H. MAINAUD DURAND

PACMAN WP0

OUTLINE

Project management structureProject monitoring PACMAN key milestones & deliverablesScheduleFunding consideration

PACMAN kick-off meeting 20/11/2013

WP6 Diss & OutreachM. Modena

Supervisory BoardCERN,

HEXAGON, ETALON, ELTOS, METROLAB, DMP, SIGMAPHI, TNO, NIDELFT, CRANFIELD, SANNIO univ., LAPP, ETHZ,IFIC, SYMME

WP0 ManagementH. Mainaud Durand

WP5 TrainingN. Catalan Lasheras

WP4 Beam Instrumentation

M. Wendt

WP3 Precision mech. & stabilization

M. Modena

WP2 Magnetic MeasurementsS. Russenschuck

WP1 Metrology & Alignment

H. Mainaud Durand

ESR1.3

ESR4.1ESR3.1 ESR3.2

ESR3.3

ESR2.2ESR2.1ESR1.2ESR1.1ESR4.2

Management team

Adm. Assistant:Alexandra Hati

Project management structure

Supervisory Board

Management team

WP leaders

Selection committee

Financial management

Approve & oversee implementation of the training programmeMonitor & evaluate overall progress of the research training programmeEnsure exchange of best practice with the associated partnersApprove the work plan, Personal Career Development plan and the exploitation plan

Communicate to/from the associated partnersOrganize & prepare documentation for the SBCommunicate & report to the ECCoordinate the research training programmeOrganize network-wide trainingPrepare the research plan & exploitation planReview the Personal Career Development plans

Manage the WP research programme Manage & follow-up the progress of individual research projects Overview the integration of the ESR into the research teams Prepare with supervisors & ESRs the Personal Career Development plans Disseminate best practices & projects results

Composition of the Supervisory Board

Associated partner Scientist in charge (in annex 1) Represented today by

Cranfield University Prof. Paul Shore

DMP Dr Fernando Mirapeix Alicia Gomez

Eltos Maria Elena Cruccolini Pascal Lequerre

Etalon Dr Heinrich Schwenke

ETH Zürich Prof. Markus Rothacher

Hexagon Metrology Norbert Steffens

IFIC (CSIC) Dr Angeles Faus-Golfe

LAPP Dr Andrea Jeremie Dr Laurent Brunetti

Metrolab Philip Keller

National Instruments Augusto Mandelli Joel Clerc

University of Sannio Pasquale Arpaia

Sigmaphi Marie Julie Leray Dr Mathieu Cavellier

SYMME Dr Eric Pairel Dr Bernard Caron

TNO Dr Roland van Vliet Teun van den Tool

TU Delft Prof. R.H. Munnig Schmidt Jo Spronk

Decision making procedure

Change in the research training programme

Executive decision (by the Management Team)

Approval by the SB

Agreement by EC project officer

Implementation of the change

If impact on contractual obligations

Dispute solving levels

WP leader Management team Supervisory board

OUTLINE

Project management structure

Project monitoring

PACMAN key milestones & deliverables

Schedule

Funding consideration

Project monitoring

Follow-up of the progress of the individual research projects:• Research results obtained and deviations if any• Scientific highlights and achievements• Publications

Preparation / follow-up of common technical tasks / objectives

Supervisors meeting Every two weeks

Update of PACMAN schedule (MS Project)

Status of the WP research programme Status of the progresses of individual research projects Effectiveness of networking, communication and decision-

making between stakeholders Effectiveness of the training events and conferences Implementation and analysis of the proposed training

activities Implementation and analysis of the proposed dissemination

and outreach activities

WP leaders meeting Every six monthsPreparation of the progress reports for EC

Management team meeting Every two weeks Status and update of the schedule Status and preparation of the training activities Status and preparation of the dissemination & outreach

activities AOB (space for PACMAN, recruitment, etc.)

Update of PACMAN schedule (MS Project)

OUTLINE

Project management structure

Project monitoring

PACMAN key milestones & deliverables

Schedule

Funding consideration

Milestone no.

List of milestones Month in annex 1

Month proposed

M0-1 Kick-off meeting (and supervisory board #1) M3 Nov. 2013

M0-2 All ESRs recruited M7 March 2014

M0-3 Supervisory board meeting #2 M12 Sept. 2014

Supervisory board meeting #3 M24 Sept. 2015

Supervisory board meeting #4 M36 Sept. 2016

Supervisory board meeting #5 M48 Aug. 2017

M0-4 Periodic Appraisal (supervisor-fellow) #1 M18 Feb. 2015

Periodic Appraisal (supervisor-fellow) #2 M26 Feb. 2016

List of Milestones

List of Deliverables

Deliverable no.

Deliverable Nature Diss. Month in annex A

Month proposed

D0-1 Kick-off meeting minutes Report CO M4 Dec. 2013

D0-2 Website PU M6 Feb. 2014

D0-3 Minutes of SB#2 Report CO M13 Oct. 2014

Minutes of SB#3 Report CO M25 Oct. 2015

Minutes of SB#4 Report CO M37 Oct. 2016

Minutes of SB#5 Report CO M49 Oct. 2017

D0-4 1st progress report Report CO M13 Oct. 2014

Midterm report Report CO M20 April 2015

1st periodic report Report CO M25 Sept. 2015

2nd progress report Report CO M37 Sept. 2016

2nd periodic report Report CO M49 Oct. 2017

Final report Report CO M49 Oct. 2017

Dissemination: PU = Public, CO = Confidential, only for members of the consortium

OUTLINE

Project management structure

Project monitoring

PACMAN key milestones & deliverables

Schedule

Funding consideration

PACMAN Organization: schedule

Start date = 1/09/2013

Start of contract : beginning of 2014 – summer 2014

• During the first months, the ESR will be located near his/her CERN supervisor• He/she will follow a lot of trainings• He/she will prepare the state of the art under the supervision of its academic

supervisor• Preparation of a personal career development plan (with CERN supervisor and WP5

leader)

Secondments in industry (summer 2014 – end of 2015)

• ESR under the supervision of the designated supervisor on site• Training at university

R&D and validation on a dedicated mock-up (summer 2014- end of 2015)

• Preparation of the integration in the Final Prototype Alignment bench• Presentation of the subject and first results in the first PACMAN workshop• All the students and mock-ups in the same building

Validation in the common alignment test facility (mid 2016):

• Presentation of the results in the second PACMAN workshop• Finalization of the writing of the PhD thesis

Schedule from the student’s point of view

OUTLINE

Project management structure

Project monitoring

PACMAN key milestones & deliverables

Schedule

Funding consideration

Money: what are we paid for?

Eligible expenses for the activities carried out by the PhD student:

• Cost of living• Travel allowance• Mobility allowance• Participation expenses for events

Eligible expenses for the activities carried out by the host organization (CERN):

• Contribution to the research / training / transfer of knowledge programme expenses

• Contributions to the organization of international conferences• Workshops and events• Management of activities

Brussels contribution dos not cover purchase of project equipment.

Money: who can claim what?

PhD student:

• Training courses at CERN• Conferences, workshops (travel, registration, subsistence allowance)• Books• Secondments (travel and subsistence allowance)• Training courses outside CERN (travel, training fees, subsistence allowance)• Visits to their university supervisor (travel, subsistence allowance)• Outreach activities (travel, subsistence allowance)

CERN supervisor, WP leader:

• Visits to the university / industry supervisor (travel, subsistence allowance)• Outreach activities outside CERN (travel, subsistence allowance)

Money: who can claim what?

Associated partner (PhD supervisor, industry supervisor, associated partner representative):

o Student follow-up at CERN (travel, CERN hostel, subsistence allowance) 1 time per year

o Participation to the Supervisory Board, to the PACMAN workshops, workshop on IP and technology transfer, to dissemination and outreach events (travel, CERN hostel, subsistence allowance)

o Organization of a training at CERN, initiated by PACMAN (travel, CERN hostel, subsistence allowance, additional materials needed for the training)

Money: how?

• Procedure for travel:

o For the PhD student and CERN supervisor: Request permission by e-mail to WP leader Attach e-mail approval to EDH document

o For the WPL: Request permission by e-mail to Hélène Attach e-mail approval to EDH document

o Associated partner travel: Request permission by e-mail to WP leader

• All travel claims must be accompanied by:

o Copy of approval obtained prior to travel (or invitation letter)o Tickets and all boarding cards for travelo Receipts / proof of purchaseo No papers no refund by Brussels

Travel Ask Alexandra to book flights via CERN travel agency

CERN hostel Ask Alexandra to book a room

Subsistence allowance 150 CHF /day