1. NA1 Project Management Yannick Legré EGI.eu Managing Director
EGI-Engage Administrative & Financial Coordinator

2. EGI-Engage PY1 Review – NA1 Project Management
Outline
Project factsheet and Governance
Project Effort and Finances
NA1
Overview
Use of Resources
Activities & Achievements
Plans for PY2
Summary
EGI-Engage PY1 Review – NA1 Project Management

3. Project factsheet and Governance

4. EGI-Engage PY1 Review – NA1 Project Management
Project factsheet
25 Countries, 2 EIROS, 1 international organisation 2 SMEs, 1 Industry
58 Partners (6 Unfunded partners)
40 Beneficiaries
18 Third Parties
TOTAL EFFORT 1166 PMs
PY1 effort: 474 PMS
Provided by PO
Work Package
M1 - M12
M13 - M24
M25 - M30
Grand Total
WP01
38.5
38.3
19.2 96
WP02
83.1
77.8
38.2
199
WP03
60.7
63.6
28.7
153
WP04
69.0
59.7
27.3
156
WP05
42.3
42.1
21.1
106
WP06
180.6
192.5
83.4
457
474
218
1,166
EGI-Engage PY1 Review – NA1 Project Management

5. EGI-Engage PY1 Review - NA1 Project Management
Governance EGI-Engage Management Structure
The project management supports the implementation of the project’s technical work plan and the achievement of the different objectives, as well as the completion of the contractual obligations, in compliance with the rules and procedures. Project management is supervised by the Collaboration Board (CB).
The Project Management Board (PMB) acts as the executive and supervisory body of the project, reporting and accountable to the CB. To be operational and yield sufficient executive power, the management board is made up of a limited number of representatives of partners. The PMB is responsible for coordinating the project and implementing the decisions of the CB.
The Activity Management Board (AMB) is responsible for regularly monitoring the progress of the project and of the day-to-day management of the individual activities within the project, which are undertaken by the Activity Managers.
EGI-Engage PY1 Review - NA1 Project Management

6. EGI-Engage PY1 Review - NA1 Project Management
Governance EGI / EGI-Engage relations
EGI-Engage
EGI
EGI Council
AFC/TC
SIB
EGI.eu Executive Board
Services & Solutions
SSB
Technology
TCB
Security
SPG
SCG
Operations
OMB
Users
UCB
Given the strategic role of the project in advancing EGI solutions and policies, its different boards and activities link to the respective EGI policy boards.
The EGI Council is the board, seconded by the EB and the SIB that is responsible for defining and approving the strategy of the EGI Collaboration and periodically updating it taking into account the priorities of its participants as well as the broad and complex context in which EGI operates.
The CB and the PMB will provide, mainly through NA2, input to the overall strategy making activities of EGI and will regularly evaluate how EGI-Engage is contributing to the EGI strategy implementation. …
URT
SVG/RAT
CSIRT
Primary group
OTAG
Supporting group
EGI-Engage PY1 Review - NA1 Project Management

7. Project Effort and Finance

8. Total project cost (incl. unfunded)
Project Effort and Finance EC Contribution
Expenditure
EC contribution
Total project cost (incl. unfunded)
Direct
Indirect
1 : Personnel costs
7,357,317
6,405,854
1,601,463
2 : Subcontracting*
20,000 -
3 : Travels
622,683
498,146
124,537
Grand Total
8,000,000
6,924,000
1,726,000
*Policy consultancy, consultancy European data & regulations, Audit costs (EGI, INFN)
Unfunded efforts, Swiss, Poland, Asia
EGI-Engage PY1 Review - NA1 Project Management

9. EGI-Engage PY1 Review - NA1 Project Management
Project Effort and Finance Pre-financing
PRE FINANCING
EC payments
Dates
total budget
8,000,000 -
pre-financing 45%
3,600,000
advance N1 (34%)
2,700,000
advance N2 (11% max)
167,903
pre-financing left
732,097
If only +/- 20% deviation to the plan the full intermediate costs PY1 can be repaid to partners.
Pre-financing settlement 1: 34% of the full budget was repaid to the partners
Pre-financing settlement 2: 11% of the budget IF reporting M1-M9 is > 80% of efforts planned
Advance 3: cost s intermediate Y1: Payable in full up to 85% of the budget, = Y1 costs equivalent to ~40% of the budget
EGI-Engage PY1 Review - NA1 Project Management

10. EGI-Engage PY1 Review - NA1 Project Management
Project Effort and Finance Effort report - WPs
Summary of PM consumption PY1
EGI-Engage PY1 Review - NA1 Project Management

11. EGI-Engage PY1 Review - NA1 Project Management
Project Effort and Finance Finance report - WPs
Cost per WPs and per category
EGI-Engage PY1 Review - NA1 Project Management

12. EGI-Engage PY1 Review - NA1 Project Management
Project Effort and Finance Deviations
Effort reported
non reporting partners (justified) 4 partners
Resource used <40%: partners
In line with plans partners
Resource used >130%: partners
Corrective actions in Y1 and onwards:
IF at M9 < 80% of efforts used:
-> Hold of 2nd advance of pre-financing
Under spending > 20% of linear efforts:
-> Repayment actual costs Y1 limited to actual costs (+) 1st pre-financing
Under spending above 50%:
-> Repayment limited to actual costs (-) Advance paid out
EMBL (Timesheets not validated), OEAW (personnel paid on another budget), BBMRI-CZ (activity PY2), SNIC (activity 3rd party)
P39: ITB unfunded
P07: Fraunhofer justified EPOS technical work is to start in 2016
P21: SURFsara BV lack of staffing, recruitment or shift of activity
P37: AS unfunded
P21-2: KNMI activity balanced in PY2
EGI-Engage PY1 Review - NA1 Project Management

13. EGI-Engage PY1 Review - NA1 Project Management
Project Effort and Finance Central budget expenditure
BUDGET PY1
EXP. 1
20,000
19,592 2
13,300
3,500 3
5,000
4,840 4
12,000
15,060 5
18,100
14,375 6
20,500
6,311
(1) Project management tool (20k is the full budget)
(2) outreach activities targeted at user communities (travel costs for three champions)
(3) Travel costs Diss. team (3 people) to represent EGI at external events (as part of the communications and events task)
(4) 7 trips, including Asian Partners
(5) EGI events costs (booths, badges, shipment), includes travel costs for invited speakers
(6) Leaflets, shipment, design costs for brochure, website, goodies
- Project management tool is implemented in Y1. few maintenance/update costs in Y2-3
Champion program is not the right tool for outreach activities in a project with such new communities; this budget will be reallocated to EGI to WP leaders, PD and AFC who participates to conferences, collaborative meetings to develop and strengthen the links of EGI with the new users communities
Support travel; the dissemination team is well represented EGI external events
Travel for unfunded participants is slightly overspent but it is important to ensure our Asian-pacific partners to take part to our major events; this budget could be increased if necessary
EGI’s event budget has funded the organization of 2 forums, In may 15 in Lisbon and in Nov 15 in Bari
OC budget is underspent in PY1 but expenses linked to the brochures and websites are forecast in PY2. it is used to print publications, brochures, banner, to subcontract design work, for the goodies of the conferences and for other costs related to event organisation, for the design of the website.
EGI-Engage PY1 Review - NA1 Project Management

14. NA1

15. EGI-Engage PY1 Review - NA1 Project Management
NA1 Overview NA1 Partners and effort
4 Participants
PY1 effort
38.5 PMs
Project Total effort
96 PMs
3.2 FTEs
Provided by PO
NA1
Task
Leader / Partner
NA1.1
Administrative and Financial Management
Céline Bitoune / EGI.eu
NA1.2
Technical Management
Tiziana Ferrari / EGI.eu
NA1.3
Quality and Risk Management
Małgorzata Krakowian / EGI.eu
EGI-Engage PY1 Review - NA1 Project Management

16. EGI-Engage PY1 Review - NA1 Project Management
NA1 Overview Objectives
Task #
Task Objectives
Task NA1.1 - Administrative and Financial Management
Consortium evolution, including management of the consortium agreement
Monitoring of resources and financial expenditures, including distribution of the community contribution
Contractual and ethical management, including EU reporting
Guidance concerning IPR issues
Establishment of intra-project communication and information networks
Meeting support and follow-up
Conflict resolution
Operation of the Members General Assembly
Task NA1.2 – Technical Management
Coordination of work across the different WPs and with collaborating external organisations
High-level supervision and assessment of the achievements of the different WPs
Internal reviewing of deliverables and reports
Conducting the official project reviews
Monitoring the risk analysis and contingency plans
Task NA1.3 - Quality and Risk Management
Quality Management
Risk Management
Monitoring and Assessment of progress and results across the project
EGI-Engage PY1 Review - NA1 Project Management

17. EGI-Engage PY1 Review - NA1 Project Management
NA1 Use of Resources Effort consumed in PY1 / partner
P16-INFN: includes 1 PM unfunded Total funded PMs INFN: 98% used Total funded WP1: 104%
EGI-Engage PY1 Review - NA1 Project Management

18. EGI-Engage PY1 Review - NA1 Project Management
NA1 Activities & Achievements Quality Management Plan
Quality plan:
guidelines and templates
procedures
metrics definition
17 KPIs and 49 Activity metrics
Collected every 6 months
Quality assurance: reviews, meetings, reporting
Quality control: monitoring, metrics collection, lessons learned
EGI-Engage PY1 Review - NA1 Project Management

19. NA1 Activities & Achievements Deliverables and milestones review procedure
3 Reviewers (PMB, AMB, external)
Software deliverables review incudes testing
Appointed at least 2 months before deadline
Deliverable development
Internal (WP) review
External review
Quality review by QM / TC
Submission to EC
8 weeks to deadline
5 weeks to deadline
4 weeks to deadline
1 week to deadline
Deadline
EGI-Engage PY1 Review - NA1 Project Management

20. Deliverables and Milestones summary
NA1 Activities & Achievements
Deliverables and Milestones summary
Delay [days]
# of Deliverables & Milestones
All work packages
15,30 42
NA1
14,75 4
NA2
16,80 11
JRA1
11,60 7
JRA2
8,30
SA1
14,00 3
SA2
21,70 10
EGI-Engage PY1 Review - NA1 Project Management

21. NA1 Activities & Achievements Change request in DoA procedure
Activity leader
AMB discussion
Technical Coordinator
Administrative & Financial Coordinator
PMB and/or CB
Official amendment request submitted to EC by project office
Provide input
Present action plan
Validation of proposition
Propose approval/rejection
Approve / Reject request
EGI-Engage PY1 Review - NA1 Project Management

22. NA1 Activities & Achievements Financial and effort review procedure
Where M means month at the end of effort reporting period
Run every 3 months
Deadline for Partners to report on effort
M + 10 days
AMB remind partners and check deviations
M + 20 days
Final report provided to PMB
M + 25 days
Partners not reporting
Partners over/under-spending
EGI-Engage PY1 Review - NA1 Project Management

23. EGI-Engage PY1 Review - NA1 Project Management
NA1 Activities & Achievements Risk Management procedure (1/2)
Risk Identification
Recognize
Initially describe
Record
Risk Analysis
Assessing likelihood and impact
Calculating risk level
Risk Response
Defining risk treatment
Risk Control
Implementing risk response
Tracking identified risks
Performing PMB/AMB reviews
Reporting on risk occurrence
EGI-Engage PY1 Review - NA1 Project Management

24. EGI-Engage PY1 Review - NA1 Project Management
NA1 Activities & Achievements Risk Management procedure (2/2)
2 risk reviews (PM7 and PM12)
Involving AMB and PMB
Every 3 months
The risk registry review
Reporting to PMB the results of the review.
On a monthly basis
Reporting to PMB risk occurrences and newly identified risks which require PMB attention.
Continuously
applying risks response
reporting on risk occurrence
reporting on new risks identified
40 Risks identified
Extreme 0
High 16
Medium 13
Low 11
EGI-Engage PY1 Review - NA1 Project Management

25. NA1 Activities & Achievements Continual Improvement
Implementation of ISO 9001”Quality management” and ISO/IEC “(IT) Service Management”
Task led by NA1.3
In collaboration with NA2 and SA1
Supported by all project activities
Goal: ensure systematic and professional operations and delivery of services delivered
to support the business to operate more effectively;
to improve quality of service;
to improve reputation, consistency and interoperability;
to enable a better understanding of business, roles and processes;
to increase the competitive edge for selection of an external service provider;
to provide method of review that assures continual improvement.
EGI-Engage PY1 Review - NA1 Project Management

26. NA1 Plans for PY2 & Summary
Freedom on way to present

27. EGI-Engage PY1 Review - NA1 Project Management
NA1 plans for PY2
Achieve ISO 9001 / ISO Implementation
EGI.eu covering the audit and certification costs
Quality plan v2
Quarterly risk registry review
Risk analysis deliverable
Project Management Improvement
based on lessons learned
main areas:
Deliverable review process to reduce submission delay
Increase effort on monitoring and control
EGI-Engage PY1 Review - NA1 Project Management

28. EGI-Engage PY1 Review - NA1 Project Management
NA1 Summary (1/2)
Grant agreement:
Signed by Coordinator: April 15th
Signed by EC: April 27th
Accession finalised by partners: May 26th
Consortium agreement
Finalised: June 23rd
Signed: August 28th
First amendment – successfully concluded
Submitted: August 07th
Signed: August 25th
Project governance and management
Financial and effort review procedure
EGI-Engage PY1 Review - NA1 Project Management

29. EGI-Engage PY1 Review - NA1 Project Management
NA1 Summary (2/2)
Project reporting and monitoring tool
Distribution of the pre-financing
Quality management plan PY1
Risk management plan PY1
Set-up necessary procedures and processes supporting project management
EGI-Engage PY1 Review - NA1 Project Management

31. EGI-Engage PY1 Review - NA1 Project Management
NA1 References
[1] Quality Management Plan -
[2] Project Metrics -
[3] Project Deliverables and Milestones -
[4] Project Risk Management Plan -
EGI-Engage PY1 Review - NA1 Project Management