AMVA4NewPhysics Moving forward T.Dorigo June 4th 2015

(non-)News I still have to hear from the Project Officer concerning: – whether our proposal of adding TU Munich to the network as associated partner is acceptable, etcetera – whether the June 16th deadline for signing of declarations of honour is a strict one or not – when the part B document will be sent back to us – what to make it of the ethics aspects In any case please make every effort to have your PLSIGN do their job well before June 16th – it is your only assignment for now

The consortium agreement We have to draft, finalize, and sign a consortium agreement before we sign the grant agreement – No, we cannot do it later We will base our document on a template made available by DESCA (here: The agreement contains the rules of participation; the composition and election procedures of the governing bodies, their duties, responsibilities, and mode of operation; the financiary aspects and budgetary issues, including specific details on money transfers and the like; access rights and dissemination rules; and the rules in case of breaches and uncompliance. – It is a formal step largely redundant, but it is good to have rules in place – Many details are annoyingly described – if you feel we could simplify the text please offer suggestions – Of course we might find it useful to add some specific points not foreseen in the template. E.g., confidentiality issues between ATLAS, CMS, and the consortium members ? I am adapting the original template, marking in yellow what I change or add/subtract, and I will soon distribute it to get your input – PLEASE plan to work at it such that we can have a pseudo-final version by beginning of July – It takes one to two hours of your time to fully digest and review

DESCA - Table of contents

Financiary matters I am trying to understand the mechanics of funding transfers etcetera We have to formulate in a way that is satisfactory to all the two special agreements on the management of funds we had six months ago: – the allotment of 80,000 euro to the coordinator for the hiring of an aide at INFN-PD (press office, financiary matters, outreach) – the retention of 10/15% of RTN funds by the coordinator, released and redistributed at the end of each year to balance the different expenses withstood by different nodes for the common good

M&O management What I think should happen after the GA is signed: – EU sends to INFN the money first installment: eur 800, (pre-financing), to which a 15% warranty fund is deducted (can be released later if we are compliant) In practice INFN receives eur 680, – INFN takes xx% of INFN-PD’s share of ESR+RTN funds according to administrative staff in Padova there is a chance that INFN will not apply any such overhead cut; I assumed 13.33% in the table which follows (a number which was mentioned by M.Morandin to me earlier on) – it is anyhow negotiable – Then I withhold eur 80,000 from the M&O funds that remain in INFN-PD I need to take all from this first installment as I need to be sure I have the money to finance the hiring of the scientific secretary here – Then I redistribute to all nodes their share, equalizing the hit on RTN funds from the retention of eur 80,000 according to person-months per node – Finally each institution takes some fraction (20%?) of what they receive – You get the remainder of that Let’s see what this amounts to

Free parameters we do *NOT* know the exact amount we will be given – it depends on whether our ESRs have family or not we do not know what fraction of overheads our institutions cut – or if we do please provide me with the information – If you know that your institution will cut less than 20%, or that they will use the information concerning the deduction of M&O funds by INFN to take up less, please inform me – these numbers are needed to balance the hit on RTN funds of each node Those are free parameters in the table which follows, but they do not affect too much the conclusions

See excel file M_O.xslx in dropbox