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EGI-Engage:Roles and responsibilities

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

This page provides roles and responsibilities within EGI-Engage project.

Following graph shows EGI-Engage management structure

EGI management.png

Project Governance

Collaboration Board (CB)

The project governance operates through the Collaboration Board (CB).


The CB will be the ultimate decision-making board of the consortium and is responsible for all decisions having a direct legal and financial impact on consortium members.

The decisions of the CB are legally binding to all partners. The Consortium Agreement will document the areas of responsibility of the CB and the voting mechanisms.


The CB includes one representative per partner and is chaired by one of the members (rotating chair). All partners shall be entitled to send one voting representative to the CB.

Project Management

The project management will support the implementation of the project’s technical work plan and the achievement of its scientific objectives, as well as the completion of its contractual obligations, in compliance with rules and procedures.

Project Management Board (PMB)

The Project Management Board (PMB) will act as the executive and supervisory body of the project, reporting and accountable to the CB.


The PMB is responsible for coordinating the project and implementing the decisions of the CB.

The overall project management is responsible for:

  1. The implementation of a coherent project organisation and the coordination of the different partners across the project activities.
  2. The interdisciplinary coordination of scientific and technical agendas.
  3. The evaluation of the overall performance of the project and the quality assurance and timely submission of deliverables.
  4. The monitoring of resource use, as well as management and allocation of budget.
  5. Task analysis and contingency planning.
  6. The coordination and upholding of the dissemination of the project.
  7. The resolution of potential issues related to Intellectual Property Rights (IPR) and the conflict management through a reliable conflict resolution scheme.
  8. The relationship with the European Commission.
  9. The administrative and financial tasks related to the activities of the consortium: periodic reports, contract amendments, preparation of financial reports, financial supervision, funding redistribution, project planning and monitoring of activities.


To be operational and yield sufficient executive power, the management board shall be made up of a limited number of representatives of partners.

Activity Management Board (AMB)

The AMB is chaired by the Technical Coordinator.


Activity Management Board (AMB) will be responsible for

  • regularly monitoring the progress of the project
  • of the day-to-day management of the individual activities within the project will be undertaken by the Activity Managers.


It has representation from all the work packages and Quality manager.

Responsibilities of Work Package Leaders.


Administrative and Finance Coordinator (AFC)

The Managing Director of Mr Yannick Legré acts as the Administrative and Finance Coordinator.


  1. Administrative and financial coordination within and across work packages.
  2. Serving as the official contact point for the European Commission.
  3. Ensuring that the project is carried out efficiently and in accordance with the contractual obligation.
  4. Leads WP1 (NA1).
  5. Report and attend to PMB and CB meetings.
  6. The establishment of efficient internal management and budgets control procedures, processing and reimbursement of member costs.
  7. The assistance to the TC for the collation and preparation of periodic reports, and for the organisation of the periodic face-to-face meetings, the preparation of financial reports, partnership and consortium modifications or contractual amendments.
  8. The preparation of the Consortium Agreement, IPR management and guidance. .
  9. The operation of a Project Office for the entire duration of the project. This will ensure the continuity and consistency of the administrative management. The Project Office supports the AFC in his activities.

Technical Coordinator (TC)

The Technical Director of, Dr Tiziana Ferrari, will act as the Technical Coordinator of EGI-Engage.


  1. Lead the execution of activity plan of the project
  2. Ensures the technical integration of the work delivered by each WP.
  3. Chairs the AMB.
  4. The monitoring of the execution of the activity plan and quality plan, the collection and distribution of deliverables and milestone and the approval of the deliverables produced by the WPs and the submission to the EC.
  5. The management of the programme committees of the EGI events.
  6. The liaison with projects, initiatives and collaborating organisations.
  7. The risk analysis and contingency planning tasks within the project with a peculiar attention to those induced by innovation.
  8. The overall scientific and technical coordination of the project, following the strategic decisions of the CB, the PMB and the AMB.
  9. Leads task NA1.2 Technical Management.

Quality Manager (QM)

The Senior Operations officer of, Małgorzata Krakowian acts as Quality and Risk manager.


  1. In charge of designing and implementing the quality assurance of the work 
  2. Implementation of the quality control process.
  3. Follow-up of work and in cases of deviations proposes and monitor corrective actions.
  4. The QM will interact with the Activity Managers, the AFC, the TC and participates to the PMB.
  5. Leads task NA1.3 Quality and Risk Management.
  6. Ensures that the risks assessment is a continuous process throughout the entire project duration, and is an agenda item in every PMB meeting.
  7. Ensure that WPLs perform risk management, and to ensure that the risk assessment table is regularly updated to avoid the emergence of unexpected threats to the project, especially with respect to innovation activities.

Project Office (PO)

The Project’s Office will be manned by members of the team, which has a track-record of successful project management experience. The PO is managed by the AFC.


  1. The establishment of the infrastructure for the project administration (archiving of documentation, monitoring mechanisms, circulation of guidelines, analytical accounting system) and the development of the project management guidelines, the distribution of information to the consortium;
  2. The monitoring of effort allocation to activities together with the AFC and TC and the financial aspects of the project including reporting to the EC and reimbursement of the participants;
  3. The support to the meetings of the project’s committees as well as the major partnership meetings (preparation, agenda, support during the events, and distribution of minutes and presentations). 

Work Package leader (WPL)

The Work Package Leaders (WPL) are formally appointed by the PMB.


  • Management:
    • supervise and coordinate the activity of their work package
  • Technical Work:
    • proposing and monitoring the detailed planning (yearly roadmap) and execution of the technical work to be carried out in their respective work package
    • report to the AMB bi-weekly progress of their respective work package
    • ensuring that the objectives and milestones of the whole work package are met in time, quality and budget
    • coordinate production of milestones and deliverables
    • contribute to project intermediate and periodic reports
  • Effort:
    • check the coherence between the activity performed and the efforts declared
    • in case of deviation or misreporting they will inform their contact to ensure that efforts are properly declared
  • Risks:
    • inform QM and TC about new risks identified in their respective work package
    • review risk registry with QM and TC on regular basis
    • apply agreed treatment for risks defined in Risk registry in their respective work package
  • Quality:
    • ensuring that work performed in their respective work package is following quality plan guidelines
  • Metrics:
    • define KPIs and activity metrics related to their work package
    • collect and report metrics to QM and TC on regular basis
  • Software and Services
  • Dissemination
  • Timeliness:
    • ensure timely delivery of the work carried out in its work package
    • If, for some reason, the work needs to deviate from the original plan, they have to immediately report any potential delay to QM and TC, propose options to avoid or mitigate the delay and motivate any amendments to their baseline plan.
    • responsible of the completion and submission on time of deliverables.
  • Information Flow:
    • on a regular basis (bi-weekly) prepare short reports to the AMB.
  • Interfacing with other work packages:
    • throughout the AMB, are responsible for technical collaboration on the interface to other work packages.