Minutes of Project Management Board meeting, 26th June 2014

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

Completing the budget allocation process

Related to the question of budget allocations is the need to respond to the Project Officer about her concerns over matching activities to available budget in the remainder of the project. David proposed putting together a more formal plan of person-months per WP for this purpose.

Assigned to Due date Description State Closed Notify  
SimonLambert 2014-06-30 WP51 : produce summary of person-months and other budget in Year 4 against WPs for the Project Officer 2014-10-30 SimonLambert   edit

Concerning the other proposals made earlier in the year for budget allocation, David noted that there was a already broad classification in the Y4 planning documents: in particular "allowed expected overspends" and "delayed because of dependence on project results". We could put together a spreadsheet to show the resources, using the actual costs per PM that partners are charging.

Ruben warned against throwing all remaining activity into WP11. It is better to extend other WPs if necessary and report it as a deviation. In any case every activity must make a clear contribution to the Y4 objectives.

Ruben argued that it is better to spend budget, if necessary, to make the launch event a success. We must concentrate our efforts on creating an event to be proud of.

Assigned to Due date Description State Closed Notify  
DavidGiaretta, SimonLambert, RubenRiestra 2014-07-02 WP51 : re-examine list of proposals for budget allocation and determine if any important activities are missing 2014-08-20 DavidGiaretta   edit

Review of morning meeting and future organisation of meetings; set-up of teams for activities

David has now set up a wiki page for the Tiger Teams at APANTigerTeams.

The Tiger Team for the launch event should produce a two-page description of the of final event, outlining what we want to show, what are the main messages, who should be there.

Assigned to Due date Description State Closed Notify  
LaunchGroup 2014-07-11 WP11 : Produce a two-page statement about the final event (what to show, main messages, who should be there) 2014-10-30 SimonLambert   edit

Assigned to Due date Description State Closed Notify  
SimonLambert, DavidGiaretta 2014-06-30 WP51 : ask for sign-up to Tiger Teams 2014-07-02 SimonLambert   edit

Specific issues in Year 4 activities

On the market research exercise, Ruben reported that they are now finishing the desk research and starting to produce proposals to take to interviews for validation. He expects preliminary results by the beginning of September.

Concerning the summer school, it was agreed that since the number of registrations is low we should encourage APARSEN people to attend. There will be benefit from feedback on the training materials. We should explain that there will be money available to cover participation for those willing to do so. Participation is an eligible cost, and to cover it there will be funding for those willing to take an active part.

Assigned to Due date Description State Closed Notify  
DavidGiaretta, SimonLambert, RubenRiestra 2014-06-27 WP43 : write email encouraging APARSEN partners to attend summer school 2014-07-02 SimonLambert   edit

Any other issues

None

-- SimonLambert - 2014-06-26

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Topic revision: r5 - 2014-10-30 - SimonLambert
 
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