How to set up and manage a How to set up and manage a successful transnational successful transnational

project project

Apostolos BizakisApostolos BizakisTransportation EngineerTransportation Engineer

Hellenic Institute of TransportHellenic Institute of Transport

Setting up a transnational projectSetting up a transnational project

Conceive a basic idea/concept

– fit into priority

Assign specific items

to your contributors

Executive summary

Compile all data in the form

of the official AF

Get Feedback from

users & experts

Identify type and context

of partnership

Identify a core group for proposal writing

Develop your idea/Breakdown in to WPs

/tasks/activities

Contact people/explain the idea

/contact list

Prepare a financial layout

Negotiate on who is doing

what for how much

Submit your proposal on time!!

Get all co-fin Statements

(original copies)

FIND ANACRONYM!

Steps 1 & 2 : basic concept

Background: Traffic control/management systems are widely implemented throughout EU, already have reached a level of maturity

What is missing in the field:

Lack of integration between traffic management systems for TEN and neighboring national networks (urban/interurban/regional)

Lack of integration between conventional road networks and sea-motorways

Lack of cross-national co-operation and traffic data exchange concerning cross-national movements

Clear assignment of responsibilities (wide array of authorities involved in decision making)

Example assignment - “CO-Example assignment - “CO-TRAFFIC”TRAFFIC”

Steps 1 &2: basic concept / ex. summary

Central objectives:

1. Identification of the SoA – Good & Bad practices

2. Definition of actors/roles/responsibilities

3. Definition of required technologies and content

4. Integrated system architecture

5. Data exchange requirements

6. Mapping of integrated processes by actor

Type/context of partnership: Traffic control/management systems are widely implemented throughout EU, already have reached a level of maturity

Expected outcomes:

1. Building up a co-operation framework providing:

Integrated system architecture

Homogenous Data exchange models

Generic organisational model

Deployment model and identification of pre-requisites and barriers

Level 1: At regional/national level

Level 2: At cross-national level

Type/context of partnership: Traffic control/management systems are widely implemented throughout EU, already have reached a level of maturity

Steps 1 &2: basic concept / ex. summary

Executives/experts addressed:

Egnatia Motorway authority

Port of Igoumenitsa

TTS Italy

Telespazio (satellite com/ITS service provider)

Autostrade – Italy (private highway operator)

Transport consultants in Austria and Romania

More partners are needed in the field of:

Highway operators/port authorities, regional transport authorities, telematics system providers originated in CADSES

Step 3, 4 & 5: feedback/partnership/contacts

Step 7: Developing the idea

WP 1WP 1 WP2WP2 WP3WP3 WP4WP4 WP5WP5

Project Project management management (technical/(technical/

AdministrativeAdministrative

/QA/QA

Identification Identification of current of current practices practices (good & bad)(good & bad)

Co-Co-operation operation req’sreq’s

BarriersBarriers

//prospectiveprospectivess

TechnologiTechnological cal solutions – solutions – investigatiinvestigation (pilots on (pilots & demos)& demos)

Re-Re-engineeringengineering

/mapping of /mapping of organisationorganisational structureal structure

Step 9: Building up the Financial layout

GANNT Chart

Table 10.1 (Distribution of funding between partners):

This should be filled in first place under the condition that all partners have made a decision on their National contribution

Table 10.3 (Brkdwn by expenditure categories)

Personnel (incl. overhead costs) – proportion of the total budget (55-65%)

Cross check should be made on efforts vs. budget required by PP/WP/task level

Step 9: Building up the Financial layout

 WP/ task

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2

Ja

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3

3 4 Ap

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6 7 Ju

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3

9 10 Oct.0

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12 De

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3

WP1: Technical and Administrative project management

T1.1: Technical management

T1.2: Admin., financ.management PS SCT1.3: Quality assurance

T1.4: Coordination of dissemination activities

WP2: Demand side - Socioeconomic development and cargo transport (analysis and forecast)

T2.1: Socioeconomic analysis and forecast

T2.2: Intermodal transport modelling

T2.3: Forcast of cargo flows and volumes for intermodal logistics chains scenarios

WP3: Supply side - Intermodal network analysis

T3.1: Intermodal network analysis and simulation

T3.2: Identification of bottlenecks and intermodality obstaclesT3.3: Short-term proposals for improving efficiency and interoperability of corridors

WP4: Spatial planning - Development of nodal points and terminals

T4.1: Transport terminal screening

T4.2: Terminal development scenarios

T4.3: Business and organisational aspects for implementing intermodal transport chains and improve logistics services at nodes and terminals

WP5: Assessment of modal and intermodal logistics scenarios

T5.1: Technical assessment of long-term scenarios

T5.2: Economic evaluation of long-term intermodal scenariosT5.3: Consolidation of project and demonstrators' outcomes to short-/medium-/long-term proposals for transport nodes development in the CADSES areaWP6: Demonstrators, pilots and implementation plans - Dissemination/Education and training activitiesT6.1: Pilot No. 1: The FRESH-LOG

T6.1.1: Demonstrator 1

T6.1.2: Demonstrator 2

T6.1.3: Demonstrator 3

T6.2: Pilot 2: The RAIL FREIGHT

T6.3: Pilot 3: The NORTHERN REGIONAL LOGISTICS (NRL) T6.4: Pilot 4: The LOGISTICS - SLOVENIA (LS)WP7: Dissemination of outputs - Mediation eventsT7.1: Transnational events for stimulating common strategy for intermodality in CADSES area T7.2: Pilots' dissemination Newsletter NLT7.3:Nat.Dissemination, workshops

TOTAL PERSON-MONTHS

Legend:

Deliverable submission

Project timetable of Application Form NL Newsletter WS Workshop

Revision of timetable PS Project Start

Financial milestones

Signing of main subsidy contract SC

WP5

WP6

WP7

WP1

WP2

WP3

WP4

Step 9: Building up the Financial layout (MMs)CO-TRAFFIC - project proposalWorkpackage / manpower allocation

WP/ task

WP1: ………….. 21 0 0 1,6 22,6

T1.1: Technical management 9 0 0 1 10

T1.2: Administrative management 7 0 0 0 7

T1.3: Quality assurance 2 0 0 0,6 2,6

T1.4: Coordination of dissemination activities 3 0 0 0 3

WP2: …………….. 7,5 0 1,5 5,4 14,4

T2.1: 2 0 0 2 4

T2.2: 3,5 0 1,5 2 7

T2.3: 2 0 1,4 3,4

WP3: 15,1 2,6 1,9 7 26,6

T3.1: 5 0 0 4 9

T3.2: 5 0 0,9 1 6,9

T3.3: 5,1 2,6 1 2 10,7

WP4: 12,3 1,7 1,7 2 17,7

T4.1: 4 0 0 0 4

T4.2: 5 0,5 0 1 6,5

T4.3: 3,3 1,2 1,7 1 7,2

WP5: 12 1,7 3,7 4,7 22,1

T5.1: 3 0,7 0 0 3,7

T5.2: 6 0 0,7 1,7 8,4

T5.3: 3 1 3 3 10

WP6: 10,8 1,2 9,6 5 26,6

T6.1: 0 0 0 0 0

0 0 0 0 0

0 0 0 0 0

3,8 0 0 0 3,8

7 1,2 9,6 0 17,8

T6.3: Pilot 3: 0 0 0 5 5

T6.4: Pilot 4: 0 0 0 0 0

WP7: 9 0 2,5 1 12,5

T7.1: 7 0 0 0 7

T7.2: 2 0 2,5 1 5,5

TOTAL PERSON-MONTHS 87,7 7,2 20,9 26,7 142,5

Personnel Rates/Man-Month (in EUROS)* 8000 5000 8000 9000

Total personnel (in EUROS) 701600 36000 167200 240300 1145100

TOTALPP….LP PP1 PP2

Budget allocation

WP/ task

WP1: Technical and Adm inistrative project

m anagem ent

168000 0 0 168000

T1.1: Technical management 72000 0 0 72000

T1.2: Administrative management 56000 0 0 56000

T1.3: Quality assurance 16000 0 0 16000

T1.4: Coordination of dissemination activities 24000 0 0 24000

WP2: ……………… 60000 0 12000 72000

T2.1: Socioeconomic analysis and forecast 16000 0 0 16000

T2.2: Intermodal transport modelling 28000 0 12000 40000

T2.3: Forcast of cargo f low s and volumes for

intermodal logistics chains scenarios

16000 0 0 16000

WP3: ………………………….. 120800 13000 15200 149000

T3.1: Intermodal netw ork analysis and simulation 40000 0 0 40000

T3.2: Identif ication of bottlenecks and intermodality

obstacles

40000 0 7200 47200

T3.3: Short-term proposals for improving ef f iciency

and interoperability of corridors

40800 13000 8000 61800

WP4: …………………………………… 98400 8500 13600 120500

T4.1: Transport terminal screening 32000 0 0 32000

T4.2: Terminal development scenarios 40000 2500 0 42500

T4.3: Business and organisational aspects for

implementing intermodal transport chains and improve logistics services at nodes and terminals

26400 6000 13600 46000

WP5: ………………….. 96000 8500 29600 134100

T5.1: Technical assessment of long-term scenarios 24000 3500 0 27500

T5.2: Economic evaluation of long-term intermodal

scenarios

48000 0 5600 53600

T5.3: Consolidation of project and demonstrators'

outcomes to short-/medium-/long-term proposals for transport nodes development in the CADSES area

24000 5000 24000 53000

WP6: ……………………………… 86400 6000 76800 169200

T6.1: Pilot No. 1: The FRESH-LOG 0 0 0 0

T6.1.1: Demonstrator 1 0 0 0 0

T6.1.2: Demonstrator 2 0 0 0 0

T6.1.3: Demonstrator 3 30400 0 0 30400

T6.2: Pilot 2: The RAIL FREIGHT 56000 6000 76800 138800

T6.3: Pilot 3: The NORTHERN REGIONAL LOGISTICS

(NRL)

0 0 0 0

T6.4: Pilot 4: The LOGISTICS - SLOVENIA (LS) 0 0 0 0

WP7: ……………………………………………… 72000 0 20000 92000

T7.1: 56000 0 0 56000

T7.2: . 16000 0 20000 36000

TOTAL BUDGET (in EURO) 701600 36000 167200 904800

Personnel Rates/Man-Month (in EUROS)* 8000 5000 8000

PP1 PP2 PP3 TOTAL

Step 9: Building up the Financial layout (in €)

Step 9: Building up the Financial layout

GANNT chart

MM allocation

Table 10.2Table 10.3

TABLE 10.4

Input we receive

by the PPs

Step 9: Input required from your partners

2003LP PP1 PP2 PP3 PP4 PP5 PP6 PP7 PP8 PP9

TOTAL

Project coordination 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

Personnel (incl. Overheads) 96.674,02 0,00 0,00 15.000,00 20.000,00 23.000,00 2.240,28 0,00 0,00 121.580,14 278.494,44Meetings, conferences, seminars 4.250,13 0,00 0,00 7.000,00 0,00 382,00 0,00 0,00 0,00 0,00 11.632,13Travel and accomodation 2.453,17 0,00 0,00 1.662,49 1.500,00 0,00 0,00 0,00 5.815,20 11.430,86Promotion and publications 0,00 0,00 6.000,00 0,00 0,00 0,00 0,00 0,00 0,00 6.000,00

External expertise and audit 17.782,60 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 13.575,61 31.358,21Others (Computing costs and collection of studies) 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Small scale investment 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

121.159,92 0,00 0,00 28.000,00 21.662,49 24.882,00 2.240,28 0,00 0,00 140.970,95 338.915,64

2003 TOTAL 2003

ERDF 90869,94 0,00 0,00 14000,00 10831,25 12441,00 1120,14 0,00 0,00 70485,48 199747,80

National co-fin 30289,98 0,00 14000,00 10831,25 12441,00 1120,14 0,00 0,00 70485,48 139167,84

Private 0,00 0,00

EU cooperation funds 0,00

National co-fin (non EU) 0,00

Total costs 121159,92 0,00 0,00 28000,00 21662,49 24882,00 2240,28 0,00 0,00 140970,95 338915,64

Step 10: TITLE/ACRONYM

FULL TITLE:

“CO-OPERATIVE, CROSS-NATIONAL TRAFFIC MANAGEMENT”

ACRONYM:

CO - TRAFFIC

PRIORITY:

Sustainable transport systems

and access to information society

Monitoring/implementing a project Monitoring/implementing a project

AdministrativeAdministrativemanagementmanagement

Technical Technical managementmanagement

Quality Quality assurance assurance

systemsystem

EU

Project Technical Committee

(WP leaders)

Project Manager

Supporting partnersTransnational Steering

Committee(Consortium partners)

Project Administrator

Project Quality Assurance Manager

WP2technical team

WP3technical team

WP4technical team

WP5technical team

WP6technical team

External Experts

Technical level

Quality assurance

Policy level

Setting up a monitoring scheme

The role of the Steering Committee - 1

Members:

Chairman: The project co-ordinator

Members: One duly authorised representative from each PP

Right to attend the meetings and make proposals:

Guest speakers from public authorities after prior approval by the Chairman

Meetings:

At least twice a year

Voting policy: One vote per representative

The role of the Steering Committee - 2

Decision making process

IMONODE TECHNICAL

TEAM

PUBLIC DOMAIN

LEAD PARTNER

Transnational Steering

Committee

Administrative management

Basic responsibilities

Official representation of the project consortium to the JTS/MA

Collection of National certifications of Expenditures

Preparation of Cost statement claims (toward the MA)

Preparation of Activity reports (toward JTS)

Organisation of events (dissemination/technical meetings etc)

Preparation/distribution of agendas – minutes

Preparation of the Consortium Agreement between the partners

Consortium AgreementToC

Contract definitions

Purpose and duration

Roles and responsibilities (Adm. And tech. Project managers)

Responsibilities of each party (towards the co-ordinators/to each other)

Cost claims and payments

Confidentiality rules

Liability towards each other/the EU/towards third party (i.e. subcontractors)

Settlement of disputes

Technical plan of the project (who is doing what)

Technical management

Basic responsibilities

Build up the necessary synergies and adequate technical plan for the implementation of the project. Define clear content of work

Tracking and tracing inconsistencies between planned activities and performed activities

Work in & out the consortium to allow matching between the project partners’ needs/expectations/type of work/experience in transnational projects/competences/type of entity

Readiness in developing Contingency Plans in case problems occur (i.e disputes between partners)

Quality assurance management

ToC:

Generic information (subsidy contract/project outlook/official language)

Organisational structure (roles/responsibilities)

Project management req’s (logistics and communication standards/instructions for writing deliverables/confidentiality rules/IPR rules etc)

Annexes (peer review forms/financial procedures/official documents JC/CA)

The key to success (!)

Follow the rules of JTS and the MA (or the MA and the JTS) in project reporting

Respect the deadlines (Be prepared well in advance to avoid possible mistakes and problems)

Keep track of all your activities (agendas/minutes for project meetings, list of participants with signatures, financial control at all levels, always check coherence between cost claims and work performed in each stage of the project)

Comprehend the difference between a Subsidy contract and a Service contract

Thank you for your attention

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