D E S C R I P T I O N O F W O R K - MEGAPOLI - Dmi

MEGAPOLI 212520
Newsletter. The project reports and meeting minutes will be found in the project intranet. Project Partners
will promote and disseminate project results on appropriate platforms under their normal process while the
Consortium will organise annual project reviews and smaller workshops, throughout the project. A large
part of the intra-project communication and during-the-project dissemination will be handled by the
MEGAPOLI-Portal website MEGAPOLI mailing lists, which will be managed by the Project Office staff.
External dissemination of results: The dissemination of results will be performed in three ways:
1) Part of the annual MEGAPOLI meetings will be devoted to the MEGAPOLI International Forum where
the international collaborators of the project together with megacity local, national and international
stakeholders will be invited to participate.
2) The MEGAPOLI-website for the professional users,
3) public web pages with communication plans including press releases and brochures,
4) peer-reviewed publications and
5) presentation in international conferences like Urban Air Quality, EGU, EAC, AGU, and IGAC.
The Steering Group will ensure that the most urgent knowledge is immediately transferred to relevant end
users.
Dissemination and collaboration with sister project CityZen (see Task 9.9).
The purpose of this task is to exploit possibilities of mutual benefit between MEGAPOLI and its sister
project CityZen. Coordinator meetings will identify tasks where the two projects can collaborate efficiently
to facilitate scientific progress, e.g. by exchange of data and methods, and to check consistency of the results
obtained in the two projects prior to publication.
Coordinators of MEGAPOLI and CityZen (metno): Coordinators' meeting (4 to 6 months after start of the
project period) to identify links between the consortium members and implement efficient collaboration.
Organize one common project meeting of MEGAPOLI and CityZen (about halfway through the project
period), and co-convene a session on megacities at an EGU meeting (towards the end of the project period),
where results from MEGAPOLI and CityZen are presented, alongside with research from outside the two
consortia.
Reporting to Commission: MEGAPOLI will delivery the standard EU-project reports to the Commission
every 12-months: 1) Activity Reports, 2) Financial reports, 3) Updated Implementation Plans and associated
financial plans.
Addition of participants during the project: The full implementation plan and budget of MEGAPOLI and
its participants are known from the beginning The MEGAPOLI consortium is open to having Associated
Partners join at a latter stage; however, this will not impact the project finances. Addition of Associate
Partners will be agreed first by the Steering Group, and will then be approved by the General Assembly.
Finance Management
The DMI Project Office will undertake the finance management of MEGAPOLI, i.e. transferring advance
payments and final payments to the individual participants, after receiving payments from the EC. All
individual cost statements will be collected and submitted to the EC. Financial audits will be organised
according to the EC rules. All partners have strong financial control procedures. The Coordinating
Organization DMI has a robust infrastructure and a set of procedures for managing and controlling the flow
of finances. All its financial accounts are formally audited and reports are available for the EC if required.
Conflict resolution
The project management will endeavour to resolve any conflicts at the lowest possible level. That means, the
conflict resolution process will start at WP component level. Here, and in general, it will first be attempted to
reach a consensus, to be mediated by the respective WP leaders. Only if this fails will the conflict be
discussed at Consortium level. Initially, this will be conducted through electronic negotiation and mediation
(at a meeting of the Steering Committee). An extraordinary meeting may be convened to resolve extremely
urgent and/or serious cases. Ultimately, the MEGAPOLI overall coordinator with the scientific coordinators
will decide at either an ordinary or at this extraordinary meeting. All conflicts within the project will be
reported to the overall and scientific coordinators.
Risk Management
The MEGAPOLI partnership and work programme has been comprehensively thought through and strong
framework for implementing the Work Programme has been developed. However, over 3 years, some
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