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EXPReS Board Meeting - Consortium Agreement: Overview and Highlights - Project Management Update

EXPReS Board Meeting - Consortium Agreement: Overview and Highlights - Project Management Update. T. Charles Yun Program Manager EXPReS Project JIVE. Presentation Overview. 10:15-10:30 Consortium Agreement Highlights and overview of responsibilities Board functions Voting, Proxy

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EXPReS Board Meeting - Consortium Agreement: Overview and Highlights - Project Management Update

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  1. EXPReS Board Meeting- Consortium Agreement: Overview and Highlights- Project Management Update T. Charles Yun Program Manager EXPReS Project JIVE

  2. Presentation Overview • 10:15-10:30 Consortium Agreement • Highlights and overview of responsibilities • Board functions • Voting, Proxy • Quorum, Majority • 10:30-10:45 Project Management Update (1 of 2) • Funding and distribution of funds • Reporting requirements for EC • Accounting, audits, audit certificates • Payments to sites • 11:15-11:45 Project Management Update (2 of 2) • Timeline from Project Manager EXPReS- Introduction and Overview

  3. Part 1 EXPReS- Introduction and Overview

  4. Documentation Responsibilities • Overview of groups and activities as outlined in the Consortium Agreement • Where to find documents • http://www.expres-eu.org/docs.html • EXPReS contract (PDF) • Description of work (PDF) • Consortium Agreement (PDF) • Consortium Agreement Annexes (PDF) EXPReS- Introduction and Overview

  5. Consortium Agreement Defined Bodies • Consortium Agreement outlines the interaction between members of EXPReS • Governing Board • Chairman and Vice-Chairman • Each Consortium Member appoints its representative • Management Team • Project Coordinator, Project Manager, heads of the Specific Service Activities, head of the Joint Research Activity, and the Administrative Assistant. • Consortium Members • 19 participants EXPReS- Introduction and Overview

  6. Consortium Agreement Governing Board • Responsibilities (summarized, partial list) • Political and strategic orientation of the Project • The Consortium’s budget and the financial allocation of the EU’s contribution between the various activities on the one hand, and between the various Consortium Members on the other • Annual validation of the realised expenditure in accordance to the budget • Modifications to the “Programme of Activities”, including, but not limited to, decisions to abandon a research programme or to reduce the budget allocated to it • The Governing Board may vote the inclusion of a new participant on a unanimous basis EXPReS- Introduction and Overview

  7. Consortium Agreement Chair & Vice-chair of Governing Board • Are elected by a majority decision of the representatives among the members of the Governing Board for a period of two years. • The Chairman sets the agenda for meetings of the Governing Board; • The Chairman chairs meetings of the Governing Board. • In his/her absence, the Vice-Chairman will be acting chairman; • The Chairman ensures that the Coordinator implements the decisions taken by the Governing Board. EXPReS- Introduction and Overview

  8. Consortium Agreement Governing Board Meetings • Frequency • Once per year; or • Upon written request of any Consortium Member in case of an emergency situation; or • Upon request of the Coordinator; or • Upon request of 1/3 of the Consortium Members • Quorum, Voting and Majority • Quorum Requires two-thirds (2/3) of the Board Members • Each member of the Governing Board shall have one (1) vote. • Members may grant power of attorney to other members to act as proxy, with a limit of one (1) proxy per member • Decisions shall be taken upon a majority of 2/3 of the votes of the Consortium Members present or represented. EXPReS- Introduction and Overview

  9. Consortium Agreement Management Team # Description / Leader PC Project Coordinator Michael Garrett, JIVE NA1 Management of I3 T. Charles Yun, JIVE SA1 Production Services Arpad Szomoru, JIVE SA2 Network provisioning Francisco Colomer, CNIG-IGN JRA1 FABRIC Huib van Langevelde, JIVE Sec Project Secretary Diana van Dijk EXPReS- Introduction and Overview

  10. Consortium Agreement Management Team Meetings • The Management Team is lead by the Project Coordinator • Frequency • At least four times per year • Upon written request of any Consortium Member in case of an emergency situation; or • Upon request of subproject Committee, • Quorum, Voting and Majority • Quorum Requires two-thirds (2/3) of the Board Members • Each member of the Governing Board shall have one (1) vote. • Members may grant power of attorney to other members to act as proxy, with a limit of one (1) proxy per member • Decisions shall be taken upon a majority of 2/3 of the votes of the Consortium Members present or represented. EXPReS- Introduction and Overview

  11. Consortium Agreement Consortium Members • Joint Institute for VLBI in Europe (coordinator), the Netherlands • AARNET Pty Ltd., Australia • ASTRON, the Netherlands • Centro Nacional de Informacion Geografica, Spain • Chalmers Tekniska Hoegskola Aktiebolag, Sweden • Commonwealth Scientific and Industrial Research Organization (CSIRO), Australia • Cornell University, USA • Delivery of Advanced Network Technology to Europe Ltd. (DANTE), UK • Instituto Nazionale di Astrofisica, Italy • Instytut Chemii Bioorganicznej PAN, Poland • Max Planck Gesellschaft zur Foerderung der Wissenschaften e.V., Germany • National Research Foundation, South Africa • Shanghai Astronomical Observatory, Chinese Academy of Sciences, China • SURFNet b.v., The Netherlands • Teknillinen Korkeakoulu, Finland • The University of Manchester, UK • Universidad de Concepcion, Chile • Uniwersytet Mikolaja Kopernika, Poland • Ventspils Augstskola, Latvia EXPReS- Introduction and Overview

  12. Consortium Agreement Member Responsibilities • The Consortium Members agree to participate in and collaborate on the Project and will inform the other Parties of any collaboration in other programmes or networks which are likely to compete with the Project. • Article 5 covers (at length) a variety of requirements, that can be summarized as: • do good work, deliver results, keep everyone informed of your status. EXPReS- Introduction and Overview

  13. Conclusion Questions/Answers • Contact information T. Charles Yun Project Manager EXPReS (JIVE) tcyun \at\ jive dot nl • Additional Information http://expres-eu.org/ [note: only one “s”] http://www.jive.nl/ • EXPReS is made possible through the support of the European Commission (DG-INFSO), Sixth Framework Programme, Contract #026642 EXPReS- Introduction and Overview

  14. Part 2 EXPReS- Introduction and Overview

  15. Project Status Funding • Form A3.2, project funding: • Year 1: 1,200,000 EUR • Year 2: 1,400,000 EUR • Year 3: 1,300,000 EUR • Form A3.3, per institution allocation of funds • Calculated at inception of project • Assumptions regarding per institution overhead percentages • Funds distributed for the first year of project • Note, each institution received 85% of the allocated funding. A portion of the funds are kept in reserve as “slack” to address potential issues. The remaining 15% will be distributed with the second year’s funding. EXPReS- Introduction and Overview

  16. Reporting General Items w/r/t Accounting • Monthly • You should keep track of items locally • Quarterly • Provide “reasonable estimates” for quarterly spending • Report spending to project manager • Annually • Formal financial report (Form C) • Audit Certificate EXPReS- Introduction and Overview

  17. Reporting Specific Accounting Items • Annual Audits • Auditors • Schedule them now • Note that they do not have to be expensive • Audit Certificate • 70% rule • Inexperienced institutions are encouraged to obtain a first year audit certificate • Large sum recipients will be expected to submit annual audit certificates • VAT can not be charged against the project • Yes, you need to go through each individual receipt and remove the VAT amount. EXPReS- Introduction and Overview

  18. Reporting Reporting Requirements • The Description of Work (DOW) is a contract with the E.C. outlining: • Deliverables, milestones and reporting requirements • Consortium Agreement <quote DOW> In particular, each NA, SA and JRA will be required to generate provide input into the Monthly Highlight Reports, Quarterly Management Reports (QMR) and Annual Reports (including financial reports)… </quote DOW> • In spite of what we hoped, the contract states the reporting frequency. EXPReS- Introduction and Overview

  19. Project Status Describing the funding • The amounts are the total funds per institution for all activities combined • For a detailed information about the distributed amounts, see form A3.1 and A3.3 • Amounts requested from E.C. detailed by institution and activity (NA, SA, JRA) EXPReS- Introduction and Overview

  20. Funds should have been received by all institutions Money was sent by JIVE to the account numbers provided at the inception of the project Please check with your institution to make sure funds have been received If you need additional information, please contact me separately Name Requested Amt 85% JIVE 585,000 497,250 AARNET 4,200 3,570 DANTE 3,000 2,550 PSNC 51,800 44,030 SURFnet 1,800 1,530 ASTRON 55,310 47,014 CNIG-IGN 32,300 27,455 CSIRO 8,000 6,800 NRF 5,000 4,250 INAF 52,300 44,455 MPG 102,300 86,955 TKK 92,300 78,455 CORNELL 23,000 19,550 UMK 7,300 6,205 OSO 32,800 27,880 SHAO 28,000 23,800 UDEC 12,600 10,710 UNIMAN 117,100 99,535 VeA/VIRAC 12,098 10,283 Project Status Distribution of Funds EXPReS- Introduction and Overview

  21. Project Status Breakdown of Amounts Institution NA's1 SA's1 JRA1 Total1 JIVE 106,250 263,500 127,500 497,250 AARNET 1,870 1,700 0 3,570 DANTE 2,550 0 0 2,550 PSNC 1,530 0 42,500 44,030 SURFnet 1,530 0 0 1,530 ASTRON 1,964 2,550 42,500 47,014 CNIG-IGN 1,955 25,500 0 27,455 CSIRO 2,550 4,250 0 6,800 NRF 2,550 1,700 0 4,250 INAF 1,955 42,500 0 44,455 MPG 1,955 85,000 0 86,955 TKK 1,955 25,500 51,000 78,455 CORNELL 2,550 17,000 0 19,550 UMK 1,955 4,250 0 6,205 OSO 2,380 8,500 17,000 27,880 SHAO 2,550 21,250 0 23,800 UDEC 2,210 8,500 0 10,710 UNIMAN 10,285 38,250 51,000 99,535 VeA/VIRAC 1,783 8,500 0 10,283 1 All figures in Euros EXPReS- Introduction and Overview

  22. Reporting Description of Work EXPReS- Introduction and Overview

  23. Reporting Deliverables and Milestones • Annex 1, Description of Work; Section 1.4, Deliverables • We are currently being measured against the deliverables that are listed in this table. • There are 118 Deliverables in total • Each is deliverable has: • Responsible activity • Due date • Type of deliverable • Also available in the wiki EXPReS- Introduction and Overview

  24. Reporting Deliverable Tracking • The project manager will start tracking and publishing deliverable compliance as part of the monthly reports to the E.C. • Format for each deliverable will be: • Activity No. • Deliverable title • Lead Participant • Planned Delivery date • Actual Delivery Date • Current Status • “Current Status” will be displayed numerically on a zero to four scale: 0 No work initiated < - > Deliverable submitted to PM 4 EXPReS- Introduction and Overview

  25. Conclusion Questions/Answers • Contact information T. Charles Yun Project Manager EXPReS (JIVE) tcyun \at\ jive dot nl • Additional Information http://expres-eu.org/ [note: only one “s”] http://www.jive.nl/ • EXPReS is made possible through the support of the European Commission (DG-INFSO), Sixth Framework Programme, Contract #026642 EXPReS- Introduction and Overview

  26. Part 3 EXPReS- Introduction and Overview

  27. Project Status Basic Dates, Timeframes • Project Information • 2006 March – Project Start Date • 2006 March – Month 0 (zero) • 2006 November – Month 9 (current) • 2009 March – Project Completion Date • Project Quarters: • Quarter 1: March, April, May • Quarter 2: June, July, August • Quarter 3: September, October, November • Quarter 4: December, January, February EXPReS- Introduction and Overview

  28. Project Timeline Monthly Week 1: Project manager submits report to E.C. Week 2: Process deliverables Week 3: Project manager requests monthly information from participants Week 4: Project manager writes monthly report EXPReS- Introduction and Overview

  29. Project Timeline Standard Monthly Report • Fill out the deliverables table • 2-3 paragraphs text indicating general activities over the past month with links to publications, meetings, reports, etc. • Highlight new science! • Spend some time to explain status of deliverables (why early/late, interesting problems, unexpected gains, etc.) • 1 paragraph on upcoming activities or expected hurdles EXPReS- Introduction and Overview

  30. Project Timeline Quarterly Q1w1: Deliver report to E.C Q1w10: Request quarterly information from participants along with montly report Q1w12: Project Manager writes quarterly report Analyzing progress against description of work - Financial - Milestones - Deliverables EXPReS- Introduction and Overview

  31. Project Timeline Standard Quarterly Report • Includes everything from a monthly report + PLUS+ • Summary of spending • Submit information by activity • Activity leaders should be tracking spending • Explanation of spending and progress against plan. Fairly detailed explanation when progress is slower than plan. • 1 paragraph on upcoming activities or expected hurdles EXPReS- Introduction and Overview

  32. Project Timeline Annually y1q4: Request financial information from all participants - formal, audited financial records - compare spending against plan - compare progress against plan Create plan for next 18 months - description of work, deliverables, timelines y2q1: Deliver Annual Report to E.C y2q1: Second Board Meeting EXPReS- Introduction and Overview

  33. Conclusion Questions/Answers • Contact information T. Charles Yun Project Manager EXPReS (JIVE) tcyun \at\ jive dot nl • Additional Information http://expres-eu.org/ [note: only one “s”] http://www.jive.nl/ • EXPReS is made possible through the support of the European Commission (DG-INFSO), Sixth Framework Programme, Contract #026642 EXPReS- Introduction and Overview

  34. EXPReS- Introduction and Overview

  35. Curr Status • Per activity • Per institution • Spending • Deliverables • Annual review EXPReS- Introduction and Overview

  36. -fin- EXPReS- Introduction and Overview

  37. EXPReS- Introduction and Overview

  38. Deliverables List EXPReS- Introduction and Overview

  39. NA1 DNA1.01 12 Annual report (incl. Financial information) to EC DNA1.02 24 Annual report (incl. Financial information) to EC DNA1.03 36 Annual report (incl. Financial information) to EC DNA1.04 36 Final Report to Board and EC DNA1.05 36 Final Plan for using and disseminating knowledge DNA1.06 36 Implementation of the Gender Action Plan DNA1.07 36 Raising public participation and awareness NA2 DNA2.01 3 EVN-NREN meeting No. 1 (under auspices of EXPReS) DNA2.02 12 NA2 annual report No. 1 (as part of EXPReS Ann. Rep No. 1) DNA2.03 18 EVN-NREN meeting No. 2 DNA2.04 24 NA2 annual report No. 2 (as part of EXPReS Ann. Rep No. 2) DNA2.05 26 EVN-NREN meeting No. 3 DNA2.06 26 EVN-NREN representatives present EXPReS networking results at the e-VLBI Science & Technology Workshop DNA2.07 36 NA2 annual & Final reports EXPReS- Introduction and Overview

  40. NA3 DNA3.1 4 First meeting of eVSAG under auspices of EXPReS DNA3.2 16 eVSAG meeting No. 2 DNA3.3 26 eVSAG meeting No. 3 DNA3.4 30 e-VLBI Workshop held in Onsala DNA3.5 32 Publication of e-VLBI Workshop proceedings NA4 DNA4.01 2 Creation of Public EXPReS web-site DNA4.02 4 Creation of EXPReS web-based management tools DNA4.03 6 Generation of PR material (phase 1) DNA4.04 12 e-VLBI Demonstration and attendance at Network events. DNA4.05 18 Generation of new PR material (phase 2) DNA4.06 24 e-VLBI Demonstration and attendance at Network events. DNA4.07 36 e-VLBI Demonstration and attendance at network events. EXPReS- Introduction and Overview

  41. SA1 DSA1.1 3 Central data link control DSA1.2 6 Job preparation utilities DSA1.3 6 Fast/adaptive scheduling tools DSA1.4 9 eMERLIN VSI interfaces design DSA1.5 9 Selective data processor controls DSA1.5 12 Network Protocol decision DSA1.7 12 Monitored information handling modules DSA1.8 12 Monitoring processes DSA1.9 15 Tests using local Jodrell Bank home e-MERLIN telescope DSA1.10 15 Real-time data processor control software DSA1.11 16 Real-time Pipeline DSA1.12 18 Visibility monitor DSA1.13 18 Tested software for operational improvements DSA1.14 18 Test using remote e-MERLIN telescope DSA1.15 18 VSI Interfaces EXPReS- Introduction and Overview

  42. SA1 (contin) DSA1.16 18 VSI support software DSA1.17 21 Flexible local GE network DSA1.18 24 Network monitoring tools DSA1.19 24 Multiple e-MERLIN telescope tests DSA1.20 30 Improved network applications DSA1.21 30 Monitoring user interfaces SA2 DSA2.01 6 Feasibility study of the last-mile connection to the nearest NREN node for participant CNIG-IGN DSA2.02 6 Feasibility study of the last-mile connection to the nearest NREN node for participant MPIfR DSA2.03 6 Equipment of the last-mile infrastructure for participant INAF (telescope in Medicina) DSA2.04 6 Feasibility study of the last-mile connections to the nearest GEANT NREN node for participant CAS (Shanghai, Urumqi, Miyun, Yunnan ) EXPReS- Introduction and Overview

  43. SA2 (contin) DSA2.05 6 Feasibility study of the last-mile connection to the nearest NREN node for participant VIRAC DSA2.06 6 Feasibility study of the last-mile connection to the nearest NREN node for participant HRAO DSA2.07 6 Feasibility study of the last-mile connection to the nearest NREN node for participant NAIC (Arecibo) DSA2.08 6 Feasibility study of the last-mile connection to the nearest NREN node for participant TIGO DSA2.09 6 Feasibility study of the last-mile connection to AARNET for participant CSIRO DSA2.10 10 e-VLBI test observations, Medicina DSA2.011 12 Equipment of the last-mile infrastructure for participant MRO DSA2.12 12 Construction and equipment of the last-mile infrastructure for participant CNIG-IGN DSA2.13 12 Construction and equipment of the last-mile infrastructure for participant MPIfR DSA2.14 18 10 Gbps link upgrade between MERLIN and JIVE EXPReS- Introduction and Overview

  44. SA2 (contin) DSA2.15 18 e-VLBI test observations, Metsahovi DSA2.16 18 Construction and equipment of the last-mile infrastructure for participant Shanghai DSA2.17 18 Construction and equipment of the last-mile infrastructure in AARNET to allow connection of participant CSIRO DSA2.18 18 Construction and equipment of the last-mile infrastructure for participant Urumqi DSA2.19 18 Construction and equipment of the last-mile infrastructure for participant Miyun DSA2.20 18 Construction and equipment of the last-mile infrastructure for participant Kunming DSA2.21 18 Construction and equipment of the last-mile infrastructure for participant VIRAC DSA2.22 18 Equipment of the last-mile infrastructure for participant NAIC DSA2.23 18 Construction and equipment of the last-mile infrastructure for participant TIGO DSA2.24 18 AARNET connectivity enhancements EXPReS- Introduction and Overview

  45. SA2 (contin) DSA2.25 20 Feasibility study of the last-mile connection to the nearest GÉANT node for participant INAF (Sardinia) DSA2.26 20 10 Gbps link between UniMan and OSO for ultra-VLBI tests DSA2.27 21 e-VLBI test observations, Effelsberg DSA2.28 22 e-VLBI test observations, Metsahovi DSA2.29 22 e-VLBI test observations, Yebes DSA2.30 24 Construction and equipment of the last-mile infrastructure for participant HartRAO DSA2.31 30 e-VLBI test observations, Urunqi DSA2.32 30 e-VLBI test observations, Mijun DSA2.33 30 e-VLBI test observations, Kunming DSA2.34 30 e-VLBI test observations, VIRAC DSA2.35 30 e-VLBI test observations, HRAO DSA2.36 30 e-VLBI test observations, NAIC, Arecibo DSA2.37 30 e-VLBI test observations, TIGO DSA2.38 30 Construction and equipment of the last-mile infrastructure for participant INAF (Sardinia) EXPReS- Introduction and Overview

  46. JRA1 DJ1.1 2 Data acquisition requirements document DJ1.2 2 Protocols strategic document DJ1.3 4 Visualization software DJ1.4 5 Correlator design specification DJ1.5 6 Overall design document DJ1.6 6 eVLBI-Grid design document DJ1.7 7 eVLBI fringes PC-EVN DJ1.8 7 LOFAR connection strategic document DJ1.9 8 Data acquisition design document DJ1.10 10 eVLBI-Grid interface document DJ1.11 13 Protocols performance report DJ1.12 14 Software correlator core DJ1.13 15 Software data product DJ1.14 18 Data acquisition interface document DJ1.15 18 LOFAR station interface report DJ1.16 18 Software for workflow management EXPReS- Introduction and Overview

  47. JRA1 (contin) DJ1.17 23 Software for correlation on cluster DJ1.18 23 Data acquisition test report DJ1.19 23 Data acquisition prototype at telescope DJ1.20 23 Overall broadband demonstration DJ1.21 23 Software cluster correlation DJ1.22 23 First fringes software correlator DJ1.23 24 Software to collect distributed output DJ1.24 27 Software to create data product from distributed correlation DJ1.25 29 Software routing DJ1.26 30 eMERLIN interface available DJ1.27 31 Fringes with new routing DJ1.28 33 Software distributed correlation DJ1.29 34 First fringes Grid correlator DJ1.30 35 First fringes on FABRIC DJ1.31 36 Final report EXPReS- Introduction and Overview

  48. Deliverables Tracking EXPReS- Introduction and Overview

  49. Reporting Deliverable Tracking (continued) • Status will be displayed numerically on a zero to four scale: 0 No work on deliverable initiated 1 Work started 2 No draft deliverable available 3 Draft Deliverable available 4 Deliverable completed and submitted to Project Manager EXPReS- Introduction and Overview

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