Kickoff-Meeting Vienna, January 11, 2008

1. Kickoff-MeetingVienna, January 11, 2008 Manfred Gruber, Wolfgang Herzner Smart Systems Division

2. Agenda – Goal of the Meeting

3. Status Contracts • EC Contract • Grant Agreement signed by EC and ARC (12 December 2007) • Formal start of the project 1 January 2008, duration 36 months • Form A Accession of Beneficiaries to the Grant Agreement, signed Form A received from most of the partners (3 missing) • Annexes: • Annex I – Description of Work • Annex II – General Conditions • Annex III – non applicable • Annex IV – Form A • Annex V – Form B – Request for accession of a new beneficiary • Annex VI – Form C – Financial Statement • Annex VII – Form D – Terms of reference for the certificate on the financial statements • Consortium Agreement • Content agreed • document will be distributed for signature within the next few days

4. Funding • Total Funding: 3,099.991 € • Total Budget: 4,436.511 € • Coordinator receives the Community financial contribution and distributes it to the Contractors • Commission provides pre-financing to the Coordinator within 45 days following the date of entry into force of the contract – 1,495.001 € (160% of average funding per year) • 154.999 € transferred to the Guarantee Fund by the EC (5% of maximum funding) • Interim Payments after year 1 and 2 (reporting periods), limited to 90% of maximum funding • Detailed Information: Guide to Financial Issues relating to FP7 Indirect Actions

5. General Procedures – Project Handbook • Organisation • Communication • Configuration Management / Document Management • Quality Management • Planning and Tracking • Reporting • Issue and Risk Management • First draft is available and will be distributed for review to all partners

6. Steering Committee European Commission Project Officer Project Coordinator Project Office Workpackage Leaders Organisation

7. Authorities • Steering Committee • All contractors • Budget allocation, contract amendments, implementation plan, defaulting parties • Coordinator • Single point of contact between the Consortium and the Commission • Overall Management supported by the Workpackage Leaders and the Project Office • Workpackage Leaders • Detailed planning and tracking • Coordination of activities within a workpackage

8. Communication

9. Document / Data Repository • Project Repository for all kinds of data files (documents, source code, etc) • Server at ARC premises in DMZ • Client access via LAN and Internet (standard Web browser, at least Internet Explorer and Mozilla Firefox) • Restricted access, different user groups • No version management • Tool candidates: ??? • MOGENTES Home Page: www.mogentes.eu

10. Quality Management • Basic Principles • Each partner implements Quality Assurance measures • Review of results before transmitting them to another partner and to the European Commission • Activities are monitored. Deviations from the plan will be tracked and impact on future activities and deliverables will be analysed • Identified problems with hazardous impact will be tracked with the help of general action items

11. Quality Management • Quality Management Activities • Trace the status of deliverables • Review deliverables • Review baselines and check milestones • Perform corrective and preventive actions • Report and trace risks and problems • Apply quality metrics

12. Review Process of Deliverables WORKING DRAFT creation/update internal review and update ready for NO distribution YES distribution to partners review (MOGENTES Team) update / new version DRAFT ready for NO release YES release by IP Coordinator RELEASED NO approval YES Commission approval APPROVED

13. Planning • Master Schedule • Prepared and maintained by the Coordinator • Includes: • Workpackages (schedule, effort, resources) • Deliverables • Milestones • Detailed Workpackage Plans • Prepared and maintained by the Workpackage Leaders • Tasks and Subtasks • All development phases including review and testing of deliverables • Linked to the master schedule via milestones (WP schedule, deliverable dates)

14. Annex I + updates after each reporting period for the next 18 months (delivered to the Commission) Planning and Progress Tracking • Progress Tracking • Earned Value Analysis • Compares the planned amount of work with what has actually been completed, to determine if cost, schedule, and work accomplished are progressing as planned.

15. Reporting • Internal Reporting • Reporting of Partners to the Coordinator • External Reporting • Coordinator to the Commission at the end of each reporting period (12 months) • Periodic Reports (after each reporting period) • Publishable summary, progress towards objectives, achievements, milestones and deliverables, dissemination • Identification of problems and corrective actions • Justification of resources, summary financial report • Updated implementation and financial plan for the next 18 months • Distribution of the Community financial contribution between partners • Financial Statements (Form C, Audit Certificate (funding > 375k€) • Quarterly Status Reports

16. Risk Management • Risks will be identified and reported by all MOGENTES Team members • Description • Probabiliy of materialising to problem • Possible impact • Strategy to eliminate or mitigate the risk • A list of risks will be prepared and maintained by the Coordinator • Risk assessment report • Updated including a reclassification every 3 months • Included in Quarterly Status Reports

17. Issue Management • Issue Database • Basic functions: • Definition of Issue (technical, scientific, financial, etc.), link to documents, source code, etc. • Assignment to organisation and person including the specification of due dates • Info via email to affected parties • Status, history • Client access via LAN and Internet (standard Web browser, at least Internet Explorer and Mozilla Firefox) • Tool candidates:???