Notes of Skype Meeting - 9 July 2012


David Giaretta, Maurizio Lunghi, Simon Lambert, Minutes: Krystina Giaretta

Discussion on the progress of the work plan to date to produce:

1. Covering Letter

2. Detailed Response to Reviewers

3. Year 2 Plan

1. Covering Letter - Version 0.3

SL said the covering letter has been checked and revised by a number of people and feels that it is very good.


SL will now complete the letter and include the missing information by tomorrow (Tues 10 July).

2. Detailed Response to Reviewers

This document noow focusses on major differences with the reviewers' perception in the work packages and deliverables. DG advised that he has emailed some comments to the latest version. SL has included the material sent by the work package leaders to date. SL will edit this more for succinctness. SL noted that WP22 was received positively by the reviewers and so was not sure if we needed to put anything in the response document. ML said in WP22 had decided to reinforce the level of demonstration/implementation. DG suggested that we should put this detail in the Year 2 Plan, but just refer to it in the response document with a pointer to the Year 2 Plan. This action was agreed.


1. SL to put the detailed response to WP22 in the Year 2 Plan with just a reference to it in the response document with a pointer to the Year 2 Plan.

2. SL will edit the entire document and identify any missing information.

3. DG to send an e-mail to Mariella Guercio to clarify the legal position of audit in Italy - this can be added to D33.1B with the info about the French legal position which had been received from CINES.

3. Year 2 Plan (this will form part of the revised Period 1 Report once this is finalised)

a) Introduction

b) APARSEN Network of Excellence

c) Streams and WP Leaders

Introduction - SL has re-written this and ML has provided some additional text with 5 bullet points to summarise the key activities.

WK mentioned recommendations 2.4 and 2.5 as crucial. This section can be used to respond to these.

2.4 Revision of Work Packages - Re-focus of activity and explain that we have done this exercise. This will be illustrated in the month by month activity and work package revisions in the following section (Year 2 Plan).

2.5 Establishment of the Centre of Excellence - Enforce common vision and terminology. Training and demonstrations - we need to re-word the document being very careful what we promise about demonstrations.


SL will look at the text in the Introduction and make some edits, which will include:

  1. Emphasise the changes to project management, which will considerably strengthen this
  2. The instruments for dissemination
  3. Communication

DG suggested adding a paragraph at the end of the Introduction outlining how the project will come together and everything that will be put in place during Year 4 .


DG will add a final paragraph at the end of the introduction and link this to the interim report on D11.2 where we do have a year by year plan and plan for the workshops, so that by month 34 essentially all the plans for the VCoE will be in place.

DG will then send the revised Year 2 plan incorporating the changes to ML for his review/comments. The document will be structured to incorporate the headings as proposed by Veronika.


SL to update the Gantt Chart as part of the wider revision to the Year one review.

SL will send out another e-mail to the work package leaders for comments on three particular points with a deadline for responding by tomorrow afternoon:

(1) Remarks on deviation from the original plan

(2) Rationalisation of resources

(3) Any additional future resource needs

Following the reviewers recommendations in the Month 16 Report, we propose deleting WP12 and move its resource. We need to look back at the Period 1 Report and compare it to the month by month activities and the work package list produced at the Brussels meeting and fill in the gaps. The goal will be be to have a more consolidated document for the PMB on Thursday.

Time-line as follows:

MON pm 9 July/TUES am 10 July

  • DG to write additional paragraph at the end of the Introduction outlining how the project will come together and everything that will be put in place during Year 4 and generally update/review the Year 2 Plan and Period 1 Report and send to ML for review/revision .

TUES 10 July

  • SL will work on the Covering Letter and Response document and the work package action list that will be annexed to the response document.
  • ML will review/amend the Year 2 Plan and send to SL
  • DG will send the revised Year 1 report to SL for review.

TUES pm 10 July

  • SL to e-mail all the revised documents in preparation for the Skype call:
    • Covering Letter
    • Response to Reviewers
    • Year 2 Plan including month by month activities plus annexed document (by work package)

08:00 (UK) 09:00 (CET) WED 11 July - Skype Call

  • Skype call with DG/SL/ML (and others?) to review drafts of all documents

-- KrystinaGiaretta - 2012-07-09

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Topic revision: r4 - 2012-07-10 - KrystinaGiaretta
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