LIFE13 ENV/IT/ Deliverable E1. Quality Manual

Transcription

1 LIFE13 ENV/IT/ LIFE DYNAMAP Dynamic Acoustic Mapping Development of low cost sensors networks for real time noise mapping Deliverable Number and Title: Action Number Title: Dissemination Level: Status: E1 - E1 Coordination and Project Management P (Public) Final version Release Date: 12/02/2015 Author(s): Patrizia Bellucci Reviewer(s): Document code: LIFE-DYNAMAP_ANAS_E1-_Final Contact person: Postal address: Patrizia Bellucci ANAS S.p.A Centro Sperimentale Stradale Via della Stazione di Cesano, Cesano di Roma (RM) Telephone: Fax: Project Website: p.bellucci@stradeanas.it

2 TABLE OF CONTENTS LIST OF TABLES INTRODUCTION OFFICIAL LANGUAGE OF THE PROJECT MANAGEMENT STRUCTURE BENEFICIARIES DETAILS BENEFICIARIES FUNCTIONS CALENDAR TRACKING PROGRESS AND PROJECT CONTROL Monitoring the work plan Work effort monitoring Expenditure monitoring and financial management Payments COMMUNICATION AND INFORMATION Meetings Reports Presentations Web-site Communications DOCUMENTS Format Distribution Responsibility and approval Electronic format DEADLINES FOR SPECIAL REQUESTS AND REPORTING ACTIVITIES ANNEXES TABLES Pag.2

3 LIST OF TABLES Table I Steering Committee Membership Table II Address list LIFE-DYNAMAP Table III Linear Responsibility Chart Table IV - Project timetable Table V List of the Milestones Table VI List of the Deliverables Table VII List of the Meetings Table VIII Deadlines for special requests and reporting activities..29 Pag.3

4 INTRODUCTION The LIFE DYNAMAP project is a complex five years long project aimed at demonstrating the feasibility of real time noise maps preparation and update using low cost sensors and a general purpose GIS platform. The project includes 2 Preliminary Actions, 9 Implementation actions with two wide demonstration sites, 3 Monitoring Actions, 2 Dissemination Actions and 3 Management Actions. In order to facilitate the project s management and guide beneficiaries on quality issues, the project provides for a describing the rules and procedures to be met. The includes the description of: the management structure and partners responsibility; beneficiaries details and functions; monitoring procedures and progress indicators; communication and reporting procedures; documents formats and coding; some basic references. The also contains useful templates and instructions to fully comply with the requirements of the Common Provisions, the Financial Management Guide 2013, the Circular Note on Time Sheet and the project management tasks depicted in Action E1. The will be updated as the need arises in the course of the project. 1. OFFICIAL LANGUAGE OF THE PROJECT The official language of the project is English in documents and at meetings. 2. MANAGEMENT STRUCTURE The management structure consists of: 1. The Project Manager (PM) who will be in charge of the day-to-day management, project coordination and communication with the European Commission (EC) and the Monitoring Team. 2. The Steering Committee (SC) consisting of two people per beneficiary (one representative and one substitute), chaired by the Project Manager. The PM will be supported by a co-chair to lead scientific discussions and reporting. The beneficiary members of the Steering Committee are listed in Table I. The Steering Committee will also be assisted by a group of stakeholders acting on behalf of the main Infrastructures Administrations and Local Authorities, including the Ministry for the Environment, the Ministry for Transport and Infrastructures, ANCI (the Italian Municipalities Association), the Italian Conference of Regions, ISPRA (the Italian Environmental Research Department), Eurocities (the European cities network) and Smart Cities (the development and demonstration programme set up in the framework of SETIS). Stakeholders members will be appointed by the end of 2014 after consultation and approval at the kick-off meeting. 3. The Team Coordinators (TC) in charge of coordinating beneficiaries team members (see Fig. 1). 4. The Action leaders (AL) in charge of the coordination of Actions. Pag.4

5 Furthermore, each Action is divided into a number of tasks. Each task is assigned to a Task Leader (TL) appointed by the corresponding Action Leader. The Task Leader shall be responsible for coordinating the work of the partners involved in the task. Figure 1 schematically depicts the management structure. 3. BENEFICIARIES DETAILS Fig. 1 The LIFE DYNAMAP project management structure chart. The consortium of the project includes 7 beneficiaries: - ANAS S.p.A (Coordinating Beneficiary) - ; - ACCON GmbH(Associated Beneficiary) GERMANY; - AMAT (Associated Beneficiary) ; - BLUE WAVE (Associated Beneficiary) ; - BICOCCA University of Milan (Associated Beneficiary) ; - FUNITEC LA SALLE University of Barcelona (Associated Beneficiary) SPAIN; - MILAN MUNICIPALITY (Associated Beneficiary). Table II lists the address details of the beneficiaries. At any time, beneficiaries have to communicate to all other partners any change in their details as soon as possible. 4. BENEFICIARIES FUNCTIONS Table III shows the Linear Responsibility Chart (LRC), reporting the names and affiliation of Action Leaders, Task Leaders and Team Members that are going to contribute to each Action. Official appointments and work order assignments shall be provided by the responsible service or authority of the relevant beneficiary to civil servants. A template of the Work Order Agreement is available at the end of this document as Annex I. Pag.5

6 5. CALENDAR Table IV displays the time schedule of the project as a Gantt-diagram, while Table V and Table VI report a list of the Milestones and Deliverables respectively. 6. TRACKING PROGRESS AND PROJECT CONTROL In this paragraph the rules for tracking progress and project control are described. Checking rules include the monitor of the project progress (project indicators), of the time devoted to the project activities (timesheets and work effort) and of the expenses (financial management and reports) incurred in the project. The project monitoring will be accomplished on a quarterly basis. Project s participants are invited to report about scheduled performance data, work effort and expenditure related to their assigned actions. The project management s staff will collect information coming from associated beneficiaries and will compare actual performance with those foreseen in the work plan for the period, identify possible problems, formulate and take corrective actions if necessary. The progress of the activities will be checked by Action Leaders and communicated to the Project Manager by the 15th of January, April, July and October. The Project Manager will collect all information and will provide an overview on the progress of project activities by the end of January, April, July and October. Action Leaders are also invited to send via short written progress reports ( words) to the Project Manager by the end of each month. Such reports will form the basis of the monthly progress report that shall be delivered to the Monitoring Team by the 1 st day of each month by the Project Manager Monitoring the progress The progress of the actions will be measured using the instruments indicated in the project : 1. a combined activity and keys events report; 2. a progress Gantt chart; In the Combined Activity and Keys Events Report real start and end dates of activities related to each task shall be reported, together with comments in case of critical paths and delay, to justify the reasons why such delay has incurred. In the Progress Gantt Chart the progress of the activities will be reported shading appropriate portions of the bars corresponding to action tasks. Combined Activity and Keys Events Reports and Progress Gantt Charts shall be submitted in excel format by Action leaders to the Project Manager Work effort monitoring The work effort will be monitored through the Labor Report tool. In the Labor Report data related to the real work effort of the personnel involved in the project shall be reported and compared with the estimated budget on a monthly basis (refer to the Labor Report prepared for each Action in the project proposal and in the Grant Agreement). The Labor Report shall be submitted in excel format by Action Leaders. Pag.6

7 The Labor Report will be based on the timesheet filled out and signed by the personnel involved. Timesheets shall be compiled on a daily basis. They also should be dated and signed by the Team Member and the Unit Manger/Director of the Beneficiary, within the first week of the next month. When available, time sheets shall be supported by copy of electronic monthly registration factsheets. Staff working for the project less than 2 full days per month on average are exempted from the time registration obligation. Timesheets in pdf format, duly dated and signed, shall be submitted via by the Team Coordinators of each beneficiary (See table II) to the Project Manager and Action Leaders by the 10 th of January, April, July and October. The original timesheets shall be stored by each beneficiary and sent upon request of the Monitoring Team or the European Commission by ordinary mail within 5 days after the request. In case of hand delivery, the timesheets package shall report an official date of issue (electronic protocol or similar). The timesheet template and instructions on its compilation are reported in the document _Circular_ Note_Time_Sheets as ANNEX II and ANNEX III to this Expenditure monitoring and financial management Expenditure shall meet the cost items and budget foreseen in the project. Furthermore, the following rules shall be observed when making a purchase: public bodies should comply with tender rules published in D.Lgs. 163/2006 for public works, service and provision; non-public beneficiaries shall observe the requirement of competitive price offers for contracts above 125,000, and shall be able to provide written evidence of the procedure followed. If the beneficiary has existing internal guidelines for selecting subcontractors, these guidelines shall also be kept in the financial report; contracts may not be split in smaller contracts only for the purpose of avoiding the requirement of asking for competitive price offers; a clear reference to the project in the format LIFE13 ENV/IT/ DYNAMAP must be added to all invoices and contracts. Expenditure monitoring and financial management shall comply with the general rules reported in the document fin_management_reporting_guide2013 (ANNEX IV). Financial information shall be provided in a Financial Report, including the following items: Workbook (ANNEX V); Supporting documents and further information and clarification; Auditor s Report Workbook For Financial Reporting the Excel-workbook template has to be used. The workbook includes the following contents: - Standard Payment Request and Beneficiary's Certificate. This form must be completed and submitted by the Coordinating Beneficiary (ANAS) for mid-term pre-financing and final payment request. - Consolidated Cost Statement for the Project. This form must be completed and submitted by the Coordinating Beneficiary (ANAS) for mid-term pre-financing and final payment request. Pag.7

8 - Financial Statement of the Individual Beneficiary. This form must be completed or updated by each project beneficiary quarterly and sent to the Project Manager together with the supporting documents. This statement includes the individual transactions which are specified in the following forms: Personnel costs Travel costs External assistance Infrastructure Equipment Prototype (only applicable for ENV and BIO projects) Consumable material Other direct costs Overheads Instructions for completing the forms are reported in ANNEX IV. Criteria for cost eligibility and classification are available in the Common Provisions. If costs are not forseen in the budget they may be accepted if they are technically justified in the Final Report and the justification is accepted by the Commission. In order to be assured about their eligibility, before individual costs not explicitly foreseen in the budget are incurred, the Coordinated Beneficiary shall seek the advice of the LIFE monitor and, if so advised, request prior authorization from the Commission. Expenditure made out of the project period are not accepted. This means that the legal obligation to pay (contract or purchase order) shall be signed after the start date of the project and that the good or service to which the cost is related shall be delivered entirely in the period between the start and end dates of the project. The only exception to this rule concerns costs related to the provision of the independent financial audit. VAT is not an eligible cost. An analytic costs accounting system is mandatory for expenditure registration. Quarterly Financial Statement Reports from individual Beneficiary shall be submitted in excel format via by the 15 th of January, April, July and October to the Project Manager. Original of this forms bearing original signatures by the legal/ statutory representatives of the beneficiary concerned must be submitted via ordinary mail before the Mid-Term and Final Payment Request. Deadlines to provide the coordinating beneficiary with the mid-term and final financial statement are reported in the partnership agreement Supporting documents and further information and clarification Supporting documents includes the provision of the following items: - a short description of the rules and regulatory references applied for purchasing goods and services; - an explanation of the depreciation method used to calculate eligible costs for durable goods; - copy of pay slips; - copy of contracts, invoices and receipts. For each contract involving significant expenditures, the following information shall be added to the Financial Report: Short description of the service/item purchased; Short description and justification of the selection procedure employed with reference to the statutory documents, if applicable; Copy of the report from the selection committee, if relevant, or internal memo justifying the choice of subcontractor; Copy of contract; Pag.8

9 Explanation if invoice amounts differ from the contractual amount (particularly where the invoiced amount exceeds contracted amounts). - Other documents and further information and clarifications to be submitted under request of the Monitoring Team or the Commission to the Project Manager. The Project Manager shall collect and send all information to the Commission and the External Monitoring Team Auditor s report An independent auditor shall be nominated by the coordinating beneficiary to check the final financial statement to be submitted to the Commission. The auditor shall verify compliance with national legislation and accounting rules and certify that all costs incurred comply with the Grant Agreement. The auditor shall also check the sources of the project financing, and in particular that co-financing does not stem from other Union financial instruments. The work to be performed must be in accordance with and in the format of the Guidelines provided by the Commission. Auditor's report shall be completed using the standard reporting format. Guidelines for completing the independent audit report are available on the following web site: Independent auditors may be appointed by associated beneficiaries under request sent to the Project Manager. In the latter case, the auditor for the coordinating beneficiary shall include and refer to these individual audits in his conclusions (section 7 of the audit report). Independent audits shall be sent to the Project Manager and the Coordinating beneficiary Auditor by the end of January Internal auditors of public bodies and corporate entities can be considered as an independent auditor and can complete independent audit report, if the internal auditor is a certified auditor and is independent from and not under the direct control of the person who signs the payment request and the financial statement. In such cases, the costs of the internal auditor may be reported under 'personnel' provided that appropriate time sheets are maintained. The request for independent audit shall be submitted to the Project Manager by the end of June The request shall include name and details of the independent Auditor, a copy of its certificate and a declaration of its independence from the person who signs the financial statement, duly dated and signed by the Associated Beneficiary legal/statutory representative Payments Payments from the Coordinating Beneficiary to Associated Beneficiaries shall be made in three installments as foreseen and scheduled in the Partnership Agreement. 7. COMMUNICATION AND INFORMATION 7.1. Meetings Quarterly Team Members meetings are planned in the first 18 months from the start of the project (see Table VII). The frequency of meetings will be reduced to twice a year if no particular problem will be occurred in the project. Web meetings will be arranged every six months if needed. Steering Committee meetings will be held twice a year in conjunction with team members meetings. Table VII reports a list of the meetings, with details related to their location, year, month and duration Meeting agenda Any meeting shall have an invitation sent to the participants at least three weeks in advance and an agenda sent at least one week in advance. Invitation and agenda shall always be communicated to Team Members and Steering Committee Members in due time for them to be able to attend. Pag.9

10 The template to be used for drafting the Agenda is reported in Annex VI Minutes Minutes shall be produced after each meeting. Minutes will be drafted by the PM Assistant and forwarded within two weeks at the latest to all Team Members and Steering Committee Members, the PM and the participants of the meeting for comments and request of amendments. Approval of the minutes will be made during the next meeting. The template to be used for drafting the Minutes is reported in Annex VII Reports Information reports include informal Project Progress Reports and Official Activity Reports. Informal Project Progress Reports will be delivered quarterly by the Project Manager to inform the associated beneficiaries and the Steering Committee of the project status, the possible problems encountered and the corrective actions planned and taken, and preview plans for the next period. Official Activity Reports include: the inception report, to be delivered within 9 months from the project start (March 2015); the annual reports to be delivered by the end of January each year; the mid-term report to be delivered by the end of January 2017; the final report to be delivered within 3 months from the project end (September 2019). Official Activity Reports will be sent by the project management staff to the EC and the External Monitoring Team. They will be also made available to internal and external audiences (associated beneficiaries, stakeholders, the Steering Committee) as well as the general public through the project website. Reports will be prepared following the format provided by the EC. Templates of the reports are available at Deliverables reports and documents should be attached to the Official Activity Reports Presentations Presentations at public events (meetings, conferences, seminars, etc.) should be given using a standard template that will be provided by January LIFE logo and the LIFE DYNAMAP logo are mandatory. Beneficiaries logos can be added at their convenience Web-site Communication and information activities will be also delivered through a dedicated website. As coordinating beneficiary ANAS will act as website provider. The website will be published in the coordinating beneficiary language (Italian) and English, within six months from the start of the project. Translation of the website contents in German and Spanish is not mandatory and will be provided only with the support of ACCON GmbH and the University La Salle. The texts to be translated or revised will be sent to associated beneficiaries 30 days before their publications for quarterly update. The texts to be translated will be provided in English and sent to language assistants 30 days before their publications for quarterly update. The English version of texts will be reviewed by a mother tongue supervisor in due time. Information, news and documents will be available at the LIFE-DYNAMAP website (see Action D.1 Dissemination). The website will act either as working platform for sharing and exchanging files, organizing meetings, storing minutes, downloading documents and reports of large size. A Work Area with restricted access will be provided. Reserved documents will be uploaded only into the Work Pag.10

11 Area, while public documents, such as mandatory reports will be published also in the Public Area. Upload credentials within the Work Area will be given to Action Leaders to share working files with the other Team Members. All Team Members and Steering Committee Members will be allowed to the Work Area through User Name and Password that will be provided by January 2015, when the website is foreseen to be lunched. The Public Area of the website will be updated quarterly by the website administrator. Exceptionally, on the occasion of special events and important news, the website will be updated with a higher frequency. The website administrator will be supported by the project manager assistant for social networks update, posting and chatting. A minimum of an hour per day will be dedicated to communications via social networks. Action Leaders should assist the website administrator for texts publications Communications Communication between partners and the Project Manager will be made mainly via or by phone. For electronic mail the related subject will be spelled as follows: LIFE DYNAMAP: Aw-Subject where Aw is the Action number. Team Members contact details are reported in Table II. 8. DOCUMENTS 8.1. Format This document will serve as a template for all kinds of documents produced by any partner as deliverable. A revised version including the project logo and webpage address will be delivered in the first quarter of Documents should include the following paragraphs in addition to those describing the contents of the deliverable: Table of contents List of Tables List of Figures List of key words Executive Summary Acknowledgements Contents of the deliverable References Abbreviations Annexe(s) [Only if needed] The Executive Summary should include a short introduction to the project, a description of the Action related to the deliverable and its connection with other actions. Documents should be named using the following coding system: LIFE-DYNAMAP_PARTNER_ND_Vrr- ddmmyyyy where PARTNER is the partner acronym, ND is the name of the deliverable (see table VI), Vrr is the r th revision of that document and ddmmyyyy is the date of completion of the revision. The first draft is assumed to be version n 0. Pag.11

12 The document code should not be given by anyone else than the main author. The PM will maintain and disseminate a list of available documents Distribution All documents, from the first draft to the latest version, shall be distributed to all members of the Steering Committee and to all people who contributed. Documents with a public dissemination level (PU) will be also uploaded into the public area of the website. Documents with a restricted dissemination level (R) will be available only in the reserved area of the website. Public documents can be uploaded only by the website administrator after the SC approval. Reserved documents or draft reports can be also uploaded by Action Leaders only into the restricted work area Responsibility and approval Deliverables documents and reports are under the responsibility of Action Leaders, who shall guarantee contributors coordination, contents and language revision. Deliverables documents and reports need to be formally approved by the Steering Committee before being issued and communicated to the EC. The approval process may take place either at a meeting of the SC or by correspondence. In the latter case, the recipient shall acknowledge receipt and any SC Member failing to respond by the deadline will be assumed to have approved the deliverable without restriction. Approved documents and reports are sent by the Project Management Team to the Monitoring Team and the EC in electronic format and paper attached to the Official Activity Reports with a note duly signed by the Project Manager and the legal representative of the coordinating beneficiary (ANAS). Formal internal procedures will be adopted to carry out the task Electronic format Documents in WORD will be compatible with WORD Documents in EXCEL will be compatible with EXCEL The electronic name of documents will be coded as shown in paragraph 9.1. Only final, approved versions of reports will be circulated in *.pdf format. 9. DEADLINES FOR SPECIAL REQUESTS AND REPORTING ACTIVITIES Deadlines for special requests and reporting activities are summarized in Table VIII. 10. ANNEXES The following annexes complete the : ANNEX I: Work Order Agreement Template; ANNEX II: Timesheet Template; ANNEX III: _Circular_Note_Time_Sheets; ANNEX IV: Fin_Management_Reporting_Guide2013; ANNEX V: Workbook Template; ANNEX VI: Meeting Agenda Template; ANNEX VII: Minutes Template. Pag.12

13 11. TABLES Table I Steering Committee Membership Chair and Secretariat Affiliation Official Deputy ANAS Patrizia Bellucci (chair) Giovanni Zambon (co-chair) ANAS Laura Peruzzi (Secretariat) Raffaella Grecco Beneficiary Members: Affiliation Official Deputy ANAS Sandro La Monica Annalisa Giovannetti ACCON Andrea Cerniglia Markus Petz AMAT Paola Coppi Simone Radaelli BICOCCA Giovanni Zambon Alessandro Bisceglie BLUE WAVE Luca Nencini Daniele Mastri LA SALLE Xavier Sevillano Dominguez Francesc Alias Pujol MILAN MUNICIPALITY Caterina Padovani Morena Borgonovo External Members Affiliation Official Deputy Status MINISTRY FOR THE ENVIRONMENT MINISTRY FOR TRANSPORT AND INFRASTRUCTURES ITALIAN CONFERENCE OF REGIONS ISPRA (Institute for the Protection and Environmental Research) Emilia Guastadisegni Pasquale d Anzi To be appointed To be appointed Waiting for reply Waiting for reply Pietro Lucia - Confirmed Rosalba Silvaggio - Confirmed EUROCITIES Henk Wolfert To be appointed Informally confirmed Pag.13

14 Department of monitoring and reduction of noise pollution CNR (Italian National Research Center) ENEA (Agency for New Technologies, Energy and the Environment)) Arantxa Millas Julia Camps Confirmed Giovanni Brambilla - Confirmed Lorenzo Lombardi To be appointed Informally confirmed Pag.14

15 Table II Address list LIFE-DYNAMAP BENEFICIARY NAME AND ADDRESS CONTACT DETAILS ANAS S.p.A. ANAS S.p.A. ANAS S.p.A. ANAS S.p.A. ANAS S.p.A. ANAS S.p.A. ANAS S.p.A. ANAS S.p.A. ANAS S.p.A. Patrizia Bellucci (Project Manager) Centro Sperimentale Stradale Via della Stazione di Cesano, CESANO DI ROMA (RM) Francesca Romana Cruciani Centro Sperimentale Stradale Via della Stazione di Cesano, CESANO DI ROMA (RM) Cristina Ferrari Direzione Centrale Ricerca e Nuove Tecnologie Via Marsala, ROMA Annalisa Giovannetti Direzione Centrale Ricerca e Nuove Tecnologie Via Marsala, ROMA Raffaella Grecco Centro Sperimentale Stradale Via della Stazione di Cesano, CESANO DI ROMA (RM) Riccardo Oliveri Direzione Centrale Finanza Strutturata e Contributi Europei Via Monzambano, Roma Irene Pico Centro Sperimentale Stradale Via della Stazione di Cesano, CESANO DI ROMA (RM) Mauro Santangeli Direzione Centrale Ricerca e Nuove Tecnologie Via Marsala, ROMA Laura Peruzzi Centro Sperimentale Stradale Via della Stazione di Cesano, CESANO DI ROMA (RM) p.bellucci@stradeanas.it f.cruciani@stradeanas.it c.ferrari@stradeanas.it a.giovannetti@stradeanas.it r.grecco@stradeanas.it i.pico@stradeanas.it m.santangeli@stradeanas.it l.peruzzi@stradeanas.it Pag.15

16 Table II Address list LIFE-DYNAMAP BENEFICIARY NAME AND ADDRESS CONTACT DETAILS BICOCCA BICOCCA BICOCCA BICOCCA BICOCCA BICOCCA BICOCCA BICOCCA Giovanni Zambon (Team Coordinator) Dipartimento di Scienze dell'ambiente e del Territorio e di Scienze della Terra Piazza della Scienza Milano Alessandro Bisceglie Dipartimento di Scienze dell'ambiente e del Territorio e di Scienze della Terra Piazza della Scienza Milano Fabio Angelini Dipartimento di Scienze dell'ambiente e del Territorio e di Scienze della Terra Piazza della Scienza Milano Roberto Benocci Dipartimento di Scienze dell'ambiente e del Territorio e di Scienze della Terra Piazza della Scienza Milano Fausto Tassan Dipartimento di Scienze dell'ambiente e del Territorio e di Scienze della Terra Piazza della Scienza Milano Diego Salvi Dipartimento di Scienze dell'ambiente e del Territorio e di Scienze della Terra Piazza della Scienza Milano Simone Radaelli Dipartimento di Scienze dell'ambiente e del Territorio e di Scienze della Terra Piazza della Scienza Milano Hector Eduardo Roman Dipartimento di Fisica Piazza della Scienza Milano giovanni.zambon@unimib.it alessandro.bisceglie@unimib.it fabio.angelini@unimib.it roberto.benocci@unimib.it fausto.tassan@unimib.it diego.salvi87@alice.it simrada@gmail.com eduardo.roman@mib.infn.it Pag.16

17 BICOCCA Maura Smiraglia Dipartimento di Scienze dell'ambiente e del Territorio e di Scienze della Terra Piazza della Scienza Milano mau_smi9@hotmail.it Table II Address list LIFE-DYNAMAP BENEFICIARY NAME AND ADDRESS CONTACT DETAILS BLUE WAVE BLUE WAVE Daniele Mastri (Team Coordinator) Via del Fonditore, Follonica (GR) Luca Nencini Via San Zeno, Pisa info@blue-wave.com nencini@blue-wave.com BENEFICIARY NAME AND ADDRESS CONTACT DETAILS LA SALLE LA SALLE LA SALLE LA SALLE LA SALLE Marc Campmany (Team Coordinator) Departament d Enginyeria La Salle - Universitat Ramon Lull Quatre Camins, Barcelona SPAIN Xavier Sevillano Departament de Tecnologies Mèdia La Salle - Universitat Ramon Lull Quatre Camins, Barcelona SPAIN Francesc Alías Departament de Tecnologies Mèdia La Salle - Universitat Ramon Lull Quatre Camins, Barcelona SPAIN Joan Claudi Socoró Departament de Tecnologies Mèdia La Salle - Universitat Ramon Lull Quatre Camins, Barcelona SPAIN Sonia Luengo Departament d Enginyeria La Salle - Universitat Ramon Lull Quatre Camins, Barcelona SPAIN marcc@salle.url.edu xavis@salleurl.edu falias@salleurl.edu jclaudi@salle.url.edu sonia@salle.url.edu Pag.17

18 Table II Address list LIFE-DYNAMAP BENEFICIARY NAME AND ADDRESS CONTACT DETAILS AMAT AMAT AMAT AMAT Paola Coppi (Team Coordinator) Direzione Ambiente e Energia via Grazia Deledda 9/A Milano Davide Cimmino Direzione Sistemi Informativi via Grazia Deledda 9/A Milano Roberto Porta Direzione Sistemi Informativi via Grazia Deledda 9/A Milano Simone Radaelli Direzione Ambiente e Energia via Grazia Deledda 9/A Milano paola.coppi@amat-mi.it devil@amat-mi.it roberto.porta@amat-mi.it simrada@gmail.com BENEFICIARY NAME AND ADDRESS CONTACT DETAILS ACCON ACCON ACCON ACCON ACCON Andrea Cerniglia (Team Coordinator) ACCON Italia srl Via Mirabello 1/C Pavia PV Robert Gerstbrein ACCON GmbH Gewerbering Greifenberg GERMANY Ulrike Leitenstorfer ACCON GmbH Provinostraße Augsburg GERMANY Markus Petz ACCON GmbH Gewerbering Greifenberg GERMANY Agnes Fabian ACCON GmbH Gewerbering Greifenberg GERMANY andrea.cerniglia@accon.it robert.gerstbrein@accon.de ulrike.leitenstorfer@accon.de markus.petz@accon.de agnes.fabian@accon.de Pag.18

19 Table II Address list LIFE-DYNAMAP BENEFICIARY NAME AND ADDRESS CONTACT DETAILS MILAN MUNICIPALITY MILAN MUNICIPALITY MILAN MUNICIPALITY MILAN MUNICIPALITY Caterina Padovani (Team Coordinator) DC Mobilità, Trasporti,. Ambiente ed Energia Piazza Duomo Milano Maura Gambarana Gabinetto del Sindaco Settore Relazioni Internazionali Servizio Politiche Comunitarie Piazza Duomo Milano Morena Borgonovo DC Mobilità, Trasporti,. Ambiente ed Energia Piazza Duomo Milano Luigi Vigani DS Politiche Ambientali ed Energetiche Via Zubiani Milano caterina.padovani@comune.milano.it maura.gambarana@comune.milano.it morena.borgonovo@comune.milano.it luigi.vigani@comune.milano.it Pag.19

20 Table III Linear Responsibility Chart SECTION ACTION TEAM MEMBERS ACTION/TASK LEADER ACTION ID TASK ID DESCRIPTION ANAS ACCON AMAT BICOCCA BLUE WAVE LA SALLE MILANO A.1 State of the art on real time noise mapping systems. ACCON - Andrea Cerniglia A.1.1 State of the art on dynamic noise mapping. ACCON - Andrea Cerniglia Andrea Cerniglia Robert Gerstbrein A.1.2 State of the art on sound source recognition and anomalous event elimination. ACCON - Andrea Cerniglia A.2 Road networks analysis and pilot areas location. ANAS - Patrizia Bellucci X. Sevillano, F- Alías, J.C. Socoró A A.2.1 Preparing a tool to support the selection of the pilot areas ANAS - Annalisa Giovannetti Raffaella Grecco To be appointed A.2.2 Milan: pilot area 1 selection MILAN MUNICIPALITY - Caterina Padovani To be appointed A.2.3 Rome: Pilot area 2 selection ANAS - Raffaella Grecco Annalisa Giovannetti A.2.4 Report writing ANAS - Patrizia Bellucci Raffaella Grecco, Annalisa Giovannetti To be appointed To be appointed B.1 Sizeing the monitor network BICOCCA - Giovanni Zambon Sensitivity analysis of the acoustic calculation model with respect to environmental variables B.1.1 (traffic volumes, speed and vehicles type, meteorological conditions, etc.) inside and outside urban areas. BICOCCA - Giovanni Zambon B.1.2 Development of optimized algorithms for road networks segmentation in homogeneous stretches inside and outside urban areas. BICOCCA - Giovanni Zambon Roberto Benocci, Fausto Tassan S.Radaelli, A. Bisceglie, H. E. Roman, S. Salvi, M. Smiraglia B.1.3 Aggregation of the road infrastructures inside the pilot areas, based on the algorithm developed in task B.1.2 BICOCCA - Roberto Benocci Fausto Tassan, Fabio Angelini B.1.4 Report writing BICOCCA - Giovanni Zambon H. Eduardo Roman B.2 Monitoring network hardware development BLUE WAVE - Luca Nencini B.2.1 Dynamap System requirement identification BLUE WAVE - Luca Nencini Luca Nencini B.2.2 Dynamap System hardware development BLUE WAVE - Luca Nencini Luca Nencini B B.2.3 Dynamap System firmware and software development BLUE WAVE - Luca Nencini Luca Nencini B.3 Development of the ANED (Anomalous Noise Events Detection) LA SALLE - Xavier Sevillano Pilot areas onsite inspections and environmental noise recording LA SALLE - Xavier Sevillano X. Sevillano, F. Alías, J. C. Socoró, Junior Researcher B.3.1. Development of the ANED algorithm for high computation capacity sensors LA SALLE - Xavier Sevillano X.Sevillano, F. Alías, J. C. Socoró, Junior Researcher Development of the ANED algorithm for low computation capacity sensors LA SALLE - Xavier Sevillano X.Sevillano, F. Alías, J. C. Socoró, Junior Researcher B.4 Software development for dynamic noise mapping ACCON - Andrea Cerniglia B.4.1. Development of a GIS based software for real time noise maps update. ACCON - Andrea Cerniglia Markus Petz Ulrike Leitenstorfer Robert Gerstbrein B.4.1. Development of an on line tool for noise maps presentation to the public with diverse access privileges. ACCON - Andrea Cerniglia Ulrike Leitenstorfer Andrea Cerniglia Robert Gerstbrein Pag.20

21 Table III Linear Responsibility Chart ACTION TEAM MEMBERS SECTION ACTION/TASK LEADER ACTION ID TASK ID DESCRIPTION ANAS ACCON AMAT BICOCCA BLUE WAVE LA SALLE MILANO B.5 Pilot Area 1 (Milan): system implementation MILAN MUNICIPALITY - M. Borgonovo B.5.1 Basic noise maps calculation related to Milan area. AMAT - To be appointed To be appointed B.5.2 System acquisition and installation. AMAT - To be appointed Robert Gerstbrein To be appointed Luca Nencini B.5.3 System start-up and maintenance. AMAT - To be appointed Robert Gerstbrein To be appointed Luca Nencini X. Sevillano, F- Alías, J.C. Socoró X.Sevillano, F. Alías, J. C. Socoró, Junior Researcher To be appointed B.5.4 Technical manual and User Guide preparation ACCON - Andrea Cerniglia Andrea Cerniglia Markus Petz Luca Nencini X.Sevillano, F. Alías, J. C. Socoró B.6 Pilot Area 2 (Suburban Area): system implementation ANAS - Cristina Ferrari B.6.1 Basic noise maps calculation. ANAS - Patrizia Bellucci Annalisa Giovannetti Raffaella Grecco B.6.2 System acquisition and installation. ANAS - Cristina Ferrari Mauro Santangeli, Irene Pico, Francesca Robert Gerstbrein Cruciani Luca Nencini X. Sevillano, F- Alías, J.C. Socoró B.6.3 System start-up and maintenance. ANAS - Cristina Ferrari Francesca Cruciani Robert Gerstbrein Luca Nencini X.Sevillano, F. Alías, J. C. Socoró, Junior Researcher B.6.4 Technical manual and User Guide preparation LA SALLE - Xavier Sevillano Andrea Cerniglia Markus Petz Luca Nencini X. Sevillano, F- Alías, J.C. Socoró B B.7 System test and fault analysis. BICOCCA - Giovanni Zambon B.7.1 General system monitoring and fault analysis (one year test) BICOCCA - Giovanni Zambon R. Benocci, F. Tassan, H. E. Roman, D. Salvi B.7.2 Specific monitoring points testing and fault analysis BICOCCA - Fabio Angelini Diego Salvi B.8 Future system upgrade and analysis of the potential integration of further environmental parameters ACCON - Andrea Cerniglia B.8.1 Hardware upgrade (air, traffic, meteorological conditions, etc.) ACCON - Andrea Cerniglia Luca Nencini B.8.2 ANED upgrade (air, traffic, meteorological conditions, etc.) ACCON - Andrea Cerniglia Andrea Cerniglia B.8.3 Software upgrade (air, traffic, meteorological conditions, etc.) ACCON - Andrea Cerniglia B.9 Guideline to real time noise mapping. BICOCCA - Giovanni Zambon Andrea Cerniglia Markus Petz B.9.1 Coordination of the contributions from beneficiaries BICOCCA - Roberto Benocci Patrizia Bellucci Andrea Cerniglia To be appointed Luca Nencini X. Sevillano, F- Alías, J.C. Socoró Xavier Sevillano, Joan To be appointed Claudi Socoró B.9.2 Guidelines report layout BICOCCA - Simone Radaelli S. Radaelli C.1 Monitori AMAT - Paola Coppi C.1.1 Test preparation AMAT - To be apponited Francesca Cruciani To be appointed C C.1.2 Testing public response on pilot area 1 AMAT - To be apponited To be appointed C.1.3 Testing public response on pilot area 2 ANAS - Francesca Cruciani Pag.21

22 Table III Linear Responsibility Chart SECTION ACTION TEAM MEMBERS ACTION/TASK LEADER ACTION ID TASK ID DESCRIPTION ANAS ACCON AMAT BICOCCA BLUE WAVE LA SALLE MILANO C.2 Cost- AMAT - Paola Coppi C.2.1 Cost analysis MILAN MUNICIPALITY - M. Borgonovo To be appointed To be appointed C.2.2 Benefits analysis AMAT - To be appointed To be appointed C.2.3 Cost-Benefit analysis AMAT -To be appointed To be appointed C C.3 Future vision on system applications LA SALLE - Xavier Sevillano C.3.1 Analysis of the future applications of the system LA SALLE - Xavier Sevillano Xavier Sevillano, Joan Claudi Socoró C.3.2 Hardware potential on future visions BLUE WAVE - Luca Nencini Luca Nencini C.3.3 Software potential on future visions ACCON - Andrea Cerniglia Andrea Cerniglia Markus Petz C.3.4 Final analysis of the feasable future applications LA SALLE - Xavier Sevillano D.1 DISSEMINATION MILAN MUNICIPALITY - M.Gambarana Xavier Sevillano, Joan Claudi Socoró D.1.1 Coordination of dissemination, information and communication activities MILAN MUNICIPALITY - Maura Gambarana To be appointed D.1.2 Dynamap web site ANAS - Cristina Ferrari PM Assistant D.1.3 Participation in public events MILAN MUNICIPALITY - Maura Gambarana and Caterina Padovani Patrizia Bellucci, others Andrea Cerniglia To be appointed Giovanni Zambon Luca Nencini X.Sevillano, F. Alías, J. C. Socoró, Junior Researcher To be appointed D D.1.4 Publication on journal and magazines LA SALLE - Xavier Sevillano D.2 DISSEMINATION - Special Events MILAN MUNICIPALITY - C. Padovani Patrizia Bellucci, others Andrea Cerniglia To be appointed Giovanni Zambon Luca Nencini X.Sevillano, F. Alías, J. C. Socoró, Junior Researcher To be appointed D.2.1 Workshop MILAN MUNICIPALITY - Caterina Padovani Patrizia Bellucci To be appointed Maura Gambarana D.2.2 Dynamap special session MILAN MUNICIPALITY -Morena Borgonovo Patrizia Bellucci Andrea Cerniglia To be appointed Giovanni Zambon Luca Nencini X. Sevillano, F- Alías, J.C. Socoró M. Borgonovo D.2.3 Training course BICOCCA - Giovanni Zambon Patrizia Bellucci Andrea Cerniglia Markus Petz To be appointed Giovanni Zambon Luca Nencini A. Bisceglie D.2.4 Dynamap Final Conference MILAN MUNICIPALITY - Caterina Padovani Patrizia Bellucci, others Andrea Cerniglia To be appointed Giovanni Zambon Luca Nencini X. Sevillano, F- Alías, J.C. Socoró Catrina Padovani and others Pag.22

23 Table III Linear Responsibility Chart SECTION ACTION TEAM MEMBERS ACTION/TASK LEADER ACTION ID TASK ID DESCRIPTION ANAS ACCON AMAT BICOCCA BLUE WAVE LA SALLE MILANO E.1 COORDINATION AND PROJECT MANAGEMENT ANAS - Patrizia Bellucci E.1.1 Preliminary activities ANAS - Patrizia Bellucci Mauro Santangeli, Irene Pico, PM Assistant E.1.2 Tracking progress and project control ANAS - Patrizia Bellucci SCFE, PM Assistant. Andrea Cerniglia To be appointed Giovanni Zambon Luca Nencini Marc Campmany, Sonia Luengo To be appointed E E.1.3 Project communication and information ANAS - Patrizia Bellucci SCFE, PM Assistant. Andrea Cerniglia To be appointed Giovanni Zambon Luca Nencini E.2 NETWORKING WITH OTHER PROJECTS ANAS - Patrizia Bellucci E.2.1 Networking with other LIFE projects and stakeholders ANAS - Patrizia Bellucci X. Sevillano, F- Alías, J.C. Socoró To be appointed E.2.2 Networking events MILAN MUNICIPALITY - Maura Gambarana Patrizia Bellucci Andrea Cerniglia To be appointed Giovanni Zambon Luca Nencini E.3 FUTURE DEVELOPMENT - AFTER LIFE COMMUNICATION PLAN ANAS - Patrizia Bellucci X. Sevillano, F- Alías, J.C. Socoró To be appointed E.3.1. After LIFE Communication Plan ANAS - Patrizia Bellucci Patrizia Bellucci To be appointed Pag.23

24 Table IV - Project timetable ACTION N Title I II III IV I II III IV I II III IV I II III IV I II III IV I II III IV A. Preparatory actions A.1 State of the art on real time noise mapping systems. A.2 Road networks analysis and pilot areas location. B. Implementation actions B.1 Sizing the monitoring network B.2 Monitoring network hardware development B.3 Development of the ANED (Anomalous Noise Events Detection) algorithm B.4 Software development for dynamic noise mapping B.5 Pilot Area 1 (Milan): system implementation B.6 Pilot Area 2 (Suburban Area): system implementation B.7 System test and fault analysis. B.8 Future system upgrade and analysis B.9 Guideline to real time noise mapping. C. Monitoring of the impact of the project actions C.1 Monitoring public response and user ability in consulting and managing the system C.2 Cost-benefit analysis of the system on a large scale. C.3 Future vision on system applications D. Communication and dissemination actions D.1 Dissemination D.2 Dissemination - Special Events E. Project management and monitoring of the project progress E.1 Coordination and project management E.2 Networking with other projects E.3 Future development - after life communication plan Pag.24

25 Table V List of the Milestones Name of the Milestone Deadline E1 - Kick-off meeting E1 - Pre-financing request A2 - Pilot areas selection ready E1 - Partners agreements signed D1 - Website ready A1 - Data collection and report completed D2 - Informative Workshop (Dynamap special session 1) * B4 - Dynamap GIS software ready B6 Pilot Area 2: end of basic noise maps calculation B5 - Pilot Area 1: end of basic noise maps calculation B2 - Hardware and software development completed D2 - Dynamap special session B2 - Network's sensor nodes production completed B3 - Prototype of the ANED algorithm for high and low computational capacity sensors ready B4 - Dynamap web application ready B6 Pilot Area 2: start-up of the DYNAMAP system B5 - Pilot Area 1: start-up of the DYNAMAP system C1 - Evaluation forms and questionnaire ready B7 - Dynamap System test - Mid term report on action progress D2 - Training course B8 - Hardware and software specifications for future upgrade of the Dynamap System ready C2 - Algorithms for cost and benefis assessment ready Pag.25

26 Name of the Milestone Deadline C3 - Report on future visions of system applications ready E3 - Delivering of the After LIFE Communication plan B9 - Guideline to real time noise mapping ready D2 - Dynamp Final Conference *correction of wrong dates in previous documents Pag.26

27 Table VI List of the Deliverables Name of the Deliverable Deadline E A1 - Report on the state of the art of dynamic noise mapping D1 - Website of the project A2 - Technical Report on pilot areas location B1 - Sizing the monitoring network - Technical report B4 - Dynamap GIS based software for real time noise maps update D2 - Report on workshop outcome * D2 - Proceedings of Dynamap special session B3 - Report describing the ANED algorithms for low and high computation capacity sensors B6 DYNAMAP System - Technical Manual B7 - Report on the results achieved from Dynamap System test B6 DYNAMAP Software - User Guide C1 - Technical report on public response to the Dynamap System B8 - Report on future upgrade of the Dynamap System C2 - Tool for costs-benefits analysis C3 - Report on future visions of system applications E3 - After LIFE Communication plan B9 - Guideline to real time noise mapping D2 - Proceedings of Final conference D1 - Layman s Report *correction of wrong dates in previous documents Pag.27

28 Table VII List of the Meetings Meeting number Type of meeting Location Duration (days) Year Month 1 Kick-off Rome September 2 TM Milan 1 Janauary 3 TM+SC Rome 2 April TM Barcelona 1 July 5 TM+SC Rome 2 October 6 TM Germany 1 Janauary 7 TM+SC Rome 2 April TM Web meeting 1 July 9 TM+SC Rome 2 October 10 TM Web meeting 1 Janauary 11 TM+SC Rome 2 April TM Web meeting 1 July 13 TM+SC Rome 2 October 14 TM Web meeting 1 Janauary 15 TM+SC Rome 2 April TM Web meeting 1 July 17 TM+SC Rome 2 October Pag.28

29 LIFE13 ENV/IT/ Table VIII Deadlines for special requests and reporting activities. Deadline 10 th of January, April, July and October 15 th of January, April, July and October End of each month 1 th of each month End of January, April, July, October Forms and Documents to be provided/format Time sheets/xls and originals duly dated and signed Combined activities and key events Report/xls Progress Gantt Chart/xls Labour Report/xls Financial Statement of the Individual Beneficiary and supporting documents/xls Forms and Documents Provider Team coordinators Delivery /hand delivery or ordinary mail Forms and Documents Recipients PM, Action Leaders Action Leaders Project Manager Team Coordinators Project Manager Short Progress Report/doc Action Leaders Project Manager Short Progress Report/pdf Project Manager Monitoring Team Quarterly Progress Report/pdf Project Manager 31/03/2015 Inception Report/electronic and paper version Project Manager Ordinary mail/ 31/01/2016 Annual Progress Report/ electronic and paper version Project Manager Ordinary mail/ 31/01/ /01/ /01/2017 Standard Payment Request and Beneficiary's Certificate/signed original doc Consolidated Cost Statement for the Project/signed original doc Financial Statement of the Individual Beneficiary/xls and original doc duly dated and signed Monitoring Team/Steering Committee EC/ Monitoring Team/Steering Committee/Stakeholders EC/ Monitoring Team/Steering Committee/Stakeholders Project Manager Ordinary mail EC/Monitoring Team Project Manager Ordinary mail EC/Monitoring Team legal/ statutory representative Ordinary mail 31/01/2018 Annual Progress Report/ electronic and paper version Project Manager Ordinary mail/ Project Manager EC/ Monitoring Team/Steering Committee/Stakeholders 30/06/2018 Request of an independent auditor/signed original doc legal/ statutory representative Ordinary mail Project Manager 15/01/2019 Independent Auditor s Reports/original, duly dated and Auditors Ordinary mail and e- ANAS Auditor and Project Pag.29