WP1: Project Administration and Coordination

Objectives

The objective of WP1 is the overall administration and coordination of the PANOPTESEC project. IMT is responsible for this work package as project coordinator, with a significant contribution from RHEA as technical project manager.

Description of Work and Role of Partners

This WP will provide the EC with continuing insight into the conduct and progress of work carried out under the terms of contract. Overall, it will ensure that the approach establishes project control while at the same time maintaining flexibility.

The project coordination role provides overall support in the general internal management and conduct of the project, namely:

  • Contract monitoring: time reporting of the work performed against the task using electronic timesheets;
  • Cost, quality and schedule control: cost analysis against budgets, schedules and expenditures;
  • Reporting: progress reporting to the EC with respect to schedule, performance, financial, and any other issues relevant to task completion;
  • Project documentation production and control: report production support, file and document list maintenance, meeting minutes and action item lists, risk register, etc.;
  • Meetings: setting up of regular meetings and preparation of meeting materials and minutes; and
  • Interface: coordinates the Project Coordinator interfaces with the EC and consortium members.

The Project Coordinator is responsible for task monitoring; cost and schedule control; presentation of status to consortium members and the EC; and managing the delivery of these services in accordance with the contract, the project documented procedures and industry-standard best practices.

The Project Coordinator will:

  • Coordinate the overall legal, contractual, financial and administrative management;
  • Monitor the share of work between the team members;
  • Monitor quality parameters of the activities and initiatives conducted within the project;
  • Guarantee the adequate progress of the project output, ensuring timely deliveries and achieving milestones; and
  • Represent the PANOPTESEC consortium vis-à-vis the EC.

Constant monitoring and diligent management will be required by the Project Coordinator to ensure that the project schedule is maintained and that potential issues are identified and addressed before they become a problem.

The Technical Project Manager will:

  • Have total responsibility for the team agreement and manage the share of work between the team members;
  • Ensure quality parameters of the activities and initiatives conducted within the project;
  • Guarantee the adequate progress of the project output, ensuring timely deliveries and achieving milestones; and
  • Report project progress to the Project Coordinator.

The Technical Project Manager is responsible to review the results produced by various consortium participants to ensure that document quality and content targets are achieved. The RHEA senior management will support the Technical Project Manager by ensuring that all resources necessary for completion of the work are available for ensuring client satisfaction, and for monitoring costs.

Task 1.1 Project Administration and Coordination (Month 1 - 36)

Project management ensures the success of the project and consists of ensuring that the overall administrative, financial and communication requirements of the EC are met.

The Task features the following activities:

  • Steer the project ensuring its progress with administration and technical coordination;
  • Address, manage and solve issues;
  • Ensure exchange of information among partners;
  • Organise meetings and facilities, ensuring communications;
  • Manage WPs and track progress towards objectives, deliverables and milestones within cost;
  • Assess progress and the quality of results, and prepare progress reports for EC; and
  • Provide the overall legal, contractual, financial and administrative management (including obtaining audit certificates and maintaining the consortium agreement).