April, 10th – 11th 2014, Savona WP6 – Project Management

Aim & Objectives Aim: Ensure that all project activities are performed efficiently, in a coordinated and integrated manner, within schedule and budget and in a way that the research, scientific, technological and stakeholders’ expectations are met. Objectives: Strong project management scheme, with clear roles and transparent decision-making processes. Successful achievement of the overall project objectives on time and within budget. Achievement of a common scientific and technical direction within the project and promotion of team development. Conduction of continuous quality assurance activities for the operation of the project and the production of its scientific and technical results within its lifespan. Continuous monitoring of the project’s progress and timely initiation of corrective actions (if needed). Effective management of knowledge, Intellectual Property and realization of synergies amongst project members. Consideration of dissemination, standardisation, gender or ethical issues (if applicable). Appropriate communication, collaboration and reporting channels within the consortium and EC.

Project Management Structure Special Interest Group: Members from the commercial energy and the scientific domain Provision of technical and scientific consultation & advice on project critical phases and milestones, on the structure and content of project deliverables as well as on their quality Support the dissemination and reinforcement of OPTIMUS outcomes and impact Special Interest Group: Members from the commercial energy and the scientific domain Provision of technical and scientific consultation & advice on project critical phases and milestones, on the structure and content of project deliverables as well as on their quality Support the dissemination and reinforcement of OPTIMUS outcomes and impact WP6: Project Management WP5: Engagement, Dissemination & Capacity Building WP1: Smart City Energy Assessment Framework and User Requirements WP2: Data Sources &Architecture of OPTIMUS DSS WP3: Semantic Data Integration and Development of OPTIMUS DSS WP4: Pilot Sites’ Preparation, Operation and Evaluation POLITO FUNITEC DAPP ICLEI EURO NTUA

Special Interest Group  Special Interest Group must comprises of high-calibre international experts on research themes relevant to the project as well as of representatives of other interested cities, with a role to provide technical input, support the dissemination activities of the project, assist in project decisions of strategic nature and provide advice to specific technical and scientific issues within key deliverables.  Indicatively proposed experts for the Special Interest Group, external to the OPTIMUS project core consortium, in the stage of the proposal were:

Special Interest Group  We have included also Masdar Institute, located in Masdar city, Abu Dhabi  Contact them or find new experts?  How we will involve them in the project and in the process of the deliverable making?  We have allocated euros to ICLE for the SIG needs (effort + travels)  Invite (some of) them in the next Project meeting?

Tasks & Deliverables T6.1 Administrative & Financial Management T6.2 Quality assurance of the project D6.1 : First Periodic Activity & Management Report D6.3: Final Activity & Management Report D6.4: Project Key Performance Indicators Report D6.2: Second Periodic Activity & Management Report M13M13 M13M13 M24M24 M24M24 M36 M4M4 M4M4

WP6 Partners’ Involvement  NTUA as the project coordinator acts as the main contributor of this work package and produces the WP6 deliverables  All other partners participate in this work package: By conducting reviews to the deliverables assigned to them, according to the Quality Assurance Plan By providing to NTUA the necessary input for the management reports Through their participation in the various project meetings

Project & Quality Management Activities Project and quality management activities will ensure the proper implementation of the project plan and the realisation of its objectives:  Decision Making Structures  Conflict Resolution  Communication among stakeholders  Meetings  Measurement of Project Progress

Deliverables Timeplane Submission of Final Deliverable to the EC Project Manager Validation of changes to Deliverable ReviewersProject Manager Deliverable Update to address review comments Deliverable LeaderDeliverable Team Technical & Quality Review of Pre-Final Draft ReviewersProject Manager Iterative Circulation of Deliverable Drafts Deliverable LeaderDeliverable Team Deliverable Preparation Deliverable Team Agreement on ToC and Partners’ Assignments All partnersProject Manager Table of Contents (ToC) Preparation Deliverable LeaderWP Leader Duration: At least 2 working days Duration: At least 5 working days

Risk Management Risk Management Plan Structure  The coordinator along with the WP leaders will continuously monitor and identify potential areas of risk developing in the project  For any risk identified, a resolution plan will be proposed either by the WP leader or by the project coordinator  The potential risks to the viability of the project have been identified in terms of project management issues, research and implementation  The risks have been classified, according to their negative impact on the project and their probability, into: low, medium and high level  A mitigation plan has been developed for each potential risk Risk DescriptionProbabilityImpactMitigation Plan Project management, dissemination and engagement Partner(s) unable to ContributeLowMediumProject management oversight will be continuous. Failure of individual participants will lead to immediate assessment of current partner capabilities and reassignment of tasks. Consortium partners have an adequate range of capabilities (including academic, technical, dissemination, etc.) and can take over tasks if necessary.

Internal effort reporting  Every 6 months, a template for collecting the resources spent will be distributed and should be returned to NTUA at the indicated dates. Man-months per task spent in the reference period (6 months) Man-months per task scheduled to be spent until the end of the reporting period. Sub-contracting, travel and other direct costs spent in the reference period (6 months)  The effort (although unofficially) declared needs to reflect the actual effort spent in the reference period.

Periodic/ Final Activities & Management Reports Timeplan  The project is divided into reporting periods of the following duration: P1: from month 1 to month 13 P2: from month 14 to month 25 Final: from month 26 to the last month of the project  Information will be asked from each partner 1 month before the end of each reporting period  Partners should provide their technical input 1 week before the end of each reporting period  Partners should provide their final resources consumption 1 week after the end of each reporting period  Reports will be communicated for internal review 2 weeks after the end of each reporting period  Reports will be ready for submission to the EC 2 months after (60 days) the end of each reporting period

Reporting To be submitted: 1. The deliverables identified in Annex I to the Grant Agreement, according to the timetable specified in the Deliverables list. 2. A periodic report within 60 days from the end of each reporting period (including the last reporting period). The reporting periods are defined in Article 4 of the Grant Agreement. The periodic report comprises: a) An overview, including a publishable summary of the progress of work towards the objectives of the project, including achievements and attainment of any milestones and deliverables identified in Annex I. This report should include the differences between work expected to be carried out in accordance with Annex I and that actually carried out

Reporting b) An explanation of the use of the resources, and c) A Financial Statement (Form C – Annex VI to the Grant Agreement) from each beneficiary and each third party, if applicable, together with a summary financial report consolidating the claimed Community contribution of all the beneficiaries (and third parties) in an aggregate form, based on the information provided in Form C by each beneficiary. Financial statements should be accompanied by certificates, when this is appropriate (see Article II.4.4 of the Grant Agreement). During and after the project, the coordinator shall provide references of all scientific publications relating to foreground at the latest two months following publication (see Article II.30. of the Grant Agreement).

Reporting The consortium shall transmit the reports and other deliverables through the coordinator to the Commission by electronic means (Article II.4.5 of the Grant Agreement). Each periodic report shall be submitted via the Participant Portal (including FORM C) In addition, Form C must be signed by the authorised person(s) within the beneficiary’s organisation, the certificates on the financial statements and on the methodology must be signed by an authorised person within the auditing entity, and the originals must be sent to the Commission. The reports submitted to the Commission, in particular their publishable parts, shall be of a suitable quality to enable direct publication without any additional editing. By submitting publishable data to the Commission, it means also certifying that they include no confidential material (Article II.4.7).

Project Review The documents to be reviewed should normally include the following: Annex I (contractual Description of Work) Progress report for the period under review Deliverables necessary for the assessment of the work, due in this period, according to the deliverable table in Annex I, For a final technical review, the following additional documents should also be part of the material to review: The final publishable summary report The report covering the wider societal implications of the project, including gender equality actions, ethical issues, efforts to involve other actors and spread awareness as well as the plan for use and dissemination of foreground More

Review Meetings MonthEventEstimated DurationMechanism M13 1 st Annual Project Review Meeting 1 full dayOfficial dedicated review meeting with reviewers M25 2 nd Annual Project Review Meeting 1 full dayOfficial dedicated review meeting with reviewers M36 Final Annual Project Review Meeting 1 full dayOfficial dedicated review meeting with reviewers

Administrative Status  GPFs finalized  GA finalized  CA draft ready. To be signed by all partners  Pre-financing distributed to partners  Forms C ready. To be delivered to partners in the meeting.

Project Meetings Schedule  September 2014 – 2 nd progress meeting  October 2014: 1 st Annual Project Review Meeting – Brussels  April 2015 – 3 rd periodical project meeting  September 2015 – 4 th periodical project meeting  October 2015: 2 nd Annual Project Review Meeting – Brussels  April 2016 – 5 th periodical project meeting  July 2016 – 6 th periodical project meeting  September 2016: Final Annual Project Review Meeting – Brussels

Deliverables up to M12 D1.3 User Requirements (TECNALIA) D4.1 Baseline Analysis Report (NTUA) D2.1 Overall Architecture of OPTIMUS DSS (POLITO) D2.5 Energy prices data capturing module (TECNALIA) D2.6 Renewable energy production data capturing module (FUNITEC) D5.2 Dissemination Plan, 1st year (ICLEI) D5.7 Stakeholders’ Engagement, Dissemination and Training Report, 1st year (ICLEI) M8 M9 M12 M10

OPTIMUS WP6 Overview Thank you for your attention! Prof. John Psarras Dr Haris Doukas Mr Manos Ergazakis Ms Stella Androulaki