1. MedIEQ: Quality Labelling of Medical Web Content using Multilingual Information Extraction WP1 Administrative issues Vangelis Karkaletsis 2 nd meeting, Barcelona, 1-2 June 2006 Institute of Informatics & Telecommunications NCSR “Demokritos”

2. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/20062 Contents WP1 objectives, tasks (from the TA) Activities in WP1 (01/01-31/05/2006) –Grant agreement –EC funding –Consortium agreement (D1) –Subcontracting agreement –Project board establishment –Admin. Manager –Work Plan (D2) –Reporting procedures –Project Meetings Cooperation with other projects/initiatives/organisations Work plan for WP1 …..

3. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/20063 Objectives of WP1 Administrative, financial and technical management Operational management and communication with the EC

4. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/20064 Description of work in WP1 Tasks –Developing and maintaining all necessary project documentation –Drafting, negotiation and maintenance of the consortium agreement –Communication with the EC and the Project Officer –Enforcing the decision making and conflict resolution process –Coordinating and controlling WP activities to keep them within its objectives –Reviewing and guiding technical development in the WPs –Constant monitoring of budget and manpower status –Dealing with problems with the consortium partners

5. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/20065 Description of work in WP1 Deliverables –D1 Consortium Agreement (M1): specifies the details on the management structure and roles, supplements the provisions of the Contract with the EC concerning access rights and sets out rights and obligations of the Parties supplementing but not conflicting with those of the Contract. –D2 Detailed work plan (M3): a separate work plan will be prepared by each WP leader and all will be integrated into the detailed project work plan. –D3.1, D3.2, D3.3 Project reports: At the end of each year there will be a public report presenting the project achievements and plans. These will be published on the project web site. –The various reports (quarterly, semestrial, interim) and financial statements to be delivered according to the EC rules.

6. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/20066 Grant Agreement Signed with the EC –copies of the signed agreement to the partners

7. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/20067 EC funding - I 1 st pre-financing payment (30% of the total funding) –validated by the EC at the end of March (27/03) –Received by NCSR at the beginning of April and distributed to the partners end of April –Invoices by some of the partners still to be received …

8. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/20068 EC Funding – II eligible costs Direct Costs –the cost of staff, comprising actual salaries plus social security charges and other statutory costs included in the remuneration; –travel and subsistence allowances, provided that they are in line with the beneficiaries' usual practices on travel costs or do not exceed the scales approved annually by the EC; –the purchase cost of equipment: only the portion of the equipment's depreciation corresponding to the duration of the action and the rate of actual use for the purposes of the action may be taken into account by the Commission; –costs of consumables and supplies, provided that they are identifiable and assigned to the action; –costs entailed by other contracts awarded by the beneficiaries for the purposes of carrying out the action; –costs arising directly from requirements imposed by the agreement (dissemination of information, specific evaluation of the action, audits, translations, reproduction, etc.), including the costs of any financial services (especially the cost of financial guarantees).

9. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/20069 EC funding – III eligible costs Indirect Costs –the indirect costs incurred in carrying out the action may be eligible for flat-rate funding fixed at not more than 7% of the total eligible direct costs. –they need not be supported by accounting documents.

10. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200610 EC funding - IV payment arrangements –Pre ‑ financing Within 45 days of the date when the last party signs the agreement, a pre ‑ financing payment representing 30% of the total funding –Further pre ‑ financing payments: After reception of the first interim report a further pre ‑ financing payment representing 20% of the of the total funding After reception of the second interim report a further pre ‑ financing payment representing 20% of the total funding –Payment of each further pre-financing payment may not be made until at least 70% of the previous pre ‑ financing payment(s) for the action has been used up. –Payment of the balance: The request for payment of the balance shall be accompanied by the final technical implementation report and financial statement

11. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200611 EC funding – V settlement of payments –On receipt of the necessary documents, the Commission shall have 45 days in order to: approve the technical interim report of the action; ask the main beneficiary for supporting documents or any additional information it deems necessary to allow the approval of the report; reject the report and ask for the submission of a new report. –Requests for additional information or a new report shall be notified to the main beneficiary in writing. The main beneficiary shall have 30 days to submit the information or new documents requested. –Pre-financing shall be made to the main beneficiary within 45 days following approval by the Commission of the technical implementation report

12. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200612 EC funding – VI –The total amount paid by the EC shall not exceed 60% of the total eligible costs –Indirect costs are eligible for flat-rate funding of 7% of the total direct costs –The beneficiaries may adjust the estimated budget by transfers between items of eligible costs, provided that this adjustment does not affect implementation of the action and the transfer between items does not exceed 10% of the amount of each item of estimated eligible costs

13. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200613 Consortium Agreement - I 1 st draft distributed for discussion beginning of March –Based on EC standard documents –Includes Annexes for Pre-existing know-how, effort allocation (person months per WP), bank accounts, recipients for notices Discussion among the partners ended end of April Final version of Deliverable D1 “Consortium Agreement” submitted by e-mail to the EC, May 8

14. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200614 Consortium Agreement - II Still to be signed by the authorized representatives –Sign only the corresponding signature page in 10 copies –Send the signed copies to NCSR by June 19 –Copies with signed pages will be distributed to all the partners right after …

15. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200615 Subcontracting Agreement Between NCSR and Dan Brickley according to the Technical Annex –Duration: April 2006 – June 2008 –Work to be carried out in the context of WP2 “Dissemination of the results”, WP4 “Quality Labelling of Medical Web Sites” Tasks specified in the agreement –Close cooperation with the Contractor (NCSR) and any MedIEQ beneficiary which is involved in the related Work Packages

16. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200616 Project Board - I Consortium Agreement (section 5.2) specifies the Project Board –Responsibilities –Decisions –Voting rules –Minutes

17. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200617 Project Board - II Project Board established (from the 1 st quarterly report) –Vangelis Karkaletsis (Project Manager, NCSR) –Felisa Verdejo (Site Manager, UNED) –Miquel Angel Mayer (Site Manager, WMA) –Christian Thomeczek (Site Manager, AQuMed) –Vojtech Svatek (Site Manager, UEP) –Tiina Lindh-Knuutila (Site Manager, TKK (HUT)) Replaced recently by Matti Pulla –Konstantinos Chandrinos (Site Manager, i-sieve) In case of changes, NCSR to be informed …

18. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200618 Administrative manager –Dr. Athanasios (Thanos) Tsakonas since March 1, 2006 –Responsible for monitoring project activities according to the work plan –Coordinates the preparation and maintenance of legal documents (consortium agreement, subcontracting agreement), as well as the preparation of admin. reports (quarterly, semestrial, interim, cost statements)

19. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200619 Work plan (D2) NCSR sent the work plan template, beginning of March –Work is organized in 3 stages: Stage 1 (M1-M12), Stage 2 (M12-M24), and Stage 3 (M24-M31); –WP Tasks presented in the technical Annex are allocated per Stage; –Activities for each WP Task and the relations between them are identified –Major open issues are specified for each Task. Work plans for all WPs finalised end of April Deliverable D2 ‘Detailed Work plan” submitted by e-mail to the EC, May 8

20. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200620 Admin. Reports 1 st quarterly report submitted by e-mail to the EC, May 8 Minutes of the two meetings were also attached

21. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200621 Reporting procedure - I Template for deliverables, quarterly reports specified Naming conventions set for deliverables, reports, other documents exchanged Schedule for the preparation and validation of deliverables, reports Instructions for uploading documents in MedIEQ site (http://www.medieq.org)http://www.medieq.org

22. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200622 Reporting procedure – II interim reports –The technical implementation reports, financial statements and other documents must be submitted to the Commission by the main beneficiary. –They shall be provided in three copies and in electronic format in English on the following dates: first interim technical implementation report and consolidated financial statement: before 01/03/2007, covering the period from 01/01/2006 to 01/01/2007; second interim technical implementation report and consolidated financial statement: before 01/03/2008, covering the period from 01/01/2007 to 01/01/2008; final technical implementation report and financial statements: before 01/04/2009, covering the period 01/01/2006 to 01/01/2009.

23. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200623 Reporting procedure - III interim reports They describe the work carried out and the results obtained during the corresponding period and state in particular: –the results obtained to date and an indication of any deviation from the initial work programme set out in annex I that has occurred or is likely to occur –the comparison between the expenditure incurred during this period and the foreseen budget stated in annex II; –the work programme planned for the following period. No template is provided by the EC –To be specified by NCSR Interim reports must be accompanied by the deliverables scheduled in the specific period

24. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200624 Reporting procedure – IV Final implementation report The final technical implementation report should include the following information: –Detailed description of all the activities conducted –Manpower for the execution of the activities –Partners involved Distribution of work among the partners –Countries involved Activities conducted in each of the countries involved and results made available in each country –Achievement of the objectives Final financial statement –Must be presented on the same pattern with the estimated one in Annex II: global budget + detailed budget + budget by associated beneficiaries –Accompanied by a request of payment. –EC may ask for invoices/supporting documents The final report must be accompanied by the deliverables scheduled in the specific period

25. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200625 Meetings Two meetings so far –Athens, 1-2 February –Barcelona, 15-16 March, WP4 technical meeting ….

26. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200626 Possible cooperation with other initiatives Tervesuomi.fi Andalucian healthcare web sites accreditation program Czech projects Swedish health care direct OMNI CISMEF …..

27. WP1 Administrative issues 2 nd meeting, Barcelona, 01-02/06/200627 WP1 work plan Deliverables to be prepared and submitted to the EC Semestrial Progress Report (07/2006) 1 st Interim Report + Cost statement (01/2007) 3 rd PB meeting (October 2006, ???) ….