Minutes of Project Management Board meeting, 20th June 2013

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

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

It was agreed that the purpose of the document to be sent to Manuela Speiser is not to present a point-by-point reply to the review recommendations. Manuela specifically said she does not expect a lengthy response, and she writes "As regards the other recommendations, please integrate those in your activities until the end of the project and include your responses in the next periodic report." However she does want to know our plans to address Recommendation 5, and we need to react in the case of deliverables where we disagree with the reviewers.

Veronika pointed out that we need internal plans for ourselves for how to meet the recommendations. Simon suggested this could be a standing item on the agenda.

It was agreed to make the introduction to the reply clearer, explaining that we agree with most of the review and why we are responding to some points.

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-06-24 WP51 : revise response to review and inform Manuela we will submit it at the end of June along with the deliverables 2013-07-03 SimonLambert   edit

Preparation of forthcoming deliverables

Simon proposed that internal reviews are not needed for the revised deliverables, only for the new ones.

Concerning the interactive map, David reported that the domain name maps.alliancepermanenetaccess.org has been reserved. There have been discussions about the overall approach to outputs of the project that are (or could be) database-driven, and we should be able to explain our general plans in the deliverable document.

Simon said that the revised D21.1 will be ready on Monday. It will address the reviewers' specific criticisms but will not include any more external involvement, though a survey is planned to follow up under WP11.

Plan for integration of topics (and across topics)

We need to make a push on integration when the deliverables are done.

Assigned to Due date Description State Closed Notify  
SimonLambert, DavidGiaretta, MatthiasHemmje, MaurizioLunghi, SabineSchrimpf, RubenRiestra 2013-03-30 WP11 : comment on questionnaire for WPs about their outputs for integration 2013-10-10 DavidGiaretta   edit

David said that the booklet on sustainability is also an opportunity for publicity about the VCoE.

Issues with ESA and Airbus

Simon has received no reply to his emails about effort booking of ESA and Airbus. The next step is for the PMB to propose reallocation of a proportion of their budget. Simon will produce some figures when the second year reporting and deliverables are out of the way.

Any other issues

David forwarded a Memorandum of Understanding arising from a meeting of the DCH-RP project, which hopes to bring together a number of related initiatives. It overlaps with the aims of APARSEN though its focus is on cultural heritage. The request is to provide responses to the draft MoU by the end of June.

Assigned to Due date Description State Closed Notify  
SimonLambert, DavidGiaretta, MatthiasHemmje, MaurizioLunghi, SabineSchrimpf, RubenRiestra 2013-06-26 WP45 : examine draft MoU from DCH-RP project and give reactions 2013-08-07 SimonLambert   edit

It was agreed that this is a positive development especially for Recommednation 5. There is an issue of who signs: it will be much easier to sign on behalf of a project (APARSEN) than an organisation (STFC).

Veronika proposed that rather than wait for the next face-to-face GA meeting, an email vote could be held for the new stream leaders. Simon will organise this.

Veronika asked when the new website will be available. David reported that the designers say it will be ready for testing on 25th June. Veronika will organise a website group meeting on Monday 1st July at 9:30 CEST.

-- SimonLambert - 2013-06-20

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