Notes on APARSEN MegaMeeting Thursday 29 November 2012


  • Simon Lambert
  • David Giaretta
  • Krystina Giaretta
  • Orit Edelstein
  • Barbara Bazzanella
  • Silvio Salza
  • Veronika Praendl-Zika
  • Kirnn Kaur
  • Rene van Horik
  • Jeffery van der Hoeven
  • Maurizio Lunghi
  • Andreas Hundsdorfer
  • Stefan Proell
  • Olivier Rouchon
  • Holger Brocks
  • Gerald Jaschke
  • Juha Lehtonen
  • Sharon McMeekin
  • Sabine Schrimpf
  • Frederic Darre
  • Yannis Tzitzikas
  • Hans Ulrich
  • Ash Hunter
  • Christoph Bruch
  • Patricia Herterich


Revision of DOW

The meeting was devoted to revision of the Description of Work and associated activities.
  • Overview of actions needed for revision of DoW - see master plan with dates at ApanMasterplan
  • Revision of WP descriptions
  • Issues with effort in WPs, particularly substitution of Philips and IKI-RAS, where needed
  • Second year progress report by WP
  • Brief plans for future work by WP

SL has placed the Masterplan for the coming months on the Wiki which contains several columns and this will be used as the detailed management of activities for the next couple of months.

The DOW revision requires input from the WP Leaders, who must revise the text of the DOW and the place to do this is on the Wiki under Plan for Year 2.

The issue about effort in the WP's was raised, substituting the effort from Philips and IKIRAS and producing a progress report for each of the Work Packages - this needs to be done in any event. THIS IS NOW VERY URGENT. A draft of the progress report for the second year is now required earlier i.e. by the end of this week, so that we can produce a draft of the work package revisions and send them to the PO in advance of the meeting in Florence as requested by her. There is a template for the second year report on the Wiki and the WP reports can be attached to this page.

The other thing needed is brief plans for future work i.e. 3-4 bullet points. This is more concerned with the review but will also be useful to have for the meeting with the PO and should be done on the same page as that used for editing the WP text.

SL will look at each of these in terms of the Masterplan timetable. Main achievements, plans and future risk should have been completed by yesterday. SL will produce a complete draft of the revised DOW for checking by the PMB tomorrow and will send these to the PO next week.

RvH asked what should be done about moving effort from, for example, RTD to another type of activity as the amount of money the EC pays differs. DG suggested it would be better to keep within the same type of WP as the overall funding from the EC must remain unchanged.

Rationalisation of WP's and clarification is needed and the WP leaders should take this into account.

WP 13, 25, 27 and 35 are affected by the withdrawal of Philips and IKIRAS. Some concern was expressed about 25 and 27 - seeking input from other partners. In WP13, a number of partners have been lost but this should be dealt with separately offline. Holger said that, in WP42, a whole stakeholder group has been lost as a result of Philips being lost but this has had a minimal effect and they will need to think about what other target groups can be found. David said that Manuela Speiser suggested that we could reach some of the other stakeholder groups through surveys.

The second year progress report is urgent as the PO has requested this for the meeting in Florence, to accompany the draft of the revised DOW. Only three WP's have so far provided their reports - WP25, 32 and 36. THIS ÍS AN URGENT REMINDER - we need the reports from all WP's active in the second year and they should be drafts of what you are going to put in the second year periodic report. This is a maximum of one page using the template set up by SL and put on the Wiki page.

ACTION WP Leaders - these one page report are needed this week.

We have just introduced the monthly WP reporting and the first month's reports will be due at the end of November and, in the future, these monthly reports will be the basis of the annual report.

Sabine advised that WP33 has not been mentioned in the second year report. SL said that if there was any effort spent in a WP in the second year, it should have a report and be included in the second year report as well as WP24, for which there should also be a report albeit small.

ACTION Sabine will produce the reports on WP33 and 24 as requested.

SL will set up a separate page on the Wiki for the 'Brief Plans for the Future by WP'

Kirnn Kaur asked about the effort utilisation. SL said there are a couple of WP's where this could be of concern, where there is much less effort recorded than is planned in the DOW. We will need to have a plan for these and assess the implications. KK asked that, where there has been an impact on a deliverable, how should this be raised? SL reminded that it was agreed in Frascati that we should make a strong push for completion of the Month 26 deliverables and submit them on time to an acceptable quality, and push partners to contribute. DG said that, from the point of view of the EC, we are revising the DOW therefore there should not be a big under-spend in terms of what we planned and what we report. We need to be quite clear and honest about what effort will be put in. We also need a prediction of how much effort the partners are going to put in over the next few months for each deliverable and this has to be reflected in the revised DOW. KK suggested we should put down a date for each partner by which everything needs to be updated. This is to ensure that the impact of any under utilisation is reflected in the revision. KK asked someone to take ownership of this. DG suggested that he, SL and the PMB should take ownership of this.

ACTION SL will send a reminder of the urgent actions to the group after the meeting.

-- KrystinaGiaretta - 2012-12-03

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Topic revision: r2 - 2012-12-04 - SimonLambert
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