1. Fabrizio Gagliardi EGEE Project Coordinator f.gagliardi@cern.ch EGEE is proposed as a project funded by the European Union under contract IST-2003-508833 Timeline of the project, event calendar and collaboration board organization First Collaboration Board – CERN, Geneva – 9 October 2003

2. Collaboration Board – CERN, Geneva – 9 October 2003 2 Time-line and Calendar TA submission tomorrow 10-10-03 Last negotiation meeting in Brussels on 17-10-03 Signed CPFs in original + any missing supporting documents in Brussels on 31-10-03 CA agreement final draft by 31-10-03 Final comments and green light from the EU in writing in November ’03 CA signed by November 30, ’03 EGEE EU contract ready for signature January-February ’04 New EU access countries only able to sign in May (open but probably solved issue) Official start of the project 1-4-04 Kick-off conference in Ireland April 16-23

3. Collaboration Board – CERN, Geneva – 9 October 2003 3 Time-line and Calendar CB twice a year? In conjunction with major EGEE events (could help the travel budget) ExC=> PMB (Project Management Board): on a quarterly basis to approve quarterly internal report (meter the EU funding) PEB (Project Execution Board) weekly basis Application (NA4) board: Steering/bi-weekly Extended + PEB /Monthly basis External Advisory Board, Architecture Group (TBD)

4. Collaboration Board – CERN, Geneva – 9 October 2003 4 EGEE Partner Federations Integrate regional Grid efforts Represent leading Grid activities in Europe Essential management instrument recognized and approved by EU Delegation of executive power, competent for policy decisions (including access), execute and manage the EU contract, conflict resolution…

5. Collaboration Board – CERN, Geneva – 9 October 2003 5 Collaboration Board Organization Composition: One representative member from each EGEE EU contract signatory One designated alternate Mission: Communication channel between overall EGEE management and ALL partners Delegation of executive authority to EGEE federations (required condition to enter the EGEE consortium) Nominate the federation representatives in the EGEE PMB The PMB will elect its chair and propose candidates to chair the CB CB elect its chair (on PMB proposed list of candidates) All to be documented in the CA

6. Collaboration Board – CERN, Geneva – 9 October 2003 6 New WEB EGEE site: Official name reserved (compliment of the Ireland/UK federation) www.eu-egee.org Site under construction: http://egee-intranet.web.cern.ch/egee-intranet/

7. Collaboration Board – CERN, Geneva – 9 October 2003 7 New EU access countries Dear Fabrizio, I'm glad to announce that there is now an official position on the participation of organisations established in the acceding countries to contracts signed between 1 January 2004 and 1 May 2004. Please note that the special condition that is required to implement the proposed transition measure has not yet been adopted by the Commission. Let me highlight that the procedure here described foresees that all contractors (including those established in acceding countries) sign the contract at the same time, however the effect of the signature is delayed for the above mentionned organisations.

8. Collaboration Board – CERN, Geneva – 9 October 2003 8 New EU access countries Please note that the procedure has no specific recommendation about transfer of funds to those organisations in the pre-accession phase. As for the overall management of the budget, this is left to the Consortium to decide. Here is the text: "Under the 6th Framework Programme, for multi-partner actions, the estimated costs of each contractor are taken into account in order to determine the maximum amount of the Community grant. In accordance with Article 13.1 of the Rules for Participation, the recipient of the grant is the consortium, which decides on its allocation between participants. Bearing this in mind, for actions involving a participant from one of the 10 future Member States for the period between 01.01.2004 and 31.04.2004, it is advised to treat financial and legal commitment operations in the following way. a) For multi-partner 2 actions in which the co-ordinator is not a contractor from one of the 10 future Member States: · The budgetary commitment and the contract should cover the total contribution, including the share related to the estimated costs of a contractor from one of the 10 future Member States;

9. Collaboration Board – CERN, Geneva – 9 October 2003 9 New EU access countries · The contract will include a special clause under which accession to the contract by a contractor from one of the 10 future Member States will be effective only as and from 01.05.2004. However, this will not effect the eligibility of the costs incurred by the said contractor as and from the start-date of the project, if this precedes accession in May 2004. In any case, all the contractors in question submit Form A in parallel with the other contractors in accordance with the terms of the contract. · The pre-financing, including that envisaged for the contractors from any of the acceding Member States, will as before be paid to the Consortium Co-ordinator.