REPHRAME management and processes

Project structure

Project objective

The main objective of Project Management in REPHRAME is detailed in Work Package 1: that is to ensure the project is managed in the most efficient and effective manner possible and meets all its obligations in terms of budget, reporting, milestones and deliverables.

With a natural synergy between the Consortium Partners, each having different expertise to bring to the partnership from within their specialist areas, integration will be required in order to achieve the overall project objective.

Project Coordinator

The project is managed by the Coordinator who has the overall responsibility for ensuring the project meets the above objective, whilst heading a small project management team.

With all project management information feeding into the Coordinator, the considerable experience of Partner 1 in the management of large projects, including coordination of EU Framework projects, will be utilised to ensure the European Commission is in receipt of all required information on the due date and that rapid and appropriate dissemination of results is achieved.

Management Committee

The Coordinator will report to the Management Committee established at the beginning of the project and will involve the Principal Investigator from each of the Consortium Partners.

The Management Committee will be chaired by the lead organisation in the project, Forest Research in Wales (Partner 1), and it will meet every six months. Its duties as well as providing an oversight of the management of the project, will oversee issues relating to technology, intellectual property, security and relationships with the Science Advisory Panel and Stakeholder Observer Group, together with exploitation management.

The Management Committee will confirm the project reporting structure in terms of communication, decision making, conflict resolution and reporting requirements.

Science Advisory Panel

The Science Advisory Panel (SAP) when established will include EU and International experts in order to give the research a level of critical analysis leading to science and dissemination approaches to the highest international standards as well as high level validation through association.

The SAP will receive an annual briefing on the progress of the project and will be consulted on plans for future work. Its comments and advice will be fed into the Management Committee. In particular the SAP will be tasked with ensuring that the project takes full account of research being conducted elsewhere in order both to avoid duplication and to ensure the timeliest outcome of the research.

The SAP will be led by an eminent international researcher, chosen by the SAP, who will have a right of attendance at meetings of the Management Committee.

SAP meetings will be arranged alongside other project events to facilitate face-to-face interaction but with provision for remote participation to ensure optimal attendance.

Consultation on membership is continuing to ensure that the SAP includes leading scientists from North America, Japan and China as well as from other EU centres of excellence in the field, in particular those engaged in other relevant FP7 projects.

With all project management information feeding into the Coordinator, the considerable experience of Partner 1 in the management of large projects, including coordination of EU Framework projects, will be utilised to ensure the European Commission is in receipt of all required information on the due date and that rapid and appropriate dissemination of results is achieved.

Work Package Managers

Each work package will be led by a Work Package Manager who will have the knowledge and expertise within the precise activities to enable the achievement of objectives set and their effective and timely delivery.

In addition to managing the work within their own Work Packages, the managers will report to the Management Committee and take part in co-ordination activities across the entire project.  To achieve this, each Work Package is divided into a number of Tasks of research and technological development (RTD) which will enable activities to be coordinated, each with a designated leader, and the necessary networks to build on and further develop strong working relationships between Partners.

Project processes

Assessments

A mid-term assessment report on the progress of the research and methodological development, and the REPHRAME project’s plans for its future exploitation strategy will be produced before the end of the 18th month from the date of commencement.

The Management Committee will organise a mid-term assessment meeting with all consortium members, the Science Advisory Panel and a representative from the Commission. The purpose of this meeting will be to report on the progress to date and to refine the Work Plan for the remaining part of the contract. Procedures for managing future exploitation of results will be discussed and assessed.

Periodic meetings

During the life of the Project the Consortium will hold, at six-monthly intervals, 7 plenary meetings of all project Partners. The initial meeting will be held at the outset of the research programme to develop common protocols for experimental and analytical procedures, data exchange and modelling procedures.

Additionally, scientists involved in single work-packages, and under the supervision of the leader for the work-package, will hold periodic progress meetings throughout the carrying out of research associated with the work-package.

Meeting minutes, notes and presentations