GridCoord IST-2003-511618

1
GridCoordIST-2003-511618

• Kick-off MeetingPisa, 19-20 July 2004

2
Introduction and Welcome

• Welcome
• Objectives of the meeting
• Structure of the meeting
• Missing items
• Agenda Management / Changes
• Logistics
• Presentation of participants
• Round table

3
Objectives

• Review / refine DoW
• Detailed Resource / budget allocation
• Task / activity assignements
• Meeting / Workshop calendar
• Baseline plan (D.2.0 - M3)
• Needed
• Engaged commitment from all partners

4
Logistics

• Lunch, 19 July Department, Sala Riunioni Est
• Dinner, 19 July
• Antica Trattoria Il Campano
• Old market area
• Meet at 2000, Hotel Verdi
• Lunch, 20 July
• End at 1400?
• Coffee Break lunch
• For any need, please contact me, Marco Danelutto,
  Massimo Coppola, Marco Aldinucci

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Introduction to Kickoff Meeting

• Formal situation of GridCoord EU Commission
• Negotiation official communication
• Contacts
• Consortium Agreement
• Main Objectives of the Meeting
• Baseline Plan Deliverable D2.0
• Clear commitment for every partner
• Clarify / rationalize objectives and actions of
  WPs and Tasks, if/where needed

6
On the work to be done

• Peculiar nature of GridCoord project
• Create the conditions for an advancement and
  future developments of Grid Technology and
  Applications in Europe
• Improved coordination at the scientific,
  technological and political level
• Impacts on industry, users, standization
• RD view and road map for Europe
• History of the project preparation and proposal
• From the F2 Meeting (Brussels, one year ago) to
  the first draft, from the draft proposals to the
  negotiations
• New partners

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On the work to be done

• Till now, we have spent a lot of time on formal
  aspects and bureaucracy
• Its now time to think about the real work to do
• Grid Coord requires a very exacting work,
  independently of the budget (the maximum for an
  SSA, on the other hand)
• Is every partner convinced?
• Concrete results are needed
• Effectiveness / pervasiveness of our action is
  mandatory
• Guaranteeing the engaged commitment of every
  partner is a necessary condition
• In the common interest
• we are all in the same boat
• KO meeting / Consortium Agreement / Contacts
  ultimate opportunity to confirm the engaged
  commitment

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On the work to be done

• Effectiveness of our action
• Involvement of all the most significant actors in
  Grid Computing
• Are the majority of them really interested to
  collaborate?
• Are there resistances or impediments?
• Are we really convinced of the opportunity to
  collaborate, overcoming our individual research
  interests?
• Involvement of funding bodies in every country
• Coordination among funding bodies
• In conclusion, a strong commitment is required to
  every partner

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Clarify Objects of WPs and Tasks

• DoW very detailed, structure influenced by the
  peculiar history and negotiation events
• Repetitions / overlapping between WPs
• eliminated/corrected in part
• Redundancy in the list of actions for Tasks
• Principle
• clarify / rationalize the CURRENT Dow,
• without introducing new problems, issues,
  approaches,

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Engaged Commitment

• Every partner must indicate exactly the engaged
  commitment
• Actions
• MMs
• Persons
• Expences (travels, equipment, )
• Table of Commitments and Costs to be completed
  during the Meeting
• (not merely a bureaucratic matter)

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WP3 - T3.3 Resource allocation
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Baseline Plan

• Table of Commitments and Costs
• Synthesis / clean-up of WPs and Tasks
• Schedule and dates of meetings
• Risks Analyis and success factor
• Deliverable D2.0 M3

13
GridCoord - WP1

• Review/explanation of the Commission
  requirements
• Model contract / Accession (Form A)
• Project administrative procedures
• Advance payments
• Cost statements (Form C of model contract)
• Controls and Audit certificates
• Labour categories, assumptions
• Each Partner to nominate contact person
• Project Support (clerical)
• Meetings
• Discussion, QA
• List of Actions

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GridCoord - WP2 (1)

• Review the management structure and decision
  making mechanisms
• Nomination of PMC members and their
  representatives roles and responsibilities.
• PMC operation mode, see DoW 6.1.2
• Role of Project Manager
• Review finance, manpower situation and cost
  estimates
• Resources (persons, travel, equipment, software)
  Each Partner to nominate contact person

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WP2 -Resource allocation
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GridCoord - WP2 (2)

• Project Risk Assessment
• Integral part of baseline plan
• To be done for every technical WP
• Co-operation/Liaison with other Grid Projects
• Dissemination
• Project logo
• Web page (public and for members)
• Consortium Agreement (mandatory)
• Discussion, QA
• List of Actions

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PMC (1)

• General Functions
• Prioritise needs include in baseline plan
• Ensure that sufficient resources are available to
  conduct project
• Review/approve commitments
• Ensure that staff is properly trained
• Planning
• Review/approve baseline plan including risk
  analysis
• Ensure that risks are properly identified and
  tracked

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PMC (2)

• Project Start-up
• Ensure project staff availability
• Project Execution
• Regularly participate in PMC Meetings (every 3
  months)
• Approve changes to the project plan
• Review risk mitigation plans and act on Project
  Manager recommendations
• Review/approve changes in contract commitments
• Review/approve project deliverables

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Project Manager (1)

• Role
• Develop detailed project plan ensure that
  management, users, and partners commit to project
• Monitor Project Budget
• Provide periodic status reports
• Monitor delivery of deliverables
• Obtain approval of deliverables
• Prepare and run Project Kick-off Meeting
• Identify technical tools needed for the project

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Project Manager (2)

• Project Start-up
• Finalize project baseline plan
• Assign resources to project and assign work
  packages
• Project Execution
• Regularly review project status, comparing
  budgeted to actual values and present to PMC
• Ensure that project plan is updated and approved
  as needed
• Update project risks and establish prevention and
  mitigation procedures, as and if required

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Consortium Agreement (1)

• A consortium agreement may include
• The internal organisation of the consortium, its
  governance structure, decision-making processes
  and management arrangements
• Arrangements for the distribution of the
  Community contribution among participants and
  among activities
• Provisions for the settlement of disputes within
  the partnership
• Specific arrangements concerning intellectual
  property rights to be applied among the
  participants and their affiliates, in compliance
  with the general arrangements stipulated in the
  contract
• any other provision necessary to ensure a sound
  management of the project.

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Consortium Agreement (2)

• Template Contents
• General Information
• Preamble
• Subject Of The Agreement
• Technical Provisions
• Rules For Dissemination And Use
• Organisational Provisions
• Financial Provisions
• Legal Provisions

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GridCoord - WP5 (1)

• Clarify project objectives and procedures
• Reinforce/refine information presented in the DoW
  
• Identify weaknesses SWOT analysis
• Planning the work of the next 6 months. Task list
  adaptation..
• Task 5.1 (links with T.3.1)
• Task 5.2
• Liaison/co-operation with other Grid projects
• List the persons to be involved and their
  specific tasks and available resources

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WP5 - T5.1 Resource allocation
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WP5 - T5.2 Resource allocation
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GridCoord - WP5 (2)

• Organisation of Workpackage meetings (when,
  where, and procedure)
• Agreement on project calendar and meeting scheme
• Validate task responsibilities and timeframes for
  reasonability, completeness and accuracy
• Identify potential bottlenecks, impact issues,
  risk areas
• Key success factors
• Define in specific terms each item that will be
  required for success. Validate the list with the
  WP leaders
• Discussion, QA
• List of Actions

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GridCoord - WP4 (1)

• Clarify project objectives and procedures
• Refine/reinforce information presented in the DoW
• Identify weaknesses SWOT analysis
• Task list adaptation
• Task 4.1
• Task 4.2
• Task 4.3
• Task 4.4
• List the persons to be involved and their
  specific tasks and available resource

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WP4 - T4.1 Resource allocation
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WP4 - T4.2 Resource allocation
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WP4 - T4.3 Resource allocation
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WP4 - T4.4 Resource allocation
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GridCoord - WP4 (2)

• Planning the work of the next 6 months.
• Organisation of meetings (when, where, and
  procedure) Agreement on project calendar and
  meeting scheme
• Validate task responsibilities and timeframes for
  reasonability, completeness and accuracy
• Identify potential bottlenecks, impact issues,
  risk areas. Liaison with other Grid projects
• Key success factors
• Define in specific terms each item that will be
  required for success. Validate the list with the
  WP leaders.
• Discussion, QA
• List of Actions

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GridCoord - WP3 (1)

• Clarify project objectives and procedures
  reinforce information presented in the DoW.
  Identify weaknesses. SWOT analysis. Planning the
  work of the next 6 months
• Task list adaptation
• Task 3.1 Elaborate Compendium outline (D.3.1.1)
• Task 3.2
• Task 3.3
• List the persons to be involved and their
  specific tasks and available resources. Validate
  task responsibilities and timeframes for
  reasonability, completeness and accuracy.
  Identify potential bottlenecks, impact issues,
  risk areas. Liaison /relationship with other Grid
  projects

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WP3 - T3.1 Resource allocation
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WP3 - T3.2 Resource allocation
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WP3 - T3.3 Resource allocation
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GridCoord - WP3 (2)

• Key success factors
• Define in specific terms each item that will be
  required for success. Validate the list with the
  WP leaders.
• Organisation of Workpackage meetings (when where,
  and procedure) Agreement on project calendar and
  meeting scheme
• Discussion, QA
• List of Actions

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GridCoord - WP3

• Improved Co-ordination amongst funding bodies,
  policy makers and leaders of Grid Initiatives

        Task 3.1 Develop a compendium and
analysis of national Grid RD initiatives       
  Task 3.2 Analysis to individuate common
interests and synergies         Task
3.3 Provide a regular forum.

• Collaboration with IST-related projects
• CoreGrid
• NextGrid
• Akogrimo
• Simdat

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Task 3.1Develop a compendium and analysis of
national Grid RD initiatives

• Every GridCoord partner surveys for the
  respective country October 2004
• National Grid RD on-going activities, funding
  agencies and activities
• Already planned / future activities
• Participation in EU Grid activites and projects
• Switzerland and Austria ZIB, USTUTT
• Central Euroean Region MTA

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Task 3.1

• Classification and status of activities January
  2005 (draft December 2004)
• Research in Technologies
• Software development tools (UP MarcoD)
• Middleware (INRIA, UNSA Isabel, Denis)
• Deployment of Large Instruments for Grid research
  (INRIA, UNSA Luc) from T 3.2
• Exploitation of Grid technologies in Applications
  (DIST - Beltrame, Uva - Bob, PSNC - Jarek)
• Infrastructures (ZIB Alexander, UP - Mimmo)
• Relationship with research activities
• Industries
• Industrial involvement (QUB, EPSRC - Ron, UvA
  Bob)
• Government / PA applications (UP-MarcoV, if
  information are available)
• Conclusion and recommendations

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Task 3.2, 3.3

• Task 3.2 Analysis to individuate common interest
  and synergies
• Task 3.3 Provide a regular forum
• Proposal merging 3.2 and 3.3
• Task 3.2(new) common interest and synergies
• including some activities of Task 3.2(old)
• other activities of Task 3.2(old) are merged into
  Task 3.1

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Task 3.2 (new)

• From Task 3.2 Member State Grid activities
  according to specific interests, strenghts and
  weaknesses
• All PMC
• Gap analysis to identify areas which need funding
  (ZIB, USTUTT coordinator, PMC)
• Coordination with WP5, no replication
• More political imprint

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Task 3.2(new)

• Identify the status of Grid national initiatives,
  differences, significant players, coordination
  strategies
• Promote sinergies and co-operation across Member
  States, Associated States and regions
• All partners represented in WP3
• Deliverables produced by PMC / coordinator
  according to the material supplied by partners
  and/or according to the outcome of the Meetings
• Meetings ? every 6 months

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Task 3.2(new)

• Involvement of funding authorities
• Status of partners
• Verification during the Meeting round table
• Detailed information end of September, for
  Baseline Plan

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Interdependencies among WPs

• Problem Definition
• Restricted to technical workpackages
• WP3, WP4 and WP5

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Baseline Plan

• Problem Definition
• The original Plan (for a project, a work package,
  or an activity), plus or minus approved changes.
  Usually used with cost baseline, schedule
  baseline, milestones
• Restricted to technical workpackages
• WP3, WP4 and WP5
• Outline and Content
• Follows DoW
• Risk assessment
• Timing (M3)
• Baseline Approval Process
• List of Actions

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Definition

• The original plan - DoW
• Plus or minus approved changes. Usually used with
  a modifier, e.g., cost baseline, schedule
  baseline, performance measurement baseline
• This includes the detailed plans needed to ensure
  that the project deliverables can be achieved,
  that issues are identified and resolved, and
  techniques are available to measure the
  effectiveness of the Project results.
• To create the project baseline, the overall
  project is explicitly defined into its
  contributing components, into lower and lower
  levels, until each component can be specified,
  priced and scheduled. The components are then
  summarized and re-integrated into a baseline plan
  that represents the overall standard against
  which you as the WP leader will yourself track
  your teams progress.

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Practice

• The baseline plan is a description of the project
  components (a Work Breakdown Structure is a
  standard method), accompanied by a time phased
  spending plan and schedule with discrete
  milestones representing substantive work.
• Make a cost estimate for each activity and task
• Calculate a project schedule and budget compare
  to DoW
• Identify the most critical capabilities requiring
  managerial attention.
• Identify which capabilities will have the most
  impact and which will be the easiest to improve.
• Put together an action plan with clear steps to
  take and measures to monitor, and assign a team
  to the job of delivering on the critical
  capabilities.

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Outline

• Abstract
• Executive Summary
• WP3
• WP4
• WP5
• Interdependencies
• Conclusion

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Where do we go from here?
Alice said Would you tell me, please, which
way I ought to go from here? That depends a
good deal on where you want to get to, said
the Cat. I dont know where. . . said Alice.
Then it doesnt matter which way you go, said
the Cat. Alice in Wonderland by Lewis Carroll
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Other issues

• Next steps
• IST 2004
• F2 September event

The best way to be boring is to leave nothing out
(Voltaire)
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Conclusion

• We have made significant progresses
• With respect to negotiation meetings
• However, there are still several serious problems
• See the analysis in WP4 slides

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SWOT Analysis
Conclusion
Strengths
Weaknesses
too many actions going on too many busy
actors how to work together low (national) budgets
coordination/synergy awareness critical mass
Internals
Opportunities
Threats
no competitor vs USA/Asia links with W3C
ETSI build a european force strong support from EC
control from USA/Asia made in America
syndrom weakness of european industry
Externals
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Conclusion

• We have made significant progresses
• With respect to negotiation meetings
• However, there are still several serious problems
• See the analysis in WP4 slides
• Hopes and doubts
• WPs
• partners participations
• Success of this projects yes or not

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Conclusion
Degree of success
Minimal acceptance degree
Baseline Plan
Compendium D.3.1.1 2nd PCMM
negotiation
kickoff
time