Notes on APARSEN MegaMeeting Thursday 20 December 2012

Attendees:

  • Simon Lambert
  • Stefan Proell
  • Veronika Praendl-Zika
  • William Kilbride
  • Veronica Guidetti
  • Andreas Hundsdörfer
  • Juha Lehtonen
  • John Lindström
  • Yannis Tzitzikas
  • Orit Edelstein
  • Sharon McMeekin
  • Barbara Bazzanella
  • Gerald Jäschke
  • Stephan Strodl
  • Rene van Horik
  • Olivier Rouchon
  • Maurizio Lunghi
  • Patricia Herterich
  • Ash Hunter
  • Kirnn Kaur
  • Herve L'Hours

The meeting was devoted to revision of the Description of Work and associated activities.

Overview of actions needed for revision of DoW

Simon summarised the meeting with the Project Officer Manuela Speiser in Florence last week - see http://aparsen.digitalpreservation.eu/bin/view/Main/ApanYear2PlusPlan for detailed notes. There are two important princip[les to be applied in the revision of the DoW: to avoid vagueness about objectives and approach, and to make sure that deliverable dates and contents are achievable, as we will be judged against these commitments.

Revision of WP descriptions and deliverables

ACTION: All WP leaders to revise the text of their WP descriptions to address the comments of the PO. In particular there should be no deliverables at M38 —they should be brought forward to M36.

The edits should be made on the wiki on each individual WP's page linked from http://aparsen.digitalpreservation.eu/bin/view/Main/ApanYear2PlusPlanWPs. Simon has added a section heading at the end of these pages "Further revisions in response to feedback from Project Officer 12th/14th December".

Ideally these edits should be made by the end of this week (21st December), though it would also be acceptable by 7th January. The deadline is to send a complete revision to the PO by 14th January.

Effort transfers and reassignment

It is important to finalise the effort reassignment per partner and WP. We should not worry too much about the level of 1 or 2 person-months—this is "in the noise". However we should try to avoid situations of partners having 1 pm in a WP. There are still some of these cases, despite the refocussing of effort. These small amounts should go into WP11 as part of integration.

The underspend in Year 1 should also be taken into account to the extent that is practicable. Again 1 or 2 pm does not really matter, but if there were major underspends then be aware that that effort is available for reassignment elsewhere.

ACTION: Simon to set up a spreadsheet or table on the wiki before Christmas showing the latest state of person-months and highlighting any remaining issues or uncertainties; then all partners to react as necessary.

William reminded everyone that WP12 has been suspended and there should be no effort booked apart from a small amount by DPC. Any partner that has ercorded effort should move it elsewhere.

WP11 is becoming a huge work package in terms of person-months. Simon proposed to add additional tasks, perhaps making the integration aspects more explicit, and also a task for the APARSEN approach to preserving our own digital outputs (suggested by Maurizio).

Key staff for each partner

Key staff are are the main members of staff who are really working on APARSEN - we have to report their effort each year. This goes in section B2.2 of the DoW.

ACTION: All partners to provide updated lists of key staff with short biographies.

-- SimonLambert - 2012-12-20

Topic revision: r1 - 2012-12-20 - SimonLambert
 
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