WP7 – Management of the project and its results


OLYMPUS DIGITAL CAMERATo ensure the success of such a multi scale/disciplinary research project, an efficient coordination and management is of the essence. We shall establish a management structure considering the partners expertise and administrative structure (based on previous joint work) and strive to achieve the “added value” that naturally arises when combining teams with different backgrounds; this is linked to the generation of a team “spirit” that will facilitate the adherence to project milestones and deliverables and the transfer and up take of results from institutions and individuals.

The WP structure has been designed to facilitate the motion across scales, an essential aspect of RISES-AM-; the deadlines for milestones and deliverables have been established taking into account the project meeting and work calendar, to avoid delays by accumulation of duties (e.g. sequence of Policy Briefs – Deliverables 6.8 to 6.10 – spread over a period of 6 months although resulting from the same set or results) and the logical sequence of project development (e.g. the collection of impacts with/out additional adaptation – Milestone 20 due by month 27 – should be ready prior to the preparation of the policy briefs – Deliverables 6.8 to 6.10 due by months 29, 32 and 35).

This WP work also covers the organisation of regular and ad-hoc meetings as required, both “in person” and using tele-communication means (video or web conference basically). Progress meetings will be organized every 6 months, to foster the scientific and technical discussions, to promote the creation of a common project approach and to follow the project development, acting whenever the Steering Committee of the project deems it necessary. The main objectives of the WP can be summarized by the following points:

• To run the project management and coordination (including the Steering Committee).

• To organize the International Transfer and Advisory Board (ITAB) committee

• To ensure that all project developments are in line with actual end-users’ needs (from all three considered scales and from the scientific level to the general public)

• To promote the project two-way interactions with the external “world” (i.e. to include the most recent developments in the field and to enhance the impact of project results) using the means presented in WP 6.

• To encourage the generation of joint advances (partnership dimension) and to monitor the achievement of project objectives

• To favour the visibility of project developments (from scientific to general-society level)

• To enhance the communications (when required) among participants, including end-users and ITAB Board

• To handle contractual and financial matters

• To organize progress meetings every 6 months and ad-hoc meetings whenever required

• To assess the project development (in terms of milestones and deliverables)

Description of work and role of partners

The WP is divided into 2 tasks, one relative to the project management and the other devoted to the organization and operation of the ITAB Board.

Task 7.1 Project Management (UPC)

Start: Month 1, End: Month 38

This task involves all the management aspects of the project: administrative and scientific issues plus the coordination and supervision of project transfer/dissemination. The administrative management deals with financial issues, controls timing and adherence to the schedule and the achievement of the work packages’ objectives; it provides quality assurance for all deliverables and milestones, ensures a regular reporting to the EC and checks the budget evolution and will promote the reference of all project output and results to the FP7 Environment Theme. The scientific management rules the coordination of the work, the “motion” across scales and the control of the project development and quality, checking the achievement of milestones and deliverables.

Moreover, this task includes the organization of regular meetings among participants: one overall meeting every 6 months, as well as regular contacts among partners via additional meetings or video/web-conference whenever necessary (Milestone 21). It also comprises the organization of scheduled meetings with the “receivers” of project results to assess their needs and the “products” they want to receive. These meetings will be (as already explained) one workshop per assessment case, organised by the responsible partner (see Table 1.1 in DoW Part B) and one session per year at an international meeting (see WP6). Finally in this Task we shall organise and run the RISES-AM- Steering Committee, meeting half a day every 6 months (adjacent to the regular project meetings, right after the scientific sessions to assess the project evolution). The team will be formed by a senior representative from each of the participating institutions, except UPC that will be represented by the project scientific and management coordinators (2 people). The decisions will be taken by simple majority although we shall strive to reach the maximum consensus since creative science can only stem from a shared approach and attitude.

The expected results of this task are:

• A meeting every 6 months with minutes (inside the 18 and 36 month progress reports)

• Scheduled meetings with end-users with minutes (inside the two progress reports)

• Assessment of the project evolution (included also in the two progress reports)

• Final project overview and analysis of the transferability of project results

Task 7.2. Operation of the International Transfer and Advisory Board –ITAB- (UPC)

Start: Month 1, End: Month 38

This task consists in organizing and maintaining an International Transfer and Advisory Board (ITAB) that will be composed of representative top level researchers and managers with decision responsibilities from Government and Climate Change research groups. We shall give priority to those related with vulnerable coastal units across the world (see Table 1.1 in DoW part B with cases of deltas, coastal cities, small islands or other low-lying coasts). They have been already identified but the final selection and ITAB composition will depend on the approved project budget. Initially we target a board of five members (personal “attendance”) and a larger group following the project development. The primary aims are to i) promote the transfer of project results, ii) transmit to the partnership their concerns and challenges (site specific or global) in the face of climatic threats and iii) provide guidance for steering the project in a coordinated manner with on-going research (e.g. other projects in this call) and identify future joint or individual work.

The ITAB will be formed by top level researchers and responsible decision makers from the climate and coastal communities. The scientific component can be illustrated by researchers like Prof J.W. Day from the USA, Prof. M.J.F. Stive or Prof. R.C. Ballinger from the EU, Dr. X.L. Wang from Canada or Prof. M.A. Hemer from Australia, representing the climate/coastal sectors and well connected to international organisations that deal with climatic issues and their impact at planetary scale. The management and policy component can be illustrated by representatives from Ministries of Environment/Territory/Public Works (name varying with country), Municipalities, and Regional Governments (with land planning responsibilities) and international organizations (LOICZ, MAP, UNEP, etc.). The ITAB will also incorporate, if appropriate, representatives from other relevant projects from this Call (see WP 6).

The two-way interaction of the partnership with the ITAB will facilitate that all project developments are in line with the “receivers” of project results (approach, models, assessments…) and include the most recent developments in the fields covered by RISES-AM-.

More specifically, the role of the ITAB can be summarized as:

• To provide advice to the RISES-AM- consortium on a regular basis in areas related with the project science, transfer of results or feedback to users.

• To advise the coordinator and the Steering Committee in their decision-making based on the abilities, experience and knowledge of its members.

• To guide RISES-AM- partners to develop useful products and services, taking into account stakeholders and end-user necessities, and looking at complementary initiatives in the EU or elsewhere.

• To answer questions related to the project and posed by the coordinator, the Steering Committee, the EC or other projects.

• To review the project development, identifying deviations and possible corrective measures.

The ITAB will be convened (Milestone 22) at the two general RISES-AM- meetings. From here it will follow the project development with emphasis on the transfer of results and proposals for improvements. In these meetings the ITAB will discuss and propose corrective measures (if required) to optimise the use of resources during the work development so as to be able to meet on time all the project objectives. The ITAB will also consider the utility of project results for other vulnerable areas as well as the applicability of project outcomes for policy development. The ITAB will transmit its conclusions to the project coordinator and will check the adequacy of RISES-AM- results to the private and public users’ needs (see also Section B.2 on Management Structure and Procedures).

The expected results of this task (Deliverables 7.1 and 7.2) will therefore serve: i) to improve the control of the project quality, ii) to help steering the project development (according to experiences in other countries/contexts) and iii) to enhance the suitability of the project results to solve coastal conflicts now and under future scenarios.