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Enabling Access to Sound Archives: Project Management and Collaboration Framework

This project management framework outlines the coordination and responsibilities for enabling access to sound archives through integration, enrichment, and efficient retrieval. The work package details collaborative tools, self-assessment processes, quality assurance, and milestone tracking. Key activities include consortium administration, financial management, and the delivery of management reports. Emphasis is placed on technology development including software modules, metadata management, and user interface mock-ups. Regular meetings, steering committees, and activity reports ensure the project's progress and successful dissemination of results.

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Enabling Access to Sound Archives: Project Management and Collaboration Framework

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  1. WP1. Project Management Enabling Access to Sound Archives through Integration, Enrichment and Retrieval

  2. Introduction to Workpackage • Responsibilities of coordinator; • Web-based collaborative tools, promote its usage by partners • Self-assessment & project workplan • Ensure quality of activities, deliverables & dissemination • Report activities, progress & resource management • Tasks; • T 1.1 Consortium Administration • T 1.2 Financial Management • T 1.3 Quality Assurance • T 1.4 Activity Planning and Reporting

  3. Internal Documents • Inputs and Outputs document • Detailed presentation & promotional flyers • Working Documents • Ontology design & knowledge management • System Architecture • Software Modules • Metadata • Mock-ups of EASAIER user interface • EASAIER Calendar • Testbeds • Code depositories • …

  4. Working Groups • Steering Committee • 1 representative per partner • Project Coordination Team • Working Groups • System Architecture • Knowledge Managment • Expert User Advisory Board • Exploitation Strategy Team • Initial team established

  5. Meetings • Project meetings • Bi-monthly meetings of coordination team, WP leaders, Team managers • Teleconference, email,… • Face-to-face when necessary • Bi-monthly status updates to the Commission • Management meetings • Involves Steering committee • Atleast twice a year • Technical meetings • Physical presence required • Every six months • Align with Management meetings + WP Coordination meetings, researcher exchanges,…

  6. Deliverables- Part 1 Type of deliverable: • R = Report • P = Prototype • D = Demonstrator • O = Other Dissemination level: • PU = Public • RE = Restricted group specified by consortium+ Commission. • CO = Confidential, for consortium + Commission.

  7. Deliverables- Part 2 Type of deliverable: • R = Report • P = Prototype • D = Demonstrator • O = Other Dissemination level: • PU = Public • RE = Restricted group specified by consortium+ Commission. • CO = Confidential, for consortium + Commission.

  8. WP1 Deliverables & Milestones • Deliverables • 1.1 Quality assurance protocols and policies (M3) • 1.2 Management, financial and activity reports (M12) 1.3 Management, financial and activity reports (M24) 1.4 Final Public Report (M30) 1.5 Final management, financial and activity reports (M30)

  9. WP1 Milestones • Status reports & Co-ordination meetings • 1.1 Private website deployed (M1) • 1.2 Basic development tools; user groups; content databases; first scientific achievements; tentative dissemination & use plan; self-assessment & workplan specification (M6) • 1.3 Disseminate scientific developments; revised user-feedback methodology & workplan, software progress update (M12) • 1.4 Internal assessments; first prototype components available; Evaluation procedure specification and integration report (M18) • 1.5 Final prototype available, initial business plan; Initial evaluation results, revision requests & deployment procedure (M24) • 1.6 Final public & private reports issued, project ends (M30)

  10. D1.1 Quality Assurance • Organization • Management & administrative structure • Committees, teams, participants & partners • Internal reviewers • Advisory boards • Documentation • Processing tools & templates • Intranet & repositories • Communication • Mailing lists, phone conferences, publication • Deliverables • Definition, quality criteria, reviewing • Development, submission & approval • Issues & corrective actions • Periodic reports & project meetings • Reports, financial reporting, meetings

  11. D1.2 Management, Financial & Activity Reports • Executive summary • Periodic management report • Justification of major cost items • Form c financial statement per activity • Periodic activity report • Project objectives and major achievements • Workpackage progress of the period • Consortium management • Plan for using and disseminating knowledge • Form C -financials

  12. Project Schedule

  13. Workpackage Progress • Deliverables and Milestones complete • 6 Deliverables so far (2 from WP1) • No serious issues; financial, technical, or otherwise • More than 10 demonstrable technologies presented.

  14. Upcoming Work Plan – project roadmap • Months 1-6 Design & Specification • Function specifications • mock-ups, use-case scenarios • testbeds • Months 7-12 Algorithm development • proof-of-concept software • infrastructure • Months 13-18 Building the archiver • delivering feature extractors • metadata schema support • Months 19-24 Integration • System testing • Interface refinement • Months 25-30 Deployment • On-site software installation • refinement

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