ICT Smartcities 2013 FP7-SMARTCITIES-2013 WP6 – Project Management OPTIMising the energy USe in cities with smart decision support system (OPTIMUS) Objective ICT Optimising Energy Systems in Smart Cities Small or medium scale focused research project (STREP) Presentation by Dr. Haris Doukas and Mr. Manos Ergazakis Kick-Off Meeting October, 23 rd -24 th 2013, Athens

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

Tasks & Deliverables T6.1 Administrative & Financial Management T6.2 Quality assurance of the project D6.1 : First Periodic Activity & Management Report D5.3: Final Activity & Management Report D5.4: 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 Timeplan 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

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 signed by all partners and sent to the EC  GA to be signed by NTUA and EC  CA to be finalized and then signed by all partners  Distribution of pre-financing to partners will proceed as soon as NTUA receives it from the EC and according to the modalities foreseen in the CA  Forms A to be signed by all partners and NTUA

Project Meetings Schedule  October 2013, 23 rd -24 th : Kick-off Meeting –Athens  April 2014 – 1 st periodical project meeting  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 Consortium teleconferences to be organized every 1 month Standard date / time ? Or to be decided in doodle? Consortium teleconferences to be organized every 1 month Standard date / time ? Or to be decided in doodle? 3 Meetings in Athens, 2 in Spain and 2 in Italy

Deliverables up to M6 D5.1aDissemination Plan, initial (ICLEI) D1.1OPTIMUS Approach to Smart Cities and Energy Optimization (NTUA) D5.2aOPTIMUS Website and Social Media (NTUA) D5.3aOPTIMUS Dissemination Material, initial (ICLEI) D6.4Project Key Performance Indicators Report (NTUA) D1.2Smart City ex-post and ex-ante Assessment Framework(NTUA) M2 M3M3 M3M3 M6M6 M6M6 M5

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