D1.2 Project & Quality Management Manual - OPERANDO

1 Project & Quality Management Manual Author(s): Rachael Bartholomew Responsible Partner: OCC. Version: Date: 22/07/2015. Distribution level (CO, PU. PU): 2015 Oxford Computer Consultants and other members of the OPERANDO consortium. Project & Quality Management Manual Version 22/07/15. Project Number: H2020 - 653704. Project Title: OPERANDO . Title of Deliverable: Project & Quality Management Manual Due Date of Delivery to the 31/07/2015. EC: Work Package: WP1. Contributor(s): Rachael Bartholomew (OCC). Reviewer(s): Leire Orue-Echevarria (TCN). Approved by: All Partners Document Revision History Modifications Introduced Version Date Modification Reason Modified by 13/07/2015 First draft Rachael Bartholomew (OCC).

2 13/07/2015 Updated draft following internal Rachael review Bartholomew (OCC), Reynold Greenlaw (OCC). 16/07/2015 Review, minor changes Leire Orue- Echevarria (TCN). 22/07/2015 Amendments following review Rachael Bartholomew (OCC). 22/07/2015 Final version Rachael Bartholomew [ OPERANDO ] Page 2 of 29 Contract No. H2020 - 653704. Project & Quality Management Manual Version 22/07/15. OPERANDO Consortium Partners and Acronyms Initials Name OCC Oxford Computer Consultants AVO Arteevo Technologies PDI Progetti di Impresa STL Stelar RMS RomSoft TCN Tecnalia ITI IT Innovation Centre.

3 University of Southampton UPRC Piraeus University Research Center FCSR Fondazione Centro San Raffaele Glossary of Terms and Abbreviations Abbreviation CA Consortium Agreement D Deliverable UAB User Advisory Board EMC Ethics Management Board EC European Commission GA Grant Agreement IPR Intellectual Property Rights MS Milestone NDA Non-Disclosure Agreement PGA Project General Assembly PCO Project Coordinator PO Project Officer [ OPERANDO ] Page 3 of 29 Contract No. H2020 - 653704. Project & Quality Management Manual Version 22/07/15. QA Quality Assurance T Task TC Technical Committee TL Task Leader WP Work Package WPL Work Package Leader [ OPERANDO ] Page 4 of 29 Contract No.

4 H2020 - 653704. Project & Quality Management Manual Version 22/07/15. Table of Contents 1 Executive Summary .. 7. 2 Introduction .. 8. Abstract .. 8. Purpose of the 8. Target audience .. 8. 3 Management Structure .. 9. Project Coordinator .. 9. Project General Assembly ..10. Work Package Leaders ..10. Technical Committee ..11. Exploitation User Advisory Board ..12. Ethics Advisory Board ..12. 4 Project Meetings and Reviews ..13. PGA meetings ..13. Review sessions ..15. Fortnightly Progress Meeting ..15. 5 Communication ..15. Decisions and Conflict Resolution.

5 15. Internal Communication and Information Flow ..16. Workspace for Collaboration ..16. 6 Quality Assurance ..17. Project Reports ..18. 7 Budget ..19. Re-distribution of Budget ..19. 8 Project Logo ..20. Press Releases ..20. Website ..21. Social Media Channels ..21. Scientific Papers ..21. Deliverables and Publications ..22. [ OPERANDO ] Page 5 of 29 Contract No. H2020 - 653704. Project & Quality Management Manual Version 22/07/15. 9 Appendix A. Project Milestones ..23. Appendix B. Project Milestone Components ..25. [ OPERANDO ] Page 6 of 29 Contract No.

6 H2020 - 653704. Project & Quality Management Manual Version 22/07/15. 1 Executive Summary This document summarises the Management structures and procedures for the OPERANDO Project . This includes templates, guidelines and standards for the deliverables, including a Quality assurance workflow and communication approaches within the consortium. As its role as a Manual , this document is to be used as a guide if a specific issue needs to be solved or a question needs to be answered. This Manual represents a key deliverable for WP1 to provide effective Management and coordination for the Project , and sets out the Project Management reporting deliverables ( , , ) for this work package will be produced and how we will run consortium meetings ( , , , ).

7 [ OPERANDO ] Page 7 of 29 Contract No. H2020 - 653704. Project & Quality Management Manual Version 22/07/15. 2 Introduction The OPERANDO Project is a collaborative Project involving 9 partners from different countries in Europe. Management structures and procedures are necessary to facilitate effective and efficient work. Such kind of Management information is included in the Grant Agreement (GA) and its annexes, the Consortium Agreement (CA) and minutes of Project Board meetings. Abstract This document summarises all regulations and guidelines regarding Management structures and procedures.

8 It aggregates information from the GA and its annexes, the CA and further decisions within the consortium. Purpose of the document The main purpose of this document is to simplify access to these information resources. Regarding its definition as a Project Management Manual ', this deliverable has to be used as an entry point in case a specific issue needs to be solved or a question needs to be answered. Regarding Project presentation', procedures to publish and present material have to be described in a comprehensive way and avoid any Intellectual Property Rights (IPR) issues.

9 Additionally, this deliverable summarises all templates available to create OPERANDO content. Target audience The deliverable is written primarily for all consortium members being involved in the structures and procedures. At a secondary stage, the document might help board members to understand the roles within the consortium and to understand procedures (e. g. in case of the publication of a press article). Access for board members is only possible after having signed an NDA. [ OPERANDO ] Page 8 of 29 Contract No. H2020 - 653704. Project & Quality Management Manual Version 22/07/15.

10 3 Management Structure The OPERANDO Project Management is based on experiences gathered during previous national and international research projects. It is using approved methods applied in successful EC projects in which the consortium partners have been involved in order to assure an efficient decision making process, a rapid information flow and high Quality reports. The Management structure is described in the Grant Agreement (GA) [Chapter 5, page 59-61]. The role descriptions are complemented in the Consortium Agreement (CA) [section 6, pages 7-11], especially for their responsibilities in the interaction with other beneficiaries: The Project Management is designed as a lean organisation.