Minutes of Project Management Board meeting, 7th November 2013

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

Preparation for meetings in Den Haag in December

Matthias noted that EGI and EGI-InSPIRE are holding an assembly in Amsterdam at the same time as the APARSEN AHM/GA. They are targets for cooperation agreements so Matthias and Ruben will need to be absent from the APARSEN meetings some of the time to liaise with these initiatives.

Assigned to Due date Description State Closed Notify  
SimonLambert, DavidGiaretta, MatthiasHemmje, MaurizioLunghi, SabineSchrimpf, RubenRiestra 2013-11-14 WP51 : clarify availability of Matthias and Ruben at AHM/GA and any changes to timing required 2013-11-22 SimonLambert   edit

The agenda for the AHM was reviewed. It was agreed that WP leaders should support their Stream Leaders with slides which should be in a common format and structure.

Assigned to Due date Description State Closed Notify  
SimonLambert 2013-11-08 WP51 : produce template for WP presentations at AHM and send to PMB 2013-11-22 SimonLambert   edit

Review meeting in February

Regarding the question of who should attend (see ApanReviewFeb2014), Matthias noted that the AHM agenda gives a driver for who is needed at the review. There is an argument that in order to show good cohesion we should have a larger team present.

Assigned to Due date Description State Closed Notify  
MatthiasHemmje, MaurizioLunghi, SabineSchrimpf, RubenRiestra 2013-11-14 WP51 : decide on key WP leaders to attend review meeting from each Stream 2013-11-22 SimonLambert   edit

There is an open action to propose a few self-evaluation questions to provide evidence of defragmentation.

Common vision and VCoE

Matthias gave an update, having discussed with David and Ruben in Vilnius. Some service descriptions are missing from partners and Krystina will chase them. The plan is to finalise the VCoE deliverable by the end of the month. Matthias will present a paper at the APA conference based on this document.

Next contract amendment

Matthias argued that, apart from any issues of transfer of budget, the important thing for the contract amendment is to focus on activities that will aid the creation of the VCoE. These include: some corrections to WP42, training material in WP43, online training portal, interactive map, knowledge base of standards. The justification is that we are reacting to comments at the last review.

(Confidential discussion of budget redistribution)

Maurizio asked about the possibility of introducing additional partners or organising events. In particular, the Italian National Library would probably be interested, even without a budget. This is worth exploring, though the main focus must be on activities needed for the VCoE.

Matthias reminded the PMB that FTK and Inmark expect a transfer of budget to cover their Stream Leader duties. To prepare for the GA meeting, we need to know clearly the available reserves.

Assigned to Due date Description State Closed Notify  
SimonLambert, DavidGiaretta 2013-11-14 WP51 : estimate budget available for redistribution and possible activities that could be strengthened 2013-12-11 SimonLambert   edit

The GA will be asked to approve the conractual changes at the meeting in December.

Cooperation with other projects

A template cooperation agreement and letter (also serving as a lightweight agreement) are now on the wiki. Matthias reported that there are good contacts with EGI, DCH-RP, EUDAT and EGI-InSPIRE and he hopes agreements will be in place before Christmas, with a second round in 2014.

Maurizio argued that the PMB should have a clear map of all cooperations in different topics, including at WP level, as the PMB needs to coordinate. The table at ApanCoopOtherProjs should be kept up to date. Matthias will send information to Simon on cooperation agreements being put in place for Streams 1 and 4 to forward the to consortium and ask if anyone is interested in becoming involved in specific areas.

Any other issues

It was agreed to reintroduce special topics for future general MegaMeetings on Thursday mornings.

Assigned to Due date Description State Closed Notify  
SabineSchrimpf 2013-11-25 WP51 : propose to leaders of WP31 and WP35 that they give presentations at the general weekly MegaMeeting before the AHM 2013-12-11 edit

-- SimonLambert - 2013-11-07

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Topic revision: r3 - 2013-12-11 - SimonLambert
 
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