Difference between revisions of "EGI-Engage:Project Office"

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== The Project Administrative Committee (PAC) ==
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{{Template:EGI-Engage menubar}}
{{TOC_right}}
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{{PAC menu}}  
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[[Category:EGI-Engage]]
  
=== Members ===
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'''The Project Office''' has been set up by the EGI.eu project office to enable regular discussions about the implementation of all administrative and financial procedures of the project management for EGI-Engage project.&nbsp; <br>
  
* Members list: full and short name, country, participant number (as in NEF) [https://documents.egi.eu/secure/RetrieveFile?docid=203&version=1&filename=EGI-InSPIRE-Partners_list.pdf]
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== Project Office Contact details ==
* Members and JRUs list: JRUs in bold are those with funding allocated (as in NEF) [https://documents.egi.eu/secure/RetrieveFile?docid=204&version=2&filename=EGI-InSPIRE-Partners_list%26JRUs.pdf]<br>
 
* Groups of Partners and Representative: <br>
 
** EGI.eu: Rob van de Meer
 
** IBERGRID: Jorge Gomes LIP jorge@lip.pt; deputy Isabel Campos isabel@campos-it.es
 
** CE : CESNET, Jana Hrdličková or Iva Krejci
 
** EIRO :
 
** UK.IE.NL : Claire Devereux - STFC; Deputy Rossend Llurba - NCF
 
** NBIS:
 
** SEE: RENAM Alexei Altuhov and GRNET Anna Loukakou
 
** IT-RU:
 
** FRRO: absent
 
** APGI:
 
** DACH: Andres Aeschlimann (SwiNG) as representative and Wilhelm Bühler (NGI-DE) as deputy <br>
 
During the PAC meeting, held in Amsterdam at the EGI TF, the members presents have agreed to use the same groupings than for the PMB representation (Project Management Board) [https://documents.egi.eu/secure/RetrieveFile?docid=175&version=1&filename=CAannex4-list%20of%20groupings.pdf].
 
<br>However attendance of annual F2F meetings is strongly recommended for every partners and participation in the quarterly conference are also welcoming from every partners even though the representative of your grouping participates.<br>
 
: '''Pending action Partners''': nominate a representative + deputy for each group
 
  
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The contact persons for Administration/Financial and Legal related matters are:
  
=== Mailing lists ===
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*Céline Bitoune: Chief Finance & Administrative Officer
(for update, please contact [Celine.bitoune@egi.eu]) <br>
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*Yannick Legré: Managing Director
* Financial Mailing list Members [https://www.egi.eu/sso/groupView/inspire-financial] <br>
 
* CB-Observers Mailing list Members [https://www.egi.eu/sso/groupView/inspire-cb-observers] <br>
 
  
=== Meetings ===
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'''Email: egi-engage-po@egi.eu <br>'''
  
* F2F at EGI Technical Forum 2010 in Amsterdam - Wednesday 15th Sept from 14:00 - 15:30<br>
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Postal address: Science Park 140, 1098 XG Amterdam, The Netherlands <!-- Categories-->  
:''' Agenda'''
 
# Elect a chair at PAC meeting
 
# Form the Group of partner and nominate a representative
 
# EGI-InSPIRE Finance (Payment process and timeline, Audit certificates rules)
 
  
:'''Minutes'''[https://documents.egi.eu/secure/RetrieveFile?docid=196&version=1&filename=PAC_15_SEP_2010.pdf]; Questions & Answers [https://documents.egi.eu/secure/RetrieveFile?docid=195&version=1&filename=PACnotes-150910-1.pdf] <br>
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[[Category:Project_administration]]
:'''Minutes-CB-16-9-2010'''[https://documents.egi.eu/secure/RetrieveFile?docid=251&version=1&filename=Minutes-CB-16-9-2010.doc]
 
: '''Pending action Partners''': Report costs of audit certificates for JRU members to Celine <br><br>
 
  
* Teleconference Meeting 2: 10th December 2010, 10:00 CET<br>
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== Project Mailing lists ==
:''' Agenda-Minutes[https://www.egi.eu/indico/conferenceDisplay.py?confId=234]'''
 
:''' Actions:'''
 
* Request nominations for a representative and deputy per PMB grouping: Ongoing – CD will chase outstanding partners <br>
 
* Report costs of audit certificates for JRU members to Celine: Ongoing  – some received but not all <br>
 
* Remind all lead beneficiaries in January book auditors if appropriate: new <br> <br> <br>
 
  
=== Financial Guidelines ===
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<span style="font-size: 13.2800006866455px; line-height: 1.5em;">some information about the project mailing lists that are available for
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internal project communication:&nbsp;</span>
  
* FP7 condensed guideline prepared for EGI-InSPIRE [https://documents.egi.eu/secure/RetrieveFile?docid=174&version=1&filename=Financial%20guidelines%20under%20the%20FP7_May10.pdf]<br>
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*[mailto:egi-engage-po@egi.eu egi-engage-po@egi.eu]&nbsp;&nbsp;Project Office contact mailing list
* EC Financial Guideline dated 30 June 2010 [ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf]<br>
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*[mailto:egi-engage-cb@mailman.egi.eu egi-engage-cb@mailman.egi.eu]&nbsp;&nbsp;<br>Project Collaboration Board with representatives from all beneficiaries in the consortium. <br>For membership updates contact: Yannick Legre [mailto:Yannick.Legre@egi.eu &lt;Yannick.Legre@egi.eu&gt;] [mailto:egi-engage-financial@mailman.egi.eu egi-engage-financial@mailman.egi.eu] <br>For discussion of project administration and financial aspects contact: Celine Bitoune [mailto:celine.bitoune@egi.eu &lt;celine.bitoune@egi.eu&gt;]
* FP7 Grant Agreement - Annex II General Conditions V5 18 December 2009 [ftp://ftp.cordis.europa.eu/pub/fp7/docs/fp7-ga-annex2_en.pdf]<br>
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*[mailto:egi-engage-pmb@mailman.egi.eu egi-engage-pmb@mailman.egi.eu] Project Management Board (membership to be populated)
* FP7 Guidelines for CERTIFICATES ISSUED BY EXTERNAL AUDITORS (only Part II is relevant)[https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf] <br> <br>
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*[mailto:egi-engage-amb@mailman.egi.eu egi-engage-amb@mailman.egi.eu] Activity Management Board members - composed of WP leaders.  
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*[mailto:egi-engage-members@mailman.egi.eu egi-engage-members@mailman.egi.eu] Includes all members of the project as well as people registered to EGI-Engage-related mailing lists. Use is limited to project-wide communications.
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*work packages: <br>[mailto:egi-engage-wp1@mailman.egi.eu egi-engage-wp1@mailman.egi.eu] Leader: Y. Legre <br>[mailto:egi-engage-wp2@mailman.egi.eu egi-engage-wp2@mailman.egi.eu] Leader: S. Andreozzi <br>[mailto:egi-engage-wp3@mailman.egi.eu egi-engage-wp3@mailman.egi.eu] Leader: D. Scardaci <br>[mailto:egi-engage-wp4@mailman.egi.eu egi-engage-wp4@mailman.egi.eu] Leader (interim): T. Ferrari <br>[mailto:egi-engage-wp5@mailman.egi.eu egi-engage-wp5@mailman.egi.eu] Leader P. Solagna <br>[mailto:egi-engage-wp6@mailman.egi.eu egi-engage-wp6@mailman.egi.eu] Leader G. Sipos <br> <br>This information is also provided and updated on the project Quality Management pages, so for future reference see: [http://go.egi.eu/EngageQM http://go.egi.eu/EngageQM]
  
=== Contractual documents ===
 
* Grant Agreement (EC contract signed between the Commission and EGI.eu) [https://documents.egi.eu/secure/RetrieveFile?docid=177&version=1&filename=signed_7_261323_0_0_CONT_CORE_1.pdf]<br>
 
  
* Consortium Agreement (Agreement signed between Partners, including the contractual efforts and budget tables) [https://documents.egi.eu/document/221]<br>
 
  
 
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<br> <!-- Categories-->
* EGI-iNSPIRE-EFFORTs-NA2 (WP2)-Master-CA.pdf [https://documents.egi.eu/secure/RetrieveFile?docid=187&version=2&filename=EGI-iNSPIRE-EFFORTs-NA2%20%28WP2%29-Master-CA.pdf]<br>
 
* EGI-iNSPIRE-EFFORTs-NA3 (WP3)-Master-CA.pdf [https://documents.egi.eu/secure/RetrieveFile?docid=188&version=3&filename=EGI-iNSPIRE-EFFORTs-NA3%20%28WP3%29-Master-CA.pdf]<br>
 
* EGI-iNSPIRE-EFFORTs-SA1 (WP4)-Master-CA.pdf [https://documents.egi.eu/secure/RetrieveFile?docid=189&version=3&filename=EGI-iNSPIRE-EFFORTs-SA1%20%28WP4%29-Master-CA.pdf]<br>
 
* EGI-iNSPIRE-EFFORTs-SA2 (WP5)-Master-CA.pdf [https://documents.egi.eu/secure/RetrieveFile?docid=190&version=1&filename=EGI-iNSPIRE-EFFORTs-SA2%20%28WP5%29-Master-CA.pdf]<br>
 
* EGI-iNSPIRE-EFFORTs-SA3 (WP6)-Master-CA.pdf [https://documents.egi.eu/secure/RetrieveFile?docid=191&version=1&filename=EGI-iNSPIRE-EFFORTs-SA3%20%28WP6%29-Master-CA.pdf]<br>
 
* EGI-iNSPIRE-EFFORTs-JRA1 (WP7)-Master-CA.pdf [https://documents.egi.eu/secure/RetrieveFile?docid=192&version=1&filename=EGI-iNSPIRE-EFFORTs-JRA1%20%28WP7%29-Master-CA.pdf]<br><br>
 
 
 
* EGI-InSPIRE Funding table distributed between Leads and JRUs [https://documents.egi.eu/secure/RetrieveFile?docid=194&version=2&filename=wiki-Funding%20distributed%20Lead-JRUs-final.pdf]<br><br>
 
* EGI-InSPIRE A3Form Budget tables consolidated for issuing the Final Grant Agreement [https://documents.egi.eu/secure/RetrieveFile?docid=193&version=1&filename=wiki-NEF-Budget-Costs-Table_Vfinalpdf.pdf]<br>
 
 
 
== The Quarterly reports ==
 
{{TOC_right}}
 
 
 
=== Q1 May-June-July 2010 ===
 
 
 
EGI-report-Q1-by-Members.pdf [https://documents.egi.eu/document/245]
 
 
 
=== Q2 Aug-Oct 2010 ===
 
EGI-report-Q1&Q2-by-Members.xls [https://documents.egi.eu/document/311]
 
<br>
 
 
 
EGI cumulative reports in excel (activity per member Q1, Q2 and cumulated; finance Q1, Q2 and cumulated) [https://documents.egi.eu/document/305]
 
<br>
 
 
 
== Advance payments==
 
 
 
=== Advance 1 === {{TOC_right}}
 
It is the responsibility of the Lead Beneficiary to redistribute the money to its JRUs. The following [https://documents.egi.eu/document/295] shows the share of funding for each participant, Leads and JRUs, for the total funding.<br><br>
 
 
 
Pre-Financing and payment of Q1 May-June-July 2010:<br>
 
 
 
40% of the total pre-financing received from the EC is decreased with the 5% corresponding to the PFG (Participant Guarantee Fund). The remaining 35% are distributed as follows:<br>
 
* 6 months effort equivalent paid as an advance - Table 1 [https://documents.egi.eu/document/294]<br>
 
* quarterly payments based on the use of resources: Q1 payments - Table 2 [https://documents.egi.eu/document/296]<br> It shows for each participant, Leads and JRUs, the calculation of estimated funding used in Q1 according to the efforts used and task rate grouping.
 
 
 
Then EGI.eu distributes separately the funding related to the global efforts declared in Q1 see Table 3 [https://documents.egi.eu/document/297].
 
 
 
=== Advance 2 ===
 
payment of Q2 Aug-Oct 2010 [https://documents.egi.eu/document/319]<br>
 
It includes a spreadsheet for the payments of EGI.eu contribution to the Global efforts.<br>
 
Please refer to the above tables in the Quarterly Activity report section to check PMs and finance for your institute and JRUs.
 
 
 
=== Advance 3 ===
 
payment of Q3 Nov-Dec 2010-Jan 2011
 
 
 
=== Advance 4 ===
 
payment of Q4 Feb-Mar-April 2011
 

Latest revision as of 12:40, 25 February 2016

EGI-Engage project: Main page WP1(NA1) WP3(JRA1) WP5(SA1) PMB Deliverables and Milestones Quality Plan Risk Plan Data Plan
Roles and
responsibilities
WP2(NA2) WP4(JRA2) WP6(SA2) AMB Software and services Metrics Project Office Procedures


EGI-Engage Project Office: Contact details Contracts, Minutes Reimbursing procedures Project reporting Advance Payments Financial reports Project Administration Archive


The Project Office has been set up by the EGI.eu project office to enable regular discussions about the implementation of all administrative and financial procedures of the project management for EGI-Engage project. 

Project Office Contact details

The contact persons for Administration/Financial and Legal related matters are:

  • Céline Bitoune: Chief Finance & Administrative Officer
  • Yannick Legré: Managing Director

Email: egi-engage-po@egi.eu

Postal address: Science Park 140, 1098 XG Amterdam, The Netherlands

Project Mailing lists

some information about the project mailing lists that are available for internal project communication: