Notes on APARSEN MegaMeeting Thursday 7 February 2013

Attendees:

  • Simon Lambert
  • Frederic Darre
  • Kirnn Kaur
  • Christoph Bruch
  • Orit Edelstein
  • Stefan Pröll
  • Sabine Schrimpf
  • Barbara Bazzanella
  • Holger Brocks
  • Barbara Sierman
  • Silvio Salza
  • Patricia Herterich
  • William Kilbride
  • Sharon McMeekin
  • Juha Lehtonen
  • Yannis Tzitzikas
  • Chiara Cirinna
  • Emanuele Bellini
  • Eefke Smit
  • Hervé L'Hours
  • René van Horik

Update on DoW revision, Year 2 reporting, preparation for review etc.

Simon reported that the text of the revised DoW is now almost finalised with Manuela Speiser, and she has also accepted the arguments for retaining the budget freed by the departing partners. The next steps will be for David and Simon to revise the master budget spreadsheet, and to enter the text into the online system (which is now open for the contract amendment).

Concerning Period 2 reporting, contributions from WP leaders are needed on their WPs in the second year. These will of course be based on the preliminary versions sent to Manuela at the end of last year (see http://aparsen.digitalpreservation.eu/bin/view/Main/ApanSecondYearReporting). The reports should include:

  • brief reminder of why the WP is important
  • what has been achieved in year 2
  • how this is of use to the VCoE

ACTION: Simon to set up wiki page for WP leaders to post updated Period 2 reports.

ACTION: All WP leaders to provide updated Period 2 reports by 15th February.

The report needs to be sent to the PO and reviewers along with the deliverables by 4th March (at the absolute latest).

ACTION: Simon to produce table of reported effort per partner and WP for Year 2 and circulate for checking.

René pointed out that in the tasks in the management website will need to match the new DoW from now one. There are some WPs where the tasks have changed.

ACTION: David to update tasks in management website.

Preparation for the review meeting is underway. A propopsed agenda is being discussed by the PMB, which will meet face-to-face in Frankfurt on 1st March to finalise the approach and the messages that have to be given. It is unclear how to rehearse the presentations themselves, as the review meeting is on Monday and Tuesday (25th and 26th March). Possibly an online meeting could be suitable.

The payments for the first year are now being made by STFC; at least one partner has definitely received the money.

Following up actions from last week

ACTION: David by mid Feb to put sustainability workshop summary on the public wiki page together with presentations - not done yet.

ACTION (same time as deliverables): Deliverable editors to ensure there is a one page Executive Summary.

ACTION: All by 15th Feb to add bullet points to summary of workshop on VCoE held in Amsterdam; but the link given was wrong, so ACTION: Simon to check where the summary is on the wiki.

Simon noted that a sustainability booklet is to be prepared from the Executive Summaries so that we have this in time for the review. It is not quite clear whether this timetable is feasible. Kirnn said that if the internal reviews can be brought forward then it might be achievable.

ACTION: PMB/Stream 4 team to check timetable for production of sustainability booklet.

There are still a few deliverables lacking internal reviewers, though most now have them.

ACTION: Simon to nominate internal reviewers for deliverables that do not yet have them, by Friday.

Any problems with deliverables at this stage

No issues were raised about deliverables.

Any other issues

None

-- SimonLambert - 2013-02-07

Topic revision: r1 - 2013-02-07 - SimonLambert
 
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