1. This project is co-funded by the European Union Brussels, 16 December 2014 Overview of the Project Status & Management Issues (WP6)

2.  Project Status Project Context Key Objectives Work Performed: 1 st Reporting Period Deliverables Milestones  WP6 – Management Outline 1 st Reporting Period: October 2013 – October 2014 (Month 1 – Month 13)

3. OPTIMUS: OPTIMising the energy USe in cities with smart decision support systems Grant agreement no: 608703 Start Date: October 2013 Duration: 36 Months Project Partners:

4. The overall vision of the OPTIMUS project is the design, development and implementation of a Decision Support System (DSS) addressed to city authorities, in order to assist them in the decision making process, so as to optimize the energy use in their premises and achieve significant reduction of CO 2 emissions. OPTIMUS will provide an integrated ICT platform that will collect and structure open data sets from five domains, handled by the modules of the DSS: weather conditions social mining buildings’ energy profiles energy prices energy production. Project Context OPTIMUS will use semantic/intelligent technologies so as to combine them and propose energy optimization short term plans.

5. Objectives within the 1 st reporting period (October 2013 - October 2014) Development of the OPTIMUS approach on the linking of Smart Cities with Energy Optimization, through a thorough analysis of the Smart Cities concepts and ideas, in relation to Energy Optimisation techniques and methods. Development of a methodological tool (Smart City Energy Assessment Framework), which will be used so as to conduct a thorough analysis and assessment (applicable to different cities), of the ex-ante and ex-post status of a Smart City, in relation to the themes concerned by the project. Collection, through a systematic way, of all the user requirements, by actively involving all end- users and stakeholders (e.g. city authorities, citizens, energy companies, other stakeholders, etc) in this process. Definition, collection and semantic modeling of data from different types and sources, which can help to understand the influential factors in the energy consumption in a city. Wide dissemination of the project outcomes and coordinated exploitation of results to optimize impact, to share and promote project results through targeted dissemination activities using appropriate media and tools and to outline an exploitation plan and the respective Service Business Model. Key Objectives (1/3) … Objectives also for the next reporting periods

6. Objectives within the next reporting periods: Development of the OPTIMUS DSS. This implies development of the inference engine and mechanisms, by including the necessary knowledge and intelligence that will be used for energy optimization. The OPTIMUS DSS will integrate the multi-disciplinary data sources and will have as main objective to meet all the necessary requirements and expectations of the end-users (City authorities), by acting as a decision support tool for energy optimization in a rapid and sustainable way. Validation of the OPTIMUS approach, through real-life pilot cases in three cities and by providing evidences of energy savings, total cost of operation, scalability of the solutions, user's acceptance and benefits that accrue. OPTIMUS aims to achieve quantifiable and significant reduction of energy consumption and CO 2 emissions, through the application of the proposed DSS. Extraction of lessons which could be useful for later deployments of the system at other cities. Key Objectives (2/3)

7. Key Objectives (3/3) Objectives for the 1 st Reporting PeriodStatus Key Performance Indicator OPTIMUS Achievements Development of the OPTIMUS approach on the linking of Smart Cities with Energy Optimization, through a thorough analysis of the Smart Cities concepts and ideas, in relation to Energy Optimisation techniques and methods. Publications in international refereed journals and announcements in international conferences Achieved. 2 publications in peer-reviewed journals and/or international conferences Development of a methodological tool (Smart City Energy Assessment Framework), which will be used so as to conduct a thorough analysis and assessment (applicable to different cities), of the ex-ante and ex-post status of a Smart City, in relation to the themes concerned by the project. Publications in international refereed journals and announcements in international conferences Achieved. 2 publications in peer-reviewed journals and/or international conferences and 1 additional under submission Definition, collection and semantically modelling data from different types and sources, helpful to understand the influential factors in the energy consumption in a city. In Progress Publications in international refereed journals and announcements in international conferences 1 publication in peer-reviewed journals and/or international conferences and 1 additional under submission Wide dissemination of the project outcomes; coordinate exploitation of results to optimise impact, to share and promote project results through targeted dissemination activities using appropriate media and tools and to outline an exploitation plan and the respective Service Business Model. In Progress “Likes” on Facebook More than 450 likes (Facebook), followers (Twitter), members (Linkedin) and views (Youtube) Unique visits in OPTIMUS website The project website (http://www.optimus-smartcity.eu) was launched in January 2014. More than 1.150 users, 9.400 page views and 57,8% new visitorshttp://www.optimus-smartcity.eu No of leaflets/brochures reaching final recipients 6.000 copies in the Consortium languages (English, Italian, Greek, Spanish, Dutch and Catalan). At least 10% of them have been distributed to interested stakeholders during the partners’ participation in relevant events, etc.

8. Technical Interrelation of Work Packages Work Performed: 1 st Reporting Period (1/6)

9.  A thorough analysis of the Smart Cities concepts, in relation to energy optimisation techniques and methods, as well as detailed description of the multidisciplinary data categories to be exploited in the OPTIMUS DSS.  Development of the SCEAF, including two versions the “Whole City Level SCEAF” and the customized “Municipal Building Level SCEAF”, based on the “OPTIMUS Rating Chart” and the 2-tuple representation approach. WP 1: Smart City Energy Assessment Framework & User Requirements  Development of the OPTIMUS SCEAF Tool (http://sceaf.optimus-smartcity.eu) for the application of the SCEAF to the pilot sites (Task 4.1), incorporating the customized Municipal Building Level SCEAF.http://sceaf.optimus-smartcity.eu  Collection of the user requirements through an iterative approach with the participation of all involved stakeholders, including surveys with appropriate questionnaires and DSS “Mock-Ups”), as well as identification of OPTIMUS subsystems’ requirements. Work Performed: 1 st Reporting Period (2/6)

10. WP 2: Data Sources & Architecture of OPTIMUS DSS  Design of the overall architecture and features of the OPTIMUS DSS.  Detailed definition of the data sources that will be used.  Definition of a common vocabulary.  Design and development of the data capturing modules for:  “Weather Forecasting”;  “De-centralized Sensor Based”;  “Social Media/Mining”;  “Energy Prices” and;  “Energy Production”. Work Performed: 1 st Reporting Period (3/6)

11. WP 3: Semantic Data Integration & Development of OPTIMUS DSS  Development of the semantic framework for data integration, including the OPTIMUS ontology, RDF templates, and a Semantic Service.  Preliminary analysis to identify the technologies to implement the DSS engine.  Development of a proposal of the DSS architecture.  Initiation of activities for the data mining analysis and the creation of three environments: data portal, DSS management, and DSS end-users. Work Performed: 1 st Reporting Period (4/6)

12. Work Performed: 1 st Reporting Period (5/6) WP 4: Semantic Data Integration & Development of OPTIMUS DSS  Organisation and implementation of pilot visits in:  Savona (17-18 June 2014);  Zaanstad (1-2 July 2014) and;  Sant Cugat (16-18 July 2014).  Further enhancement of the OPTIMUS SCEAF Tool (development of an additional module – the SCEAF questionnaire) and application to the three pilot sites.  Comparative analysis among the pilot sites.  Activities to tailor the architecture of OPTIMUS DSS to the actual features of the pilot sites.

13. Work Performed: 1 st Reporting Period (6/6) WP 5: Engagement, Dissemination & Capacity Building  Development of a Stakeholder Engagement and Dissemination Plan (2 versions).  Design and development of the OPTIMUS logo and postcard translated in six languages.  Establishment of the OPTIMUS online presence by launching the project interactive website (http://www.optimus-smartcity.eu), as well as Facebook, Twitter, LinkedIn and Youtube accounts to provide public information on news items and videos related to the project interested external parties.http://www.optimus-smartcity.eu  Dissemination activities by all project partners (publications, interventions, implementation of Special Session, etc.) about OPTIMUS scope, progress and achieved results.  Development of a press release model in order to harmonize the information transmitted to the press regarding OPTIMUS events and actions in all countries.  Identification of possible members for the Special Interest Group and preparation of formal invitation letters.

14. Deliverables (1/3) NumberDeliverable Title Lead Beneficiary Delivery Date (Annex I) Status Actual Delivery Date D1.1OPTIMUS Approach to Smart Cities and Energy OptimizationNTUADEC '13  27/12/2013 D1.2Smart City ex-post and ex-ante Assessment FrameworkNTUAFEB '14  30/09/2014 D1.3User RequirementsTECNALIAMAY '14  30/05/2014 D2.1Overall Architecture of OPTIMUS DSSPOLITOJUL '14  30/09/2014 D2.2Weather forecasting data capturing moduleD’ APPOLONIAOCT '14  31/10/2014 D2.3De-centralized sensor based data capturing modulePOLITOOCT '14  31/10/2014 D2.4Social media data capturing moduleNTUAOCT '14  31/10/2014 D2.5Energy prices data capturing moduleTECNALIASEP '14  30/09/2014 D2.6Renewable energy production data capturing moduleFUNITECSEP '14  30/09/2014 D4.1Baseline Analysis ReportNTUAJUN '14  30/09/2014 D5.1Communication and Dissemination StrategyICLEI EuropeNOV '13  29/10/2013 D5.2Dissemination Plan, 1st yearICLEI EuropeSEP '14  30/09/2014 D5.4OPTIMUS Website and Social MediaNTUADEC '13  27/12/2013 D5.5OPTIMUS Dissemination Material, initialICLEI EuropeDEC '13  27/12/2013 D5.7Stakeholders’ Engagement, Dissemination and Training Report, 1st yearICLEI EuropeSEP '14  30/09/2014 D6.1First Periodic Activity & Management ReportNTUAOCT '14  31/10/2014 D6.4Project Key Performance Indicators ReportNTUADEC '13  27/12/2013

15. Progress of Deliverables (2/3) NumberDeliverable Title Lead Beneficiary Delivery Date (Annex I) Status Actual Delivery Date D1.1OPTIMUS Approach to Smart Cities and Energy OptimizationNTUADEC '13  27/12/2013 D1.2Smart City ex-post and ex-ante Assessment FrameworkNTUAFEB '14  30/09/2014 D1.3User RequirementsTECNALIAMAY '14  30/05/2014 D2.1Overall Architecture of OPTIMUS DSSPOLITOJUL '14  30/09/2014 D2.2Weather forecasting data capturing moduleD’ APPOLONIAOCT '14  31/10/2014 D2.3De-centralized sensor based data capturing modulePOLITOOCT '14  31/10/2014 D2.4Social media data capturing moduleNTUAOCT '14  31/10/2014 D2.5Energy prices data capturing moduleTECNALIASEP '14  30/09/2014 D2.6Renewable energy production data capturing moduleFUNITECSEP '14  30/09/2014 D4.1Baseline Analysis ReportNTUAJUN '14  30/09/2014 D5.1Communication and Dissemination StrategyICLEI EuropeNOV '13  29/10/2013 D5.2Dissemination Plan, 1st yearICLEI EuropeSEP '14  30/09/2014 D5.4OPTIMUS Website and Social MediaNTUADEC '13  27/12/2013 D5.5OPTIMUS Dissemination Material, initialICLEI EuropeDEC '13  27/12/2013 D5.7Stakeholders’ Engagement, Dissemination and Training Report, 1st yearICLEI EuropeSEP '14  30/09/2014 D6.1First Periodic Activity & Management ReportNTUAOCT '14  31/10/2014 D6.4Project Key Performance Indicators ReportNTUADEC '13  27/12/2013 SCEAF enhancement until September 2014 Activity extended by 2 months Activity extended, since the three pilot visits took place in June-July 2014 Although the nature of this deliverable was “Other”, a related report has been developed in October 2014 with an overview of the OPTIMUS dissemination material

16. Progress of Deliverables (3/3) Five (5) management (WP6) deliverables were developed and submitted in the 1 st Reporting Period: Scientific Quality Assurance and Risk Management Plan. Minutes of the Kick-off Meeting in Athens, Greece. Minutes of the 1 st Project Meeting in Savona, Italy. Minutes of the 2 nd Project Meeting in Sant Cugat, Spain. Minutes of the e-meetings.

17. Milestones Number Milestone Name WP Number Lead beneficiary Delivery Date (Annex I) Status Actual Delivery Date Comments MS1 Development of Smart City ex- post and ex-ante Energy Assessment Framework (SCEAF) 1NTUAFEB '14  Achieved 28/02/2014D1.2 Submitted MS2 User requirements and implementation baseline 1TECNALIAJUN '14  Achieved 31/06/2014D1.3 Submitted MS3 Definition of data sources and development of data capturing modules 2POLITOOCT '14  Achieved 31/10/2014 D2.2, D2.3, D2.4, D2.5 & D2.6 Submitted MS4 Design, Architecture and development of OPTIMUS DSS 2,3FUNITECJUN '15In Progress Achieved the design and architecture of OPTIMUS DSS according to the time-schedule D2.1 Submitted MS5 Completion of validation phase 4DAPPAUG '16In Progress Achieved the ex-ante assessment of each pilot site through the SCEAF Tool application D4.1 Submitted MS6 Project results dissemination 5ICLEI EuropeSEP '16In Progress Project results widely disseminated D5.1, D5.2, D5.4, D5.5 & D5.7 Submitted MS7 Development of exploitation plan 5DAPPAUG '16In Progress 1 st Reporting Period

18. WP 6: Project Management (1/11) OPTIMUS management structures and techniques to support the following activities within the project lifespan:  Common scientific and technical direction within the project.  Consortium Agreement (CA agreed and signed).  Conduction of continuous quality assurance activities for the operation of the project and the production of its scientific and technical results.  Continuous monitoring of the project’s progress and timely initiation of corrective actions (if needed).  Consideration of dissemination, standardization, gender or ethical issues (if applicable).

19. WP 6: Project Management (2/11) NTUA has coordinated the activities of all involved partners providing guidance regarding the work organization and the related tasks, as well as assistance where necessary (especially at each task’s initiation). Timely submission of WP6 deliverables Submission of 5 management deliverables

20. WP 6: Project Management (3/11) Elaboration of a strong project management scheme, with clear roles and transparent decision making processes, ensuring the timely and effective project’s operation.

21. Establishment of a Quality Control System, development of a “Scientific Quality Assurance and Risk Management Plan” as well as the OPTIMUS Key Risk Indicators (KRIs) and Key Performance Indicators (KRIs). WP 6: Project Management (4/11) Development by the responsible partners Review by the WP leader Quality Control by the Quality Management Team Final review by the Project Coordinator and submission of the relevant deliverables in time. Work planning in collaboration with the Management Board, chaired by the Coordinator, notification of the Coordinator on any delays hampering the deliverables’ timely submission

22. WP 6: Project Management (5/11) Risk Management Plan The Project Coordinator along with the WP leaders continuously monitor and identify potential areas of risk developing in the project. Overview of Risk Management Procedure Key Risk Indicators (KRIs) The KRIs were identified in three main phases of the Project’s lifecycle: Project management, Dissemination Engagement, Research, Implementation. Their probability and impact were assessed and a mitigation plan was developed for each one.

23. WP 6: Project Management (6/11) Organization and implementation of the kick off meeting and two Progress Meetings. Detailed meeting minutes have been compiled in 3 additional deliverables and submitted within the framework of the 1 st Reporting Period. Kick-off Meeting: 23 rd -24 th October, 2013, Athens, Greece. 1 st Project Meeting: 10 th -11 th April, 2014, Savona, Italy. 2 nd Project Meeting: 9 th -10 th September, Sant Cugat, Spain.

24. WP 6: Project Management (7/11) Establishment of the appropriate communication, collaboration and reporting channels within the consortium and with European Commission. A number of skype calls and e-meetings were organised for the effective communication among project partners during the project lifecycle. 19 main teleconferences (telcos) took place among the OPTIMUS team via Skype, during the first reporting period. An additional deliverable was prepared: Report on OPTIMUS e-meetings, including all minutes recorded during the telcos.

25. Project Planning Review According to the contractual obligations, during the 1 st Reporting Period, all the task’s activities were completed with success, including: the development of the SCEAF; identification of requirements; the development of software modules for data capturing and; definition of the initial technical design and architectural design of the OPTIMUS DSS, both from the energy and energy related aspects and from the IT point of view. All partners have contributed in tasks and deliverables that they were originally assigned to as well as to the overall project. WP 6: Project Management (8/11)

26. Deviations There have been no problems and changes to the OPTIMUS partner list as per our Grant Agreement. Within the partners, all named WPs leaders and project management support roles remain unchanged. During the 1 st Reporting Period, slight deviations from the DoW have been noticed (Task 1.2, 2.1, 4.1). The Consortium recognized the importance of these activities and allowed them to progress slightly beyond the initial planned end date, as the work was of benefit to the overall goal of the project, without any negative impact. WP 6: Project Management (9/11)

27. Use of Efforts within all Work Packages Resource usage during the 1 st Reporting Period: The actual effort is equal to 44,7% of the total planned effort. This is considered satisfactory & reasonable, since 2 of the 6 WPs of the project have been completed. WP 6: Project Management (10/11)

28. Technical work next steps for the second reporting period Focus on: the finalization of the semantic data framework, the development of analysis tools, inference engine and web environments, as well as their integration in a common architecture aiming at the development of the 1 st version of the OPTIMUS DSS. OPTIMUS DSS installation (customization) to the three pilot sites. WP 6: Project Management (11/11)

29. Dr. Haris Doukas National Technical University of Athens 9, Iroon Polytechniou str., 157 80, Athens, GREECE Tel. +30 210 7722083 Fax +30 210 772 3550 E-mail: h_doukas@epu.ntua.gr Prof. John Psarras National Technical University of Athens 9, Iroon Polytechniou str., 157 80, Athens, GREECE Tel. +30 210 7723551 Fax +30 210 772 3550 E-mail: john@epu.ntua.gr