Kick-Off Meeting

1. Kick-Off Meeting « ARCHAEOMAP» project :kick-off meeting in Palermo 7/12/07 Michel CHAPUIS European Commission DG Research, Unit I 3 “Environmental Technologies and Prevention of Pollution”(cultural heritage issues) e-mail :michel.chapuis@ec.europa.eu ; tel 32 2 2954106

2. Part 1: Administrative and financial issues Context of the “ ARCHEOMAP” Project Project history and current status Contract Consortium agreement Management Communication issues Financial aspects Reporting and labelling of documents Working language (meetings and minutes) Meetings Publications FP6 Experts Part 2: Information on situation of EU research policy From FP5 & FP6 to FP7, Policy initiatives : ECTP –FACH & ERA-NET Overview (“memo”)

3. Part 1: Administrative and financial issues -Context of the “ARCHAEOMAP” project • Coordination Action “ARCHAEOMAP”selected following a call for proposals under FP6 “Scientific Support to Policy”(SSP-5) • EC DG Education and Culture with DG Research have identified this task as being in need of research results • The project must therefore ensure: • Work and results are focused on the needs of policy development and implementation • Dissemination of the results to the relevant players in appropriate specified format • General acceptance of the results

4. Contract Overview Contract body: • Identifies consortium, scope, duration, Community financial contribution • Defines reporting periods, payment modalities, applicable law, amendments Annex I: The Description of Work: • Describes the work to be done, management of the project, deliverables and milestones, financial overview Annex II: General Conditions: • Details all general contractual aspects such as changes to partnership, termination of contract, rules for reporting, intellectual property rights, etc. No other annexes

5. Contract Overview • The main contract is signed by the co-ordinator and the Commission • All other partners must accede to the contract within 45 days from entry into force (using special “Access A” form ) (Art. 2) • All partners have equal rights and obligations (only the co-ordinator has more obligations) • Scientific/technical and financial collective responsibility (II.17 and II.18) • Key dates: • Project start date is 1st November 2007 (long negotiation) • Duration is 24 months (from 1/11/07 (entry into force) until 31 /10/ 09)

6. Consortium Agreement • Obligatory from the start of the project (Art. 1) • Complements the contract with the Commission • May regulate aspects such as: • co-operation • financial aspects • exploitation of results • protection of knowledge • etc. • Help in preparing a consortium agreement can be found at • http://www.ipr-helpdesk.org/index.htm • http://europa.eu.int/comm/research/fp6/working-groups/model-contract/index_en.html • Duration of consortium agreement may extend beyond the duration of the contract • The Commission is not a partner to the consortium agreement

7. Management • Consortium of partners lead by co-ordinator • All contact with DG Research in the Commission must go through the co-ordinator (Art. 11) • Apply modern management techniques • Follow and record progress of work (draft minutes sent for comments to all partners less than 2 weeks after the consortium meeting) • Review scheduling and consumption of resources very regularly (every 6 months or less) • Pick up problems early – then they are more easily corrected • If mandatory changes to contract (Art. 10: amendment of contract ) • Avoid unnecessary changes : cause excessive administrative load and delays • Should be justified by objective causes • Submitted by the project coordinator on behalf of the consortium • Amendments due to mismanagement will not be accorded

8. Financial Aspects • Budget breakdown in DoW (annex I of contract) • Fixed cost categories are replaced by conformity to the participants’ own accounting rules and legal environment (but still direct/indirect costs and subcontracting costs) • Costs must be • actual, economic and necessary for the project • incurred during the duration of the project (exception for final report) • recorded in the accounts of the participant • Audit certificates (one per partner , Art. 6 and 7) • External auditor • Competent public officer for public bodies • In addition to normal accounting rules - keep records of the time devoted to the project

9. Financial Aspects Full details in the contract (Art 8 and II.19-II.28) and the Financial Guidelines downloadable fromhttp://www.cordis.lu/fp6/find-doc.ht • Community financial participation: • Maximum amount given in contract (Art. 5) • Up to 50% (100% for partners on AC cost scheme) for RTD activities • Up to 100% for management activities with an upper limit of 7% of the total Community contribution • Pre-financing based on expected cost for next 18 months (85% initial) • In case of non audit required at the end of 1st year ,minimum level of expenses done at end of 1st year for receiving new EC payment (in principle according to current EC rules , minimum level for allowing payment is in principle 70% of pre-financing)

10. Reporting • Standard reporting is specified in article II.7 of the contract • Additional reporting may be specified :eg Mid-term Assessment Report • Submitted within 45 days for the approval of the Commission • Reporting guidelines ( sent by Project Coordinator to all partners : also available on the EC Cordis server at http://cordis.europa.eu.int/fp6/find-doc-management.htm#reporting see “guidance notes” )

11. Full Reports each 12 months • Periodic activity report • Overview of activities • Progress towards the objectives • Milestones and deliverables • Problems and corrective actions • Updated plan for using and disseminating knowledge • Periodic management report • Justification of resources deployed • Financial statement per contractor • Summary financial report • Reporting each 6 months based on minutes of each 6 months Meeting • Report on distribution of Community financial contribution • Audit certificates (at 24 months)

12. Other reports • Final activity report covering all the work, objectives results and conclusions and a final plan for using and disseminating the knowledge • Final management report both reports to be agreed by all consortium partners ( unless specific problem raised to EC Project Officer) • Copies of the project deliverables specified in the DoW to be supplied together with the reports for the relevant period (must be agreed by all partners before sending them to the EC) • Copies of draft agendas and consortium meeting reports (in principle around each 6 months ) sent to EC Project Officer respectively before and after meetings • DVD recommended for optimal dissemination &exploitation of results

13. Reporting schedule • Project duration: 1 November 2007- 31 October 2009: • 12 months: Periodic activity report and management report (month 1-12) • 24 months: Final activity report and final management report (month 12-24)

14. Meetings • Inform EC-DG Research Project Officer to allow him to participate (if possible, once a year: kick-off, mid-term, final seminar or event ) • Whether appropriate, the EC can be assisted by a third party (Project Technical Assistant or expert ) to monitor the progress all over the course of the project, or only at mid-term of the project (12 months)

15. Publications • The publicity for the project is very important • Three rules from the contract (II.12): • any notice or publication by the contractors about the project, including at a conference or seminar, must specify that the project has received research funding from the Community’s Sixth Framework Programme. • Where use of the European emblem, or any similar trademark or logo, is envisaged, prior approval shall be required from the European Commission (this can be lightened ). • Any notice or publication by the contractors, in whatever form and on or by whatever medium, must specify that it reflects only the author’s views and that the Community is not liable for any use that may be made of the information contained therein.

16. Experts for Evaluations • Experts are required for proposals evaluation, project reviews, etc. • If you are interested or you know potential candidates, please submit applications on CORDIS (also inform EC Project Officer): https://cordis.europa.eu/emmfp7

17. Part 2: Information on situation of EU research policy From FP5 and FP6 to FP7 • ECTP (European Construction Technology Platform) FACH initiative (ECTP “Focus Area” on Cultural Heritage) • ERA-NET

18. FP6 Priority 8.1: Policy-Oriented research « Scientific Support to Policies (SSP) 2002-2006 related to DG Research, Directorate “Environment”) • Area 1 Sustainable management of Europe’s natural resources • Environmental assessment (soil, water, air, noise, chemicals) • Assessment of environmental technologies • Area 3 Underpinning the economic potential and • cohesion of a larger and more integrated EU • Forecasting and developing innovative policies for sustainability in the medium/long term • 3.6 The protection of cultural heritage and associated conservation strategies

19. Clustering in Cultural HeritageFP5-FP6 Projects Impact of climate change and air pollution on cultural heritage:CARAMEL, MULTIASSESS, CULTSTRAT, NOAH’s ARK Damage preservation & restoration on historic buildings and monuments:ONSITEFORMASONRY, DIAS, ASSET, COMPASS, ROCEM, FORTMED, McDUR, FIRE-TECH,HISTOCLEAN, GRAFFITAGE, SALTCONTROL, DESALINATION, CONSIST, CHEF, SPRECOMAH Novel Microbiological Tools for conservation:COALITION, CATS, BIOREINFORCE, BACPOLES, BIOBRUSH, BIODAM Environment inside museums and damage assessment of movable assets:IMPACT, MIMIC, MASTER, LIDO, VIDRIO, IDAP, MULTIENCODE, PAPYLUM, INKCOR, MIP, MODHT, TEXMED, LASERACT, SURVENIR, PAPERTREAT, FING-ART-PRINT, COLLAPSE, SENSORGAN, COINS, PROPAINT, CONSTGLASS, AUTHENTICO Integration of C.H. in the urban and rural setting, archaeology, landscapes and cultural tourism:SUIT, APPEAR, DEMOTEC, HERCOMANES, PICTURE, ARCHAIA, ARCHAEOMAP Others:CHRAF

20. What next ? • ARCHAEOMAP for concrete/effective deliverables for « integrated and preventive conservation strategy »(« holistic approach » : all deliverables and meeting reports recorded in « private part » of website to be set up very soon (also initial leaflet requested as « visiting card » ); DVD ? • Importance of exchange of information, coordination and complementarity, with most connected projects • Contribute to define and express further research needs for FP7 as regards the coastal , submerged, maritime and archaeological cultural heritage (call foreseen in FP7 on these topics : indicative time -table 2010-2012). • Contribution of ARCHEOMAP to specifications/methodology ( cf interdisciplinary methodologies) and for training of professionals; …/…

21. Thank you for your attention; I wish you most • successful and concrete results for the “ARCHAEOMAP”project.. • Michel Chapuis, EC Project Officer(07/12/07)