aviation grants gsa/eex.0030/2015 - project management training
TRANSCRIPT
KICK OFF MEETING INTROAVIATION GRANTS 2.CALL
Katerina StrelcovaAviation Market Development
How to interact
• Participants’ microphones are muted during the presentation and enabled once the presentation is finished
• Make sure your speakers, headphones, microphones are switched on and turn up the volume
• To interact you can use the chat
Way of working
• Questions are collected and addressed at the end of the presentations
• Questions might be asked through Questions section.
• Presentation will be sent to you by mid next week the latest
Agenda
• Organization and role distribution• Deliverables and project follow up• Finance and Administration
Roles
Project Coordinator
Partner Partner Partner Partner
GSA Project Officer
GSA Contracts officer
GSACall coordinator
Technical reviewer
European Commission
Mono/multi beneficiary
projects
Project coordinator
– Main PoC for GSA
– Interface between GSA and the other members of the Consortium.
– Organises review meetings and conference calls, attends to all meetings
– Ensures that all beneficiaries accede to the Grant Agreement.
– Provides all information and submits all documents to GSA (finances, deliverables,
tasks’ progress…),
– Monitors progress of all partners - ensuring deliverables and milestones are met by
partners and takes necessary action if not.
Partner role
• Each beneficiary has consortium and individual responsibilities.
• Must be seen to be working together.
• Responsible for managing own performance and finances - including declaring receipts.
• Responsible for the performance of any subcontractors attached to them.
• Inform coordinator as progress has been made.
• Attends regular project meetings and reviews.
Technical reviewer’s role
Projects are monitored to assess the work carried out over a given period and make recommendations to the GSA.
Monitoring covers technical, operational and other aspects of the implementation of the project and grant agreement.
The technical reviewer's task is to advise the GSA on how the project has progressed with regards to:
• the initial work plan• deliverables• planned and used resources• relevance of the objectives• technical quality• management procedures and methods• beneficiaries' contributions, and• impact in terms of operational benefits, triggering further implementation, contribution to
regulation.
NDA/confidentiality
agreement is signed
Projects’ reporting/meetings
1. Projects kick off– Combine projects with synergies in implementation– Attended by GSA and external reviewer
2. Quarterly status report– Completion of template (every quarter including middle and end) by Project coordinator– Validation by reviewer and PO– Conference call if requested by PO
3. Mid-term review (in accordance with Grant Agreement, usually projects longer than 12 months)– Physical/videoconference meeting – Cost statements to be provided for interim payment
4. Final review– Close to project end date– Physical meeting/videoconference meeting involving reviewer and PO– Final report – Cost statements to be provided for final payment
Kick – off of the projects
Management and financial training (webinar) 1.7.2016 at 11am 18.7.2016 at 3pm (for those who are not available on July 1)
Technical Kick – off meeting Coordinator to organize a technical meeting Information on external reviewer – to be approved
Deliverables monitoring• Fill in xls table with deliverables, estimated date of submission and WP from the proposal• Update every 3 months• Quarterly Progress Report template:
Project coordinator/beneficiary Technical Reviewer (if applicable) GSA
Work Package
Deliverable number
Deliverable title Version Nature* Dissemination
level**Original date
in GA Expected DateActual date
achievedStatus Comment Reviewer
assesmentSummary Comment
by reviewerAccepted
by GSA (Y/N)
Comment by GSA Date of acceptance
not received yet
Microsoft Excel Worksheet
Filled in by coordinator Approved/rejected/ commented by GSA
Feedback by external reviewer
Excel sheet to be uploaded on SharePoint and might be send by email to PO & external reviewer
Update in accordance with valid T0
Deliverables monitoring• For airport and operator implementation two sheets are created for easy tracking of
the project in accordance of the area• Please provide an update for each action defined in the legend using following
template:LPV approach (for area A,B)
Retrofit (for area C,D,E) LPV RETROFIT- STATUS QUARTERLY REPORT
PROJECT: example Quarter: Aiworthiness Officer:
CONSORTIUM: A+B +C Year: Fly Operations Officer :
AIR OPERATORAIRCRAFT
Make/model UNITS
EQUIPMENT MODEL
Operational Approval
AUTHORITYREGULATION DOCUMENTS
NO SB OR STC AVAILABLE (leave blank if SB or STC available)*Insert planned dates in red and achievement dates in green
SB OR STC AVAILABLE*Insert planned dates in red and achievement dates in green
First operational LPV PROCEDURE
FLOWN
CURRENT STATUS STRENGHTS/BENEFITS THREATS/RISKS COMMENTS
AVIONICS MANUFACTURER DOA
EASA Part 145
organization
NAV Data Base
Provider
Aircraft survey
Design Data Package
First A/C conversion + ground/flight test
Compliance demonstration
SB/STC EASAAirworthiness certification
Changes implemented (date for each a/c plate)
EASA Airworthiness certification(date for each a/c plate)
AOM, MEL, AFM, POH changes, training Operational Approval
NUMBER OF FLIGHTS
BUSINESS CASE
R
LPV APCH-QUARTERLY REPORT
PROJECT: example Quarter: DESIGNER: Mr. Designer
CONSORTIUM: A+B +C Year: REVIEWER: Mr. Reviewer
AIRPORT
RUNWAY
INITIAL STEPS
*Insert planned dates in red and achievement dates in greenPROCEDURE DESIGN
*Insert planned dates in red and achievement dates in green
SAFETY ASSESMENT
BUSINESS CASE
FLIGHT VALIDATION
PROCEDURE APPROVAL
ATCO TRAINING
EWA SIGNATURE
AIP PUBLICATION
AIP EFECTIVENESS Strenghts/Benefits Threats/Risks Comments
Most common Air operators using the airportServing ANSP ATC/AFIS/uncontrolled
Procedure design entity
FLIGHT INSPECTION UNIT Feasibility analysis Cartography/surveying
Coordination with national authorities
Initial-conceptual design
Obstacle assesment Final design Revision
Deliverable lifecycle
Pending deliverable
Review
Update
Accepted by reviewer
Coordinator submits deliverable
Reviewer/GSA requests update and sends
feedback to coordinator
Coordinator submits updated version
No update needed Accepted
by GSA
GSA approval
Project follow up by technical reviewers• The Project Officer/Consortium upload deliverables to the GSA Aviation Grants
Intranet.
• The technical reviewer supports GSA Project Officer in the revision of deliverables identified in the Grant Agreement, according to the timetable specified in the Deliverables list.
• Technical reviewer proposes to the Project Officer comments if any
• The GSA Project Officer accepts/rejects deliverable
• The reviewer may also be required to attend project meetings
• The GSA may require the reviewer to carry out on-site technical audits to verify whether critical milestones are being met
SharePoint –deliverables’ storage
Please, provide us with:
Name, email address – to send account details Mobile number – to receive password by text message
https://intranet.gsa.europa.eu/project/home/Av_grant_15/SitePages/Home.aspx
GSA Point of contacts
Functional mailbox: egnos.aviation.2015 <[email protected]>
Technical PoC: STRELCOVA Katerina <[email protected]>
Follow up of technical implementation, progress of a project, approval of deliverables
Admin PoC: LANGER Katarina <[email protected]>
Follow up financial, legal and administrative questions and tasks
CC: <[email protected]>
External Technical reviewer/advisor Follow up of technical implementation, advise the GSA on how the project has progressed
All important communication to be sent in CC to functional mailbox
Invitation to the next RAISG meeting
30.11.-1.12 RAISG 11 & GSA Grants WS at the GSA premises in Prague (the Czech Republic)
You are kindly invited to participate to the 11th meeting of the EUROCONTROL RNAV Approach implementation Support Group (RAISG 11). This meeting is exceptionally organised as a joint meeting with the GSA and GSA-funded projects’ partners
Day 1: Sharing of experience between the different GSA projects, the more advanced ones from the 1st GSA call and the “new” projects from the 2nd call
Day 1, evening: social event Day 2: organised as a standard RAISG meeting
A draft agenda will be sent in August
