Waterways Forward

Overview of partners’ specific roles and tasks

Delft, 12 February 2010Kick-off meeting

Content

1. Partners with specific tasks 1. CP leaders2. TG leaders3. Partners hosting meetings

2. Tasks for all PPs1. Component 12. Component 23. Component 3

3. Partners’ budgets4. Serbian partner’s status

1. Partners with specific tasks

Lead Partner – as overall responsible for WF

Role: to carry out the overall management, communication, implementation and co-ordination of the project

1. Partners with specific tasksComponent leaders:

CP1: Management and coordination: Lead Partner CP2: Communication & dissemination: PP4 – British

Waterways: appoints a project Communication Manager (CM) responsible for WF Publicity and Communication Plan (P&C) and for overall dissemination of project outputs. CM is supervised by the Lead Partner’s PM

CP3: Knowledge exchange: Lead partner• assisted by TG leaders PP5

VRW PP12 & VNF

1. Partners with specific tasks

Thematic Group leaders

PP5 – VRW (NL): GovernancePP12 – VNF (FR):  Environment and

climate change

1. Partners with specific tasks

TG leaders’ basic tasks: TG coordination Responsible for the Masterclasses Responsible for knowledge exchange Responsible for the ICT tool to support knowledge exchange (together with PP4

BW) Contribute to the final report of WF

1. Partners with specific tasks

Preparing, organising and hosting kick-off meeting, launching and final conferences and Interregional Working Group / Steering Group meetings:

• PP5 (NL): Administrative kick-off meeting – CP1• Lead Partner (NL)- Launching conference – CP2• Project Partners 10 and Partner 11 (IT) - 2nd Interregional Working Group

meeting – CP3• PP13 (ES) - 3rd Interregional Working Group – CP3• PP3 (IE) - 4th Interregional Working Group meeting – CP2 • PP9 (HU) - 5th Interregional Working Group meeting – CP3• PP6 (NO) - 6th Interregional Working Group meeting - CP3• PP12 (FR) - Final conference – CP2

1. Partners with specific tasks

Meetings table Partner

no. Partner Date Date SC Place CP

1

Internal administrative KO meeting P5 VRW month 2

11-12 Feb 2010 Delft CP1

2 Kick-off event LP SRN month 3 11-12 March 2010 SC The Hague CP2

3

2nd interregional meeting P10,P11 Navigli,Ferr month 9 Sept 2010 I taly CP3

4

3rd interregional meeting P13 SIRGA month 12 Dec 2010 Spain CP3

5

4th interregional meeting P3 Ww IE month 21 Sept 2011 SC I reland CP2

6

5th interregional meeting P9 VKKI month 24 Dec 2011 Budapest CP3

7

6th interregional meeting P6 Telemark month 33 Sept 2012 SC Norway CP3

8 Final Conference P12 VNF month 35 Nov 2012 Brussels CP2

2. Tasks of all PPsIn case of joint project events (eg. Launching

event, final conference)responsible PP:

• overall responsibility for coordination and implementation of the event and that it happens according to plans both in time and content

• indicated in AF involved PPs (usually all other PPs!)

• have to support the responsible PP and carry out all their own sub-tasks according to plans both in time and content

2. Tasks of all PPsComponent 1: management & coordinationStart up tasks:• Appoint WG, SC and TG members• Arrange FLC • Approve and sign Partnership Agreement• Participate in first SC and WG meetings at launching event

Regular tasks:• Participate in SC and WG meetings in line with meetings

schedule defined in implementation plan• Participate in regular project communication (emailing)• Provide inputs and acquire FLC certification for the half

yearly progress reports finalised and submitted by the LP• Provide inputs for the final project report finalised and

submitted by the LP

2. Tasks of all PPsComponent 2: communication & disseminationRegular tasks:• Provide inputs for the 6 newsletters• Contribute to website content• Contribute to brochures’ content (1st, 2nd and final brochures)

Tasks along implementation:• Approve communication plan and project image• Participate in launching event (The Hague, March 2010)• Organise the publication of press releases (per partner region)

as laid down in Implementation Plan• Organise press conference following partners’ RSP meetings• Direct communication activities to create publicity for the

Masterclasses in Ireland per partner region• Provide inputs to PP4 for preparing exhibitions including media

tools

2. Tasks of all PPsComponent 2: communication & dissemination

Tasks along implementation (2):• Draft articles (14 altogether on project level) on the

results for the Master Classes to be published in specialized magazines

• Active participation in virtual knowledge exchange supported by the CM

• Organise press conferences following last SC and WG meetings

• Draft articles (14 altogether on project level) on the final project results to be published in specialized magazines

• Participation in final conference• Contribution to the organisation of the exhibition to

be presented at the European Parliament

2. Tasks of all PPsComponent 3: knowledge exchange

Tasks along implementation (1):

• Participation in the Thematic Group meetings (altogether 12 – 6x2 – first a virtual process related to launching event)

• Comment on and agree on methodology for regional analyses• carry out regional analysis based on joint methodology:

collection of good and bad practices• Draft a regional analysis report based on analysis carried out• Contact and set up regional stakeholder platform (by each

partner region)• Organise meeting of the RSP to discuss the outcomes of the

analyses and the selected good practices• Draft a report on the outcome of the RSP meeting• Contribute to planned schedule and procedure of intensified

transfer visits

2. Tasks of all PPsComponent 3: knowledge exchange

Tasks along implementation (2):

• Participate in 1 transfer visit• Draft 1 actvitiy report on the transfer visit• Organise RSP meeting to discuss results of the

transfer visits• Draft 1 report on the RSP meeting• Participate in the two Master Classes (Ireland,

September 2011)• Draft a regional policy recommendations

document• Draft a regional action plan document

2. Tasks of all PPsComponent 3: knowledge exchange

Tasks along implementation (3):

• Contribute to creation of an online ICT tool as virtual platform to assist regional debates in RSPs on draft documents

• Participate in regional debates through the virtual platform• Draft a regional implementation report• Draft a regional assessment report on regional governance• Contribute with inputs to project level final policy

recommendations, governance model and the joint action plan for implementation

• Approve the final documents prepared jointly by the partners• Draft presentation on final project outputs and present these

at the final RSP meeting

2. Tasks of all PPsSpecific tasks of PPs:

• Although just one/few partners are involved, there might be outputs on project level

• Full responsibility of the given PP to ensure coordination and implementation of the task/action and that it happens according to plans both in time and content

• Never forget interdependency of PPs’ tasks!

3. Partners’ budgets Related to the tasks of the given PP

>> more responsibilities >> proportionally higher budget

Planned taking into account differences of national cost levels

Broken down by

• CPs• Budget lines• Reporting periods

• Details on: • External expertise• Meetings’ organization

SRN CP0 CP1 CP2 CP3 TOTAL

Staff - 131 574 16 000 34 500,5 182 074,5

Administration - 6 400 800 5 000 12 200,0

Travel and accomm 2 500 7 500

11 300 16 800 38 100,0

External expertise 21 919 154 205 38 352 10 850 225 325,5

Equipment - - -

- -

TOTAL 24 419 299 679 66 452 67 151 457 700,0 % 5,3% 65,5% 14,5% 14,7%

AF 457 700

3. Partners’ budgets - examples

3. Partners’ budgets - examples

CP1 1 2 3 4 5 6

2010/1 2010/2 2011/1 2011/2 2012/1 2012/2Total (incl CP0)

Staff 10 526

21 052

26 315

26 315

26 315

21 052

131 574

Administration 320 960

1 280

1 280

1 600

960

6 400

Travel and accomm 2 500 1 500 1500 1500 1500 1500

10 000

External expertise 41 798

29 480

25 661

26 763

25 661

26 763

176 124

Equipment - 0 0 0 0 0 -

3. Partners’ budgets - examples

Descriptionof external expertise Amount (EUR) Period

Component 0 (Preparation)    

Project preparation meetings (venue, catering, translation) 5 702,50 1External support (AF preparation, coordination project meetings, partner search) 16 216,50 1

Sub-total 21 919,00  

Component 1 (Mgt. & Coord.)    

First level control 8 325,00 2,3,4,5,6

Other legal/admin costs (e.g. public procurement) 1 850,00 1

Travel costs for PB members delegated by ZH 3 305,00 1,4,6Travel costs of project/financial managers 6 500,00 all

Preparing project management guide and financial management guide 12 025,00 1

Day to day project management 64 600,00 all

Day to day financial management 57 600,00 all

Sub-total 154 205,00  

3. Partners’ budgets - examples

Component 3 Hosting meeting  

Venue rent 2 500,00

Catering 5 500,00

Transport participants 2 003,33

Support preparation meeting 5 000,00

organization by external experts 2 500,00

Sub-total 13 127,50

4. Specific status of P14 - Serbia

PWMC Vode Vojvodine - Office for European Affaires, Executive Council, Autonomous Province of Vojvodina

• Signatory, as Project Partner 14 of the Partnership Agreement

• No ERDF funding for PP14 – budget includes: Own budget in the form of staff time indicated in the AF but

part of the total project budget (10,000 EUR) Budget for travel and accommodation included in ERDF

partners’ budget who are hosting meetings – (see meetings table)

4. Specific status of P14 - SerbiaPP14’s roles and tasks consist of

participation in WG, SC and TG meetings for the purpose of gaining experience and knowledge-sharing

>> following closely what is happening in the project and this way part of it, but does not have to contribute to the fulfillment of outputs / results

Thank you for your attention!