1. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 1 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 The Svalbard Integrated Arctic Earth Observing System (SIOS) ESFRI initiative - A possible future cornerstone of European Arctic research Georg Hansen & Karin Refsnes Research Council of Norway

2. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 2 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 Review of Work Programme – WP1 Project management: –organise all necessary project meetings including kick-off and final meetings; –establish and maintain a continuous close communication with the European Commission through the responsible Scientific Officer at the Commission; –follow up the project work plan including provision of deliverables at the agreed deadlines and taking necessary actions in case of deviations; –prepare and submit all official project reports required by the Commission to schedule; –administer all financial/budgetary aspects of the project; –establish and maintain all communication by the project, especially a project website, and all other relevant information material. 4 Tasks: –Task 1.1 Operational Preparatory Phase Project management (RCN + SB) –Task 1.2 Project Reporting (RCN, supported by NPI and UNIS) –Task 1.3 Financial matters (RCN) –Task 1.4 Formal Outreach Measures (RCN, partially through SSF)

3. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 3 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 Review of Work Programme – WP1 Contributors: –NPI, UNIS (4 p-m each): contribute to reporting, establishment of outreach means –All partners represented in Steering Board (1 p-m each) Deliverables (underlined: 1 st year): –D1.1 6-monthly project activity reports (months 7, 13, (19), 25, 31) –D1.2 Mid-term progress report incl. financial report (month 19) –D1.3 Final report, including overall financial report, outlook/plan for next project phase (month 37) –D1.4 Project web page (established in month 2, fully operational month 6) –D1.5 Project flyer (month 6, revision month 24, 36) –D1.6 Electronic SIOS Newsletter (months 12, 24, 36) Milestones –M1.1 SIOS-PP kicked off (month 2) –M1.2 Project web page fully operational (month 6)

4. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 4 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 Review of Work Programme – WP1 Next steps: –Completion of Executive Secretariat: Karin Refsnes (project director, 50% position), Georg Hansen (project coordinator, 80%), N.N. (position advertised; project secretary, 100 %), contribution from Svalbard Science Forum (ca. 50%); contributions of NPI and UNIS need to be defined clearly (preferably support to reporting tasks) –Establishment of working routines for the Steering Board: quarter-annual meetings, usually physical every six months, virtual meetings otherwise, schedule to be adjusted to concrete needs next meeting: 20 January – presentation of detailed work plans for all WPs –Establishment of project web site: either www.sios-esfri.eu or www.sios-esfri.org with restricted area for project partners for exchange of documents

5. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 5 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 Bank information! Requested 3 weeks ago Received from: NPI, UNIS, CNR, AU-NERI, KOPRI, IOPAS, SU, UIT, METNO, IMR All others: send a.s.a.p. NO BANK ACCOUNT – NO MONEY!

6. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 6 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 Review of Work Programme – WP2 Legal and Governance Structure –Assess possible alternatives for the legal status of a future European Research infrastructure and agree on the best option; –Design an overarching governance structure and decision-making procedures for the multi-national, multi-platform and multi-disciplinary SIOS infrastructure; –Achieve a legally binding agreement of as many partners as possible on the above issues, leading to the formal establishment of the European Research Infrastructure SIOS. 5 Tasks: –Task 2.1 Inventory and analysis of legal structure options (AWI) –Task 2.2 Development of overarching governance structure (RCN) –Task 2.3 Design of observatory/platform structure (UIB) –Task 2.4 SIOS Knowledge Centre - formal structure (UNIS) –Task 2.5 Implementation of legal and governance structure (RCN)

7. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 7 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 Review of Work Programme – WP2 WP coordinator: RCN Contributors: –(RCN,) AWI, UNIS, UIB as task leaders –Representatives of research settlements (N-Å., Lyb, Bb, Hs) –all national representatives through participation in Policy Board Deliverables: –D2.1 Assessment of legal instruments suitable for SIOS (Month 12) –D2.2 Draft proposal of a SIOS governance structure including observation platforms (report, Month 14) –D2.3 1 st Workshop of national representatives on legal and governance structure (Month 14) –D2.4 Legal statutes, instruments and procedures of SIOS Research infrastructure, including role of Knowledge Centre (Month 25) –D2.5 2 nd Workshop of national representatives on legal and governance structure (Month 26) –D2.6 SIOS contract documents (month 30) –D2.7 Legal documentation on the establishment of SIOS research infrastructure (Month 35)

8. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 8 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 WP2 – next steps To be completed during the first year: Task 2.1 –mainly based on evaluation of similar tasks in the frame of earlier EAFRI initiatives –AWI coordinating one (ERICON AB) and participating in one (EMSO) has ample experience  re-assessment in light of particular aspects of SIOS (partially existing, multi-disciplinary, multi-platform, multi-national; Svalbard status: input from WP A needed!) Mostly to be accomplished in year 1: Tasks 2.2 (together with 2.4) and 2.3 –Also here: exploitation of experiences of more progressed distributed ESFRI projects, e.g., EMSO, ICOS –First work on SIOS Knowledge Centre on the way, but refinement needed before consortium-wide hearing –Observatory organisation: to be developed in exchange with ESM community, experiencs of multi-disciplinary observatories; careful evaluation of gap analysis reports

9. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 9 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 Organisational structure – starting point

10. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 10 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 The SIOS Knowledge Centre SpaceTerrestrialMarineAtmospheric Observational platforms Integrating platform Knowledge centre Selected contributing organizations UNISNPAWIAARINERCCNRIGFPASIPEV ACIA Selected end users: Policy makers, NGOs IPCCEU European government policy boards

11. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 11 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 Review of Work Programme – WP3 Financial Strategy –Quantify in detail: infrastructure investment needs the running costs related to all relevant activities during the operational phase over at least a 5-year period –This covers: the new integrating infrastructure relating to the SIOS Knowledge Centre upgrades of the general communication infrastructure and logistics which is needed as a consequence of increased activity within SIOS investments in new (or upgrading of existing) scientific infrastructure. –Strongly depending on output from WP C (Gap Analysis), WP 5, WP 6, WP8! 4 Tasks: –Task 3.1 Assessment of SIOS investment needs (UIT) –Task 3.2 Establishment of commitment agreements on infrastructure investments (RCN) –Task 3.3 Inventory and financial quantification of basic operational phase activities (NERC) –Task 3.4 Implementation of infrastructure business plan (RCN)

12. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 12 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 Review of Work Programme – WP3 WP coordinator: RCN Contributors: –(RCN,) UIT, NERC as task leaders –Leaders of gap analysis working groups (incl. one associated partner!) –Representatives of research settlements/major operational infrastructures (N-Å., Lyb, Bb, Hs; incl. one associated partner) –all funding agency representatives through participation in (extended) Policy Board Deliverables (none in first year): –D3.1 Investment proposal for new scientific instrumentation and upgrades of existing instrumentation (Month 16) –D3.2 Investment proposal for the SIOS Knowledge Centre and other general infrastructure (Month 24) –D3.3 2-4 workshops with funding agencies representatives involved in SIOS, assessing the draft reports of D3.1 and D3.2 (between months 14 and 26) –D3.4 Common Investment plan with supporting SIOS partners, including bilateral agreements with individual partners (Month 28) –D3.5 Draft report of business plan for the first 5 years of operation to be implemented by the newly established SIOS Infrastructure (Month 31) –D3.6 Workshop on first 5-year operation period and business plan for SIOS (Month 32) –D3.7 Contract between all SIOS partners on first operational 5-year period and business plan (Month 36)

13. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 13 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 WP3 – next steps Task 3.1: on part (scientific infrastructure) strongly dependent on WP C (gap analysis process)  responsible person (UIT) should participate in further gap analysis process Complete and very concrete overview of instrument investments to be made indispensible, preferably as a ranking list: some work to be done in Synthesis Group (in cooperation with ESM community) Close cooperation with WP 5 (logistics) and WP 6 (data management facility) necessary: tasks 5.1-5.4, task 6.4

14. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 14 SI O S SIOS Preparatory Phase Kick-off Meeting 14/15 October, 2010 Cross-links between work packages Two main issues: –The gap analysis which will strong influence on many work packages: o.k. –The SIOS Knowledge Centre: meant to collect many functions worked out by various WPs –Work on the way to describe and «dimension» the possible functions of the KC, note currently cycling in the Steering Board; will later on integrate results frm all WPs