Annex I - “Description of Work” - Hlandata

CIP-ICT PSP-2009-3Pilot BHLANDATASpecific attention will be focused on all integration activities. In order to handle the complexity ofmanagement tasks arising from this project, both the organizational and administrative structures needto be carefully implemented.Project CoordinatorThe project will be coordinated by the Government of Navarre (GN), with vast experience incoordination of European Projects. The Government of Navarre has been involved in several EuropeanProjects with other partners of the consortium, having an established relationship with them. Theperson assigned to be the Project Coordinator by the Government of Navarre will be supported bythe Supporting Coordinator, appointed by TRACASA.The Government of 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 of minutes;• Follow-up and adaptation of the project planning;• Organizing, steering, checking and assuring the reporting in time towards the Commission;• The overall monitoring of progress on all work packages and setting in place procedures forensuring more detailed progress monitoring in consultation with the subgroups;• Monitoring of the expenses and allocation of the budget; assistance towards the participantsconcerning administrative aspects of 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 of the project, the projectplanning and individual partner planning, giving advice on all kind of 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 of theProject Coordinator and representatives of each of the partners taking part in the project. One mainaim of this Board is to advise and support the decisions of 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 of general nature within the frameof the EC Contract and the Consortium Agreement. Especially the detailed budget allocation, any redefinitionof the overall work plan, the coordination of 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 of 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 off 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 of everymeeting and will be distributed to all attendees by email or fax well before the meeting. The meetingswill take place in the locations of the different core partners in rotation. The meetings will besupported by approved minutes. They will include a list of actions and due dates for each of 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