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The Monitoring Guide for the implementation of the

Valleys projects and JRPs (D.1.4)

Monitoring of Implementation of Integrated Science, Studies and Business

Centres (Valleys) and Joint Research Programmes Project

Contract No: SLN9-01/10

Date: 6 June 2012

Version: v0.4

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TABLE OF CONTENTS

EXECUTIVE SUMMARY 4

1. INTRODUCTION 5

1.1 Introduction 5

1.2 Scope and target audience of the Monitoring Guide 6

2. RATIONALE AND APPROACH FOR MONITORING ERDF-FUNDED PROJECTS 7

3. MONITORING IN THE CONTEXT OF THE INNOVATION POLICY CYCLE 8

4. THE MONITORING PROCESSES AND REPORTING REQUIREMENTS 10

4.1 Overview of the process 10

4.2 Quarterly R&D project monitoring reports – D5.2. (Project Task 5.4.) 14

4.3 Data-driven JRP KPI reports – D1.5. (Project Task 1.3.2.) 16

4.4 Service Provider‟s interim progress reports – D9.2 (Project Task 9.2.) 18

4.5 Annual Reporting on JRP progress – D1.4. (Project Task 1.3.1.) 19

4.6 Final reporting – D5.3. (Project Task 5.5.) 20

APPENDIX 1 CONSORTIUM EXPERTS ASSIGNED TO VALLEY PROJECTS 21

APPENDIX 2 PLANNED COMPLETION SCHEDULES FOR PHASE I 25

APPENDIX 3 F1.3.1 QUESTIONNAIRE FOR SUPPLEMENTARY INFORMATION ON JRP PROGRESS 26

APPENDIX 4 PROJECT BRIEF („AIDE MEMOIRE‟) FOR CONTINUOUS QUALITATIVE MONITORING OF

PROJECTS 30

APPENDIX 5 REPORT D5.2. – QUARTERLY R&D INFRASTRUCTURE PROJECT MONITORING REPORTS

(TASK 5.4.) 32

APPENDIX 6 REPORT D1.5. - QUARTERLY PROGRESS OF PROJECTS (TASK 1.3.2.) 34

APPENDIX 7 REPORT D1.4. – ANNUAL ASSESSMENT OF JRP PROGRESS (TASK 1.3.1.) 35

APPENDIX 8 REPORT D5.3. – FINAL REPORT, DUE MONTH 41 (TASK 5.5.) 36

APPENDIX 9 REPORT D9.2. – SERVICE PROVIDER‟S QUARTERLY PROGRESS REPORT (TASK 9.2.) 37

TABLE OF FIGURES

Figure 1 Overview of data collection and reporting processes and related deliverables 12

Figure 2 Monitoring and reporting process related to D5.2 Quarterly project progress monitoring

reports [and final activity reports] 14

Figure 3 Monitoring and reporting process related to D1.5 JRPs’ [interim] review reports 16

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DEFINITIONS AND ABBREVIATIONS

Terms and Abbreviations Explanation

Consortium / Service

Provider

Parties jointly responsible for the provision of Services and consisting of

Technopolis Consulting Group (TG) and UAB “Ernst & Young Baltic” (EY)

Contract Contract Nr. SLN9-01/10 signed on December 8, 2010 between Consortium

consisting of Technopolis Consulting Group and UAB “Ernst & Young Baltic” and

Research and Higher Education Monitoring and Analysis Centre (MOSTA) for the

provision of Services of “Monitoring of implementation of Integrated Science,

Studies and Business Centres (Valleys) and Joint Research Programmes Project”

Contracting Authority Research and Higher Education Monitoring and Analysis Centre – MOSTA

CPMA Central Project Management Agency

EY UAB “Ernst & Young Baltic”

EU European Union

Integrated Science

Studies and Business

Centres (Valleys)

Research, studies and knowledge intensive business potential (the whole of entities),

concentrated in one territory with shared or interrelated infrastructure and

contributing consistently to the development of knowledge society and knowledge

economy and to the enhancement of competitiveness of Lithuania‟s economy

Joint Research

Programmes (JRPs)

Complex of results that are expected to be reached by the development of research

and economic activity in the relevant research sectors and by implementation of

R&D projects and programmes, funded from the EU and national sources

KPI Key Performance Indicator

Monitoring Group (MG) An organisational structure for monitoring JRPs and Valleys programmes

implementation. During the period, determined in the Agreement, Monitoring

Group functions are carried out by the Consortium

MoE The Ministry of Economy

MoES The Ministry of Education and Science

MOSTA Research and Higher Education Monitoring and Analysis Centre

PSG Project Supervisory Group

R&D Research & Development

R&D infrastructure Institutional, material and information resources of the public sector, framework,

means, equipment and services, necessary for R&D

SNA Skills Needs Assessment

TG Technopolis Group

TNA Training Needs Assessment

ToR Terms of Reference

Valley Integrated science, studies, and business centre

Valleys' projects Valleys projects defined in Valley programmes, which consist of 20 R&D

infrastructure projects implemented within the framework of Valleys and JRPs

programmes, soft and other projects under JRPs

Valleys Supervisory

Council

Advisory and monitoring body responsible for supervision of the implementation of

the Valleys projects and JRPs and making recommendations to responsible

Ministries

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Executive Summary

1. In the context of the Lithuanian Valley Programme, monitoring refers to the process of collecting

information (both quantitative and qualitative – subject to availability) regarding the progress of

Valley projects and Joint Research Programmes (JRPs) over their lifetime. Monitoring is of interest

not only to those who are responsible for project implementation (i.e. project managers) but also to

those who are responsible for the allocation and/or administration of European Structural Funds

(i.e. MITA, Ministry of Education & Science and Ministry of Economics), the Monitoring Group

and ultimately the European Commission.

2. As an operational document, this Monitoring Guide focuses on the “why, who, what, how and

when” steps of the monitoring process. It sets out a rationale, supporting processes and procedures

for the monitoring of the 20 research and business innovation infrastructure projects and JRPs and

explains how monitoring results will feed into various monitoring, review and assessment reports

that the Monitoring Group are required to produce.

3. To minimise bureaucracy, data relevant for monitoring and already being submitted by projects to

the Central Project Management Agency (CPMA), the Lithuanian Business Support Agency

(LVPA)1, and the Ministry of Education and Science (MoES) will be shared with the Monitoring

Group. Any additional information deemed necessary for the Monitoring Group to meet its

reporting obligations will be collected by way of a supplementary questionnaire to projects,

prepared by the Monitoring Group and distributed by the funding ministries who will ask projects

to complete it. (see Appendix 4).

4. It is anticipated that all projects managers have organised their own business information systems in

a way that enables them to report in a timely and factual way on their activities and KPIs. With an

orderly flow of data to the Monitoring Group it should be possible to have issues raised in a timely

manner with the project supervisory group.

5. The monitoring process is designed to correspond to the operational reality and needs/ requirements

of project managers, MOSTA and Ministries. Project managers need data (and feedback from the

MG) that helps them to improve their own performance. MOSTA needs monitoring data that

enables it to undertake or commission mid-term or ex-post evaluations. Ministries need to know if

the investment is likely to have impact.

6. Ongoing dialogue, or where necessary a workshop, with project managers and MOSTA

representatives should ensure that the need for further refinements, clarification of processes etc.

are kept constantly under review.

1 In the case of the 6 R&D infrastructure projects funded by the Ministry of Economy

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1. Introduction

1.1 Introduction

On 8 December 2010 the Contract numbered SLN9-01/10 was signed between the Research and Higher

Education Monitoring and Analysis Centre (MOSTA or The Contracting Authority) and a consortium

consisting of Technopolis Consulting Group (TG) and Ernst & Young Baltic (EY) (jointly – the

Consortium) for the provision of services to monitor implementation of integrated science, studies and

business centres (Valleys) and Joint Research Programmes (JRPs). The services are provided through a

monitoring group (MG) composed of consortium experts working closely with colleagues from MOSTA

and the relevant ministries.

In line with the Terms of Reference (Task 1) and, the Inception Report (Task 1.4), the aim of the monitoring

guide for the implementation of the Valleys projects and the JRPs, is to ensure efficient work of the MG.

Specifically, this implies ensuring that relevant data is gathered, monitored and reported on consistently and

a timely manner to MOSTA and the ministries while keeping the administrative burden for the project

managers to a minimum. In respect of the latter, and to streamline processes, the Ministry of Education and

Science decided in November 2011 that it would make its data available and that the CPMA would be

instructed to also provide all necessary data to the MG. In addition, any questionnaires needed by the

consortium for monitoring purposes, would be issued on behalf of the MG by the MoES and the LVPA (and

possibly the Ministry of Economy). It is a crucial point for the MG that this actually happens otherwise the

entire monitoring process is compromised.

The monitoring process will not be restricted to data collection, analysis and reports. The consortium will

be work closely with the project manager to ensure that active and appropriate support is provided to each

project in the set-up and operational phase. To this end, a consortium expert is assigned to mentor and

supervise each project, see Appendix 1. Through these two on-going interactive processes qualitative

information, to complement the quantitative data, will be gathered and incorporated into periodic reports,

specifically

report D1.4. (annual assessment of JRP progress, see Appendix 7 ), and

report D.5.3 (overall final report due month 41 before completion of the consortium contract, see

Appendix 8 ).

The Monitoring Guide provides

the outline structure for these reports (in Appendices),

the process for their completion, and

consultation guidelines for consortium experts when interacting with projects throughout the year.

Moreover, the Monitoring Guide is closely linked to and complemented by the report (D.1.2 - Review of

existing KPIs) that proposes a list of KPIs to be collected by Project Managers.

The Monitoring Guide is based on two assumptions:

(a) monitoring of KPI data will be done at the level of projects (or their host institutions), and

(b) the MG will be provided with this data in a timely manner by either the Ministry of Education and

Science, the Ministry of Economy, MOSTA, the R&D infrastructure projects or other relevant

agencies.

It should be noted at the outset that the present document represents a final revised version of the

Monitoring Guide which reflects the outcome of discussions with MOSTA and takes into account

developments over the past 12+ months, i.e. since the beginning of the Project. It is expected that the

eventual approval will take an additional few weeks. Consequently, it should be noted that certain

monitoring conditions mentioned in this guide were not in place during the initial period of the Project. This

also means that the monitoring reports produced by the Monitoring Group so far may lack certain

information that is envisaged to be included as outlined in this report. The Monitoring Group stresses that

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all provisions in this document and the contents of monitoring reports is subject to availability of data.

Importantly, the Monitoring Group will not retrospectively revise monitoring reports delivered so far.

The procedures set out in this Monitoring Guide shall be reviewed on an annual basis in order to make any

necessary adjustments to reflect changing situations.

1.2 Scope and target audience of the Monitoring Guide

The Monitoring Guide is an operational document for the on-going collection and reporting of KPI data and

the monitoring of performance of the Valley Programme and JRP components. The reports derived from the

monitoring data will communicate the progress of the Valley projects and JRPs to MOSTA and the

ministries.

The scope of the Monitoring Guide covers

(a) the overarching monitoring and reporting framework,

(b) the steps involved in monitoring and reporting and

(c) an indication of the actors/roles involved.

The aim is to provide a reliable method for monitoring Valleys‟ and JRPs‟ outputs and for reporting on

progress against set targets/ objectives. The Monitoring Guide describes how data will be collected, from

whom, by whom and how often. Importantly, the chosen approach will provide a necessary baseline of data

for further evaluation.

As set out in the Management and Coordination Model, the actors involved in the Valley/JRP projects can

be grouped according to their responsibilities into four levels:

(a) policy formulation and decision making level;

(b) policy implementation;

(c) supervisory and monitoring level;

(d) implementation level.

The focus of the Monitoring Guide is on the responsibilities and interactions between the actors at (c) and

(d) levels but the monitoring activity should provide insight to and „alert‟ the actors at the two higher levels.

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2. Rationale and approach for Monitoring ERDF-funded Projects

Following the review of the Key Performance Indicators (KPIs) for Projects, Programmes and Valleys, it is

clear that a „life-cycle‟ approach, in line with EU Commission guidance, has where possible been adopted.

For ERDF Operational (Sub)Programme(s) – the Valleys Programme in the case of Lithuania – indicators

should be identified which distinguish between output, result and impact indicators. Output indicators are a

measurement of initial directly-funded activity, in this case Projects, whereas result indicators are a

measurement of the interim direct and immediate effects on actual beneficiaries. Impact (or outcome)

indicators measure the longer-term effects arising from the funded actions. Although the sequence of the

introduction of Valleys and Joint Research Programmes (JRPs) has led to some disconnects in this „life-

cycle‟, the KPIs proposed by the Monitoring Group will make a robust assessment of JRPs and Valleys

possible.

This Monitoring Guide accommodates two distinct, but sometimes overlapping, phases of a Valley Project.

In the first phase, the infrastructure Project is either under construction or an existing building is in the

process of being refurbished. Following completion, the Project moves to an operational phase where either

teaching or R&D activities such as research projects, researcher training, technology transfer etc. are

planned and commence. Different components, e.g. laboratories, of individual Projects may reach

completion at different dates.

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3. Monitoring in the context of the Innovation policy cycle

This section explains the purpose of monitoring in the evaluation context and Figure 1 presents a schematic

overview of the different elements that form part of the innovation policy cycle and illustrates where

monitoring fits in this context. In the following section we only discuss two closely related parts of the

policy cycle – evaluation and monitoring.

Figure 1: Monitoring in the context of the Innovation policy cycle

Evaluation is a systematic and objective process that assesses the relevance, efficiency and effectiveness of

projects, programmes and policies in attaining their originally stated objectives. It is both a theory-driven

and practice-driven approach, whose results feed back into the policy-making process so that it is part of a

continuous learning process. This helps formulate and assess policy rationales and brings transparency and

accountability to the policy-making process.

The task of evaluation is to address three issues:

1. Are we (policy-makers) doing the right thing (appropriateness)?

2. What are the results of our actions (impacts)?

3. Could we do it better (effectiveness)?

Evaluations make use of programme overviews such as programme models or logic frameworks (logic

models) which encapsulate in a relatively simple diagram what a programme covers and what it is trying to

achieve. One widely used programme overview is the ROAME template originated by the UK Department

of Trade and Industry. Prepared at the initial planning stage of a programme, ROAME addresses different

dimensions of the programme:

Rationale – What is its overall goal, what policy aims is it trying to support?

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Objectives – What are the specific achievements the programme is intended to be making in support of

this rationale?

Appraisal – What are the activities that will allow these achievements to be effected?

Monitoring – What are the means for examining the progress of the different activities, in terms of

meeting milestones and performing the allocated tasks?

Evaluation – What approach will be adopted to examine the extent to which the programme has

achieved its objectives effectively and efficiently?

Monitoring is the collection of information on the progress of programmes during their lifetime. The

monitoring phase covers their whole life span and thus resembles classical project management. In active

monitoring, the evaluator will have a role in guiding the evolution of the project. In passive monitoring, the

project‟s progress is observed but no intervention is made. Important concerns of the monitoring phase are

identifying who bears which responsibilities during the project implementation and who receives the results

of the monitoring.

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4. The monitoring processes and reporting requirements

4.1 Overview of the process

This section provides a brief overview of the monitoring process however, the full specification for

monitoring, review and assessment according to the original Terms of Reference and Inception Report

appears in Appendix 1.

The Monitoring Group is responsible for monitoring the first construction phase (12-18 months on

average) and the second operational phase (3+ years). All monitoring reports and reviews are

intended for delivery to MOSTA and the ministries.

There are two distinct, but sometimes overlapping, phases of a Valley Project. Phase I monitoring is

concerned with physical and financial progress towards completion of construction/refurbishment and/or

equipment purchasing. It consists of several interlinked elements, including financial monitoring,

monitoring of progress towards set-up of physical infrastructure, and the monitoring of procurement

processes (the latter are dealt with by the Consortium under tasks 5.2, 5.3 and 5.4).

Different components, e.g. laboratories, of individual projects may reach completion at different dates and

the monitoring process will take account of this reality in a pragmatic and flexible way. Appendix 2

provides an indicative overview of the planned completion schedules for Phase I based on information

included in individual project contracts.

Project managers are currently contractually obliged to prepare and submit the following information:

financial monitoring to CPMA;

JRP indicators forms to JRP coordinators.

In addition, project managers are requested to provide informal reports on project status to MoES, LVPA

and MoE.

The MG will not duplicate the above reporting arrangements and will rely on the decision by the MoES that

data and information collected by the above three will be made available to the MG for the preparation of

their various reports. Therefore, processes presented in this guide are designed to be complementary to the

project managers‟ current reporting obligations.

When the project moves to phase II (the operational phase), it is expected that either teaching or R&D

activities such as research projects, researcher training, technology transfer etc. will commence, subsequent

to the approval of business plans. This requires a different approach to monitoring that will involve

monitoring of KPI for the Open Access Centre‟s (OAC) activities and the contribution of the projects/OAC

to the overall JRP objectives.

In addition to the quantitative information collected from CPMA/MoES and through the Questionnaire

(F1.3.1) the Monitoring Group will be regularly interacting with projects.

The interaction between consortium experts and projects (see Appendix 1 for an overview of project

experts) is a crucial component of the monitoring process particularly regarding the accumulation of

qualitative information (captured in the form of „aide memoires‟ to be completed by project experts, see

Appendix 4 ). Interaction between consortium experts and their assigned projects will take place on a

regular and systematic basis with two objectives:

(a) To provide technical assistance (coaching, mentoring) to the projects throughout both phases;

(b) To ensure that the qualitative information needed is gleaned, recorded and delivered in a timely

manner for the drafting of the annual report on JRP progress D.1.4 (outline structure included in

Appendix 5 ) and overall final report D.5.3. (due month 41, outline structure included in Appendix

8 )

The consortium experts will conduct structured interviews (using the „aide memoire‟ template in Appendix

4 ) with project managers and PSGs on a rolling basis and at a minimum every three months. These

interviews will facilitate the collection of qualitative information, on both progress and any obstacles

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encountered, that will complement the quantitative data and feed into report D1.4 (annual assessment of

JRP progress, see Appendix 7 ) and which can also be presented to and considered by the PSG, MOSTA or

the ministries as necessary.

Even if the initial monitoring focus is on the construction/refurbishment phase, the overall remit of the MG

is to support Valley project implementation and interaction with the projects will from the outset involve

dialogue regarding planned activities in Phase II. This will notably occur in the framework of the

preparation of the business plans.

For each task and related deliverable the terms of reference and/or the Inception Report made provision for

distinct and separate data collection forms. Given the difficulties faced in collecting information from

project managers during 2011, it is the collective view (Consortium/MG, MOSTA, MoES and projects) that

the necessary information should be collected with the minimum, feasible number of questionnaires and

forms. This led to the decision to make available to the MG data already collected (by CPMA, MoES, MoE

and LVPA) and for the consortium to combine all their outstanding data needs into one questionnaire.

Form 1.3.1 (see Appendix 3 is a composite questionnaire, issued every six months, to collect

information needed for the following deliverables and where information is not available from other

sources inter alia CPMA, LVPA, MoES and MoE:

D1.4 – Annual assessment of JRP progress (produced annually), corresponding to Project Task 1.3.1. –

see Appendix 7

D1.5 – Data-driven JRP KPI reports (produced every 6 months), corresponding to Project Task 1.3.2. –

see Appendix 6

D5.2 – Quarterly R&D infrastructure project monitoring reports (produced every 3 months),

corresponding to Project Task 5.4. – see Appendix 5

D5.3 – Overall final report (due month 41), corresponding to Project Task 5.5. – see Appendix 8

D9.2 – Service Provider‟s interim progress reports (produced every 3 months), corresponding to Project

Task 9.2. – see Appendix 9

Following the November 2011 MoES decision, most of the information needed for monitoring JRP progress

– including for monitoring compliance with procurement procedures, adherence to guidelines for

preparation of technical specification and for monitoring compliance with prescribed procedures for

equipment installation, testing and commissioning – will be obtained from the implementing agencies

(CPMA and LVPA) and ministries (MoE and MoES). While the precise mechanism for the collection of this

information is yet to be determined, the Monitoring Group has proposed to use a single questionnaire which

would be distributed by the Ministry of Education and Science and collected by the MG.

Figure 2 overleaf provides an overview of the reports (Deliverables) to be produced by the MG, the

associated data collection and reporting process to be implemented.

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Figure 2 Overview of data collection and reporting processes and related deliverables

Report Deliverable

(IR)

Description Task

(IR)

Sources of data/information

for compiling the report

Frequency of data

collection

Frequency of reporting

JRPs‟

assessment

reports

D1.4. Reports which will assess in a quantitative

(based on Task 1.3.2) and qualitative way

the progress being made by JRPs over a 12

month period in achieving their KPIs and,

where necessary, make suggestions for

improvements. (The first assessment is

planned for two years from the launch of the

JRPs.)

The report will show progress towards

completion of phase I infrastructure

components, progress towards achievement

of phase II target values.

Recommendations for corrective actions and

further development of the JRPs

T1.3.1. Bi-annual D1.5 reports.

File notes from consortium

executive responsible for

project.

Reports from

independent/external experts

where available.

Consortium annual

consensus meeting.

F1.3.1. to be

distributed by

MoES every 3

months and

submitted to MG

by project

managers also at 3

monthly intervals

D1.4. to be produced every

12 months (after two, three

and four years from the

launch of the JRPs).

JRPs‟

monitor

reports

D1.5. Data driven reports, which will provide a

„fixed point snapshot‟ (every 6 months) of

JRP progress.

The reports will capture the status of JRP

KPIs.

T1.3.2. Phase 1 data from CPMA

and LVPA

OAC-KPI data from MoES

F1.3.1 Questionnaire

(prepared by MG and

distributed by MoES)

Every 3 months

D1.5. to be produced by

the MG every 6 months.

First report scheduled for

beginning of July 2011.

Quarterly

project

monitoring

reports [and

final

activity

report]

D5.2. Quarterly project progress monitoring

reports (which will also be included as part

of Deliverable 9.2)

Produced every 3 months and as a final

activity report, these will cover the R&D

infrastructure projects supervision for each

of the 14 R&D infrastructure projects

individually.

T5.4. Phase 1 data from CPMA

OAC-KPI data from MoES

MG to receive data

every 3 months (at

least 2 weeks

before the end of

the relevant

quarter)

D5.2. to be produced by

the MG on the basis of

data received from CPMA,

LVPA, MoE and MoES

every 3 months

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Report Deliverable

(IR)

Description Task

(IR)

Sources of data/information

for compiling the report

Frequency of data

collection

Frequency of reporting

Final

Valley, JRP

and

individual

project

monitoring

report

D5.3. Final Valley, JRP and individual project

monitoring report

By month 41, the Final monitoring report

(50 pages + annexes) containing an overview

of the monitoring of the Valley projects and

JRPs, recommendations for the future of the

Valleys‟ and JRPs‟, guidance on the long-

term impact assessment of the Valleys‟ and

JRPs‟ will be produced. The report will also

showcase the investments made to date.

T5.5. D1.4, D5.2 & D9.2. collated

plus records from

Consortium assessment

discussions/meetings

n/a D5.3. to be produced by

the MG (and to include

analysis of all D1.4 reports

as well as D9.2. reports) at

end of project (month 41)

[Service

Provider‟s

quarterly]

Interim

progress

reports

D9.2. Quarterly Project progress reports Interim

progress reports regarding the Service

Providers own progress in managing and

delivering the project will be prepared on a

quarterly basis throughout the project. The

interim progress reports shall contain a

detailed work plan every second quarter for

the following six months period.

T9.2. D5.2. collated n/a D9.2. to be produced by

the MG based on collation/

aggregation of D5.2.

reports every 3 months

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4.2 Quarterly R&D project monitoring reports – D5.2. (Project Task 5.4.)

The figure below provides a summary of the monitoring and reporting process associated with report

D5.2. - Quarterly project monitoring reports [and final activity reports].

Figure 3 Monitoring and reporting process related to D5.2 Quarterly project progress monitoring reports

[and final activity reports]

Data

Source

CPMA, LVPA, MoES, MoE CPMA, LVPA,

MoES, MoE

CPMA, LVPA,

MoES, MoE

CPMA, LVPA,

MoES, MoE

Information

collected Realised project activities

Problem areas and solutions

found/not found within the

applicable quarterly timeframe

Planned activities for the next

quarter

Adverse changes or delays

occurred during the quarter

Potential risks of non-

compliance with planned future

time schedules

Information on ongoing and

planned procurement processes

for purchase of the main

services, works and equipment

[see T5.2.3.]

Compliance

with

procurement

procedures good

practices

Adherence or

otherwise to the

provided

guidelines for

preparation of

technical

specifications

Up-to-date

information on

preparation of

technical

specifications

Compliance or

otherwise to

prescribed

procedures for

equipment

installation,

testing and

commissioning

Up-to-date

information on

equipment

installation,

testing and

commissioning

Related

tasks (IR) T.5.2.1: Review of development

and implementation of time

schedules of 20 R&D projects

T.5.2.2: Review of the technical

design of planned buildings at

all stages

T.5.2.3: Assistance in

procurement processes for

purchase of services, works and

equipment

T.5.2.3:

Assistance in

procurement

processes for

purchase of

services, works

and equipment

T.5.3.1: Review

of equipment

procurement

lists and

procurement

methods

T.5.3.2: Review

of the

equipment

technical

specifications

prepared by the

project

developers

T.5.3.3:

Monitoring of

equipment

installation,

testing and

commissioning

(including

repair)

Completed

by Project managers Project managers Project managers Project managers

Submitted

to CPMA , MoES, MoE CPMA , MoES,

MoE

CPMA , MoES,

MoE

CPMA , MoES,

MoE

Submitted

every 3 months (at least 2 weeks before

end of the relevant quarter)

3 months (at least

2 weeks before

end of the relevant

quarter)

3 months (at least

2 weeks before

end of the

relevant quarter)

3 months (at least

2 weeks before

end of the relevant

quarter)

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Data

Source

CPMA, LVPA, MoES, MoE CPMA, LVPA,

MoES, MoE

CPMA, LVPA,

MoES, MoE

CPMA, LVPA,

MoES, MoE

Format /

contents of

report

Projects‟ overall progress, including summary of project activities in the quarter; status of

completion/ progress towards targets (set-up of infrastructure); analysis of problem areas; adverse

changes or delays; potential risks of non-compliance; information on ongoing and planned

procurement processes for purchase of the main services, works and equipment

Projects‟ procurement issues and risks

Projects‟ compliance with prescribed procedures for equipment installation, testing and

commissioning

Feedback and recommendations for stakeholders - MOSTA/PSGs/ Project Managers

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4.3 Data-driven JRP KPI reports – D1.5. (Project Task 1.3.2.)

The Inception Report anticipated that responses to the “Questionnaires for the developers of JRPs”

would be provided to the MG by JRP developers. However, a number of JRP Boards are not yet

functional and there appears to be no uniform structure for the set-up of JRP Boards (ref. Management

and Coordination Model). This complicates any efforts to coherently and consistently collect data from

JRP developers on a regular basis.

Therefore, the basic approach to monitoring now consists of CPMA, MoES and JRP co-ordinator data

being transmitted to the MG who in turn will disaggregate, aggregate and analyse the material and

augment it with data procured through a separate, single questionnaire (Form 1.3.1.) and which will be

distributed by the MoES and MoE. As stated in the introduction, it is a crucial that this actually

happens otherwise the entire monitoring process is compromised.

The structure of the report D1.5. is included in Appendix 5

Figure 4 Monitoring and reporting process related to D1.5 JRPs’ [interim] review reports

Form CPMA, MoES data plus F.1.3.1 Questionnaire for the monitoring of JRPs’ progress

Information collected Up-to-date values of actual KPIs

Actual progress (values & process) towards goals‟ achievement

Related tasks (IR) Task 1.3.2: Interim progress reports preparation

Completed by Project Managers

Submitted to Monitoring Group

Action to be taken by MG Collate and aggregate data from individual projects to corresponding JRPs;

integrate data from F.1.3.1 (Questionnaire for the monitoring of JRPs‟ progress)

where appropriate

Purpose/ Objective of the report These reports will include the review of the process of implementation of JRPs

and specifically the 20 Valley infrastructure projects, by measuring JRP KPIs.

Submitted every 6 months

Starting Following MOSTA approval of the Monitoring Guide (Note: monitoring

activity has already taken place in the absence of a formal process)

Comments Each progress report [D1.5.] will be included into every second quarterly project

progress report [D5.2.].

Format / contents of report Overall progress summary;

Values achieved (if any);

Organisational aspects (OAC, management procedures, etc.);

HR aspects (who will be running, managing);

Business development (clients, etc.);

Outstanding issues;

Risks;

Suggestions and recommendations on corrective actions necessary to ensure

successful development of the JRPs

Monitoring is performed under five different topics:

Achievement of results, defined in the Joint Research programmes;

Project implementation, which is divided into two subcategories:

Acquisition of laboratories and studies equipment;

Construction and renewal of research facilities;

17

Human resources attraction and development;

Private sector involvement;

Cooperation between valleys and researchers teams.

18

4.4 Service Provider‟s interim progress reports – D9.2 (Project Task 9.2.)

The main purpose of the Service Provider‟s quarterly interim progress reports (D9.2) is to provide the

Contracting Authority with a summary of the overall progress (plans, activities, success, delays, risks

etc.) being made by the Service Provider in respect of the contract. The reports will be prepared on a

quarterly basis during the period of execution of the Contract. The structure of the report is included in

Appendix 9 .

The reports will:

provide information on project activities and progress on the various project tasks related to the

contract;

to this end, the D9.2 reports will collate information from the D5.2 Quarterly project progress

monitoring reports;

each second quarter, set out a detailed work plan for the following six-month period.

19

4.5 Annual Reporting on JRP progress – D1.4. (Project Task 1.3.1.)

The report D1.4. corresponds to Project Task 1.3.1. and will be completed on an annual basis. The first

report will be produced in March 2012.

The report takes draws on the evidence obtained from

the D.1.5 reports (produced every six months), corresponding to Project Task 1.3.2.

the reports from experts who have interacted with projects (see also „aide memoire‟ in Appendix 4 )

file notes from consortium executives assigned to projects;

discussions with MOSTA and ministries (who also interact with projects).

An outline structure for report D1.4. - Annual JRP assessment report is included in Appendix 5 .

20

4.6 Final reporting – D5.3. (Project Task 5.5.)

The final report on services provided on Valleys, JRPs and 20 R&D infrastructure projects monitoring

will be produced at the end of the project (by month 41). The report will contain an overview of the

Valleys‟ projects and JRPs‟ monitoring activities and summary of the results achieved, as well as

recommendations and guidance concerning the future development of the Valleys and JRPs.

Information for the final report will be drawn from:

the JRP assessment reports (D1.4.), in particular those produced in the last year of the contract; and

the Service Provider‟s quarterly interim progress reports (D9.2 and D5.2).

The main body of the report will be approximately 50 pages. The proposed structure for the final report

(D5.3.) is included in Appendix 5 .

21

Appendix 1 Consortium experts assigned to Valley Projects

Project

no. Valley Project title Type of project JRP Initiator

Lead

expert

Funding

(LTL)

Approximate

value in EUR

Start

date

End

date

Project

duration

P.1.1. Marine Establishment of Marine valley core and renewal of

education infrastructure

Establishment of

infrastructure

Natural Resources

and Agriculture

Klaipeda

University

Jonathan

Williams

89,181,000 25,828,229

10-Jun-

2008

31-Dec-

2013

5 years, 6

months, 21 days

P.1.2. Marine

Establishment of utilities and communications networks,

development of Science and

Technology Park infrastructure

Establishment of infrastructure

Natural Resources and Agriculture

Klaipeda University

Jonathan Williams

22,239,000 6,440,766

P.2.1. Nemunas

Development of Agrobiotechnology, Forestry,

Biomass Energy, Water and

Biosystem Engineering R&D Centres, reorganisation of

higher education and science

institutions

Development of OAC;

re-organisation of

research activity / consolidation of

scientific potential


Aleksandras Stulginskis

University

Alasdair Reid

80,289,000 23,252,965 25-Feb-2008

31-Jan-2014

5 years, 11 months, 6

days

P.2.2. Nemunas

Development of animal health, nutrition and animal materials

science and education

infrastructure, consolidation of the scientific potential

Development of OAC; re-organisation of

research activity /

consolidation of scientific potential


Lithuanian Veterinary

Academy

Alasdair Reid

30,303,000 8,776,228 25-Jul-2007

31-Jul-2012


days

P.2.3. Nemunas

Development of Food Science

and Technology R&D infrastructure and

consolidation of scientific

capacity

Development of OAC;

re-organisation of research activity /

consolidation of

scientific potential

Natural Resources

and Agriculture

Kaunas

University of Technology

Alasdair

Reid

8,433,000 2,442,330 16-Sep-

2008

31-Jul-

2011

2 years, 10

months, 15 days

22

Project


Lead

expert

Funding

(LTL)

Approximate

value in EUR

Start

date

End

date

Project

duration

P.2.4. Nemunas

Communication and

Technology Transfer Centre and the infrastructure in Phase

I: establishment of open access

laboratory of fruit and vegetable processing

technology simulation

Establishment of

infrastructure;

development of OAC

Natural Resources

and Agriculture

Lithuanian

Agriculture and Forestry Centre's

subsidiary -

Institute of Vegetable

Growing

Jelena

Angelis

3,798,900 1,100,222 0 years, 0

months, 0 days

P.2.5. Nemunas

Communication and

Technology Transfer Centre

and its infrastructure in Phase II: formation of the

infrastructure and material

base

Establishment of infrastructure


Aleksandras Stulginskis

University

Jelena Angelis

8,827,661 2,556,630 0 years, 0 months, 0

days

P.3.1. Santaka

Establishment of National

R&D Open Access Centre in

Kaunas University of

Technology

Development of OAC

Biomedicine and

Biotechnology/ Engineering and

IT/Material Science,

Physical and Chemical

Technology

Kaunas


Artūras

Piliponis

119,800,000 34,695,976 2-Feb-

2009

30-Jun-

2013

4 years, 4

months, 28 days

P.3.2. Santaka

Establishment of Recent

Pharmaceuticals and Health

Technology Centre

Development of OAC

Biomedicine and Biotechnology

Lithuanian University of

Health Sciences

Jelena Angelis

53,000,000 15,349,639 12-Mar-

2009

31-Jan-2013


days

P.3.3. Santaka

Establishment of National

Open Access Future Energy

Technology Centre

Development of OAC

Engineering and IT/

Natural Resources and

Agriculture/Material

Science, Physical and Chemical

Technology

Lithuanian

Energy Institute

Mindaugas

Stirna

22,500,000 6,516,356 2-May-

2009

1-Jan-

2013

3 years, 7

months, 30 days

P.3.4. Santaka Establishment of Technology Transfer and Business

Incubator base

Other

Biomedicine and

Biotechnology

Kaunas


Artūras

Piliponis

28,412,000 8,228,565 0 years, 0

months, 0 days

23

Project


Lead

expert

Funding

(LTL)

Approximate

value in EUR

Start

date

End

date

Project

duration

P.4.1. Santara Establishment of Joint Research Centre of Life

sciences

Establishment of JRC

Biomedicine and

Biotechnology

Vilnius

University

Fritz Ohler 125,370,000 36,309,136 1-May-

2010

31-Mar-

2014

3 years, 10

months, 30 days

P.4.2. Santara

Establishment of Joint

Research Centre of Innovative Medicine


Biomedicine and Biotechnology

Vilnius University,

Institute of Experimental

and Clinical

Medicine

Fritz Ohler 51,250,500 14,842,956 3-Aug-2009

30-May-

2014


days

P.4.3. Santara Establishment of Joint

Research Centre of Nature Establishment of JRC

Natural Resources

and Agriculture

Vilnius

University, Institute of

Oncology

Mindaugas

Stirna

15,030,000 4,352,926 10-

Aug-2009

31-Jan-

2013

3 years, 5

months, 21 days

P.4.4. Santara

Establishment of Open Access

Information Technology Centre

Development of OAC

Engineering and IT Vilnius University

Mindaugas Stirna

5,400,000 1,563,925 4-Feb-2009

30-Jun-2011


days

P.4.5. Santara

Development of informational

and ICT and biotechnology

innovative medical

technologies and

pharmaceutical technology parks investments,

establishment of engineering

communication networks, construction and installation of

ICT business incubator and

technology center.

Development of technology park /

business incubator

Biomedicine and

Biotechnology

Public Entity

Visorių

Technology park

Artūras

Piliponis

26,769,653 7,752,915 0 years, 0

months, 0

days

24

Project


Lead

expert

Funding

(LTL)

Approximate

value in EUR

Start

date

End

date

Project

duration

P.4.6 Santara

Construction and installation

of Bio Technology Park

business incubator of the 1st and 2nd sections

Development of technology park /

business incubator

Biomedicine and

Biotechnology

National

Research Institute of

Innovative

Medical Center

Jelena

Angelis

12,905,000 3,737,492 0 years, 0

months, 0 days

P.5.1. Sauletekis Establishment of National Natural Science and

Technology Centre

Establishment of

infrastructure

Material Science,


Technology

Vilnius

University

Fritz Ohler 200,300,000 58,010,050 5-Jan-

2010

31-Jan-

2014

4 years, 0

months, 26 days

P.5.2. Sauletekis

Development of Civil

Engineering Center in Vilnius Gediminas Technical

University


Engineering and IT Vilnius Gediminas

Technical

University

Mindaugas Stirna

18,900,000 5,473,739 1-Feb-2010

31-Jan-2012


days

P.5.3 Sauletekis Development of Vilnius University Laser Research

Centre "Naglis"

Development of OAC

Material Science,


Technology

Vilnius

University

Mindaugas

Stirna

11,430,000 3,310,309 4-Feb-

2009

31-Dec-

2012

3 years, 10

months, 27 days

25

Appendix 2 Planned completion schedules for phase I

26

Appendix 3 F1.3.1 Questionnaire for supplementary information on JRP progress

Appendix 3.1 Template for monitoring progress towards project set-up and planning/ construction/ refurbishment of the research infrastructure (Phase I):

Values for reporting

period

If yes If no Comments

KPI MEASUREMENT SYSTEM

Who is responsible for JRP KPIs collection? Person position

What are the JRP KPIs collection channels from all participating parties

(if project is implemented with partners)?

What measures are taken to separate KPI values, which were achieved only using relevant new infrastructure from overall institution

achievements?

Measures

PROJECT IMPLEMENTATION…………CPMA

Design phase

Construction phase

Procurement

PROJECT FINANCIALS………………CPMA

Construction

Equipment procurement

Overall project implementation

ORGANISATIONAL SET-UP (OAC)

no. of open access initiatives (centres/equipment etc.) to be established n/a n/a Functional yet?

Open access management person will be working at project, institution or

JRP ?

n/a n/a Functional yet?

Are OAC structure, functions and responsibilities defined?

yes/no Are OAC rules, activities

procedures determined?

Expected date for completion? Issues arising?

27


period


yes/no Are OAC key performance

indicators set?


yes/no What are the target values for

KPI?


Will the open access manager be employed full time? yes/no Main role Role, organisation

RESEARCH OPERATIONS PLANNING

Research agenda

How many project have started during the reporting period? Indicate number

Is there a research plan for next period? yes/no Who is responsible for

implementation?

Will it be created? Who is

responsible?

Is there a plan for equipment usage? yes/no Who is responsible for

implementation?

Will it be created? Who is

responsible?

Markets (Users)

Has a marketing plan for the OA been created?

yes/no List of OA services and

technical spec. created?

List of potential client

companies created?

Does OA/university/ institute

have constant clients, with

whom agreements have been

signed?

Target geographical areas for

clients?

Has action plan for

customer‟s attraction been

created?

Does OAC marketing plan

have funding?

When will Marketing plan be

completed?

Will all elements in “yes”

column be included”

Has a marketing plan for the OA

been created? If yes, does it cover

“yes” column questions?

28


period


Is a Public Relations activity

included/funded?

Operations financing

Laboratory equipment - operation / running costs (including personnel cost) for the reporting period (thousand LTL)

n/a n/a

Buildings - operation / running costs for the reporting period (thousand

LTL)

n/a n/a

Buildings - maintenance / refurbishment costs for the reporting period

(thousand LTL)

n/a n/a

Will revenue generated from OAC be sufficient to cover reinvestment

costs?

yes/no Is fees composition based on

prime costs?

Does OA service list include

fees for research time?

If revenue is not sufficient, are

there any alternative sources to

ensure continuous OAC

activities?

What is the annual budget for research operations in k LTL? Indicate

Development

Is research centre expansion is planned in the next three years period

(generated revenue, human personal, physical infrastructure and etc.)?

yes/no What is the scale of

development

Why not?

HUMAN RESOURCES…………….plus OAC/KPIs from MoES

Management

Is there a liaison office, which is conducting technology transfer activities for research centre?

yes/no Is it based on project, institution or JRP level?

Why not?

Is there a plan to hire full time OA manager? yes/no Will he be from existing

personal?

Who will be performing head of

administration functions?

Is there plan for the performance of administration functions? yes/no Will it be project institution

existing personal?

Who will be performing

administration functions?

Have there been any steps taken (/planning/recruitment) regarding necessary personnel resources (managers/administrators) to ensure

constant OA activities?

yes/no What exactly? What and when do you expect this activity to start?

Issues inhibiting progress?

Have the necessary competencies for management, administration and research personnel been identified?

n/a Elaborate n/a Will relevant competencies be mandatory for all personnel?

Research personal

Were there any calculations regarding number of scientists in order to yes/no Number of researchers When it will be done?

29


period


employ new research equipment?

Is there enough scientists to fully utilise new research infrastructure? yes/no How additional personal will be

attracted?

How many researchers are working in the OA at the moment? n/a Indicate # n/a

Are there any estimation regarding required technicians? yes/no Number of technicians How additional personal will be

attracted?

What number/type of researchers/specialists are necessary to ensure

continuity of OA activities?

n/a Indicate number and type Comment on planned recruitment

schedule.

DEVELOPMENT OF R&D INFRASTRUCTURE

no. of established and functioning research centres n/a n/a

no. of established and operating centres that carry out the functions of

technology transfer

n/a n/a

no. of [newly] established or renovated/ upgraded training laboratories n/a n/a

COOPERATION…………..OAC/KPIs from MoES

30

Appendix 4 Project brief („aide memoire‟) for continuous qualitative monitoring

of projects

Aide memoire for continuous qualitative monitoring of LT Valley projects

Outline structure for project briefs (‘Aide Memoire’)

1. Short description of the project (1 paragraph / 5-6 sentences)

1.1. Objectives, tasks and intervention logic – Summarise in a few sentences what the project is

about, i.e. its rationale, objectives, what it is supposed to achieve.

1.2. How is the project contributing (or expected to contribute) to the overall goals of the Valley?

1.3. What are the main obstacles to the attainment of these objectives at present?

1.4. What are possible solutions to overcome these obstacles?

2. Human Capital Development (1-2 paragraphs / 5-6 sentences each)

2.1. Objectives for human capital development

2.2. Issues/challenges encountered, e.g.

Is the centre proving itself attractive to students, researchers, business sector? (amount of

enquiries, new student registrations, etc.)

Is industry expressing an interest in recruiting the graduates?

What is the proportion of undergraduates that enroll in further study degrees? (for

Master/PhD level)

What are the challenges with regard to the development new study programmes?

What are the challenges with regard to graduation rates?

2.3. What actions have been taken to address these challenges? What solutions can we propose?

3. Knowledge production and dissemination (1-2 paragraphs / 5-6 sentences each)

3.1. Objectives for knowledge production and dissemination

3.2. Issues/challenges encountered, e.g. in relation to

balance between teaching and research;

difficulties in developing a research programme;

quality of research.


31

4. Technology transfer, institutional collaboration, cooperation with businesses (1-2 paragraphs /

5-6 sentences each)

4.1. Objectives for technology transfer, cross-sectoral collaboration

4.2. Issues/challenges encountered, e.g. in relation to

preference for particular types of collaboration among the centre management (working

with businesses vs. cooperation with national or overseas universities or research

institutes);

incentives for collaboration with industry (more funds, promotion, etc.);

availability of industry partners and businesses capacity for collaborative projects;

importance given to scientific publications;

potential / perceived impact of involvement in collaborative projects for researchers in

terms of career progression


5. Academic cooperation / collaboration with other research institutions (1-2 paragraphs / 5-6

sentences each)

5.1. Objectives for academic cooperation


To what extent are researchers engaging in different collaborations (work more with

existing colleagues or proactively seek new partners)?

How open are researchers for „new‟ (or even younger) researchers?

How is funding organized for collaboration? Any issues/ideas for problem resolution?


6. Commercialisation (1-2 paragraphs / 5-6 sentences each)

6.1. Objectives for commercialisation (planning stage or operational)


Extent to which the centre is actively pursuing commercialisation activities;

Technical expertise and commercialization know-how on the part of centre managers

Models that serve as a guidance / successful centres that they wish to emulate?


7. Any other comments / observations?

32

Appendix 5 Report D5.2. – Quarterly R&D infrastructure project monitoring

reports (Task 5.4.)

The structure of the report is as follows:

1. PURPOSE OF THE REPORT

2. INTERIM QUARTERLY ACTIVITY MONITORING REPORT ON PROJECT

SUPERVISION ON 20 R&D PROJECTS Q2 (T.5.4.)

2.1 Common R&D project implementation related risks

2.2 Common status of the 20 R&D projects

The following table is completed for each project.

Key activities/information Status of R&D project Comment

Project synopsis

Valley Marine

Project Title

Establishment of Utilities and communications networks,

development of Science and Technology Park infrastructure

Project Number

P.1.1.

Date Financing Agreement

signed (MoE)

2011-09-22

Start Date

2009-03-30

End Date - planned 2012-03-30

Commitment (LTL)

17 927 014.00

Progress of Valleys’ and JRPs’ projects implementation as per activities below

Development and implementation

of time schedules of 20 R&D

projects (T.5.2.1.)

Development of Technical design

of planned buildings (T.5.2.2.)

Procurement processes for

purchases of services, works and

equipment (T.5.2.3.)

33

Key activities/information Status of R&D project Comment

Equipment procurement and

installation process (T.5.3.)

Review of the equipment

procurement lists and

procurement methods (T.5.3.1.)

Review of the equipment

technical specifications prepared

by the project developers

(T.5.3.2.)

MK

Monitoring of equipment

installation, testing and

commissioning (including repair)

(T.5.3.3.)

MK

Common R&D project implementation related risks.

Current Problem Areas & Rectification Measures.

Key risks Description Impact Consequences/reco

mmendations

Any Foreseen Difficulties & Solutions:

Difficulties Solutions

34

Appendix 6 Report D1.5. - Quarterly progress of projects (Task 1.3.2.)

The structure of the report is as follows:

1. PURPOSE AND SCOPE OF THE REPORT

2. APPROACH TO JRP MONITORING

3. SUMMARY OF JRP MONITORING

4. JRP IMPLEMENTATION RELATED RISKS

5. APPENDIXES

Appendix 1: Details of risks levels

Appendix 2: JRP KPIs collection and measurement system

Appendix 3: JRP Key performance indicators values

Appendix 4: R&D projects construction phase

Appendix 5: Purchase of research equipment

Appendix 6: R&D projects scope and works quality

Appendix 7: Project financials

Appendix 8: Research operations planning

Appendix 9: Human resources

Appendix 10: Organisational set-up (OAC)

Appendix 11: Cooperation

35

Appendix 7 Report D1.4. – Annual assessment of JRP progress (Task 1.3.1.)

The report will be maximum 15 pages long and will be structured as follows:

1. Introduction

2. The JRP Concept and the Key Performance Indicators

2.1 The Joint Research Programme concept and objectives

2.2 Key performance indicators

3. The JRP In the Context of Lithuanian Science And Studies Performance

3.1 Scientific and technological specialisation of the Lithuanian innovation system

3.2 Attracting foreign funding and internationalisation of the research system

3.3 Conclusions: the potential role of the JRPs in strengthening performance

4. Progress towards the achievement of JRP objective

4.1 JRP Natural Resources and Agriculture

4.2 JRP Biomedicine and Biotechnology

4.3 JRP Engineering and IT

4.4 JRP Material science, physical and chemical technology

5. Recommendations for corrective actions and development of the JRP

5.1 JRP Natural Resources and Agriculture

5.2 JRP Biomedicine and Biotechnology

5.3 JRP Engineering and IT

5.4 JRP Material science, physical and chemical technology

Appendices

36

Appendix 8 Report D5.3. – Final Report, due month 41 (Task 5.5.)

The Final Report for the Project will be structured as follows:

1. Executive summary

2. Background to Valley concept

3. Objectives of Valleys and JRPs

4. Description of services performed by the Service Provider

5. Details on the implementation of technical, financial and administrative elements of the R&D

projects

6. Assessment of the success of the R&D projects

7. Overview of the Valleys‟ and JRPs‟ monitoring activities

8. Conclusions

9. Recommendations (including those applicable for the long-term, sustainable development of

the Valleys and JRPs)

10. Annexes

37

Appendix 9 Report D9.2. – Service Provider‟s quarterly progress report (Task

9.2.)

The structure of report D9.2. is as follows:

1. PURPOSE OF THE REPORT

1.1 Scope and objectives

1.2 Management summary

2. INTERIM PROJECT PROGRESS REPORT Q4 (T.9.2.)

2.1 Quarterly activities and results

2.2 Key risks identified

2.3 Key issues and challenges

2.4 Tasks planned for the next period

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