Minutes of Project Management Board meeting, 30th January 2014

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

Follow-up from previous meeting and review of actions

Third year reporting status

Simon reported that the draft Periodic Report was submitted to the reviewers and Project Officer. Effort figures (at least estimates) were received from all partners apart from Airbus and CINES. The Form Cs must contain definitive figures as part of the explanation of use of resources.

Nine partners have now finalised their Form Cs online, and another two or three have asked Simon to enter the data as they have problems using the NEF system.

Review preparation

There is a schedule for the review rehearsal at ApanReviewFeb2014, following the agenda of the review meeting itself.

David stressed that the main point of the rehearsal is to make sure that we say the right things, to anticipate issues and show how everything hangs together. We should not be editing slides at that stage.

Ruben had proposed some key messages; for the project as a whole these are:

  • How we have contributed along Y3 to reducing fragmentation (areas, means, evidence)
  • Contribution to common vision definition
  • Shaping VCoE expertise base/services

His aim is to create anchoring points for all the presentations. The coordinator gives the big picture and the Streams are a chorus echoing the same messages, which in itself creates an impression of integration.

Ruben stressed the need to give the overall picture first, before jumping into detail: for example, showing the total effort profile before the WP breakdown.

Matthias argued that the overview presentation could be quite short.

David proposed to look for "awkward questions" for which we must have answers ready. For example:

  • Stream 2: lack of information from key partners in some reports
  • Stream 1:
    • some weaknesses in public visibility of information in the standards database etc.
    • the DoW gave specific measures for defragmentation, which we have not attempted to assess
    • how common is the common vision?
    • how much penetration does the vision have within the partner organisations beyond the project workers?
    • how credible is the VCoE business plan?

Sabine recommended anticipating such questions also at WP level.

Assigned to Due date Description State Closed Notify  
SimonLambert, DavidGiaretta, MatthiasHemmje, MaurizioLunghi, SabineSchrimpf, RubenRiestra 2014-01-31 WP52 : set up list oif awkward questions for the review on the wiki 2014-02-19 SimonLambert   edit

Ruben expects that there will be a strong emphasis on what to do to close the project successfully. David agreed: this implies certain things will be needed by the end of the project such as training material.

Over the next week, the plan is to develop the slides for each Stream, put them on the wiki and comment by email. There will be a final discussion at next week's PMB meeting (though David, Matthias and Ruben will be in India and probably won't be able to participate), and then hopefully the slides will be finalised.

It was agreed to shuffle the agenda, starting with the Stream 1 presentation (including VCoE) rather than have it in the afternoon.

Cooperation with other projects

Ruben has reported that a MoU between EGI and APARSEN is ready for signature. Simon has received the Cooperation Agreement with Presto4U signed by them, which he and David now have to sign.

Maurizio stressed the need to follow up with SCAPE, even if just for some simple cooperation like exchanging information on scalability. Maurizio is in contact with ODIN (persistent identifiers, DataCite, ORCID) and hopes to have a Cooperation Agreement.

Ruben will need a clear message to give about collaboration with other projects/initiatives, and will send a request for up to date information.

-- SimonLambert - 2014-01-30

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