1. 19/02/2001 - Cyclades Kick Off Meeting What a European Co-ordinator expects from his partners and what a European Consortium expects from his Co-ordinator Rémi RONCHAUD European Research Consortium for Informatics and Mathematics

2. 19/02/2001 - Cyclades Kick Off Meeting Partnership –5 principal contractors Duration –30 months –Starting date 1.02.2001 –Ending date 30.07.2003 European Community Funding –Maximum of 1 200 555 euros Facts

3. 19/02/2001 - Cyclades Kick Off Meeting Co-ordinate the work, especially the interaction between the different work packages Control the work, ensure Project objectives achievement Resolve conflicts between partners Support and Manage the Information flow Intermediary between the Contractors and the Commission Manage/Distribute project funds Co-ordinator s role

4. 19/02/2001 - Cyclades Kick Off Meeting Organised by the Co-ordinator All partners should participate Validate goals and milestones Agree on management and general Administrative process Agree on Technical and Quality standards Develop a shared view of the project Kick off meeting

5. 19/02/2001 - Cyclades Kick Off Meeting Communication flow Common format to exchange documents : Word or/and pdf ? E-mail use Web site Public pages Restricted pages Staff and students exchange (staff, PhDs...) Collaborative tools (BSCW...) Phone and fax are not forbidden. Create List of phone and fax numbers for every partner. Communication

6. 19/02/2001 - Cyclades Kick Off Meeting Project Technical Committee Project Management Committee Project Managers Management structure WP 1 leader WP 8 leader Project manager WP 9 WP 2 leader WP 3 leader WP 4 leader WP 5 leader WP 6 leader WP 7 leader

7. 19/02/2001 - Cyclades Kick Off Meeting Project Progress report (every 6 months) At the work package level Advancement of the work - half a page per WP (.doc format) Manpower Used for each WP - 1 table per partner (.xls format) Deliverable Scientific reports Prototype Study Consensual Deliverable (validated by partners and Coordinator) Strong Mandatory deadline Costs Statements (due at t+12, t+24, and t+30) Annual and Final report Reports

8. 19/02/2001 - Cyclades Kick Off Meeting EC Co-ordinator Partners Progress reports Deliverables Cost statements Changes Review Payments Amendments EC rules http://www.cordis.lu/fp5/mod-cont.htm

9. 19/02/2001 - Cyclades Kick Off Meeting Financial Contribution It is not a subvention, all costs MUST be justified: Manpower, Durable Equipment, Consumables, Computing IPR Protection, Subcontracting, Travel and Subsistence Other specific costs, Overhead, Co-ordination costs Supporting documentation has to be available for Audit Advance Payment within two months from signature Intermediate payments after each Costs Statement Guarantee Retention of 15%

10. 19/02/2001 - Cyclades Kick Off Meeting Budget

11. 19/02/2001 - Cyclades Kick Off Meeting Annual Review Assess the work of the project against its contractual obligations Results : Continue, Modify, Red flag Publications, Conferences, Workshops Concertation meetings Co-operation with other projects Financed from the Contractual budget Review and Dissemination

12. 19/02/2001 - Cyclades Kick Off Meeting Pre-existing know-how Necessary to carry out the project Acquired before or in parallel with the project Property of the partner that brings the know-how to the consortium Knowledge Results, information and rights, obtained under the project Acquired from the project Property of the partner that has generated the knowledge Access rights Royalty-free basis, favorable conditions, market conditions Non exclusive basis http://www.cordis.lu/ipr-helpdesk/ IPR

13. 19/02/2001 - Cyclades Kick Off Meeting Fifth Framework Programme –Scientific co-ordination C Thanos –Administrative and Financial co-ordination B Le Dantec / R Ronchaud Who does what ?

14. 19/02/2001 - Cyclades Kick Off Meeting ERCIM Website http://www.ercim.org/ office@ercim.org ERCIM News quarterly magazine (free subscription) For further information