D8.1 Project Handbook & Quality Assurance Plan (QAP)€¦ · Project Handbook 12 Jan 2016 12! 2.3.2 Project Steering Committee (PSC) The highest level of management in the project

Deliverable D8.1 Version2.0 Project Handbook 12 Jan 2016

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MAS²TERING Multi-Agent Systems and Secured coupling of Telecom and Energy gRIds

for Next Generation smartgrid services FP7 – 619682

D8.1 Project Handbook & Quality Assurance Plan (QAP)

Project Coordinator: Sylvain Robert

Author of Deliverable: Carole Sentein (CEA)

With contributions from: Marie-France Robbe (CEA), Sylvain Robert (CEA)

1st Quality reviewer: M. Zia Lennard (R2M Solution)

2nd Quality reviewer: M. Thomas Messervey (R2M Solution)

Deliverable nature: Other (O)

Dissemination level: (Confidentiality)

Public (PU)

Contractual delivery date:

November, 2014 (M3)

Actual delivery date: January 2016 (M17)

Version: 2

Total number of pages: 46

Keywords: Communication, Deliverable, Dissemination, Publication, Reporting

Work Package Concerned

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WP Leader CEA

Task Concerned Task 8.2: Project Quality Assurance

Task Leader CEA

Abstract

This handbook is a quick reference guide to the MAS2TERING Project for use by the partners. It sets out ways of collaborating and working that the partners have agreed to. Its function is to assist with the smooth running of the administration and research and to ensure partners have a shared resource for their day-‐to-‐day work. This handbook does not replace the existing detailed guidance that exists within the Contracts, Partnership Contracts and Agreements and the official FP7 Guidance from the European Commission.


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Document Information IST Project

Number

FP7 – 619682 Acronym MAS²TERING

Full Title Multi-Agent Systems and Secured coupling of Telecom and Energy gRIds for Next Generation smartgrid services

Project URL http://www.mas2tering.eu/

Document URL To be uploaded publicly after PO approval

EU Project Officer Patricia Arsene

Deliverable Number D8.1 Title Project handbook

Work Package Number WP8 Title Project management

Date of Delivery Contractual M3 Actual M3

Status version 2 final □

Nature Report

Dissemination level Public

Authors (Partner) Carole Sentein (CEA), Sylvain Robert (CEA)

Responsible Author Name Carole Sentein E-mail [email protected]

Partner CEA Phone +33-169085234

Abstract

(for dissemination)

This handbook is a quick reference guide to the MAS2TERING Project for use by the partners. It sets out ways of collaborating and working that the partners have agreed to. Its function is to assist with the smooth running of the administration and research and to ensure partners have a shared resource for their day-‐to-‐day work. This handbook does not replace the existing detailed guidance that exists within the Contracts, Partnership Contracts and Agreements and the official FP7 Guidance from the European Commission.

Keywords Communication, Deliverable, Dissemination, Publication, Reporting


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Table of Contents Document Information ............................................................................................................................ 3

Table of Contents .................................................................................................................................... 4

List of Figures and Tables ........................................................................................................................ 6

Abbreviations .......................................................................................................................................... 7

1 Introduction ...................................................................................................................................... 8

1.1 Precedence ................................................................................................................................. 8

2 The Project ........................................................................................................................................ 9

2.1 Project description ..................................................................................................................... 9

2.2 Project Work packages, Tasks and Timetable .......................................................................... 10

2.3 Project Organizational Structure .............................................................................................. 11

3 Communication ............................................................................................................................... 16

3.1 Project Steering Committee Meetings ..................................................................................... 16

3.2 Project Portal ........................................................................................................................... 17

3.3 Distribution List ........................................................................................................................ 17

3.4 Conflicts of Interest .................................................................................................................. 17

3.5 Emergency Procedure / Conflict Resolution ............................................................................ 17

4 Project Budget ................................................................................................................................ 18

5 Reporting ........................................................................................................................................ 19

5.1 Reporting periods ..................................................................................................................... 19

5.2 (Project Internal) Biannual Resource Report ........................................................................... 20

5.3 (For EC) Periodic Report ........................................................................................................... 22

5.4 Periodic Report -‐ Financial Reporting In Detail ........................................................................ 22

6 Deliverable Generation ................................................................................................................... 24

6.1 Purpose .................................................................................................................................... 24

6.2 Responsibilities and Components ............................................................................................ 24

6.3 Procedure and Timing .............................................................................................................. 24

6.4 Quality process ......................................................................................................................... 24

7 Payments ........................................................................................................................................ 26

8 Dissemination ................................................................................................................................. 28

8.1 Check of Publications ............................................................................................................... 28

8.2 Press Releases .......................................................................................................................... 29

8.3 Publications Acknowledgement ............................................................................................... 29

8.4 Dissemination Register ............................................................................................................ 29


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8.5 Project website and social media activity: ............................................................................... 30

9 IPR and Knowledge Management ................................................................................................... 31

9.1 IPR Register .............................................................................................................................. 31

9.2 Knowledge Protection and Exploitation ................................................................................... 31

10 Gender issues ................................................................................................................................ 32

11 Communication Details ................................................................................................................. 33

References ............................................................................................................................................. 35

Appendix 1: MAS2TERING months ......................................................................................................... 36

Appendix 2: Project Deliverables .......................................................................................................... 37

Appendix 3: Project Milestones ............................................................................................................ 42

Appendix 4: Quarterly report template ................................................................................................ 43

Appendix 5: Bi-‐annual management report .......................................................................................... 44

Appendix 6: Budget analysis .................................................................................................................. 47


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List of Figures and Tables

Figure 1: Typology of partners. ............................................................................................................... 9 Figure 2: MAS2TERING Work Package Breakdown. ............................................................................... 10 Figure 3: MAS2TERING Management Structure .................................................................................... 11

Table 1: List of Work packages (WP). .................................................................................................... 10 Table 2: Budget breakdown. ................................................................................................................. 18 Table 3: Reporting periods. ................................................................................................................... 19 Table 4: Tentative schedule of Project Reviews. ................................................................................... 20 Table 5: Reporting steps for a reporting period. Last period includes additional reporting ................. 21 Table 6: Repartition between partners of EC contribution. .................................................................. 26 Table 7: Repartition between partners of EC pre-‐financing. ................................................................. 27 Table 8: Contact details of each partner. .............................................................................................. 33


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Abbreviations CA Consortium Agreement

CFS Certificate on the financial statement

DoW Description of Work

EC European Commission

FP7 Seventh Framework Programme

GA Grant Agreement

ICT Information and Communication Technologies

M Month position in project lifecycle

PC Project Coordinator

PSC Project Steering Committee

PTC Project Technical Committee

TC Technical Coordinator

WP Work package

WPL Work Package Leader


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1 Introduction This handbook is written in the framework of WP8-Project Management (Task 8.2 “Project Quality Assurance”) of MAS2TERING project under Grant Agreement N° 619682. Its intention is to provide useful information to all partners about the procedures of the project, deliverables and milestones and about general issues of the 7th Framework Programme.

This document specifically covers the following areas:

- Administrative project management processes that ensure accurate financial reporting and justification of the work being carried out.

- General project management processes that ensure tight coordination of RTD (research, technology and development) activities resulting in high quality Deliverables.

- An internal communication strategy that ensures clear and effective communication between the Partners and that allows for the early escalation and the timely resolution of management and technical issues.

- External communication, dissemination and exploitation processes that ensure a unified presentation of the project to the public at large as well as protect the IPR of the Partners.

1.1 Precedence

The general principles for the project execution have been defined in the EC Grant Agreement (EC-GA), the Description of Work (DoW) and the Consortium Agreement (CA)1. The Project Handbook does not replace any of these established agreements, nor does it replace any of the EC guidelines for project implementation and documentation. Where there are any inconsistencies between these documents, the following order of precedence should be applied:

1. European Commission Grant Agreement (EC-GA) including Description of Work (DoW) also referred to as the Technical Annex or Annex II

2. Consortium Agreement (CA)1

3. Project Handbook (present document)

Any issues related to precedence will be resolved by the Project Steering Committee (PSC)2 as required. This body has the power to amend this handbook as it sees fit throughout the execution of the project.

1 Signed on the 12th of December 2015 2 See Section 2.3, Project Organizational Structure


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2 The Project

2.1 Project description

“Multi-Agent Systems and Secured coupling of Telecom and Energy gRIds for Next Generation smartgrid services” with the acronym “MAS2TERING” is a Collaborative project funded by the Seventh Framework Programme (SP1-Cooperation) of the European Union under the Grant Agreement Number 619682 and call identifier ICT-2013.6.1. The starting date of the project is the first of September 2014 and its duration is 3 years. The estimate eligible costs of the project are raised to 4,376,627€ whereas the requested contribution is expected to be 2,957,491€. The project consortium consists of nine partners:

1. Commissariat à l’Energie Atomique et aux Energies Alternatives (CEA), France, as the Coordinator

2. SMS Plc (SMS), UK

3. R2M Solution SRL (R2M), Italy

4. ENGIE (ENGIE), France

5. Cassidian Cybersecurity SAS (CCS), France

6. Telecom Italia S.p.A (TI), Italy

7. Cardiff University (CU), UK

8. Waterford Institute of Technology (TSSG), Ireland

9. Belgisch Laboratorium van de Elektriciteitsindustrie (LABORELEC), Belgium

The Consortium provides a balance of partners ranging from industrial stakeholders from the telecom and energy domain utilities to research and academic institutions as depicted in Figure 1:

Figure 1: Typology of partners.

43%

35%

11% 12%

Research Center

Industry

SME

Academia


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2.2 Project Work packages, Tasks and Timetable

The project will be implemented in the framework of 8 work packages. Start and end date of each work package, leader per work package and estimated person-months are all included in the table below:

Table 1: List of Work packages (WP).

Each work package is composed of tasks and each work package is closely connected to deliverables and milestones. Project Work packages and tasks are presented in Figure 2.

Figure 2: MAS2TERING Work Package Breakdown.


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Workpackages are:

WP1 - Services, business models & requirements definition

WP2 - Technical requirements, ICT platform architecture design, integration and delivery

WP3 - Multi-agent systems and optimization

WP4 - Design & development of cyber-security components for Smart Grids

WP5 - Design and Development of the MAS Components and Interfaces

WP6 - Use cases and validation

WP7 - Dissemination and exploitation

WP8 - Project Management

A table indicating the correspondence between project months and real time is presented in Appendix 1. A table of all deliverables can be found in Appendix 2 and a table of all milestones can be found in Appendix 3 of this project handbook.

2.3 Project Organizational Structure

The following Section summarizes the roles of the Partners and individual contributors in the project as well as the high level processes of project governance.

2.3.1 Overview

The following diagram represents the high level organization of the project:

Figure 3: MAS2TERING Management Structure


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2.3.2 Project Steering Committee (PSC)

The highest level of management in the project will be exercised by the Project Steering Committee (PSC), which will have overall responsibility for addressing the technical, financial, administrative and collaborative aspects of the project. The PSC will, in particular:

• Define the political and strategic orientation for conducting the project according to the terms of the contract;

• Monitor the progress of the project : review the technical progress and decide appropriate amendments to the work plan according to the recommendations of the Project Technical Committee, as well as review the consortium budget and financial allocation between partners according to the project progress; Decide upon the necessity to request contract modifications to the European Commission, and prepare requests for amendments;

• Assess the impact of any strategic changes to the contract suggested by the European Commission and respond accordingly;

• Decide upon the motivated exclusion of a partner, or the inclusion of a new partner

• Resolve any conflict, technical, managerial or financial that may appear amongst the project partners;

• Review the policy and strategy for dissemination and publicity of the project;

• Review the policy in terms of Intellectual Property Rights,knowledge foreground, knowledge generated during the project and sharing;

Oversee and review the Project Coordinator managementThe PSC will normally meet on a twice-a-year basis, and will be composed by key representatives of each partner of the Consortium, with the power of engaging the company in any decision. The PSC will make decisions by majority voting, with a casting vote by the Project Coordinator (PC) if required.

The PSC serves as an advisory and overall monitoring forum for MAS2TERING and holds a decision-making role when it would come to a disagreement in the PTC.

The members of the Project Steering Committee were defined in the Kick-off meeting:

CEA Mr Sylvain Robert SMS Mr Mario Sisini R2M Mr Thomas Messervey ENGIE Ms Maryse Anbar

CCS Ms Laura Rodriguez TI Mr Ivan Grimaldi CU Mr Monjur Mourshed TSSG Mr Hisain Elshaafi LABORELEC Mr Yann Pankow

2.3.3 Project Technical Committee

The Project Coordinator (PC) and the Work Package Leaders (WPLs) will form the Project Technical Committee (PTC), along with a Technical Coordinator (TC) aiming at providing all the necessary guidance towards scientific and technical orientations and development.

The technical coordination was undertaken by Ms. Maryse Anbar (GDF) during the first period and will be undertaken by Mr Olivier Ducarme (Laborelec) for second and third periods. The rationale for introducing an additional technical coordination layer is that the project involves three main strategic dimensions: ICT, energy, and business – each of which shall be equally represented at the coordination level.


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The Project Technical Committee (PTC) will decide on strategic technical and operational issues:

• Monitoring of the progress of the project, with regular technical meetings (physical meetings, videoconferences or conference calls);

• Identification of corrective actions when necessary and proposition to the Steering Committee of appropriate amendments to the work plan in order to meet the overall objectives;

• Support to the coordinator for the preparation of meetings, deliverables, and milestone reviews;

• Implementation of procedures and structures;

• Definition and (re-)allocation of activities;

• Definition of technical roadmaps with WP interactions;

• Management of technical conflicts between partners;

• Management of the impact of technical changes to the contract suggested by the European Commission;

• Preparation of the content and timing of press releases and joint publications by the consortium.

2.3.4 Project Coordinator (PC)

Project administration and management will be undertaken by the PC (Sylvain Robert, CEA) and will involve: • Obtaining audit certificates from the contractors, and financial security details when requested

and applicable; • Coordination of the overall contractual, financial and administrative aspects, including the

reporting of the project financial and budgetary status to the PSC and the European Commission; • Collection and submission of the cost statements for the project to the European Commission; • Coordinating communication between the project and the European Commission; • Organising meetings of the PSC as and when required; • Performing inter-work-package coordination by providing advice to the Work Package Leaders; • Organising and maintaining a central repository for deliverables, to store and organise

intermediate results and the final deliverables, and participating in deliverable reviews; • Organising project reviews by the EC and ensuring that corrective actions – if any – are

implemented; • Issuing progress reports as specified in WP8; • Monitoring the activities of the project; • Coordinating the overall operational activities of the project; and • Any other management activities.

The Project Coordinator can be assisted by a Deputy Coordinator and an Administrative & Financial Officer to:

• Review budget allocation;

• Manage deliverable, milestone and reporting planning;

• Review scientific and technical quality process;

• Support the preparation of project events;

• Anticipate the mid/long-term view of the project: technical milestones, ethics/sensitivity/security/other issues, risk analysis, impact, valorization.


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2.3.5 Work Package Leaders (WPLs)

Day-to-day decisions at the technical level will be made by the Work Package Leaders (WPLs), where needed after consultation of the PTC.

The responsibilities of the work-package leaders will include: • Organisation of the work-package activities; • Promotion of the consensus from WP members on the actual activities plan; • Coordination of, and contribution to, the reporting activities, by issuing a proposed Table of

Contents (TOC) to the WP members, highlighting the different responsibilities (consistent with the Description of Work) and by incorporating members’ suggestions as appropriate;

• Identification of possible critical or conflictual areas; and, • Contribution to the updating of the risk assessment table.

WPLs are the following: WP1: Mr Thomas Messervey (R2M)

WP2: Mr Ivan Grimaldi (TI)

WP3: Mr Monjur Mourshed (CU)

WP4: Ms Laura Rodriguez (CCS)

WP5: Mr Hisain Elshaafi (TSSG)

WP6: Mr Mario Sisini (SMS)

WP7: Ms Maryse Anbar (ENGIE)

WP8: Mr Sylvain Robert (CEA)

2.3.6 Dissemination & Exploitation Manager

The management structure also includes (Figure 3) a Dissemination & Exploitation Manager (Mr Thomas Messervey, R2M), who will monitor the activities lead in both WP1 and WP7 on business model definition and assessment and on project results wider dissemination, and report accordingly to the PTC. He will also be the main interface point between the Value-Driven Advisory Group and the PC.

2.3.7 Value-Driven Advisory Group

The Value-Driven Advisory Group is a compact group of experts from the energy domain, which will be formed at the very start of the project, and will support the MAS2TERING project in facilitating the participation of key organisations including utilities, DSOs, industrial partners (energy systems, monitoring HW devices, etc.), end users’ associations, public bodies and, more largely industry stakeholders (from the energy sector) to the workshops organized by MAS2TERING project.

Value-Driven Advisory Group is expected to give a business-focused feedback on the project achievements, and to influence accordingly the project exploitation and dissemination activities.

At present time (Month 17), the value-driven group includes 18 members from the energy & telecom fields (see table below), who have all confirmed their interest. The focus was specifically on the DSO, which feedback is critical to the project success. It is expected that the Value-Driven Advisory Group will be completed all along the project due to the organization of four strategically timed workshops.

Organisation type Organisation full name

Contact person Country Website


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Distribution system operator

A2A Cesare Ravetta IT http://www.a2a.eu


RESA Tecteo Group

Daniel De Jong BE http://www.tecteo.be/


SIBELGA Jean Perbal BE http://www.sibelga.be/


ORES scrl Houssard Benoît BE http://www.ores.net/


EANDIS Frederik Hindryckx

BE http://www.eandis.be

Industry (home and professional appliances)

Electrolux Edi Fabbro IT http://group.electrolux.com/en/topic/italy/


ENEL Luca Di Stefano IT [email protected]

Association (telecom)

Mobile Energy Association

Jason Simpson MO -

Industry (Infrastructures)

ALSTOM Grid

Said Kayal FR http://www.alstom.com/microsites/grid/

Industry (Renewables)

Luxol Guy Baret FR http://www.luxol.fr/

Industry (Renewables)

Gamma Energy

Gaetano Galipò IT en.gammaenergy.it

Association (Smart Grids)

Smart Grid Flanders

Pieter Vingerhoets

BE http://www.smartgridsflanders.be/

Distribution System Operator

Eandis Ruth Van Caenegem

BE http://www.eandis.be


EANDIS Kevin Daems BE http://www.eandis.be


SIBELGA François Chevalier

BE http://www.sibelga.be/en


SIBELGA Jan Capon BE http://www.sibelga.be/en

Utility Electrabel Bruno Georis BE https://www.electrabel.be/

Utility Energi Norge Ulf Møller NO http://www.energinorge.no/english/


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3 Communication

3.1 Project Steering Committee Meetings

The following section summarizes the rules and procedures for PSC Meetings. The full Operational Procedure for the PSC is described at length in the Consortium Agreement.

3.1.1 Purpose

The PSC Meetings serve as a forum for making decisions concerning the progress and outcome of the project. These meetings are often combined with a Technical Meeting in which additional individual contributors may be invited to participate (without having a vote).

3.1.2 General Rules

- Meeting Notice: The Coordinator must give notice 30 Calendar days prior to holding a Face-to-Face meeting or 7 Calendar days prior to holding a teleconference.

- Special Meetings: A special meeting may be called if at least half the members of the PSC request one.

- Agenda Notice: The Coordinator must send the agenda 7 Calendar days prior to a Face-to-Face meeting or 2 Working days prior to a teleconference.

- Agenda Contributions: Any Partner may submit agenda items up until 2 Working days prior to the meeting or on the day of meeting with unanimous approval of the PSC.

- Minutes: The Coordinator must make the Minutes available within 14 Calendar days of the meeting; Partners may comment on the Minutes up until 14 Calendar days after the Minutes have been made available. After this, the Minutes are considered accepted.

3.1.3 Voting

- Quorum: Two-thirds of the PSC members must be present to establish a Quorum.

- Voting Representative: Each Partner has one vote; the Partner’s voting representative is named in the CA.

- Proxy: Each Partner may appoint a substitute or a proxy to attend and vote at any meeting; however, this must be submitted in writing to the coordinator prior to the meeting.

- IPR-related Decisions: These decisions require 2/3 votes (Coordinator has a casting vote in case of tie vote).

- Defaulting Parties / Project Termination or Suspension: These decisions require unanimous vote.

3.1.4 Veto

- Right to Veto: A Partner has the right to veto, if it can show that its own work, time for performance, costs, liabilities, intellectual property rights or other legitimate interests would be severely affected by a specific decision.

- Veto Vote: The veto can be exercised during the meeting where the related decision point is addressed, or after the meeting, until the minutes of the meeting have been approved..


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3.2 Project Portal

A restricted user Private Project Portal has been implemented to facilitate the exchange of critical project documentation and news. The portal is available with username and password to all project participants at the following link: https://owncloud.mas2tering.tssg.org/owncloud/ . It is administered by partner TSSG; however, all Partners are provided with access to allow for ease of updating project progress and sharing documents.

The access login credentials have been distributed accordingly and remain at the helm of TSSG to be securely stored and distributed when applicable.

3.3 Distribution List

The following project Distribution List has been created by the coordinator in order to facilitate making requests to the Partner representatives.

[email protected]

An up-to-date version of this list can be made available on request by the coordinator.

3.4 Conflicts of Interest

The good will to avoid any conflict of interest and to act in good faith is essential for a project like MAS2TERING. When Partners identify conflicts of interest that cannot be resolved through bi-lateral communication, they should bring the issues to the attention of the Project Coordinator immediately. The PC working with the Technical Coordinator as necessary will in turn bring the issue to the PSC for discussion and a vote if required.

3.5 Emergency Procedure / Conflict Resolution

Any event that may jeopardize the overall completion date of the Project should be reported immediately to the PC. The PC working with the TC will endeavour to resolve the issue as soon as possible by calling an emergency PSC Meeting as required in order to determine the next steps.


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4 Project Budget The current approved budget of the consortium is presented in Table 2:

Table 2: Budget breakdown.

The presentation of each partner budget can be found in Appendix 6.

FINANCIAL GUIDELINES:

-Expenses and policy should conform to the “Guide to Financial Issues relating to FP7 Indirect Actions”3.

3 http://ec.europa.eu/research/participants/data/ref/fp7/89556/financial_guidelines_en.pdf ; Version 3/10/2014


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5 Reporting All templates related to reporting will be made available on the Project Portal (Reports and Reviews).

5.1 Reporting periods

The following procedure has been accepted for the smooth completion of the project:

-All partners are asked to send quarterly reports (Appendix 4), which focus on the specific problems encountered in the past quarter and foreseen for the next quarter. These reports are very short and aim at the constant recording of project “issues” in order to assure timely action on the problems. The reports are collected and aggregated, and stored by the coordinator. They can be made available to project partners on request.

- Bi-annual management reports (Appendix 5), more extensive than quarterly reports, will be collected by the Coordinator. A synthesis report will be created by the Coordinator and sent to the Project Officer. The structure of this report aims at helping partners and coordinator for writing the periodic reports. WP leaders will make a particular effort to present, as part of their report, the status of their work-package.

-Periodic reports must be submitted to EC within 60 days after the end of each reporting period. These reports will be prepared by the Project Coordinator with the income from partners at the following periods:

Table 3: Reporting periods.

Reporting period From month To month

1 1 12

2 13 24

3 25 36

This means that:

- The first periodic report should be submitted by 31/10/15 (period covered: 01/09/14 - 31/08/15);

- The second periodic report should be submitted by 31/10/16 (period covered 1/09/15 - 31/08/16);

- The third periodic report should be submitted by 31/10/17 (period covered: 01/09/16 - 31/08/17);

- The final report should be submitted by 31/10/17 (period covered: 01/09/14 - 31/08/17).

The periodic report will include • An overview, including a publishable summary, of the progress of work towards the objectives of

the project, including achievements and attainment of milestones and deliverables identified in the Description of Work;

• An explanation of the use of the resources • A Financial Statement (Form C) from each partner + summary financial report for all partners

together. Financial statements should be accompanied by certificates (Form D), when appropriate.

The final report will include, in complement to the third periodic report: • A final publishable summary report covering results, conclusions and socio-economic impact of

the project during the whole project duration; • A report covering the wider societal implications of the project, in the form of a questionnaire

(gender equality actions, ethical issues, etc.)


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The final report is complemented by the Plan for Use and Dissemination of Foreground (PUDF), delivered in the scope of WP7.

It is important to note that tentative dates for reviews (cf Table 4) have been included in the Description of Work; however, these dates are subject to change based on the flexibility and availability of the Project Officer and the selected reviewers.

Nevertheless, the project hopes to schedule the final review to take place prior to the end of the project to ensure that all associated costs may be charged to the project.

Table 4: Tentative schedule of Project Reviews.

5.2 (Project Internal) Biannual Resource Report

5.2.1 Purpose

The objective of the Biannual Resource Report is to ensure that project spending is in sync with technical project progress as well as to track both spending and technical progress to the plan of record as described in the Description of Work. Moreover, the Project Coordinator will utilize a compilation of these reports (whole or in part) as a basis for creating the Periodic Report at the end of the period. Note that the Biannual Resource Report is an Internal Project Document, meaning that it is not sent to the European Commission.

5.2.2 Responsibilities and Components

The PC is responsible for compiling the report based on the data provided by the Partners, and provides a template to all partners. The Partners provide the PC with the effort dedicated to each Work Package (in Person Months) and a summary of the non-human resource expenses incurred to date. Each Partner also provides a brief summary of the technical work completed to date for each Work Package (1-2 bullet points per WP) as well as a brief explanation for any spending deviations from the Description of Work. These reports should be clear, concise and as accurate as possible and should be based on each Partner Time-recording mechanism or Timesheets (see section to follow) since Timesheets are not collected by the Coordinator at any time during the project.

5.2.3 Procedure and Timing

The Partners provide their reports to the Project Coordinator by 15 calendar days after the end of the corresponding half-year. The Project Coordinator amalgamates the data and provides the complete Resource Report to the Project Steering Committee for review by 1 calendar month after the end of the corresponding half-year. The PC provides specific deadlines at the approach of half-year end.

5.2.4 Synthesis of Internal and EC reporting

The following table lists the reporting steps for a given year:


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Month Internal Project Reporting Steering Committee European Commission

M4 Quarterly internal report about project issues during quarter M1-M3


M7 Biannual management report for period M1-M6

Synthesis of biannual management report transmitted to PO

M7 Biannual resource report for period M1-M6

Validation of the biannual resource report for M1-M6



M13 Biannual management report for period M7-M12

Synthesis of biannual management report transmitted to PO

M13 Biannual resource report for period M7-M12

Validation of the biannual resource report for M7-M12

M12 to M14

Project review

M14

Periodic reporting for M1-M12

Table 5: Reporting steps for a reporting period. Last period includes additional reporting


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5.3 (For EC) Periodic Report

5.3.1 4.3.1 Purpose

Much like the Biannual Resource Report, the purpose of the Periodic or Annual Report is to ensure that project spending is in sync with technical project progress as well as to track both spending and technical progress to the plan of record as described in the Description of Work. However, this report is delivered to the European Commission as per the Grant Agreement (Annex 2, Section II.4).


The PC is responsible for compiling the Periodic or Annual Report based on the data provided by the Partners. However, see distribution of various responsibilities based on contents below.

This report consists of the following items, some of which will be explained in further detail in the sections to follow:

1) Project Activity Status Report including a publishable summary of the work completed to date – Compiled by the PC from the Work Package Leaders.

2) Partner Financial Statements (Form C) – Compiled by the PC; however, initially prepared from each Partner.

3) Explanation of the use of the resources from each Partner – Compiled by the PC; however, initially prepared by each Partner.

4) Any required Certificate on the Financial Statement or CFS (Audit Certificates).


The completion of reports is aligned with the 12-month reporting periods and the reports must be submitted electronically (Audit Certificates by paper) no later than 60 days after each period according to the Grant Agreement (Annex 2, Section II.4). By 1 September each year, the PC presents the Work Package Leaders and all remaining Partners with an ACTION PLAN for the completion of the required reports. However, as with Biannual Resource Reporting, Partners provide all requested information to the PC by 15 calendar days after the end of the corresponding period (year). The PC amalgamates the data and provides the complete Periodic Report to the PSC for review by 1 calendar month after the end of the corresponding period (year).

High Level Calendar (Dates are approximate)

- 01 Sept: ACTION PLAN for Periodic Reports sent to all Partners.

- 15 Sept: All Periodic Report requested information (including Form C and CFS) due to Coordinator

- 15 Oct: Periodic Report Draft sent to PSC for Review

- 30 Oct: Periodic Report Final sent to Project Officer

5.4 Periodic Report - Financial Reporting In Detail

5.4.1 Reporting Personnel Costs: Timesheets

Partners are responsible for recording working hours for their own accounting purposes. The Partner summarizes the recorded working hours attributed to Work Packages in Person Months and provides it to the PC via the Biannual Effort Reports and the Periodic Reports via the Reporting Template.


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However, Timesheets are not official deliverables and the Partner does not submit the Timesheets to the PC or the European Commission.

Partners may use Timesheets or any other reliable way of measuring of working time to record the working hours of their personnel. The full guidelines can be found in the “Guide to Financial Issues relating to FP7 Indirect Actions”4.

As the Partner does not need to submit the recorded working hours to the PC, nor does it need to submit them to the European Commission, there is no corresponding deadline. However, Partners must keep in mind that these recorded working hours are usually required to complete the audit process in order to receive the Certificate on the Financial Statement.

5.4.2 Reporting Non-Personnel Costs

Provided detailed guidelines concerning reporting, non-personnel costs (including travel and subsistence allowances and durable equipment purchases) as well as indirect costs are beyond the scope of this document. Partners should refer to the “Guide to Financial Issues relating to FP7 Indirect Actions” (Article II.15) for more information.

5.4.3 Explanation of the Use of Resources

In the Management Report, the Partners provide the PC with an explanation of any major costs incurred such as important equipment purchases, major travel costs, large consumable items, justifying their necessity for the project. This information will be collected via the Reporting Template on a yearly basis and the consolidated justification of major cost items is submitted to the EC.

Participants who have less than 15% total other direct costs (compared to total personnel costs) are requested to use the simplified rule. Only one global line with all Other Direct Costs ("travel, meetings and equipment, period x" for example) has to be filled (no details needed). However, the detailed data must be kept in the accountancy books in case of audit.

If the total other direct costs is above 15% of total personnel costs, then the details of the "exceeding part" (major costs items in general, like particular equipment) must be precised.

5.4.4 Certificate on the Financial Statement or Audit Certificates

Partners must submit a Certificate on the Financial Statement (CFS) or Audit Certificate with the Form C each time they justify a Community financial contribution of 375,000€ (more than or equal to) accumulated over one or several reporting periods.

Moreover, once a CFS is submitted, the threshold of 375,000€ applies again for subsequent EC contributions but the count starts from 0.

It is highly recommended that the Partners chose an adequate auditor that meets EC standards for auditing well before the end of the reporting period to ensure the auditor’s availability for on time CFS generation. Each Partner is responsible for obtaining the CFS in a timely manner. The Partner must send two original CFS to the PC by courier.

The Partner is responsible for all costs incurred as a result of the audit process; moreover, these costs should be charged to the project budget of each Partner subcontracted management expense with no indirect cost applied.

4 http://ec.europa.eu/research/participants/data/ref/fp7/89556/financial_guidelines_en.pdf


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6 Deliverable Generation

6.1 Purpose

Project Deliverables to the European Commission (with the exception of the Periodic or Final Reports) serve as the outcome of Work Package technical progress. They consist of a combination of documents such as written reports as well as non-document prototype software releases. The EC requires that all non-document Deliverables be documented appropriately as a written report. The intention of the Deliverable Review Process is to ensure that the document has been reviewed by a broad spectrum of individuals against a well-defined set of criteria:

- Readability & Clarity

- Thoroughness

- Relevance

6.2 Responsibilities and Components

The term Owner refers to a member of the MAS2TERING Project Team that is responsible for the completion of the deliverable. The term Reviewer refers to a member of the MAS2TERING Project Team that is responsible for the completion of the internal review of the deliverable (prior to sending it to the EC). The Reviewer may delegate the actual work to another member of his or her respective institution.

Moreover, the external Reviewer that is appointed by the EC for the periodic project reviews shall be referred to as the EC Reviewer.

6.3 Procedure and Timing

Where T is the contractual delivery date and the number represents calendar days:

T-30: Reviewer is mandated by Project Coordinator

T-20: Deliverable Owner sends Deliverable to Reviewer

T-10: Reviewer sends comments to Owner (Track Changed document)

T-03: Deliverable Owner sends revised Deliverable to Reviewer

T-00: Reviewer confirms Deliverable is accepted and sends to PC for upload to EC

6.4 Quality process

A formal quality control process has been developed to ensure that the quality of deliverables generated by the team meets the requirements of the European Commission and that any potential risks affecting the project are properly managed. The following quality aspects must be ensured:

− The contribution of the deliverable to the WP and the overall goals of MAS2TERING should be clearly stated.

− The objectives of the deliverable should be clearly expressed in the introduction to the document (and in the abstract / management summary). Specifically, the deliverable should feature a short introduction in 1-2 paragraphs that clearly states the role and duty of said document, in the scope of MAS2TERING.


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− The deliverable should be clearly related to previous and future deliverables in the WP and – if applicable – to deliverables from other WPs.

− The relation / additions / differences to previous deliverables in the same work package (i.e. in the case the deliverable is an improved version of a previous one) should be clearly stated.

− The deliverable should be a self-contained document, which can be understood without knowledge of the DoW (or previous deliverables).

− The deliverable contents should be consistent with its description in the DoW; if not, the deviation should be explained.

− The deliverable should be cohesive and concise (typically not more than 45-50 pages). − The deliverable should not contain any claims that are not proven or supported by references.


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7 Payments

Regarding payments, the following payments shall be made: 1. a prefinancing 2. two interim payments after approval of each reporting period 3. a final payment after approval of the final report.

The consortium agreed in the Kick-Off meeting to distribute EC Contribution on the basis of project share, as following:

Table 6: Repartition between partners of EC contribution.

Requested contribution Project Share CEA 589 696 19,9% SMS 275 660 9,3% R2M SOLUTION 316 200 10,7% ENGIE 265 618 9,0% CCS 292 184 9,9% TELECOM ITALIA 219 916 7,4% CARDIFF Univ 367 878 12,4% TSSG 341 400 11,5% LABORELEC 288 940 9,8% 2 957 491

Pre-financing: 30 days following the date of entry into force of the Grant Agreement, EC has paid to the coordinator (CEA) a pre-financing of 1,478,745€ corresponding to 50% of the total budget. Beneficiaries agreed in the GA that EC transfer in their name 5% of this amount to the Guarantee Fund (which will be distributed to all partners only at the end of the project). Once received the Pre-Financing, CEA had 45 days to distribute the funding to each beneficiary accordingly to the total budget (45%), as following5:

5 Note that an amendment was requested on November 28th, 2014 modifying the global budget repartition between partners after the pre-‐financing distribution. CEA, SMS and Cardiff Univ. were modified.


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Table 7: Repartition between partners of EC pre-financing.

EU contribution

Pre Financing to justify

Funding really distributed (Nov.2014)

CEA 635 953,00 317 976,50 286 179 SMS 246 420,00 123 210,00 110 889 R2M SOLUTION 316 200,00 158 100,00 142 290 ENGIE 265 618,00 132 809,00 119 528 CCS 292 184,00 146 092,00 131 483 TELECOM ITALIA 219 916,00 109 958,00 98 962 CARDIFF Univ 350 860,00 175 430,00 157 887 TSSG 341 400,00 170 700,00 153 630 LABORELEC 288 940,00 144 470,00 130 023

2 957 491,00 1 478 745,50 1 330 871


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8 Dissemination - The beneficiaries shall, throughout the duration of the project, take appropriate measures to engage with the public and the media about the project and to highlight the EC financial support.

- Any publicity, included at a conference or seminar or any type of information or promotional material must specify that the project has received EC research funding and must display the European emblem.

and the project Logo should also be used:

The FP7 Programme Logo has been discontinued and should no longer be included on any external communications

- Any publicity made by the beneficiaries in respect of the project 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.

- At latest 45 days prior notice of any dissemination activity shall be given to the other Partners concerned, including sufficient information concerning the planned dissemination activity and the data envisaged to be disseminated. Following notification, any of those Partners may object within 30 days of the notification.

8.1 Check of Publications

8.1.1 Purpose

The purpose of the Check of Publications is to guarantee the right of protection of knowledge for all Consortium Partners. Partners and the EC have the right to learn about any planned publications with 45 days prior notice allowing them to exercise their right of objection if they consider the publication to harm the protection of their knowledge.


The term “Publication” refers to any abstract, scientific paper, oral presentation, press release or similar document to disseminate to any individual or group outside of the Consortium. However, some additional guidelines for Press Releases are included in the later sections of this document.

The Author of the publication is responsible for initiating the Check of Publications procedure. The PC is responsible for monitoring the procedure and ensuring that the rules of the EC-GA and CA are followed in the event that a PSC Member justifies an objection to said publication.

✕


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1) The Author emails the PSC (with subject: MAS2TERING Publication) that includes foreseen title, list of contributing authors, destination (where to publish), an idea of the content (e.g. abstract) and the purpose of the publication (e.g. “publication of first results of XX’s doctoral thesis within the project”).

2) The PSC members individually identify if the intended publication presents a conflict of interests through use or publication of confidential information. Any Partner may object to the publication; however, they must justify their objection. Moreover, the Partner must object in writing to the Author (with the PC in copy) at which point the process set forth in the Consortium Agreement begins.

3) The Author informs the PC when the planned publication has been accepted for publishing (for monitoring purposes).

8.2 Press Releases

Press Releases must follow the same Check of Publications procedure; however, in order to coordinate a simultaneous release in multiple languages, Press Releases should be submitted to the PSC for review one week prior to release. More information about MAS2TERING Press Release strategy can be found in the Project Website Report (D7.3).

8.3 Publications Acknowledgement

All publications or any other dissemination relating to project must include the following statement:

“The research leading to these results has received funding from the European Union Seventh Framework Programme (FP7/ 2007-2013) under grant agreement N° 619682”

8.4 Dissemination Register

8.4.1 Purpose

The purpose of documenting project-related dissemination and exploitation-oriented dissemination actions is to track progress against the initial Dissemination Plan and to report dissemination progress to the European Commission.


The Dissemination & Exploitation Manager maintains a consolidated Dissemination Register (document) on an on-going basis and makes it available to the Partners via the Project Portal (WP7).


Throughout the duration of the project, the Partners report any project-related dissemination including web articles, presentations, interviews and the like to the Dissemination & Exploitation Manager according to the template available on the Project Portal (WP7) within 30 days of the achieved dissemination action. As much as possible, associated impact should be reported as well. Dissemination actions will be planned and tracked as part of WP7 activities and reported accordingly.


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Partners can also have their publications (upon agreement of the editor) uploaded to the Public Website by sending them to the Dissemination & Exploitation Manager.

8.5 Project website and social media activity:

The project website http://www.mas2tering.eu is already available and will be a source of information for partners and public as well. Apart from this website, an internal dissemination tracking database is already created. Partners should inform the Dissemination & Exploitation Manager of any project-related external communications incremental to the pre-planned dissemination activities as agreed on by the WP7 leadership and PSC. More information about the MAS2TERING website and online strategy can be found in the Project Website Report (D7.2).


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9 IPR and Knowledge Management

9.1 IPR Register

9.1.1 Purpose

The purpose of documenting project-generated methodologies and technology components derived from the MAS2TERING Project is to facilitate exploitation once the project has ended.


The PC maintains a consolidated IPR Register (document) on an on-going basis and makes it available to the Partners via the private Project website. The PC assists in clarification of IPR and licensing issues as required.


Throughout the duration of the project, the Partners report any project-generated methodologies and technology components to the PC. Partners should also report to the PC any Third Party components used by the MAS2TERING Project.

9.2 Knowledge Protection and Exploitation

In general, no approval is necessary for related actions as ownership is with individual partners or joint ownership of a group of partners who have agreed upon the conditions. It is important, however, that the Partners report their intentions of any such activity to the PC for project documentation and general coordination reasons. This includes sending a coarse description of an intended / actual patent application.


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10 Gender issues All partners are kindly asked to employ equal opportunities for both men and women in project activities (management, research). The consortium will ensure that gender issues, if arising will be properly and justly addressed and further ensure gender equality during the entire project lifecycle.

Regarding employment policies of the partners, all partners are committed to ensure equal employment rights for female and male applicants for their normal operation including the management and implementation of “MAS2TERING”. All advertisements for new research posts will specify our commitment to equal opportunities, with applications from women and men equally welcome, and selection based on merit and the potential of individuals. All partners are committed to ensuring that the staff, who are recruited and trained, are treated solely on the basis of their relevant merits and abilities. When we have the ability to choose between otherwise equally able candidates, we will consider gender balance in our selection criteria.

The partners in this project will: • encourage women to apply for research positions • ensure that equal opportunities will be promoted in recruitment at all levels • enable woman researchers to participate in all project activities • encourage women to participate in the management and scientific committees • ensure, as far as possible, that women will be equally represented on interview panels.

The attraction of female applicants will be ensured by extended dissemination of working positions to woman scientist forums and organisations. Special attention will be paid to working conditions (flexibility) to enable women to participate in research.

The following diagram figures the percentage of female researchers participating at the kick-off project and involved in the project:

Our intention is to promote female participation in the project and raise their proportion.

67%

33%

Male

Female


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11 Communication Details The communication details of each partner representative are included in the table below. Each partner should include the authors of this handbook in case there is a change on the contact details.

Table 8: Contact details of each partner.

Partner Organisation Address Contact Point details

CEA Institut CEA LIST Département Métrologie, Instrumentation et Information (DM2I) CEA DIGITEO Saclay – Bât 565, Point courrier 192 91191 Gif-sur-Yvette CEDEX – FRANCE

Sylvain Robert

Tel: +33-169089057

[email protected]

SMS SMS Plc

Prennau House, Copse Walk

Cardiff Gate Business Park

Cardiff CF23 8XH – United Kingdom

+44 (0)29 2073 9500

Helen Threlfall

Tel: +44 (0)29 2073 9577 | /+44 (0)29 2073 9501

[email protected]

R2M R2M Solution

Piazza della Vittoria, 2

27100 Pavia

Italy

Thomas Messervey

Tel: +39 0382 1726596 / +39 333 1740830

[email protected]

ENGIE ENGIE – Crigen

361 Avenue du Président Wilson

93210 Saint-Denis - France

Maryse Anbar

Tel: +33 1 49 22 59 85

[email protected]

CCS Cassidian Cybersecurity

Airbus Defence & Space

CYBERSECURITY

1 Bd. Jean Moulin

78990 Elancourt France

Laura Rodriguez

Tel: + 33 (0)1 61 38 53 76/ +33 (0)7 76 78 51 66

[email protected]

TI Open Innovation Research – Future Internet Trial (SI.OIR.FIT)

Via di val cannuta, 182 00166 Roma

Italy

Ivan Grimaldi

Tel: +39 011 228 63 53 / +39 331 601 10 71

[email protected]

CU School of Engineering, Cardiff University

Queen's Buildings, The Parade

CARDIFF CF24 3AA, Wales, UK

Monjur Mourshed

Tel: +44 (0)29 2087 4847

[email protected]

TSSG ArcLabs Research & Innovation Building,

WIT, West Campus,

Carriganore, Co. Waterford, Ireland.

Hisain Elshaafi

Tel: +353 - 51 30 6264 / +353 - 85 1633369

[email protected]


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LABORELEC Rodestraat 125

1630 Linkebeek

Belgium

Yann Pankow

Tel: +32 475 36 01 93 / +32 475 36 01 93

[email protected]


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References 1. http://www.mas2tering.eu

2. http://cordis.europa.eu

3. http://ec.europa.eu/research/participants/data/ref/fp7/89556/financial_guidelines_en.pdf

4. the project internal website


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Appendix 1: MAS2TERING months M1 September 2014

M2 October 2014

M3 November 2014

M4 December 2014

M5 January 2015

M6 February 2015

M7 March 2015

M8 April 2015

M9 May 2015

M10 June 2015

M11 July 2015

M12 August 2015

M13 September 2015

M14 October 2015

M15 November 2015

M16 December 2015

M17 January 2016

M18 February 2016

M19 March 2016

M20 April 2016

M21 May 2016

M22 June 2016

M23 July 2016

M24 August 2016

M25 September 2016

M26 October 2016

M27 November 2016

M28 December 2016

M29 January 2017

M30 February 2017

M31 March 2017

M32 April 2017

M33 May 2017

M34 June 2017

M35 July 2017

M36 August 2017


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Appendix 2: Project Deliverables

Deliverables listed by work packages


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39


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Deliverables listed by Due Delivery Dates

MONTH DELIVERABLE STATUS PARTNER IN CHARGE

M2 D7.2: Project Website Delivered R2M D7.3: Press release Delivered R2M

M3 D8.1: Project Handbook Delivered CEA D7.1: Dissemination plan Delivered R2M

M5 D1.1: Workshop 1 Delivered R2M M9 D2.1: MAS2TERING platform technical

requirements Delivered TI

D5.2: Standards assessment, strategy for power and IT combination standards Delivered TSSG

M12 D8.2: Periodic report #1 Delivered CEA D1.6: Use cases and business models vision I Delivered R2M D5.1: Individual agent communication interface design Delivered TSSG

M14 D1.2: Workshop 2 Delivered R2M M18 D2.2: MAS2TERING platform design

document SMS

D3.1: Multi-agent systems holonic platform generic components CEA

D5.3: Global MAS communication design CEA M21 D4.2: Privacy protection and anonymization

components CU

D6.1: Detailed use cases scenarios ENGIE M24 D8.3: Periodic report #2 CEA

D1.5: Business strategies and collaboration opportunities TSSG

D2.3: MAS2TERING integrated platform I CEA D3.2: Situation assessment and prediction ICT components CU

D4.1: State of the art standards and technologies for cyber-security of smart grids TSSG

D4.3: Cyber risk assessment and early warning components CCS

D5.4: MAS communication components CEA M26 D1.3: Workshop 3 R2M M27 D3.3: MAS-based grid optimization and self-

healing components CEA

D5.5:HAN interoperability software components TI

M30 D2.4: MAS2TERING integrated platform II CEA M33 D6.2: Validation report ENGIE

D6.3: Use cases assessment and wider uptake SMS M36 D8.4: Periodic report #3 CEA

D8.5: Final report CEA D1.4: Workshop 4 R2M D1.7: Use cases and business models vision II R2M


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D7.4: Watch activities and standardization-focused dissemination activities report TI

D7.5: Project exploitation status report ENGIE D7.6: Contributions to event and journals


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Appendix 3: Project Milestones


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Appendix 4: Quarterly report template

Quarterly internal report Grant agreement number: 619682

Project acronym: MAS2TERING

Period covered: MX– MY

Partner: …

Author: …

Please report in the space below the key achievements of the period considered, per work-package and task.

Please report any issue that would need to be highlighted. In particular, make sure that any new risk identified during the period is reported.

Please describe below the expenses occurred during the considered period


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Appendix 5: Bi-annual management report

Bi-annual management report

Grant agreement number: 619682

Project acronym: MAS2TERING

Period covered: MX– MY

Partner: …

Author: …

If applicable, please report in the space below any administrative change regarding your company (project contacts, company status…).

If applicable, please report in the space below any issues related to the application of the project consortium agreement in the considered period

Please report in the space below the key achievements of the partner in the considered period, by work-package / task.

If applicable, please report in the space below problems encountered in the considered period, and solutions applied.

Please report below all communication / dissemination actions performed in the considered period.


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If you are leading tasks in the project, please report below the status of all deliverables related to these tasks:

Deliverable no.

Deliverable name

WP / Task Responsible Delivery date as planned

Status (ongoing, submitted,..)

Comments

Explanation of the use of resources

Please provide an explanation of personnel costs, subcontracting and any costs incurred, such as travels, consumables. Please highlight the relationships of the incurred costs to the project’s work-packages.

You may use the following tables to write this cost statement:

Personnel, subcontracting and other major costs of partner XXX for the considered period.

Work-package Item description Amount (€) Justification

TOTAL

Declaration of eligible costs (MX-MY period):

Type of activity Costs

RTD MANAGEMENT OTHER TOTAL

Personnel costs

Subcontracting

Other direct costs

Indirect costs

Total

Maximum EU contribution


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Requested EU contribution


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Appendix 6: Budget analysis

CEA

SMS

R2M

ENGIE


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CCS

TI

CU

TSSG

LABORELEC

Documents

D8.1 Project Handbook & Quality Assurance Plan (QAP)€¦ · Project Handbook 12 Jan 2016 12! 2.3.2 Project Steering Committee (PSC) The highest level of management in the project