Month Six ASSISTANT Steering Group Meeting
Noon December 10th – Five PM December 11th
2012
Paris, France
The Steering Group shall
consist of one representative of each Party. The Project Leader shall chair all
meetings of the steering group. Each representative should have one vote and
may appoint a substitute to attend and vote at any meeting of the Steering
Group.
The Project Leader will
convene meetings of the Steering Group at least once every 6 months physically,
and every three months by distance (Telephone Conference, Online workspace,
etc.). The project leader shall also convene meetings at any time upon written
request of any Party in case of an emergency situation.
Any decision requiring a vote at a Steering Group
meeting has to be identified as such on the invitation.
Attendees:
TECNALIA Research
& Innovation (coordinator)
Andago Ingeniería S.L.
Citruna Technologies Oy
E-Seniors
Fara Oy
Transport & Travel
Research Ltd.
University of Vienna
VTT Technical Research
Centre of Finland
IN2 welcome but not mandatory
|
Timing |
Topics |
Responsible partner |
|
|
Day 1 –Monday Dec. 10th |
|
|
14:00 – 14:15 |
Welcome and introduction to the meeting: ·
Greet all ·
Present what we should expect from the
meeting (and what it is not) |
E-SENIORS & TECN |
|
14:15 – 15:15 |
Project Management (WP5): ·
Review of what has been done so far re.
Management ·
What has been delivered to AAL and Spanish
NCP (finished deliverables) ·
Review of time line – distribute copies on A3 ·
Internal review of documents: procedure ·
First 6 months project report to CMU due
M7/M8 (technical + financial). ·
Financial claims at national level |
TECN |
|
15:15 – 16:00 |
WP1 – Status of work, results, next steps, Q&A |
AND |
|
16:00 – 16:30 |
Break |
|
|
16:30 – 17:15 |
WP2 – Status of work, results,
next steps, Q&A |
VTT |
|
17:15 – 17:30 |
Wrap up, discuss next day and End
of day 1 |
|
|
20:00 |
Consortium dinner |
|
|
|
Day 2 –Monday Dec.
11th |
|
|
9:00
– 9:45 |
WP3 –
Status of work, results, next steps, Q&A |
E-SENIORS |
|
9:45
– 10:30 |
WP4 –
Status of work, results, next steps, Q&A |
TTR |
|
10:30-
11:15 |
Short
Reports from partners (15’ each) |
TECN,
AND, CIT, ESENIORS |
|
11:15 – 11:45 |
Break |
|
|
11:45
– 12:45 |
Short
Reports from partners (15’ each) (Cont.) |
FARA,
TTR, UNIVIE, VTT |
|
12:45 – 14:15 |
LUNCH |
|
|
14:15
– 15:15 |
Technical
committee session (1) |
TECN
& All |
|
15:15
– 16:00 |
Review
of next 3 and 6 months work (on-going and future tasks and deliverables) (2) |
TECN
& All |
|
16:00 – 16:15 |
Break |
|
|
16:15
– 16:45 |
Review
& Update of resources (PMs per WPs) (3) |
TECN
& All |
|
16:45
– 17:15 |
Setting
next phone meeting and physical meeting, last open questions & answers… |
TECN
& All |
|
17:15 |
End
of meeting |
|
(1)
Technical committee session
This is the place to make sure Haptimap is
being used and to discuss the error trapping details. Any issues that cross
WP’s are fair game. What we want to do is root out any ‘tacit’ ideas we have
about how to do this and get an agreement of architecture approach, coding
style, etc.
(2)
Anticipated next 3 mo./ 6mo work
a.
D1.6.1 (was due November)
b.
On-going
i. D1.5
ii. T3.2.1 &
D3.2.1
iii. WP4
iv. WP5
c.
Start:
i. T2.1.1 &
D2.1.1
ii. T2.2.1 &
D2.2.1
iii. T3.3.2 &
D2.3.1
iv. T3.1.1 &
D3.1.1
(3)
Please review the spreadsheet (PMs per task per WP spreadshet.xlsx [2.0]) under the Description of Work
folder on the BSCW before this part of the meeting.
Here are some WP5 issues that partners should
know about and be ready to address:
-
Report to CMU: an annual report is due, (taken from the official document of the
Ministerio: “…the CMU will ask for the
annual technical progress & financial report during the 2 first months of
the year, regarding the previous year…”.Therefore: we must submit a report
covering the period June-Dec 2012. Two tables, with basic data, must be filled
by partners in section 6 of the template
2010-Dec-21-Template-for-the-annual-progress-financial-report-v1.2.doc
-
Cost claim is a subject that every partner must
deal with its respective funding agency, at a specific time (different for each
country). So I think that in this meeting we can send a general remainder to
partners in order for them to check their duties at national level…
How to prepare:
For
WP leaders: Work
to date for each WP The presentation, slides and Q and A ,
should each take 45 minutes. These are the topics you should prepare for; we
will go thru the WPs one by one:
a.
Tasks done last 3 months
b.
Deliverable in last 3 months
c.
Summary of effort in WP to date
d.
Issues that will need discussion and/or clarification
e.
What does the WP have on plan for next 3 months
Following each presentation with be plenty of time for Q & A. Directly
following the meeting a document containing the items above needs to be sent to
TECN.
For Partners: Plan on about 15 min. for each
presentation. Preparatory questions for partners (to be followed up with a
document containing these sent to TECN after the meeting):
a.
Tasks done last 3 months
b.
Deliverable in last 3 months
c.
Summary of effort in WP
d.
What do you have on plan for next 3 months
You don't
have to go to great lengths, the idea is to have a sense of the project moving
forward, and if not, what is missing.
Useful bits from
the CA:
The Steering Group shall consist of one
representative of each Party. The Project Leader shall chair all meetings of
the steering group. Each representative should have one vote and may appoint a
substitute to attend and vote at any meeting of the Steering Group.
The Project Leader will convene meetings of the
Steering Group at least once every 6 months physically, and every three months
by distance (Telephone Conference, Online workspace, etc.). The project leader
shall also convene meetings at any time upon written request of any Party in
case of an emergency situation.
The project leader shall give each of the
Parties at least thirty calendar days notice in writing of such meetings or
fifteen calendar days notice in case of an emergency situation.
Any decision requiring a vote at a Steering
Group meeting has to be identified as such on the invitation.
Should a Party suggest
adding a discussion/decision to the proposed agenda, it shall do so in writing
to all other Parties at least seven calendar days prior to the meeting date.
The Steering Group shall be in charge of the
overall direction and major decisions with regard to the Project.
The Steering Group shall in
particular be responsible for:
·
Deciding upon the allocation of the project’s work
and budget in accordance with the project plan, and any changes to it,
·
Acceptance of project reports,
·
Deciding upon major changes in work packages,
·
Deciding upon dissemination and exploitation issues,
·
Making proposals to the Parties for the review
and/or amendment of terms of this agreement,
·
Deciding to suspend or terminate all or part of the
project,
·
In case of default of a Party agreeing on actions to
be taken and making proposals to the other Parties to assign the defaulting
Party's tasks, and if appropriate to agree upon a new entity to join the
project for that purpose,
·
In case of default of the project leader in the
performance of hers tasks as project leader, agreeing on actions to be taken
and possibly nominating a new project leader,
·
Deciding upon the entering into the Project and
this Agreement of new Parties.
The Steering Group shall not deliberate and
decide validly unless a majority of two-thirds (2/3) of its members are present
or represented. Decisions shall be taken by a majority of 75% of the votes of
Parties present or represented. However, any Party whose scope of work, time
for performance, costs or liabilities are changed, may veto such Steering Group
decision.
The Parties agree to abide by all decisions of
the Steering Group.
The project leader shall organize the drafting
of the minutes of each meeting to formalize in writing all decisions taken and
shall dispatch them to all Parties within fifteen calendar days of the
concerned meeting.
The minutes shall be considered as accepted by
the Parties if, within fifteen calendar days from receipt thereof, no Party has
objected in writing to the project leader.
And:
1.2. Technical
Committee
The Technical
Committee shall consist of one representative from each Party including the
Project Leader and all work package leaders. The Project Leader shall chair all
meetings of the Technical Committee. Each party shall have one vote in the
Technical Committee and may appoint a substitute to attend and vote at any
meeting of the Technical Committee.
The Project
Leader (assisted by the Technical Leader) shall convene meetings of the
Technical Committee at least on a 6 month basis and shall also convene meetings
at any time upon written request of any member of the technical committee in
case of an emergency situation. This notice shall be accompanied by a written
agenda. Each Party may assign as many participants to Technical Committee
meetings as she deems necessary.
The Technical
Leader shall give each of the Parties as early as possible but at least
fourteen calendar days notice in writing of such meetings or seven calendar
days notice in case of an emergency situation.
Any decision
requiring a vote at the Technical Committee meeting must be identified as such
on the invitation.
Should a
member of the Technical Committee suggest adding a discussion/decision to the
proposed agenda, it shall do so in writing to all other members at least two
calendar days prior to the meeting date.
The Technical
Committee shall be in charge of managing the project.
The
Technical Committee shall in particular be responsible for:
The Technical
Committee shall not deliberate and decide validly unless at least two-thirds (2/3)
of its members are present or represented. Decisions shall be taken by a
majority of 75% of the votes of Parties present or represented. However, any
Party whose scope of work, time for performance, costs or liabilities are
changed, may veto such Technical Committee decision.