Cordination meeting minutes

Date : 2024/01/18

Attendees : Adnan Ghribi [AG], Sabrina Lecerf [SL], Thomas Shea [TS], Giuanluca Valentino [GV], Annika Eichler [AE], Adrian Oftiger [AO], Emmanuel Detsis [ED], Jonas L’Haridon [JL], Stefano Pioli [SL], Carsten Welsh [CW], Andrew Mistry [AM], Ivan Knezevic [IV], Jade Varin [JV]

Absent (distribution) : Evalds Urtans [EU], Verena Kain [VK], Christine Darve [CD], Jim Dowling [JD], Amelia Pollard [AP]

 

Round table on the advancement of each WP

 WP 1 Management [SL] :

[Action -> all] Send list of partners to SL/JV

WP 2 Communication [ED] :

[Action -> SL] Meeting to be organized with WP1 (ED, JL, SL, JV)
 

WP 3 : Training [CW]

[Action -> SL] Organize a specific meeting on the possibility of having an innovation fund in the project (cc CW, TS, AG, AO, SL, JV)

[Action -> AO]

WP 4 Ai guidelines [GV]

WP5 Data [AM]

[Action -> AM] New version will be sent to Sabrina next week

WP 6 Methodology and tools [AE]

WP 7 Prototypes [SP]

[Action -> SP] Meeting about EOSC interface with AM, IK and Kevin Cassou 

[Action -> SP] Final draft with the risk will be send to Sabrina next week

Risk table [SL]

[Action -> all WP leaders]

Summary of costs estimates [AG]

Based on the information received so far, we are 3.5 M over budget.

[Action -> all] All WP leaders need to review and reduce their budgets

Please review carefully the minimum requirements to achieve the target deliverables and cut where possible. Possible ways to reduce budgets would be :
-    Reduce travel budget ;
-    Review and change profiles of HR to be hired (junior instead of senior where possible) ;
-    Review operation cost and try to switch it to in-kind ;
-    Review cases that can fit in data challenge or exchange programs without having a significant impact on WPs objectives.
-    Review tasks and subtasks redundancies with other WPs (ex. Travels)

[AE] has made assumptions on ways to calculate travel expenses but is not sure if it is the right way. We therefore need to harmonize our way of calculating travel expenses. 

[Action -> all] Please send back to JV and SL the hypothesis that you took for such calculation.

JV will harmonize it and then we will agree on one common way to calculate travel expenses.

Draft writing and proofreading [AG]

AG and TS started working on excellence and impact. A target would be to have a draft ready for review for the excellence by Jan. 26th.

[Action  AG]

Will then follow the co-writing of the impact part. A two steps review is foreseen. The first step for early stage draft review (may be incomplete) by AO, CW, GV and ED. The second step review will be made by the rest of WPs leaders.

Implementation compilation is ongoing and will be slightly updated with regard to the narrative agreed upon in the excellence and impact parts.

The deadline to have a complete proposal is 12th of February (Proposal Check Event for Horizon Europe Research Infrastructures Topics 2024 organized by the RICH Europe project). [AO] Our project is preselected for this proposal check.

Summary of action items

Actions to be performed

By Whom ?

Deadline

1

Send list of all partners to SL/JV All WPs leaders 2024/01/23

2

Organize meeting with WP1 SL/JV 2024/01/26

3

Organize a specific meeting on the possibility of having an innocation fund in the project (cc CW, TS, AG, AO, SL, JV) TS/CW 2024/02/02

4

Publication of the white paper for study cases AO 2024/02/09

5

Send new version of WP5 implementation to JD, SL AM/JD 2024/01/26

6

Meeting about crossover WP5/7 with AM, IK and Kevin Cassou SP/AP 2024/01/26

7

Send final draft for WP7 implementation to JV/SL SP/AP 2024/01/26

8

Risk table needs to be filled by all WP Leaders and sent to SL/JV All WPs leaders 2024/01/22

9

Review and reduce WPs budget All WPs leaders 2024/01/26

10

Send the assumptions taken for calculating travel expenses to JV/SL All WPs leaders 2024/01/24

11

Propose a harmonization of travel expenses calculation JV/SL 2024/01/24

12

Excellence section draft AG/TS 2024/01/26

13

Complete proposal draft ready for review process All 2024/02/12

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