Minutes of Project Management Board meeting, 14th June 2013

Present: Simon Lambert, David Giaretta, Maurizio Lunghi, Sabine Schrimpf.

Follow-up from previous meeting and review of actions

All covered below.

Formal responses to PO about review report, and about involving external parties (Recommendation 5)

Simon had circulated a draft document reacting to the reviewers' comments on D14.1, D32.1 and D44.2. Regarding D14.1, it will be necessary to check exactly what revisions Ash Hunter is proposing to make to the deliverable and to make the response consistent with latter, and perhaps to restructure it to make clear which of the review comments we are able to take into account and which not.

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-06-17 WP14 : check status of revision of D14.1 with Ash Hunter 2013-07-03 SimonLambert   edit

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-06-17 WP14 : check acceptability of response to review report on D44.2 with Veronika P-Z 2013-06-26 SimonLambert   edit

Recommendation 5 states: "A process to both elicit and accommodate contributions from the wider professional communities (not just APARSEN partners) to the deliverables should be established and maintained throughout the whole duration of the project. Evidence of such process for all future deliverables and the results for Year 3 should be presented at the 3rd Year Review."

There are several ways that this can be addressed, and these were agreed:

  • External reviewers for particular deliverables. Each WP could undertake to find one or more experts, as was done with the expert group in WP22. We also have the External Advisory Committee, where we can identify who is interested in particular areas and send personalised emails to individuals.
  • Making sure that future surveys go beyond the APARSEN partners themselves to wider communities.
  • Requesting individual WPs to make contact with the most important projects in their area.

These measures, plus webinars, workshops etc. should be present in the master schedule.

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-06-19 WP52 : produce new draft of response to review comments and Recommendation 5 2013-07-03 SimonLambert   edit

Maurizio argued that Manuela Speiser is looking for something more like community building, which means formal cooperation agreements with projects and other initiatives. Simon thought that formal cooperation agreements are quite legalistic and entail a lot of effort to set up and implement, though Maurizio disagreed and sees them as fundamental to what APARSEN is trying to do in defragmentation, and pointed to DPE as an example. This discussion was not resolved.

Plan for integration of topics (and across topics)

Not discussed due to lack of time.

Replacement of Stream Leaders for Streams 1 and 4

The only candidates for Streams 1 and 4 are Matthias Hemmje and Ruben Riestra respectively. Formally, a vote of the General Assembly is probably needed to ratify their appointments, but as there is only one candidate the PMB could name them as acting stream leaders and arrange a vote at the next GA meeting. This was agreed.

Issues with ESA and Airbus

Not discussed due to lack of time.

Formal decision making by PMB

Not discussed due to lack of time.

Any other issues

None

-- SimonLambert - 2013-06-15

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