CIP-ICT PSP-2009-3Pilot BHLANDATAB3.3. Project managementBased on the involvement <strong>of</strong> the participants in several European Projects (see the description <strong>of</strong> thepartners), in some <strong>of</strong> which the partners have been Project Coordinators; the consortium has built upextensive experiences and practices related to European Projects.Some <strong>of</strong> the public partners have developed different experiences in the area <strong>of</strong> geodesy and territorialinformation systems and would be willing to keep on working on this area, being able to providevalue-added services which have still never been <strong>of</strong>fered in such way on a European level. In addition,some <strong>of</strong> the involved partners (Government <strong>of</strong> Navarre, TRACASA, National Geographic Institute <strong>of</strong>Spain, GISAT, AGI, TDF, CEIT ALANOVA) have already been participating in other eContentplusand FP7 European projects, which ensures their experience at coordinating themselves for thesuccessful management <strong>of</strong> a European cooperation project.Being this a complex proposal, the consortium has put great care in defining the most appropriatemanagement structures for the project. All partners assume full technical and financial responsibilityfor the management <strong>of</strong> the project. This involves the appointment <strong>of</strong> a Project Coordinator and theManagement Structure shown next:Project CoordinatorDelia Delia Sola Sola - - Government <strong>of</strong> <strong>of</strong> NavarreSupporting CoordinatorMaría María Cabello - - TRACASAPROJECT TECHNICAL COMMITTEEChair: Chair: Technical CoordinatorIsabel Isabel Goñi Goñi - - TRACASAPROJECT MANAGEMENT BOARDChair: Chair: Project CoordinatorDelia Delia Sola Sola - - Government <strong>of</strong> <strong>of</strong> Navarre1 representative <strong>of</strong> <strong>of</strong> each each involved organizationADVISORY BOARDInvited experts from from other other relatedongoing projectsWP1 WP1 LEADERLEADERIGNIGNDiagnosticWP2 WP2 LEADERTRACASAHarmonization &Data Data SharingSharingInfrastructurePILOT PILOT 1 1 LEADER:LEADER:GNGNLU/LC LU/LC DataDataAnalysis Analysis SystemSystemSpainSpainLatviaLatviaWP3 WP3 LEADERLEADERGISATGISATPilot Pilot ProjectsProjectsPILOT PILOT 2 2 LEADER:GISATGISATLand Land InformationSystemSystemCzech Czech RepublicRepublicLithuaniaLithuaniaPILOT PILOT 3 3 LEADER:LEADER:SEASEAStratification <strong>of</strong><strong>of</strong>Waste Waste DumpsDumpsSlovakiaSlovakiaWP4 WP4 LEADERLEADERAGIAGIAssessmentWP5 WP5 LEADERLEADERISOCARPCommunication&DisseminationThe management structure has been structured in two main boards:• The Project Management Board, composed <strong>of</strong> one representative <strong>of</strong> each partner <strong>of</strong> theconsortium, which is chaired by the Project Coordinator;• The Project Technical Committee, composed <strong>of</strong> the leaders <strong>of</strong> the pilots and <strong>of</strong> the WPs,which is chaired by the Technical Coordinator <strong>of</strong> the Project.Apart from these 2 main bodies, other smaller bodies have also been defined in the project:• The Local Pilot Teams, composed <strong>of</strong> representatives <strong>of</strong> the organizations participating ineach one <strong>of</strong> the pilots.• The Work Package Teams, one per WP, composed <strong>of</strong> representatives <strong>of</strong> the partnersparticipating in the Work Packages. These WP teams are leaded by the WP Leaders.23/03/10 v11 70
CIP-ICT PSP-2009-3Pilot BHLANDATASpecific attention will be focused on all integration activities. In order to handle the complexity <strong>of</strong>management tasks arising from this project, both the organizational and administrative structures needto be carefully implemented.Project CoordinatorThe project will be coordinated by the Government <strong>of</strong> Navarre (GN), with vast experience incoordination <strong>of</strong> European Projects. The Government <strong>of</strong> Navarre has been involved in several EuropeanProjects with other partners <strong>of</strong> the consortium, having an established relationship with them. Theperson assigned to be the Project Coordinator by the Government <strong>of</strong> Navarre will be supported bythe Supporting Coordinator, appointed by TRACASA.The Government <strong>of</strong> Navarre will be the project coordinating agent and the main contact with theCommission. The Coordinator will be responsible for:• Organizing project management meetings; administration, preparation <strong>of</strong> minutes;• Follow-up and adaptation <strong>of</strong> the project planning;• Organizing, steering, checking and assuring the reporting in time towards the Commission;• The overall monitoring <strong>of</strong> progress on all work packages and setting in place procedures forensuring more detailed progress monitoring in consultation with the subgroups;• Monitoring <strong>of</strong> the expenses and allocation <strong>of</strong> the budget; assistance towards the participantsconcerning administrative aspects <strong>of</strong> the project;• Communicating with the Commission;• Preparing and communicating the yearly project progress reporting to the General Assemblyand Technical Board;• Coordinating the payments to the partners;• Providing assistance towards the participants concerning: the rules <strong>of</strong> the project, the projectplanning and individual partner planning, giving advice on all kind <strong>of</strong> matters, e.g. how to fillin cost statements, full cost system, rights, ...Project Management BoardA Project Management Board as steering and management committee will be composed <strong>of</strong> theProject Coordinator and representatives <strong>of</strong> each <strong>of</strong> the partners taking part in the project. One mainaim <strong>of</strong> this Board is to advise and support the decisions <strong>of</strong> the Project Coordinator on operational andmanagement issues. Furthermore, the Project Management Board will be an effective and efficientmanagement board. This board will be responsible for all decisions <strong>of</strong> general nature within the frame<strong>of</strong> the EC Contract and the Consortium Agreement. Especially the detailed budget allocation, any redefinition<strong>of</strong> the overall work plan, the coordination <strong>of</strong> the activities and communication between thesubgroups, and the overall project progress assessment will be performed by this committee.The Project Management Board is responsible for all decisions affecting more than one partner, suchas contractual matters, planning, financial matters, major technical decisions, preparation <strong>of</strong> reporting.The detailed responsibilities and tasks are described in the project’s Consortium Agreement. TheProject Management Board is chaired by the Project Coordinator and his Assistant.The Project Management Board will be convened every 12 months in face to face consortiummeetings (kick <strong>of</strong>f meeting in month 1 and months 12, 24 and 36). The meetings will be called by theCoordinator. The meetings will take place regularly, scheduled once a year (face to face) andwhenever needed (audioconferences). A tentative meeting agenda will be prepared in advance <strong>of</strong> everymeeting and will be distributed to all attendees by email or fax well before the meeting. The meetingswill take place in the locations <strong>of</strong> the different core partners in rotation. The meetings will besupported by approved minutes. They will include a list <strong>of</strong> actions and due dates for each <strong>of</strong> thepartners. Decisions will be taken by consensus or in case by majority vote. The project plan will beupdated at the meetings.23/03/10 v11 71