Roadmap for the 2009 Periodic Report

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Periodic Report

The 2009 Periodic Report will cover the 4th Semester of the KeyToNature project (from London to Tartu).

The periodic report must be ready at least two weeks before the project meeting and provided as VERY PRE-FINAL Version in order to be assessed by the reviewers and to "educate" them on the typology and quality of the work carried out.

Sections 3.1, 4.1, 4.2 have to be completed by each partner.

Furthermore, WP Leaders are responsible for section 3.2 (individual WP form), 3.3, 3.4.

Here below we provide the to do list in order to share the report draft:

1 Index

2. Summary of the project

  • Technical aspects (UNITS, ETI, JKI)
  • User related aspects (UNITS + UT)
  • Management and partnership aspects (UNITS, TBA)

Drafted by the Management Team

3. Section Status

3.1 Resources employed

Each partner must provide an actual estimation of person months deployed in each WP. Each partner needs filling in data into Table 3 of the Progress Report.

Person months have to be calculated as follows: p/m Y1+ p/m Y2 = resources employed to be reported in table 3.1.

Person month data must be provided to the Project Manager within 2nd September.

For more information on person months calculation visit http://www.keytonature.eu/wiki/ECP_Financial_Statement#Personnel_costs_.28G.A._Art._14.1.29

3.2 Work Package Overview

WP leaders must provide their WP report by filling in the WP form template. Each WP form should contain a concise but detailed description of the project activities covering the entire period.

WP Leaders have to report the progress of the actions undertaken in their WPs covering the last 6 months of activities, namely from the 3rd Feb 09 to the 2nd Sept 09.

WP Leaders must explain any deviation from the Description of Work. Please outline and duly justify any changes, deviations occurred in your WP according to the planned work (including postponements, updates or review of deliverables). If any changes occurred or are likely to occur, please provide a clear and sound justification.

Make visible and describe the key WP results which are not deliverables.

Make visible the contribution to Milestones.

While describing your WP activity, please quote any interrelation with other WPs or dependencies, if relevant.

Please provide also a few information on the work planned for the next 6 months.

WP leaders draft the WP forms in consultations with partners. When finalizing your WP report, make sure to collect the inputs from each WP participant, so that no activity carried out by the project partners is left behind.

In reporting WP leaders must compare the work accomplished against the work/objectives planned in the DoW- Annex I.

WP Leaders are responsible for this section.

Preliminary drafts of the WP form report are due for 20th July 2009.

Refinements and updates of the WPs description are due by 20 August 2009.

Draft must be provided to the Project Manager and Coordinator by email.

3.3 Deliverables Status

WP Leaders have to update the deliverable lists providing relevant info to the Project Manager.

Due date: 20 August 2009.

3.4 Performance Indicators

Each WP Leader has to provide data according to Performance Indicators and Milestone given in the DoW in order to update the performance indicators status (particularly WP4, 5, WP8, WP11).

Due date: 20 August 2009.

4 Dissemination, Exploitation and Impact

4.1 Overview of awareness and dissemination activities

Each partner should provide information describing activities regarding dissemination and awareness raising activities carried out during the reporting period: - User involvement, concertation and awareness, promotion and dissemination - Project user group activities - Concertation with other projects - Actions undertaken / envisaged to raise user and stakeholder awareness

Due date: 20 July 2009.

Second collection round 20 August 2009

4.2 List of Events and meetings

Each partner should provide the Project Manager and the Communication Manager with details necessary for updating the event List, including attended events and new upcoming events both directly organized and to be attended by Consortium Partners.

Please provide a short commentary for each event organized/attentedas footnote.


Due date: 20 July 2009.

Second collection Round: 20 August 2009

5. Conclusions

Drafted by the Management Team

6. Appendices

Edited by the Project Manager.

Each partner has to provide information and justification for any unplanned cost during the 2 year. Including any particular requests for cost shifting or reallocation, and any unplanned cost items necessary for the project implementation.

Reallocation of person months are not suggested, any change should be documented with a sound justification and explanation. Please discuss the magnitude and the extent of the proposed change with your WP Leader and the Project Manager, who will inform the Management Team.

Any change should be communicated well in advance, at least 20 days before the project meeting.

Preliminary info due within 20 August 2009. Contact the Project Manager ASAP if you situation fall in the above mentioned cases.


Calendar


Date Information due Subject Organization involved
18 July 2009 D.6.3 Revised version CUO + validation from ETI/UNITS/EVO
03 Sept. 2009 D.5.3 Wrappers for data exchange Deliverable 5.3 (wrapper for data exchange) needs to be reconsidered; a different (better sustainable) interoperability approach to data sharing and exchange was chosen (SDD standard file format, generic key players) therefore wrappers are no longer needed. Proposal is to modify the focus of this deliverable as in fact interoperability is already achieved now through another method on which the deliverable should concentrate. ETI + validation from WP5 partners
03 Sept. 2009 D.8.1 Users' experience reports including feedback from the bottom-up approach and guidelines. UT + validation from WP7/8 partners
20 July 2009 3.2 Work Package Overview Preliminary version WP forms containing the description of the work carried out in the latter semester WP Leaders
20 July 2009 4.2 List of Events and meetings Input to the event and meetings table. All partners
20 July 2009 4.1 Overview of awareness and dissemination activities Preliminary Dissemination and Expl. activ. input All partners
20 Aug. 2009 4.1 Overview of awareness and dissemination activities Pre-final Dissemination and Expl. activ. input All partners
20 Aug. 2009 3.2 Work Package Overview Updates and refinements of WP forms and description of the work carried out in the latter semester WP Leaders
20 Aug. 2009. 3.3 Deliverables Status + 3.4 Performance Indicators Update of deliverable list and of the performance indicators WP Leaders (namely JKI, UT, ETI,UNITS + EVO for web trends)
20 Aug. 2009 4.1 Overview of awareness and dissemination activities + 4.2 List of Events and meetings Input and updates for performed and upcoming dissemination and exploitation actions and events. All partners
02 Sept. 2009 3.1 Resources employed Person months All partners
02 Sept. 2009 Financial Statement Preliminary version All partners
10 Sept. 2009 Submission of the Pre-final Version of the Periodic Report and of the Annual Report - Management Team
10 Sept. 2009 D.11.3 Submission of the Final Version of the Dissemination Plan revision for Year 2 and updates for project Year 2 (according to inputs given by partners for section 4.1 and 4.2 of the progress report) EVO, TBA, UNITS
15 Sept. 2009 Pre-final version of the Financial Statements Updates and refinements All partners
15 Oct. 2009 Submission of the Final version of the Financial Statements signed by the authorized persons. To be provided by all partners
15 Oct. 2009 Submission of the Final version of the Periodic and Annual Report Management Team