Minutes of Project Management Board meeting, 10th October 2013

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

Date and agenda of review meeting

It was agreed to propose a one-day review to Manuela Speiser in February, accompanied by a draft agenda. Streams 2-4 will be covered before lunch leaving the afternoon free for Stream 1 and the VCoE. The Stream presentations should cover future plans as well as achievements.

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-10-11 WP51 : propose dates and agenda for review meeting to Manuela Speiser 2013-10-16 SimonLambert   edit

Meeting in Den Haag in December

Agenda for AHM

Matthias identified two possible problems for the AHM: uncontrolled discussions and low attendance. He argued to structure the meeting like the review, and to discuss work from the review perspective. This would of course also be helpful preparation for the review itself, and allows filling gaps in January and February.

This approach was agreed. Stream Leaders and WP Leaders should present the state of their work and anything to discuss, but focussed on achieving results and decisions to prepare for the review. The M36 deliverables should certainly be almost ready by the time of the AHM.

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-10-16 WP51 : put agenda of AHM on wiki and send email to all emphasizing focus on review 2013-10-16 SimonLambert   edit

Agenda for GA

The GA will mainly be concerned with the contract amendment - see below.

Common vision and VCoE

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-10-11 WP11 : send reply to Manuela Speiser's comments on draft common vision document 2013-10-16 SimonLambert   edit

The next steps with the common vision include production of a public "vision statement" for external exposure. David proposed that the sustainability brochure could fulfil this role. It could include the common vision diagram with contributions from the sustainability WPs. The brochure should ask the key questions and how APARSEN addressing them, as was done for the trust brochure, but this time in the context of the common vision diagram.

This would decouple the vision statement form the deliverable D11.3, which will need refinement of the WP inputs. Maurizio urged that this refinement must start as soon as possible. It was agreed to establish the additional MegaMeeting on Thursday as previously discussed. Deficiencies in the current D11.3 should be identified and passed to the WP leaders for attention.

David pointed out that we also need to think of training materials: we need some of these in place and the common vision will help to structure them.

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-10-11 WP11 : announce establishment of MegaMeetings on common vision on Thursdays for WP leaders 2013-10-16 SimonLambert   edit

Assigned to Due date Description State Closed Notify  
DavidGiaretta, SimonLambert, MatthiasHemmje, MaurizioLunghi, SabineSchrimpf 2013-10-14 WP11 : identify areas for improvement by WPs in current draft of D11.3 2013-10-31 edit
DavidGiaretta 2013-10-14 WP11 : Make plans for VCoE soft launch. See here 2014-03-12 edit

Sustainability brochure

David said that he and Krystina will be talking to Kirnn about the brochure later today. If it includes the common vision diagram everything will link together. It also needs some key questions to get attention.

Next contract amendment

Matthias wants to make some textual amendments to the description of WP42 that were not made in the previous amendment.

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-10-16 WP51 : summarise contents of next contract amendment for PMB 2013-10-16 edit

Cooperation with other projects

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-10-11 WP45 : chase contact with SCAPE project 2014-02-20 DavidGiaretta   edit

David stressed the importance of following up the cooperation on standards with Presto. More generally, Maurizio emphasized the importance of cooperation as a mechanism for defragmentation.

Any other issues

Matthias proposed to ask WP leaders for input to the risk register, as it is difficult for the PMB to be aware of and track all risks. A simple template should be created asking what are the risks for each WP and how prevented or recovered.

We could also ask all WPs which collaborations are beneficial for WPs and how to achieve them, bearing in mind that many APARSEN partners are also members of other consortia.

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-10-16 WP52 : ask WP leaders for input to risk register and for collaborations with other projects/initiatives 2013-10-16 SimonLambert   edit

-- SimonLambert - 2013-10-10

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Topic revision: r8 - 2014-05-15 - DavidGiaretta
 
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