EXPReS Board Meeting - Consortium Agreement: Overview and Highlights - Project Management Update T. Charles Yun Program Manager EXPReS Project JIVE

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 2 Presentation Overview 10:15-10:30 Consortium Agreement Highlights and overview of responsibilities Board functions Voting, Proxy Quorum, Majority 10:30-10:45 Project Management Update (1 of 2) Funding and distribution of funds Reporting requirements for EC Accounting, audits, audit certificates Payments to sites 11:15-11:45 Project Management Update (2 of 2) Timeline from Project Manager

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 3 Part 1

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 4 Responsibilities Overview of groups and activities as outlined in the Consortium Agreement Where to find documents EXPReS contract (PDF) Description of work (PDF) Consortium Agreement (PDF) Consortium Agreement Annexes (PDF) Documentation

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 5 Defined Bodies Consortium Agreement outlines the interaction between members of EXPReS Governing Board Chairman and Vice-Chairman Each Consortium Member appoints its representative Management Team Project Coordinator, Project Manager, heads of the Specific Service Activities, head of the Joint Research Activity, and the Administrative Assistant. Consortium Members 19 participants Consortium Agreement

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 6 Governing Board Responsibilities (summarized, partial list) Political and strategic orientation of the Project The Consortium’s budget and the financial allocation of the EU’s contribution between the various activities on the one hand, and between the various Consortium Members on the other Annual validation of the realised expenditure in accordance to the budget Modifications to the “Programme of Activities”, including, but not limited to, decisions to abandon a research programme or to reduce the budget allocated to it The Governing Board may vote the inclusion of a new participant on a unanimous basis Consortium Agreement

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 7 Chair & Vice-chair of Governing Board Are elected by a majority decision of the representatives among the members of the Governing Board for a period of two years. The Chairman sets the agenda for meetings of the Governing Board; The Chairman chairs meetings of the Governing Board. In his/her absence, the Vice-Chairman will be acting chairman; The Chairman ensures that the Coordinator implements the decisions taken by the Governing Board. Consortium Agreement

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 8 Governing Board Meetings Frequency Once per year; or Upon written request of any Consortium Member in case of an emergency situation; or Upon request of the Coordinator; or Upon request of 1/3 of the Consortium Members Quorum, Voting and Majority Quorum Requires two-thirds (2/3) of the Board Members Each member of the Governing Board shall have one (1) vote. Members may grant power of attorney to other members to act as proxy, with a limit of one (1) proxy per member Decisions shall be taken upon a majority of 2/3 of the votes of the Consortium Members present or represented. Consortium Agreement

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 9 Management Team #Description / Leader PC Project Coordinator Michael Garrett, JIVE NA1 Management of I3 T. Charles Yun, JIVE SA1 Production Services Arpad Szomoru, JIVE SA2 Network provisioning Francisco Colomer, CNIG-IGN JRA1 FABRIC Huib van Langevelde, JIVE SecProject Secretary Diana van Dijk Consortium Agreement

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 10 Management Team Meetings The Management Team is lead by the Project Coordinator Frequency At least four times per year Upon written request of any Consortium Member in case of an emergency situation; or Upon request of subproject Committee, Quorum, Voting and Majority Quorum Requires two-thirds (2/3) of the Board Members Each member of the Governing Board shall have one (1) vote. Members may grant power of attorney to other members to act as proxy, with a limit of one (1) proxy per member Decisions shall be taken upon a majority of 2/3 of the votes of the Consortium Members present or represented. Consortium Agreement

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 11 Consortium Members Joint Institute for VLBI in Europe (coordinator), the Netherlands AARNET Pty Ltd., Australia ASTRON, the Netherlands Centro Nacional de Informacion Geografica, Spain Chalmers Tekniska Hoegskola Aktiebolag, Sweden Commonwealth Scientific and Industrial Research Organization (CSIRO), Australia Cornell University, USA Delivery of Advanced Network Technology to Europe Ltd. (DANTE), UK Instituto Nazionale di Astrofisica, Italy Instytut Chemii Bioorganicznej PAN, Poland Max Planck Gesellschaft zur Foerderung der Wissenschaften e.V., Germany National Research Foundation, South Africa Shanghai Astronomical Observatory, Chinese Academy of Sciences, China SURFNet b.v., The Netherlands Teknillinen Korkeakoulu, Finland The University of Manchester, UK Universidad de Concepcion, Chile Uniwersytet Mikolaja Kopernika, Poland Ventspils Augstskola, Latvia Consortium Agreement

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 12 Member Responsibilities The Consortium Members agree to participate in and collaborate on the Project and will inform the other Parties of any collaboration in other programmes or networks which are likely to compete with the Project. Article 5 covers (at length) a variety of requirements, that can be summarized as: do good work, deliver results, keep everyone informed of your status. Consortium Agreement

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 13 Questions/Answers Contact information T. Charles Yun Project Manager EXPReS (JIVE) tcyun \at\ jive dot nl Additional Information only one “s”] EXPReS is made possible through the support of the European Commission (DG-INFSO), Sixth Framework Programme, Contract # Conclusion

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 14 Part 2

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 15 Funding Form A3.2, project funding: Year 1:1,200,000 EUR Year 2:1,400,000 EUR Year 3:1,300,000 EUR Form A3.3, per institution allocation of funds Calculated at inception of project Assumptions regarding per institution overhead percentages Funds distributed for the first year of project Note, each institution received 85% of the allocated funding. A portion of the funds are kept in reserve as “slack” to address potential issues. The remaining 15% will be distributed with the second year’s funding. Project Status

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 16 General Items w/r/t Accounting Monthly You should keep track of items locally Quarterly Provide “reasonable estimates” for quarterly spending Report spending to project manager Annually Formal financial report (Form C) Audit Certificate Reporting

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 17 Specific Accounting Items Annual Audits Auditors Schedule them now Note that they do not have to be expensive Audit Certificate 70% rule Inexperienced institutions are encouraged to obtain a first year audit certificate Large sum recipients will be expected to submit annual audit certificates VAT can not be charged against the project Yes, you need to go through each individual receipt and remove the VAT amount. Reporting

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 18 Reporting Requirements The Description of Work (DOW) is a contract with the E.C. outlining: Deliverables, milestones and reporting requirements Consortium Agreement In particular, each NA, SA and JRA will be required to generate provide input into the Monthly Highlight Reports, Quarterly Management Reports (QMR) and Annual Reports (including financial reports)… In spite of what we hoped, the contract states the reporting frequency. Reporting

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 19 Describing the funding The amounts are the total funds per institution for all activities combined For a detailed information about the distributed amounts, see form A3.1 and A3.3 Amounts requested from E.C. detailed by institution and activity (NA, SA, JRA) Project Status

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 20 Distribution of Funds Funds should have been received by all institutions Money was sent by JIVE to the account numbers provided at the inception of the project Please check with your institution to make sure funds have been received If you need additional information, please contact me separately NameRequested Amt85% JIVE585, ,250 AARNET4,200 3,570 DANTE3,000 2,550 PSNC51,800 44,030 SURFnet1,800 1,530 ASTRON55,310 47,014 CNIG-IGN32,300 27,455 CSIRO8,000 6,800 NRF5,000 4,250 INAF52,300 44,455 MPG102,300 86,955 TKK92,300 78,455 CORNELL23,000 19,550 UMK7,300 6,205 OSO32,800 27,880 SHAO28,000 23,800 UDEC12,600 10,710 UNIMAN117,100 99,535 VeA/VIRAC12,098 10,283 Project Status

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 21 Breakdown of Amounts InstitutionNA's 1 SA's 1 JRA 1 Total 1 JIVE106, , , ,250 AARNET1,870 1, ,570 DANTE2, ,550 PSNC1, ,500 44,030 SURFnet1, ,530 ASTRON1,964 2,550 42,500 47,014 CNIG-IGN1,955 25, ,455 CSIRO2,550 4, ,800 NRF2,550 1, ,250 INAF1,955 42, ,455 MPG1,955 85, ,955 TKK1,955 25,500 51,000 78,455 CORNELL2,550 17, ,550 UMK1,955 4, ,205 OSO2,380 8,500 17,000 27,880 SHAO2,550 21, ,800 UDEC2,210 8, ,710 UNIMAN10,285 38,250 51,000 99,535 VeA/VIRAC1,783 8, ,283 1 All figures in Euros Project Status

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 22 Description of Work Reporting

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 23 Deliverables and Milestones Annex 1, Description of Work; Section 1.4, Deliverables We are currently being measured against the deliverables that are listed in this table. There are 118 Deliverables in total Each is deliverable has: Responsible activity Due date Type of deliverable Also available in the wiki Reporting

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 24 Deliverable Tracking The project manager will start tracking and publishing deliverable compliance as part of the monthly reports to the E.C. Format for each deliverable will be: Activity No. Deliverable title Lead Participant Planned Delivery date Actual Delivery Date Current Status “Current Status” will be displayed numerically on a zero to four scale: 0 No work initiated Deliverable submitted to PM 4 Reporting

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 25 Questions/Answers Contact information T. Charles Yun Project Manager EXPReS (JIVE) tcyun \at\ jive dot nl Additional Information only one “s”] EXPReS is made possible through the support of the European Commission (DG-INFSO), Sixth Framework Programme, Contract # Conclusion

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 26 Part 3

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 27 Basic Dates, Timeframes Project Information 2006 March – Project Start Date 2006 March – Month 0 (zero) 2006 November – Month 9 (current) 2009 March – Project Completion Date Project Quarters: Quarter 1: March, April, May Quarter 2: June, July, August Quarter 3: September, October, November Quarter 4: December, January, February Project Status

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 28 Monthly Week 1:Project manager submits report to E.C. Week 2:Process deliverables Week 3:Project manager requests monthly information from participants Week 4:Project manager writes monthly report Project Timeline

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 29 Standard Monthly Report Fill out the deliverables table 2-3 paragraphs text indicating general activities over the past month with links to publications, meetings, reports, etc. Highlight new science! Spend some time to explain status of deliverables (why early/late, interesting problems, unexpected gains, etc.) 1 paragraph on upcoming activities or expected hurdles Project Timeline

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 30 Quarterly Q1w1:Deliver report to E.C Q1w10:Request quarterly information from participants along with montly report Q1w12:Project Manager writes quarterly report Analyzing progress against description of work - Financial - Milestones - Deliverables Project Timeline

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 31 Standard Quarterly Report Includes everything from a monthly report + PLUS+ Summary of spending Submit information by activity Activity leaders should be tracking spending Explanation of spending and progress against plan. Fairly detailed explanation when progress is slower than plan. 1 paragraph on upcoming activities or expected hurdles Project Timeline

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 32 Annually y1q4:Request financial information from all participants - formal, audited financial records - compare spending against plan - compare progress against plan Create plan for next 18 months - description of work, deliverables, timelines y2q1:Deliver Annual Report to E.C y2q1:Second Board Meeting Project Timeline

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 33 Questions/Answers Contact information T. Charles Yun Project Manager EXPReS (JIVE) tcyun \at\ jive dot nl Additional Information only one “s”] EXPReS is made possible through the support of the European Commission (DG-INFSO), Sixth Framework Programme, Contract # Conclusion

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 34

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 35 Curr Status Per activity Per institution Spending Deliverables Annual review

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 36 -fin-

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 37 Agenda 09:00-09:30 MAG Welcome - Acknowlege Agenda - Minutes, secretary and action items - Quorum - Gather names, contact info - Introduction of individuals: board vs. proxy - Initiation of Board, responsibilities 09:30-10:00 MAG Election of Chair (Chr) and Vice-Chair - Announce names/suggestions - Discussion, as necessary - Vote 10:00-10:15 Chr Acknowledge - Project Coordinator - Project Manager - Introduction of Management Team, responsibil 10:15-10:30 TCY Consortium Agreement - Highlights and overview of responsibilities - Board functions - Voting, Proxy - Quorum, Majority 10:30-10:45 TCY Project Management Update (1 of 2) - Reporting requirements for EC - Audits, audit certificates - Annual review - Discussion 10:45-11: Break 11:15-11:45 TCY Project Management Update (2 of 2) - Timeline from ProjMgmt POV - financial withholdings, 10% per year - payments to sites - Discussion 12:30-13: Lunch 13:30-13:40 TCY Contact information - addr, alternate individuals - financial contact - administrative contact 13:40-13:50 MAG Call for hosts - 6th International e-VLBI Workshop, Europe 13:50-14:15 MAG Subcontracts - MIT/Haystack, explanation - Descision by Board 14:15-14:30 HvL FABRIC: Management update 14:30-15:00 Chr ??? [2] 15:00-15: Break 15:30-16:00 Chr ??? [2] 16:00-17:15 MAG FP7, e-Infrastructures - Discussion 17:15-17:30 TCY Wrap up/Closing

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 38 Traditional ProjMgmt Tools EXPReS Gantt chart

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 39

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 40 Deliverables List

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 41 NA1 DNA1.0112Annual report (incl. Financial information) to EC DNA1.0224Annual report (incl. Financial information) to EC DNA Annual report (incl. Financial information) to EC DNA Final Report to Board and EC DNA Final Plan for using and disseminating knowledge DNA1.0636Implementation of the Gender Action Plan DNA1.0736Raising public participation and awareness NA2 DNA2.013EVN-NREN meeting No. 1 (under auspices of EXPReS) DNA2.0212NA2 annual report No. 1 (as part of EXPReS Ann. Rep No. 1) DNA2.0318EVN-NREN meeting No. 2 DNA2.0424NA2 annual report No. 2 (as part of EXPReS Ann. Rep No. 2) DNA2.0526EVN-NREN meeting No. 3 DNA2.0626EVN-NREN representatives present EXPReS networking results at the e-VLBI Science & Technology Workshop DNA2.0736NA2 annual & Final reports

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 42 NA3 DNA3.14First meeting of eVSAG under auspices of EXPReS DNA3.216eVSAG meeting No. 2 DNA3.326eVSAG meeting No. 3 DNA3.430e-VLBI Workshop held in Onsala DNA3.532Publication of e-VLBI Workshop proceedings NA4 DNA4.012Creation of Public EXPReS web-site DNA4.024Creation of EXPReS web-based management tools DNA4.036Generation of PR material (phase 1) DNA4.0412e-VLBI Demonstration and attendance at Network events. DNA Generation of new PR material (phase 2) DNA e-VLBI Demonstration and attendance at Network events. DNA e-VLBI Demonstration and attendance at network events.

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 43 SA1 DSA1.13Central data link control DSA1.26Job preparation utilities DSA1.36Fast/adaptive scheduling tools DSA1.49eMERLIN VSI interfaces design DSA1.59Selective data processor controls DSA1.512Network Protocol decision DSA1.712Monitored information handling modules DSA1.812Monitoring processes DSA1.915Tests using local Jodrell Bank home e-MERLIN telescope DSA1.1015Real-time data processor control software DSA1.1116Real-time Pipeline DSA1.1218Visibility monitor DSA1.1318Tested software for operational improvements DSA1.1418Test using remote e-MERLIN telescope DSA VSI Interfaces

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 44 SA1 (contin) DSA VSI support software DSA Flexible local GE network DSA1.1824Network monitoring tools DSA1.1924Multiple e-MERLIN telescope tests DSA Improved network applications DSA1.2130Monitoring user interfaces SA2 DSA2.016Feasibility study of the last-mile connection to the nearest NREN node for participant CNIG-IGN DSA2.026Feasibility study of the last-mile connection to the nearest NREN node for participant MPIfR DSA2.036Equipment of the last-mile infrastructure for participant INAF (telescope in Medicina) DSA2.046Feasibility study of the last-mile connections to the nearest GEANT NREN node for participant CAS (Shanghai, Urumqi, Miyun, Yunnan )

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 45 SA2 (contin) DSA2.056Feasibility study of the last-mile connection to the nearest NREN node for participant VIRAC DSA2.066Feasibility study of the last-mile connection to the nearest NREN node for participant HRAO DSA2.076Feasibility study of the last-mile connection to the nearest NREN node for participant NAIC (Arecibo) DSA2.08 6Feasibility study of the last-mile connection to the nearest NREN node for participant TIGO DSA2.096Feasibility study of the last-mile connection to AARNET for participant CSIRO DSA2.1010e-VLBI test observations, Medicina DSA Equipment of the last-mile infrastructure for participant MRO DSA2.1212Construction and equipment of the last-mile infrastructure for participant CNIG-IGN DSA Construction and equipment of the last-mile infrastructure for participant MPIfR DSA Gbps link upgrade between MERLIN and JIVE

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 46 SA2 (contin) DSA2.1518e-VLBI test observations, Metsahovi DSA2.1618Construction and equipment of the last-mile infrastructure for participant Shanghai DSA Construction and equipment of the last-mile infrastructure in AARNET to allow connection of participant CSIRO DSA2.1818Construction and equipment of the last-mile infrastructure for participant Urumqi DSA Construction and equipment of the last-mile infrastructure for participant Miyun DSA Construction and equipment of the last-mile infrastructure for participant Kunming DSA Construction and equipment of the last-mile infrastructure for participant VIRAC DSA Equipment of the last-mile infrastructure for participant NAIC DSA Construction and equipment of the last-mile infrastructure for participant TIGO DSA2.2418AARNET connectivity enhancements

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 47 SA2 (contin) DSA2.2520Feasibility study of the last-mile connection to the nearest GÉANT node for participant INAF (Sardinia) DSA Gbps link between UniMan and OSO for ultra-VLBI tests DSA2.2721e-VLBI test observations, Effelsberg DSA2.2822e-VLBI test observations, Metsahovi DSA2.2922e-VLBI test observations, Yebes DSA Construction and equipment of the last-mile infrastructure for participant HartRAO DSA2.3130e-VLBI test observations, Urunqi DSA2.3230e-VLBI test observations, Mijun DSA2.3330e-VLBI test observations, Kunming DSA2.3430e-VLBI test observations, VIRAC DSA2.3530e-VLBI test observations, HRAO DSA2.3630e-VLBI test observations, NAIC, Arecibo DSA2.3730e-VLBI test observations, TIGO DSA Construction and equipment of the last-mile infrastructure for participant INAF (Sardinia)

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 48 JRA1 DJ1.12Data acquisition requirements document DJ1.22Protocols strategic document DJ1.34Visualization software DJ1.45Correlator design specification DJ1.56Overall design document DJ1.66eVLBI-Grid design document DJ1.77eVLBI fringes PC-EVN DJ1.87LOFAR connection strategic document DJ1.98Data acquisition design document DJ1.1010eVLBI-Grid interface document DJ1.1113Protocols performance report DJ1.1214Software correlator core DJ1.1315Software data product DJ1.1418Data acquisition interface document DJ1.1518LOFAR station interface report DJ1.1618Software for workflow management

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 49 JRA1 (contin) DJ1.1723Software for correlation on cluster DJ1.1823Data acquisition test report DJ1.1923Data acquisition prototype at telescope DJ1.2023Overall broadband demonstration DJ1.2123Software cluster correlation DJ1.2223First fringes software correlator DJ1.2324Software to collect distributed output DJ1.2427Software to create data product from distributed correlation DJ1.2529Software routing DJ1.2630eMERLIN interface available DJ1.2731Fringes with new routing DJ Software distributed correlation DJ1.2934First fringes Grid correlator DJ First fringes on FABRIC DJ1.3136Final report

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 50 Deliverables Tracking

2006 September 19 TuesdayEXPReS- Introduction and OverviewSlide #: 51 Deliverable Tracking (continued) Status will be displayed numerically on a zero to four scale: 0No work on deliverable initiated 1Work started 2No draft deliverable available 3Draft Deliverable available 4Deliverable completed and submitted to Project Manager Reporting