1. Work Package 4 Practicalities Kick-off meeting 25-09-2015 Judith Freita Ramos Project Deputy for Detectors at ESS

2. 2 Deliverables Workflow Deliverables Milestones Delivery template Deliverable submitted Deliverable upload: Participant portal JIRA BrigthnESS website Deliverable upload: Participant portal JIRA BrigthnESS website Task Leader Steering Board Deliverable approved WP Leader Deliverable approved EU Officer Deliverable approved Project Coordinator

3. 3 Periodic Reports Task Leaders will provide information requested by Roy Pennings. Content: o An ‘explanation of the work carried out’ o An ‘overview of the progress’ towards the objectives of the action o An ‘executive summary’ for publication by the Commission o Answers to questionnaire on issues related to economic and societal impact Periodicity: 2 Interim M18 & M36 and Final. Technical reports Each partner responsible for their own financial report. Follow internal procurement rules. Only eligible costs and costs that are necessary for the action. More in Vademecum. Explanation of the use of resources. Keep originals: timesheets, invoices, travel receipts, boarding passes, train tickets, conference/meeting agendas, minutes and participants lists. No subcontracting but contracts to purchase goods, works or services. Careful with amortization issues when buying equipment. Model Annotated Grant Agreement Horizon2020. Periodicity: 2 Interim M18 & M36 and Final. Financial reports Respond to requirements but try to keep it simple and focus on your actual work Respond to requirements but try to keep it simple and focus on your actual work

4. 4 Time reporting Signed time sheets. Keep track of specific work developed in each month. Keep internally. (ESS submit to Vera) Staff working part time Sign ‘declaration on exclusive work for the action’ per reporting period Keep internally. (ESS submit to Vera ) Staff working full time Each beneficiary makes their own templates based in the EC template (Vademecum Attachement 2)

5. Key Performance Indicators 5 Numbers count – think of that when reporting

6. Atlassian software tools JIRA and Confluence will be used as the Project Management Tool. A workflow specifically made for BrightnESS will be completed and distributed within the forthcoming weeks. Accounts will be created for those without yet an account. JIRA user guide will be disseminated to all participants. Project Management Tool 6 We will use it as a collaboration tool Confluence to be used as “log book” of all the work performed and updates. Task Leaders will propose a layout Confluence to be used as “log book” of all the work performed and updates. Task Leaders will propose a layout JIRA will be the work exchange space per Task Task Leaders will propose a layout/workflow JIRA will be the work exchange space per Task Task Leaders will propose a layout/workflow

7. 7 Dissemination There isn't any logo for Horizon 2020 and there will not be one. In line with the European Commission's policy on corporate visual identity, Horizon 2020 will be promoted as a verbal brand, meaning no "visual mark" or logotype. When Horizon 2020 is promoted by beneficiaries and other third parties, the EU emblem (flag) can be used in conjunction with the words "Horizon 2020". Logo and use will be released within the Dissemination strategy and Corporate branding in M3. This in the meanwhile. On acknowledgement (papers) “This work was funded by EU Horizon 2020 framework, BrightnESS project 676548” Maximum visibility to your work and to BrightnESS

8. Mailing lists: For WP4 Per Task By Judith M2 Deliverables template By Judith M2 (copy will be in Indico) Workflow per Task By each Task Leader M2 Vademecum Distributed during kick-off meeting Timesheets Need to be made by each partner following the EU template in the Vademecum Logo Dissemination strategy from WP6 in M3 8 Useful information to be circulated Mailing lists Deliverables template Workflow per Task Timesheets Vademecum Logo, branding WP4 meetings: General Assembly for WP4 update Individual Tasks meetings: Regular basis Frequency 1-2 months and as needed Skype/Vidyo Meetings

9. Please, keep me posted on everything Judith Freita Ramos (judith.freitaramos@esss.se) Position: Detector Systems Deputy Work Package Manager (ESS) Project Manager (BrightnESS@esss.se) Position: Project Manager. External Relations & EU Projects Group for administrative queries Roy Pennings (Roy.Pennings@esss.se) Position: Project Coordinator. External Relations & EU Projects Group 9 Contact

10. Thank You!