PERFORMER Project Coordination

1. PERFORMER Project Coordination Summary of project coordination & project management structure

2. PERFORMER Project Coordination

3. PERFORMER Project Coordination The project is structured in 6 Work Packages with one additional Work Package dedicated to overall project management, as below:

4. PERFORMER Project Coordination • Project Handbook currently being drafted. • Jointly written by UPL & CSTB • Completed by end of Month 2 • Detailed guidelines on Project Coordination • Read it!

5. PERFORMER Management Structure

6. Project Steering Committee • Highest level of management in the project • Includes representatives of all project partners • Overall responsibility for addressing technical, financial, administrative & collaborative aspects of the project. The PSC, in particular: • Defines strategy for conducting the project according to terms of the contract; • Monitors project progress, identifies corrective actions & authorises appropriate work plan amendments; • Reviews policy & strategy for dissemination & publicity of the project; • Reviews policy on Intellectual Property Rights & knowledge foreground & sharing; • Assesses the impact of any changes to the contract suggested by the European Commission & respond accordingly; • Resolves any conflict that may appear amongst the project partners; • Oversees & reviews the Project Co-ordinator’s administration arrangements • Agrees on the management of the knowledge generated during the project.

7. Project Steering Committee • PSC will meet normally twice yearly • PSC chaired by Project Coordinator, UPL • It will be made up key named representatives from each project partner with decision making powers for their organisation • All partners need to nominate a PSC representative as soon as possible • PSC role is advisory, holds decision making role if there is disagreement on the Project Technical Committee • PSC decisions are made by majority voting • Only one vote per partner organisation • Casting vote by Project Coordinator if required

8. PERFORMER Project Funding • Partners are only funded for tasks carried out in accordance with the Consortium Plan • Partners are solely responsible for justifying their costs • If you spend less than your allocation this is all you can claim • If you spend more than your allocation you cannot claim more • Payments • One pre-financing payment made once GA comes into force • 2 interim payments after each reporting period after approval of periodic reports & only for justified eligible costs • Final payment at end of project after approval of final reports. Consists of difference between calculated EU contribution & amounts previously paid • A party leaving the Consortium shall refund all contributions except for any contribution accepted by the EC. • Defaulting parties may be responsible for additional costs to others

9. PERFORMER Project Meetings

10. PERFORMER Project Communication • Electronic communication is encouraged to save time & cost • Email, Skype, Webex & video conference • PERFORMER email lists • performer@saxifrage.saclay.cea.frcontains all project members, maintained by CEA so if contacts change inform CEA. • When replying to performer@saxifrage.saclay.cea.fr emails, only reply to the relevant individuals to minimise emails to other partners. • SIG Mailing list maintained by Technical Coordinator, CSTB • Email etiquette • Include “PERFORMER” at beginning of email title • Include WP title & date if action required • Limit email to one topic. If not practical include clear topic headings & list of topics at beginning of email • Speak to each other if issues are complex or need discussion, then confirm understanding by email.

11. PERFORMER Project Communication • 4 workshops are planned towards the end of the project (dates tbc); • Workshop 1: GDF/CSTB in Paris, France; • Workshop 2: Dragados/EUROCONSULT in Madrid, Spain; • Workshop 3: BRE/CU in Cardiff. • Workshop 4: ASM in Warsaw • Other activities during the project include; • ~4 project presentations per year at national & international events • Exhibition of project at one major international event each year. • ~12 contributions to scientific journals & technical magazines from all partners based on work in the project. • Internal WP workshops organised as & when required by WP participants; • Joint workshops with projects funded under the same Call (FP7-2013-NMP-ENV-EeB) and objective as PERFORMER and/or with members of the SIG; • (European) Public workshops; • National workshops;

12. PERFORMER KO meeting Technical Coordination Marc Bourdeau Splendid Hotel, Nice, 12th September 2013

13. Management Structure

14. Technical Coordination & Technical Committee (TC) • TC composition • Chairman (Marc Bourdeau, CSTB, Technical Coordinator) • Project Coordinator (Helen Threlfall, UPL) • Members (all other WP leaders: CSTB/WP1, CEA/WP2, ECG/WP3, CCC/WP4, BRE/WP5, DRA/WP6) – Partners will have to appoint individuals as their representatives • Key roles of TC • Follow the technical progress • Manage interactions between Work Packages • Take technical decisions &, if necessary, propose adjustments to the technical content • Monitor compliance by the project partners in their technical obligations • Handle conflict resolutions of technical nature • Propose & select internal & external reviewers (SIG), & submit technical deliverables for review • Arrangement & frequency of TC meetings • Bi-monthly technical meetings through video or teleconferencing • Every month during the first 6 months

15. Technical Coordination: Special Interest Group • Special Interest Group (SIG) formed at the start of the project • Support the participation of key stakeholders in workshops, conferences and other activities. • Reports to Project Technical • Perform peer-review of project deliverables. The SIG will include: • Building Owners and Facility Managers; • Contractors and ESCOs that manage building energy performance • Industrial partners integrating energy systems, ICT and controls • End users associations and public bodies • SIG to follow strategy & innovation development of the project • Members will potentially be early-bird customers for PERFORMER outcomes • Help disseminate results to other stakeholders & increase project impact & exploitation.

16. Technical Coordination: Special Interest Group Organisations that have already confirmed or indicated interest in becoming SIG members are detailed below