Http:// 2 SEEREN The SEEREN2 initiative is co-funded by the European Commission under the FP6 Research Infrastructures contract no. 026748

The SEEREN2 initiative is co-funded by the European Commission under the FP6 Research Infrastructures contract no. 026748

http://www.seeren.org

22SEEREN

WP1 & M1 Action Points Review

Yannis Mitsos

Greek Research & Technology Networksanchez at grnet.grhttp://www.grnet.gr

Bucharest, January 16th, 2006 2

Presentation Structure

o Towards the signing of contracto WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones


o Progress towards the contract signingo WP1 activitieso WP1 milestoneso WP1 deliverableso WP1 actionso Report on financial issueso Review on Action Points raised on M1o .. WP1 short-term milestones


… some historical dateso October 1st, 2005: SEEREN2 commencement dateo October 13-14, 2005: SEEREN2 kick-off meetingo December, 2005: The signed CPF forms are submitted to the ECo December 21st, 2005: Submitted by FAX the signed page of the contract by

GRNET (coordinator)o December 21st, 2005: Contract signed by the Commissiono December 21st, 2005: SEEREN2 advance payment procedures initiated o December 30th, 2005: 1.276.700,00€ are transferred to the coordinator’s

bank accounto January 3rd, 2006: Reception of the approved Annex Io January 6th, 2006: The original signed contract by the EC & GRNET is

received

… Until today the signed contract (by all partners) has not been submitted to the EC




WP1 Activities - Leaders

o A1.1 Organize meetingso GRNET/Dimitra Kotsokali

o A1.2 Establish and maintain project management information systemo GRNET/Yannis Mitsos

o A1.3 Establish and maintain contractual relationshipso GRNET/Jorge-A. Sanchez-P.

o A1.4 Draft acceptable use policyo BIHARNET/Elmedin Topcic?

o A1.5 Prepare 3-monthly reportso GRNET/Yannis Mitsos

o A1.6 Prepare periodic and final reportso GRNET/Jorge-A. Sanchez-P.

o A1.7 Prepare costs statements and transfer advance/interim paymentso GRNET/Anna Loukakou

o A1.8 Assess the project deliverables and conformance to requirementso ASA/INIMA/Neki Frasheri?




WP1 milestones

Kick-off Kick-off meetingmeetingProject management information Project management information systemsystem Connectivity and equipment contracts Connectivity and equipment contracts

signedsignedSuccessful completion of first period project Successful completion of first period project reviewreview

Successful completion of second period project Successful completion of second period project reviewreview

Successful completion of Successful completion of project !project !




WP1 Deliverables - Editors

D01a D01a – SEEREN2 project handbook– SEEREN2 project handbook GRNET/Yannis MitsosReport/Confidential M0

D08D08 – – SEEREN2 acceptable use policy SEEREN2 acceptable use policy BIHARNET/Elmedin Topcic Report/PublicM1

D11aD11a – – Periodic report Periodic report GRNET/Yannis Mitsos Report/Restricted M12

D01b D01b – SEEREN2 project handbook– SEEREN2 project handbook GRNET/Yannis MitsosReport/Confidential M23D11bD11b – – Periodic report Periodic report GRNET/Yannis Mitsos Report/Restricted M24

D18D18 – Final – Final report report GRNET/Jorge Sanchez Report/Restricted M30




WP1 Actionso Confirm Activity Leaders (for this and all other WPs)o Confirm Deliverable Editors (for this WP and all other WPs)o Establish PSC and other Leaders (while discussing the Notebook)o Agree on Yearly Meetings Plan (while discussing the AOB)

o 1. PSC-01 (Kick-off), Athens, o 2. PSC-02, Bucharest,o 3. PSC-03, Kopaonik ???

o Agree on Reporting Scheme o Agree on Payment Schemeo Integrate Third Parties

o Consortium Agreement with the project partnershipo MoU between Contractor and Third-Party pre-existing the SEEREN2 contracto Services Contract between Contractor and Third-Party

o Describe Measure of Success Rules (by QAM Neki Frasheri)o Banking Information including IBAN (to transfer the advance payments)o Update the effort distribution with current picture (after discussing all WPs)o All contractors study the financial guidelines and reporting guidelines (find an auditor, agree

on the cost for the audit, specially the newcomers)o Hint: Agree on ONE auditor per Contractor AND its Third-Parties -> can save costs

o Collect signatures and distribute Contracto Collect signatures and distribute CA.




Financial issues

o Advance payment: 1.276.700,00€ corresponds to the first reporting period (12 Months) + half of the second (6 Months)

o GRNET distributed money for the 1Q + 2Q according to estimated performance during 1Q

o The coordinator may pay directly the third-parties :o If the third parties' contractor is not “AC”

o GRNET -> INIMA -> Third parties

o GRNET -> B&H third parties (BIHARNET = “FCF”)

o Specifically for UnTz & UoS GRNET -> BIHARNETo Condition: 70% of the amount should be used for

the first 12 months (893.690€)

DANTE: DANTE: 9.945,00€9.945,00€

TERENA: TERENA: 9.074,40 €9.074,40 €

NIIFI:NIIFI: 7.808,40€7.808,40€

RoEduNet: RoEduNet: 7.713,60€7.713,60€

ISTF: ISTF: 9.830,40€9.830,40€

AMREJ: AMREJ: 19.453,40€19.453,40€

MREN:MREN: 8.175,60€8.175,60€

MARNET:MARNET:11.083,20€ 11.083,20€

INIMA:INIMA: 7.697,60 7.697,60 €* €*

BIHARNET:BIHARNET: 2.159,80€2.159,80€

UnTz:UnTz: 2.159,80€2.159,80€

UoBL:UoBL: 2.866,80€2.866,80€

UoS:UoS: 2.064,80 €2.064,80 €




At a glance …

o During the kick-off meeting:o 48 Action Points raisedo 28 Closed in timeo 20 Still open

o An excel spreadsheet is created and maintained in a regular basis (“live” document);

o The file is available in the SEEREN2 portal;o Updated once every week;


Major WP1 action points

APTask/WP

Description Responsible Organization InitiatedInitially

DueDue

Days left

StatusClosing

Date

2005-013

WP1Circulate D01a for approval

Mitsos GRNET 14/10/2005 24/10/2005 24/10/2005 0 Closed24/10/20

05

2005-017

WP1Update the planned effort distribution

ALL ALL 14/10/2005 24/10/2005 30/10/2005 -72 OPEN2

2005-026

WP1Create/circulate financial notebook

Mitsos GRNET 14/10/2005 1/11/2005 15/1/2006 3 OPEN1

2005-028

WP1Circulate Consortium Agreement Template

Mitsos GRNET 14/10/2005 31/10/2005 25/11/2005 -47 OPEN2

2005-029

WP1Integrate third parties with a MoU and/or a Services Contract

Topcic BIHARNET 14/10/2005 1/11/2005 1/11/2005 -71 OPEN2

2005-030

WP1Integrate third parties with a MoU and/or a Services Contract

Frasheri ASA 14/10/2005 1/11/2005 1/11/2005 -71 OPEN2



APTask/WP

Description Responsible Organization InitiatedInitially

DueDue

Days left

Status Closing Date

2005-012

WP2Circulate D04a ToC/template

Mitsos GRNET 14/10/2005 21/10/2005 24/10/2005 0 Closed 24/10/2005

2005-022


Mitsos GRNET 14/10/2005 27/10/2005 27/10/2005 -5 Closed 2/11/2005

2005-023

WP2 D04a contributions ALL BENEF ALL BENEF 14/10/2005 27/10/2005 27/10/2005 -6 Closed 3/11/2005


Major WP3 action pointsAP

Task/WP

Description ResponsibleOrganizatio

nInitiated

Initially Due

DueDays left

StatusClosing

Date

2005-019

WP3

Prepare and circulate NDA template to the tender evaluation committee


2005-021

WP3First level analysis of tenders


2005-031

WP3Evaluation forms completed by evaluation committee

EVAL COM

GRNET, DANTE, NIIF, ROEDUNET, ISTF

14/10/2005 10/11/2005 10/11/2005 -15 Closed 25/11/2005

2005-035

WP3 Shorlisted operators EVAL COM


14/10/2005 21/11/2005 21/11/2005 -32 Closed 23/12/2005

2005-036

WP3Cisculate D06a for approval


2005-040

WP3Best solution for approval by EC

EVAL COM


14/10/2005 2/12/2005 2/12/2005 -28 Closed 30/12/2005

2005-041

WP3Circulate D06b for approval




APTask/WP

DescriptionResponsib

leOrganization Initiated

Initially Due

DueDays left

Status Closing Date

2005-015

WP4

Each NREN to provide at least two (2) administrators for their network

ALL ALL 14/10/2005 24/10/2005 24/10/2005 -15 Closed 9/11/2005

2005-024

WP4Form Service Implementer Entities

Rusu RoEduNet 14/10/2005 28/10/2005 28/10/2005 -74 OPEN2

2005-042

WP4Install NETIIS ver 3.0 on admin.grnet.gr

Gajins AMREJ 14/10/2005 1/2/2006 1/2/2006 19 OPEN



APTask/WP

Description ResponsibleOrganizati

onInitiated

Initially Due

DueDays left

StatusClosing

Date

2005-008

WP5Express commintment on technical activities

Kotsokalis GRNET 14/10/2005 21/10/2005 30/10/2005 -72 OPEN2

2005-032

WP5

Preparation of various questionnaires for collection of input from NRENs/end-users

Maray, Mitsos, Rusu

NIIF, GRNET, ROEDUNET

14/10/2005 15/11/2005 15/11/2005 -57 OPEN2



APTask/WP

Description ResponsibleOrganizat

ionInitiated

Initially Due

DueDays left

Status Closing Date

2005-014


Kotsokali GRNET 14/10/2005 24/10/2005 24/10/2005 0 Closed 24/10/2005

2005-025

WP6Dissemination plan at country level

Cavalli TERENA 14/10/2005 1/11/2005 1/11/2005 -71 OPEN2

2005-034


Kotsokali GRNET 14/10/2005 20/11/2005 20/11/2005 -15 Closed 5/12/2005




WP1 short-term milestones

o 1stQ Financial reporto SEEREN2 template is readyo Similar to SEE-GRID. Enhanced with some script automations

o Submit the signed contract back to the ECo Agree on the consortium agreement and signo Prepare next plenary/technical meeting (Kopaonik, March 3-5)o Prepare Deliverable D08 “SEEREN2 acceptable use policy”

o Editor: Vukovic/Topcic (BIHARNET), Planned delivery: 1/1/2006 (delayed)

o Prepare 1st 3M reporto Supervise and assess the progress of work performed in WP2-

6 by the QAM (Neki Frasheri)

The SEEREN2 initiative is co-funded by the European Commission under the FP6 Research Infrastructures contract no. 026748

http://www.seeren.org

22SEEREN

WP1 & M1 Action Points Review

Yannis MitsosGreek Research & Technology Network

ymitsos at grnet.grhttp://www.grnet.gr


WP1 Activities breakdown 1/8o A1.1: Organization of kick-off meeting, regular management and

technical meetings, review preparation meetings, project reviews/audits, conference calls, training events, etc. The coordination meetings will be organised so as to foster constructive working by project participants, review work-packages and agree deliverables.

From: SEEREN2 consortiumPresentations

Organisation of kick-off meeting

Regular management and technical meetings (quarterly)

Review preparation meetings

Input

Meeting minutes

Venue information

Output

From: HostParticipants

From: SEEREN2 consortiumAgenda topics

From: SEEREN2 consortium To: SEEREN2 consortium

ObjectivesMeeting agendas

To: SEEREN2 consortium


Meeting logisticsProject technical reviews


Meeting participants list


WP1 Activities breakdown 2/8o A1.2: Preparation and maintenance of the project

handbook/notebook, demarcation and update of the project definition that includes the "project concept", the "description of work", the "project objectives" and the "project results", proposals for contract amendments.

Input Objectives OutputSEEREN2 Contract, CPF Forms, MMs distribution Deliverable D01 "SEEREN2 project handbook"Preparation of the project handbook/notebook

From: EC, SEEREN2 consortium To: EC, SEEREN2 consortiumHours consumption, non-labor categories charges per month 3M, yearly and final reports, cost statementsMaintenance of coordinates notebook

From: SEEREN2 consortium To: EC, SEEREN2 consortiumDeliverables submitted, milestones achieved, action points closed, documents produced, person-months distributed per WP/activity

Update of the project definition that includes the "project concept", the "description of work", the "project objectives" and the "project results"

Maintainance of financial notebook

From: SEEREN2 consortium To: EC Previous period cost statements Proposal for contract amendmentsMaintenance of administrative notebook

From: SEEREN2 consortium To: EC


WP1 Activities breakdown 3/8o A1.3: Preparation of any subcontracts for the deployment and

operation of SEEREN2, preparation and signing of NDAs and agreements, preparation of any necessary contract amendments whenever relevant.

Agreements (Consortium,

To: EC,

To: EC, contractors

Hours consumption, non-labor categories charges per month

Preparation and maintainance of consortium agreement

From: SEEREN2 consortiumDeliverables submitted, milestones achieved, action points closed, documents produced, person-months distributed per WP/activity

Amendments (contract, CA, etc)

Input Objectives OutputSEEREN2 Contract, CPF Forms, MMs distribution Project Notebook

From: EC, SEEREN2 consortium To: EC, SEEREN2 consortium

From: SEEREN2 consortium To: EC, contractorsPrevious period cost statements Third party agreements

From: SEEREN2 consortium

Preparation and signing of MoUs, NDAs, other agreements

Preparation and signing of contract amendments


WP1 Activities breakdown 4/8

o A1.4: An Acceptable Use Policy (AUP) document will be drafted and agreed upon for use of any infrastructure that will be provided through this project. The SEEREN2 AUP will be based on similar AUPs used in Europe including the SEEREN AUP.

From: To:

Input Objectives Output1. NRENs and SEEREN1 Acceptable Use Policy Deliverable D08 "SEEREN2 acceptable use policy"

From: EGEE To: EC, SEEREN2 consortium, end-users2. Other policy documents

Draft acceptable use policy for SEEREN2 regional infrastructure



o A1.5: Preparation of quarterly interim activity reports with status of project major achievements, workpackage progress (including any deviations and corrective actions taken), use and dissemination of project results, monitoring of milestones, ongoing tasks and resource consumption.

Input Objectives OutputProject Notebook 3M reportsPreparation of 3-monthly (interim activity) reports with monitoring of the

project milestones, ongoing tasks

From: Coordinator To: EC, SEEREN2 consortium

From: SEEREN2 participants To: EC, SEEREN2 consortiumWP overall achievements Final project report

Summary of partners achievements Yearly reports

From: WP leaders To: EC, SEEREN2 consortiumProblems identified and corrective actions Cost Statements

From: EC, SEEREN2 consortium To:


WP1 Activities breakdown 6/8o A1.6: Preparation of periodic and final reports (activity report, management report,

report on the distribution of the Community’s contribution, science and society reporting questionnaire, report on workforce statistics, plan for using and disseminating the knowledge) with status of project major achievements, workpackage progress (including any deviations and corrective actions taken), use and dissemination of project results, monitoring of milestones, ongoing tasks and resource consumption, payments executed to contractors, etc.

Input Objectives OutputProject Notebook Yearly reports

From: SEEREN2 consortium To: EC, SEEREN2 consortium

Preparation of Yearly (periodic activity/financial) report with monitoring of the project milestones, ongoing tasks and resource consumption

From: SEEREN2 consortium To: EC, SEEREN2 consortiumYearly project reports Integrated cost statements

Preparation of Final project report3M reports Final project report

From: SEEREN2 consortium To: ECProblems identified and corrective actions

From: EC, SEEREN2 consortium



o A1.7: Preparation of interim costs statements and transfer advance and interim payments.

Project Notebook Preparation of interim cost statements and transfer advance and interim paymentsTransfer of advance payments

From: SEEREN2 consortium To: contractors3M reports Maintainance of cost statement preparation tool Contractors cost statements

From: SEEREN2 consortium To: ECYearly project reports Integrated cost statements

From: SEEREN2 consortium To: ECCommunication from EC on actual transfers Transfer of interim payments

From: EC To: contractors

Input Objectives Output



o A1.8: Assessment and evaluation of the work of the project, implement and perform the appropriate quality control on project deliverables. The project results will be continually measured against the objectives it has set and the work it has committed to perform.

Input Objectives OutputProject deliverables Translate the project objectives into operational goals and identify the means

to achieve them. Describe what measure of "success" will be usedMeasure of success rules

From: SEEREN2 consortium To: SEEREN2 consortiumContract, CPFs, MM distribution Assess all project deliverables with regard to quality, content and structure Risk reduction plan

From: To: SEEREN2 consortiumAssess and Manage Risk Deliverables assessment report

From: To:Assess the overall project results and project processes

From: To:

Documents

Http:// 2 SEEREN The SEEREN2 initiative is co-funded by the European Commission under the FP6 Research Infrastructures contract no. 026748