O Technical Management Board Guideline

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Dennis Barrett
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1 3CE335P4 Workpackage 1 Action 1.2 O Technical Management Board Guideline Author Version V1

2 Index 1. Introduction Structure and objectives of the Guidelines Management Bodies in Members of the TMB Contact details and proxies Tasks and activities Regular Monitoring and Updating of overall Project Progress Meetings Physical Meetings Conference Calls Schedule of Meetings Agenda and Minutes Glossary...6

Tasks and activities...4 3.1 Regular Monitoring and Updating of overall Project Progress...5 4.

3 1. Introduction 1.2 Structure and objectives of the Guidelines This document outlines the guidelines for all partners involved in the Technical Management Board of the -Project and defines procedures, roles, responsibilities, aims and objectives and the relation with the other roles in the project. 2. Management Bodies in The Technical Management Board (TMB) and the Project Steering Board (PSB) are the primary management bodies of the project. The TMB is the technical decision-making body and assists the in monitoring, coordination, and control of the project. It decides upon high-level management issues including technical direction, strategic issues, and project planning. The TMB is responsible for monitoring the technical execution of the project and will work together with the Work Package Leaders and all participating partners to assure the timely and contextual completion of the outputs according to the Application Form. This role is particularly important for given the complexity of the project, where almost all activities are in parallel, and each work package is effectively an autonomous project, with unique specific objectives and the necessity to fulfil input and outputs with the other project activities.

responsibilities, aims and objectives and the relation with the other roles in the project. 2.

4 2.1 Members of the TMB The TMB will consist of the following members: the Lead partner all Work Package Leaders PP 4 (SIR) Klaus Bongartz Klaus.bongartz@tmblv.thueringen.de N.N Robert Krasser robert.krasser@salzburg.gv.at PP 6 (Vati) Márton Péti mpeti@vati.hu PP 7 (Asti) Silvia Lodato Enrica Montù cooperazione@lamoro.it The presence of these members at the TMB meetings is compulsory. 2.2 Contact details and proxies Each Work Package Leader must communicate the name and contact details of the person which represents a TMB member. If, for any reason, this person is not available during the meetings, the contact person should appoint a proxy to attend the meeting. 3. Tasks and activities In order to ensure smooth management of the work packages including numerous activities and outputs, the role of the TMB is essential for the project success. The TMB will deal with different tasks during the project lifetime: Technical Activities: the organization, coordination, strategic planning, and programming of the work package technical work, monitoring of the work of work package and output leaders and the respective project management requirements at all levels (from work package to output level), regular monitoring and updating of overall project progress, guarantee respect of activity timeline, ensure progress on activities, guarantee synergies and transversal exchanges across activities and work packages, analyse eventual problems and identify suitable solutions and conduct contingency planning where necessary,

2 Contact details and proxies Each Work Package Leader must communicate the name and contact details of the person which represents a TMB member.

5 coordinate resolution of technical coordination issues between work package leaders, action leaders, output leaders and the national coordinators. 3.1 Regular Monitoring and Updating of overall Project Progress The TMB will control the progress of the project through regular meetings, conference calls, and if required through physical meetings. The TMB acts as a permanent exchange between the and the Project Partners. 4. Meetings TMB meetings can be either conference calls or physical meeting. The will chair all TMB meetings. 4.1 Physical Meetings The TMB physical meetings are scheduled during every Consortium Meeting were a dedicated session is reserved for the board to convene and discuss. 4.2 Conference Calls TMB updates and discussions will usually take place once a month through contact, or alternatively by landline telephone conference calls or according to the best technical solution available. 4.3 Schedule of Meetings As a general rule, and in order to maintain continuous update on the project s progress, TMB meetings are scheduled always in the first week of a month at a time to be specified by the TMB members. Exceptions or changes will be communicated duly to all members. The has the faculty of scheduling a TMB meeting. If necessary, any WPL can propose a TMB meeting but final approval will be given by the. 4.4 Agenda and Minutes The will develop and transmit the TMB agenda no later than one week before the physical meetings. WPLs can add specific issues to the agenda; in this case, the WPL will transmit the necessary contributions to develop the agenda no later than two weeks before the scheduled conference. The will develop and transmit the minutes of the TMB meeting.

The TMB acts as a permanent exchange between the and the Project Partners. 4.

6 5. Glossary Abbreviations and definitions used in this document: TMB PSB WP WPL Lead Partner Technical Management Board Project Steering Board Work Package Work Package Leader

O.1.2.5 General Reporting Obligations

3CE335P4 O.1.2.5 General Reporting Obligations Workpackage 1 Action 1.2 Author Version LP V1 Index 1. Introduction...3 1.2 Reporting and payment flows...3 2. Progress Report...4 3. Reporting procedure...5