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European Coordination for Accelerator
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EuCARD >> News >> Newsletters >> Issue 4 >> Article 5 |
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We have reached the end of the first year of the project. It's time for annual meetings and internal reports. Click on the questions below for answers of who needs to do what, when and how.Annual Meeting(s)Q. Where and when is the EuCARD Annual Meeting? Q. What is the programme of the EuCARD Annual Meeting? Q. Do work packages also need their own annual meetings? ReportingQ. What reporting is needed now? Q. What is included in the reporting? Q. Why is the reporting needed? Q. What do task coordinators need to do? Q. What do work package coordinators need to do? Q. What do administrative contacts at each participant need to do? |
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Annual Meeting(s)
A. The first EuCARD Annual Meeting will take place at the STFC Rutherford Appleton Laboratory in Oxfordshire, UK, see How to reach RAL. Tuesday 13th April 2010 is reserved for work packages to have their own internal meetings. The annual meeting itself will take place from Wednesday 14 until Friday 16 April. For up-to-date information and details including wifi access, weather forecasts, UK plug adapters etc, see the Annual Meeting website.
A. The Annual Meeting programme is available from Indico. Meeting presentations will be uploaded to this agenda prior to the meeting. For updated information and more details about the annual meeting, including accommodation, social events, practical info and useful tips, see the Annual Meeting website.
A. In the project's contractual list of milestones, most work packages foresee a first annual meeting. Many of these have been organised to coincide with the project annual meeting, see the EuCARD events list for full details. Reporting
A. 31 March 2010 marks the end of the first year of the project, as well as the end of the second "semester" (6 months). Due to the annual meeting in April, some deadlines have been adjusted to allow for minimum critical information before the meeting and Interim Activity Reports to follow afterwards, see summary table below:
A. The Interim Resource Utilisation Summaries (IRUS) give an overview of the estimated expenditure (full costs) of each participant e.g. personnel, materials, travel etc. The Milestone Summaries for Semester 2 will give the governing board an overview of the status of the 21 month 12 milestones. The Deliverable report will describe the M12 deliverable: D10.4.1 "QE data for Pb/Nb deposited photo cathode samples". The Interim Activity reports (IAR) contain summaries of work in progress for each task in each work package. They cover work done, deliverables and milestones, plans for the next semester and a summary of the man-power efforts.
A. The IRUS, milestone summaries and short deliverable report are required to provide information to the governing board meeting on 15 April. The complete deliverable report is then required to fulfill the contractual commitments of the project with the EC. The IARs are required to have regular monitoring of project progress and also to work towards the EuCARD contractual periodic reports scheduled for month 18 (September 2010), month 36 (March 2012) and month 48 (March 2013).
A. By 2nd April, task coordinators need to complete the "Milestone Summaries for Semester 2" template [doc] with a short summary of their M12 milestone(s). The task coordinator for WP10.4 has a month 12 deliverable, so needs to complete a short deliverable report for 8th April and a complete deliverable report for 20th April. By 30th April, task coordinators need to send their Work Package coordinator an Interim Activity report for their task, using on the task coordinator IAR template [doc]. This IAR reports on work carried out in semester 2, i.e. months 7 to 12 of the project (October 2009 to March 2010).
A. By 10th May, each WP Coordinator should produce a consolidated Interim Activity report for his/her Work Package, based on the reports received from the task coordinators and using the work package coordinator IAR template [doc]. They should then submit this report to EDMS, using instructions available on the Intranet. This IAR reports on work carried out in semester 2, i.e. months 7 to 12 of the project (October 2009 to March 2010). The work package 10 coordinator has a month 12 deliverable, so needs to receive the complete deliverable report from the WP10.4 task leader by 20th April, provide comments and upload an approved version of the report to EDMS by 30th April.
A. By 31st March, the administrative contacts at each participant should complete an Interim Resource Utilisation Summary report outlining the estimated full costs for months 1 to 11 (1 April 2009 to 28 February 2010). Word and Excel templates and further guidance are available from the Intranet. The deadline of before the annual meeting means that only the first 11 months can be reported. The financial figures will then be presented at the governing board meeting on 15 April. Note: delays in partner reporting will result in delays in approving the partner's second instalment of pre-financing. |
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