WP10: Project Coordination and Management
The main objective of this work package is to adequately coordinate, manage and organize the e-Highway2050 R&D project by defining and ensuring:
- Communication flows between all the Consortium partners
- Project progress monitoring and work flows adjustment, when needed to meet the objectives on time
- Implementation of the appropriate decision-making procedures.
WP10 aims to rule the management of the project, monitor the fulfillment of the project objectives in terms of quality of deliverables and in terms of respect of deadlines and costs.
The Coordinator (RTE) is the WP10 leader and the legal entity acting as the spokesman and the representative of the Partners in front of the European Commission. The Coordinator of the project prepares and holds at least three coordination meetings (kick off, mid-term, end of project) with the EC Commission Officer, and any additional meeting with the EC, if required. Yearly technical and financial progress reports are provided for these meetings.
WP10 is responsible of the general organization of the work and the general governance of the e-Highway2050 project among the parties, and especially within the different bodies of governance:
The General Assembly, as the ultimate decision-making body of the Consortium. Three General Assembly meetings are held during the project, and chaired by the Coordinator prior to the meetings with the European Commission:
- Kick-off meeting to start the Project: review of the project with regard to the schedule, milestones and deliverables expected from each work package.
- Mid-term meeting to measure the progress of the Project:
- Main achievement of the work program,
- Validation of the results obtained and the corresponding deliverables,
- Validation of the related reports,
- Review of the communication master plan,
- Choosing solutions for any difficulty raised within the development of the Project,
- Final meeting to end the project: the overall project achievements are assessed together with the quality of the results obtained. The final reports and deliverables in the work program are approved.
The Steering Committee, as the supervisory body for the execution of the Project which shall report to and be accountable to the General Assembly. The Steering Committee meetings are held twice a year. Extraordinary meetings could be requested at any time. Consultations by mails are possible also, if needed. The Steering Committee aims to monitor the project progress, to analyse the results obtained and possibly to adjust the technical progress of the research tasks. SC meetings prepare the yearly progress reports; It deals with any difficulty (lack of resources, delays, budget concerns, etc.) and defines the possible solutions with a view to validation by the General Assembly.
The final SC meeting at the end of the Project aims to monitor the achievement of the R&D work and to control the final results.
The Leaders’ Committee, which has the same composition as the Steering Committee (i.e. WP leaders and the Coordinator), interacting on a monthly basis to coordinate operational inter-WP matters. This interaction takes place essentially via web meetings under the management of the Coordinator. Activity and obstacles identified by any WP leader are reported to this Committee. All relevant issues and topics can be discussed specially those that need to be cross-cutting between Work Packages.
WP10 is responsible for the discussion with the consultative bodies linked to the project (and not necessarily managed by it) and ensures the consistency in terms of the coordination process between these consultative bodies:
- The Electricity Highways Stakeholders Platform sets up by the European Commission.
- The Monitoring Body, which is an advisory body, focused on TSOs issues, ensuring a substantial involvement of all ENTSO-E members. It is informed and consulted of key project results by the ENTSO-E representatives within the project. It contributes to ENTSO-E position inside the Consortium. It has no decision capacity within the project and any recommendation should be subject to the approval of the General Assembly. The Monitoring Body has its own rules, not binding for the project.
- The Scientific advisory panel focused on R&D issues and composed of academia scientists. It has no decision capacity within the project but ensure substantial advices on the research all along the project. It has to be designed and agreed upon during the first Steering Committee.
- The Stakeholder framework (defined by WP7): WP7 has identified all relevant stakeholders to be consulted during the project, according to the stakeholder framework and set by the project in order to give and get information for and from the stakeholders.
The daily management of the project is the responsibility of the e-Highway2050 project Coordinator (RTE) and the WP leaders. The Coordinator performs the tasks described such as:
- Signing the letter of accession with each consortium members and possible new members if deemed necessary by the General Assembly,
- Distributing the funds according to the rules set forth in the Consortium Agreement
- Controlling the Financial issue of the yearly expenditures forms.
- Providing the yearly progress reports to the EC, as well as related cost statements, and any other document or communication pertaining to the project, which is prepared by the Steering Committee.
- Supervising and informing all participants about the project progress,
WP10 is responsible to elaborate the Quality Master Plan and make it respected by all Partners. The Quality Management Plan includes all the project procedures (information, reporting, dissemination, etc). Simple output indicators are defined for each Work Package with the aim of monitoring the degree of achievement of each task. The control consists on a review to monitor the quality of the documents.