WP09: Project Management
- To ensure the proper scientific management of the project, to strengthen and support the Participants to achieve the objectives, and complete milestones and deliverables in time
- To make sure that the consortium’s contractual duties are carried out. This includes not only the compliance with EU regulations and their contractual, financial and legal requirements towards the Commission, but also within the Consortium (Consortium Agreement)
- To set-up an effective communication infrastructure within the consortium
- To manage the capture and protection of intellectual property, including confidential information and patents
- To ensure that produced foreground is disseminated to the relevant target groups through publications and training
Consortium management tasks and their achievement
The management of DEM-CHILD was the main task of the scientific and administrational Project Office, i.e. the coordinator and his administrative assistant at UKE and GABO:mi. It includes the following:
- Ensure efficient functioning of the project in order to i) achieve the objectives, ii) complete the milestones in time and iii) to deliver the deliverables.
- Make sure that the infrastructure’s contractual duties are carried out. Support and strengthen the participants to comply with the EU regulations and their contractual and legal requirements. Abide by the "good practice" of resources management as presented in the Financial Guidelines.
- Set-up an effective communication infrastructure and foster the integrative process within the consortium.
- Manage the processes for the capture and protection of intellectual property, including confidential information, copyright, design rights and patents properly.
- Ensure that produced foreground is disseminated to the relevant target groups through publications and training in close collaboration with WP 8 Dissemination and Training
Management of legal issues:
A consortium agreement was established, discussed with partners and their legal departments, agreed and signed by all partners’ legal departments. All signatures are available at the project office.
One contract amendment was done (approval on 13th Feb 2013). The reasons for this amendment were:
- the addition of participant 11, Costal Research and Management GbR (CRM),
- a special material transfer agreement with the Indian Council of Medical Research and the modification of Annex I.
A second contract amendment was done (approval on 31st Oct. 2014). The reasons for this amendment were
- the accession of beneficiary 12 Source Bioscience plc. Due to structural changes at Benficiary 06 imaGenes GmbH and latest developments in sequencing technologies, certain subtasks of WP1 need to be fulfilled by the mother of imaGenes GmbH: Source Bioscience plc.
- the cancellation of the incidence study and corrective action of a targeted population screening of 500 dry plod spots, collected in selected patient groups
- in combination with targeted population screen the accession of beneficiary 13 Steinbeis GmbH to the consortium to have the possibility to develop a MS-based multiplex array for CLN1, CLN2 and CLN10 for the improvement the automated enzyme testing.
- the possibility to invite participants of the DEM-CHILD Data Base Consortium to attend the training day in September 2014.
- GABO:mi ran the organisational and administrative part of the project office and was available as a permanent helpdesk for all participants
- Key aspects were communicated to or discussed with the Scientific Officer of the European Commission
- Phone conferences with the Coordinator and relevant partners were carried out to discuss actual progress within the project.
- All relevant information are available on :milliarium (web-based tool for FP7 project management) and can be presented upon request.
- GABO:mi served as an helpdesk for questions which arose at partners of the DEM-CHILD consortium.
Organisation and Coordination of the work programme
DEM-CHILD consisted of 9 work packages (WPs). Each WP was carried out by a varying number of involved parties. The WP leader supervised and adjusted the process flow and worked closely with the project office. He or she distributed tasks to the WP members and was held liable for the overall success of the WP. Reports on the status of the WP have been given to the Steering Committee at regular intervals. WP meetings and phone conferences have been arranged as necessary. The activities of the WP have been overseen by the chairs of each working group, the WP leaders.
Part of the quality control was a professional Project Controlling, including the following issues:
- To oversee the compliance of the project with the EU provisions (grant agreement and its annexes) and the Consortium Agreement
- To prepare templates concerning the extent, structuring and the description depth of information on the status of the project and the progress
- To manage the due-process submission of reports (according to the reporting guidelines for FP7)
- To coordinate the submission of deliverables and milestones particularly with the WP leaders
- To monitor and regularly present the status and progress with :milliarium to the coordinator and the boards.
The Coordinator and GABO:mi were responsible for the central finance controlling. GABO:mi has long experience in financial processing of government-supported collaborative research projects and has developed :milliarium especially for the error-free finance controlling.
Activities were as follows:
- Coordinate and transfer the EC payments to the participants following the approval of the first periodic report Monitor costs vs. budgets on an annual basis
- Compile and discuss several budget shifts for Amendment N°2
- Report on financial issues as required by the reporting guidelines
- Support all partners with issuing Form Cs and obtaining audit certificates in due time
- Close cooperation with the administration departments of the involved parties if necessary
- Coordination and monitoring of payments to the project parties
Organisation of effective meetings of the Consortium
- Yearly meetings of the General Assembly
- Half-yearly meetings of the Steering Committee
Organisation comprises the following tasks:
- Professional convocation and on time shipping of the agenda according to the terms of the Consortium Agreement
- Organisation of conference venues with the required infrastructure and catering, ensure a smooth running of the conference
- Support with the meeting preparation for the WP leaders (focus of presentations, templates, structuring)
- Organisation and steering of decision-making processes at DEM-CHILD meetings
- Follow-up of points agreed at the meetings, therefore writing and circulation of SMART minutes (Specific, Measurable, Agreed, Results-oriented, Time framed) and monitoring of pursuance.
The project website has been updated regularly according to latest results of the project. It also gives an overview on the publications in the frame of DEM-CHILD. The DEM-CHILD website will continue to stay online and will especially focus on the continued and future long-term work of the DEM-CHILD NCL patient database consortium.
The password protected project management tool :milliarium has been used as platform to dissemination of current results among all consortium members including young investigators. It was updated regularly, at least every 6 months. Meeting presentations are available for download as well as the project flyers, manuscripts and hand out material for further dissemination activities.