April 2018;

- Time needed for processing is two months;

- gathering delayed reports, performing technical review, organizing ScC review

- Therefore submittal on 1 August 2018 is proposed.

- This has been discussed with and agreed on by task-leader 4.2



3. Postponement of submitting deliverable 4.3

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1st A

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month 1 2 3 4

WP4

Task 4.1 R1 D1 R1 D2 D3 R1 D3

Task 4.2 M D4

52 54 56 5842 44 46 48 5032 34 36 38 40

2018

30

2013 2016 2017

60


Task 4.1

Proposal for adjustments

Discussion, decisions

next steps

1. Proposed review procedure by scientific committee?

-> How will the necessary, modest funds be allocated?

2. Modest alterations to reporting template:

a. Adding EC programme priorities: FP7 (or in D4.4?), 3O

b. Adding indicator on international activities

c. Removing JHEP monitoring priorities

d. Revising dissemination categories

e. Clarifying guidance

3. Postponement of D4.3 to 1 August 2018?


Task 4.1 Discussion and decisions:

Does the H+ Management Board agree with:

• Are other adjustments desirable or needed?

e.g. objectives for next period as list (not tekst)

• Promoting synergies between and clustering of

H+ projects as part of D4.2 / D4.3 or WP1?


Task 4.1 Discussion and decisions:

Foreseen steps (depending on the decisions just made) are:

• > Dec 6 2016: finalize list of EC programme priorities (EC/TL)

• Dec 6 2016: send adjusted template to PLs, remind reporting date 1 Feb 17 (TL)

• Dec 2016: Inform Scientific Committee of review task + timing (coordinator)

• Jan-Feb 2017: Develop project sheets, verify with PLs, send to ScC (coordinator);

• > Feb 1 2017: Provide TL with information on the funds transferred to H+ projects

as of that date (all Heritage Plus funding partners), format to be provided (TL)

• Non-Euro countries: base on the amounts/exchange rates included in the contract

• Feb 1-8 2017: Gather annual reports, verify completeness (TL)

• Feb 8 2017: assign + send annual reports to the ScC-members (TL + coordinator)

• Feb 20/21/22: organize ScC meeting incl. final review at H+ Parade (coordinator);

• > April 1 2016: Compile reviews + technical analysis into final Deliverable 4.2 (TL)


Task 4.1 Next steps:

Questions?

Suggestions?

Thank you for your patience and

collaboration!


Documents

JPI CH - Heritage Plus Management Board meeting WP4 ...jpi-ch.eu/wp-content/...Rome-28-November-2016-def.pdf · Heritage Plus WP4, Rome, 28 November 2016 2 WP4 Project monitoring