welcome and overview meeting status fair pp management - history of this eu project

International Accelerator Facility forBeams of Ions and Antiprotons at Darmstadt

EU FP7 FAIR pp - 1st Reporting meeting March 6, 2009 J. Eschke, GSI

EU FP7 FAIR preparatory phase contract 211382

1. Welcome and overview meeting

2. Status FAIR pp Management

- History of this EU project

- Distribution of 1st Prefinancing - 1st contract amendment - scope

3. Status of Workpackages – presentations by WP leaders

4. Preparation of first Report (Ira and Florian)

- Activity Reports

- Financial Forms

- Distribution of work / deadlines

1st Reporting meetingand kick-off meeting

of the consortium

March 6, 2009J. Eschke, GSI

FP6 / FP7 FP6 / FP7 FAIR related FAIR related EU contracts EU contracts EU contract scope Coordi-

natingInstitution/Coordinator

Total Bud-get [M€]

EUfinancingtotal[M€]

EUfinancing for GSI[M€]

EU financingFAIR related [M€]

FAIRrelated total*[M€]

HadronPhysics, Integrated Infrastructure Initiative (I3)(1.1.2004 – 31.12.2008)

R&D Dense Nucl. Mater, Hadron Phys., EM probes

INFN /C. Guaraldo

> 60 17.4 1.9 10.8 46.7

HadronPhysics 2 (FP7) Integrating Activity(1.1.2009 – 30.6.2011)

R&D Dense Nucl. Mater, Hadron Phys., EM probes

INFN /C. Guaraldo

18,6(>50)

10.0 1.1 ~6,5 ~35

EURONS, I3 on Nuclear Structure(1.1.2005 – 31.12.2008)

R&D Exp. & Acc.Nuclear Structure

GSI / Alex Müller, Orsay

35 14,0 2,6 2 7

FAIR preparatory phase (FP7)"FAIR"(1.8.2007 – 31.7.2010)

funding personnel of FAIR JCT &of FAIR GmbH

GSI laterFAIR GmbH /J. Eschke

4,9 4,9 2,95 4,9 4,9

FAIR Design Study"DIRACsecondary-Beams"(1.2.2005 – 31.1.2009)

PANDA, HESR, NUSTAR, SIS100,NESR/CR

GSI /J. Eschke

22 9,0 3,9 9,0 22

FAIR CNI (Construction of New Infrastructures) "DIRAC-PHASE-1"(1.10.2005 – 30.9.2009 (31.3.2011?))

SIS18upgrade,HADESupgrade,R3B magnet

GSI /J. Eschke

100 10,4 5,2 10,4 100

CARE, I3 on Accel. R&D Accelerators CERN / ? >30 15.2 0.4 0,4 0,8

EUROTEV Design Study TESLA / ILC DESY / E. Elsen

>18 9 0,1 0,1 0,1

Total: 18,15 ~44,1




History of the FAIR pp Proposal:

end 2006: Start preparation of proposal30.4.2007: Submission of proposalJuly 2007: very good evaluation result receivedAugust 2007: Start of contract negotiations..........very long delaymid 2008: completion of contract negotiations29.7.2008: signing of EU contract by EC6.3.2009 Kick-Off Meeting and first Reporting meetingMarch 2009: Submission of 1st contract amendment

Start of contract 1. August 2007 (duration 36 month until 31. July 2010)




Budget of EC Contract (4,9M€):700 EC funded person months+ 340 k€ for overhead cost of FAIR JCT/GmbH (100% EC funding)



EU FP7 FAIR preparatory phase contract 211382 Prefinancing

1st prefinacing of 1.469 M€(30 % of 4.9M€) distributed in Sept. 08

Next prefinancing will come after acceptance of 1st report

FAIR Joint Core Team:

ExternalCommittees:

PACs, TACs, IKAB

International Steering

Committee

Team LeaderHorst Wenninger

ResearchZ. Maika (PL)

NNB. Becker-de MosB. AzzaraB. Galander (S, HESR)H. BeyerW. JacobyM. LautenschlägerP. Karampougiouki A. Lehrach (HESR)D. Prasuhn (HESR)S. RichterM. Steck

AFI

STI

NUSTAR C. ScheidenbergerNN (E) CBM H. Pentillä (FIN) D. Cozma (RO,1/2)W. Korten(F) D. Dutta (IND, 1/2)C. Borcea (RO) R. Karabowic (PL)

NN (IND, 1/2)PANDA W. MüllerG. Boca (I) M. Petris (RO, 1/2)K. Peters J. StrothL. SchmittA. Bersani (I)APPAT. StöhlkerM. Czarnota (PL)NN (A)B. O'Rourke (UK)

AcceleratorDieter Krämer

Finance & AdminA. Lambert

IntegrationN.N.

FAIR projectmanagement teamI. AugustinT. BeierH. BokemeyerM. HinkelmannS. HofmannI. LemmF. WeißbachA. ZimbeliusV. Varentsov (RUS)

Funding of personnel from EU money:GSI FZJinternational JCT members




FAIR-PP Description of Work:Distribution of person months along participants and WPs

► In total 700 person months / 4.9M€ can be charged to this contract

► Thereof 430 person months / 2.85M€ are reserved for GSI

► These numbers include funds for travel expenses, subcontracting, and indirect costs (max. 7%)

Participant No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 26

WPNo. G

SI

FZ

J

BM

BF

INF

N

ÖA

W

BM

WF

JYF

L

HIP

UU

SR

C

CS

IC

ME

S

NIP

NE

NA

SR

ITE

P

RO

SA

TO

M

CE

A

Min

Rec

herc

he

JU S-A

cade

my

MS

HE

QU

ST

FC

VE

CC

DS

T

TO

TA

L

1 Management 20 202 Legal 42 423 Finance, in-kind 44 444 Governance 60 18 785 FAIR Management 78 786 Research 106 18 18 18 18 36 24 12 10 14 18 12 3047 Accelerator 80 36 18 134

TOTAL 430 36 0 18 18 0 18 0 18 0 18 0 36 0 24 0 12 0 28 14 0 18 0 12 0 70036

36

0

0




► This EU project covers

7 work packages (WP),

which

cover all important

coordination activities

mandatory for the

"implementation"

of FAIR!

(No technical WPs.)

phase 1FAIR Joint Core Team

phase 2FAIR GmbH

WP2legalwork

WP3finance

WP4gover-nance

WP5FAIRline-

manage-ment

FAIRproject

manage-ment

WP6coordi-nation

research

WP7coordi-nationaccel.

►elaboration and finalisation of AoA, by-laws, and FAIR convention►legal form of convention►non-profit status of FAIR GmbH►éxperiment MoUs►preparation of incorporation of FAIR GmbH

►basic legal documents of FAIR GmbHand follow-up (financial statutes, generalconditions)►implementation of by-laws►contract management for FAIR GmbH►business management contract with GSI►IPR

►contributions to construction phase►contributions to operation phase►framework for financial management andcontroling

►international in-kind management►project financial planning and controllingframework►company budget and allocation of resources►exploration of EIB loans

►definition of shareholders►support to FAIR committees►signature of AoA, by-laws, convention►liaison

►support to FAIR council►liaison

►preparation of line-management structurefor FAIR GmbH

►implement line-mgt. structure of FAIR GmbH►set-up of new divisions (e.g. purchase)►set-up of HR interface with GSI►operations scheme

►development of FAIR project management structure►development of board structure►define relationship GSI – FAIR►establishment of reporting and decision lines

►implementation of FAIR project management.►board meetings

►experiment management►experiment coordination►support to experiment collaborations►FAIR satellite centres►experiment conditions►preparation experiment integration

►preparation and planning of acceleratorwork packages►preparation accelerator integration

►experiment management►experiment coordination►support to experiment collaborations►FAIR satellite centres►experiment conditions►development of FAIR physics programme►coordination experiment integration

►coordination for accelerator work packages►coordination accelerator integration

WP1 ►management of the EU preparatory phase proposal

phase 1FAIR Joint Core Team

phase 2FAIR GmbH

WP2legalwork

WP3finance

WP4gover-nance

WP5FAIRline-

manage-ment

FAIRproject

manage-ment

WP6coordi-nation

research

WP7coordi-nationaccel.

►elaboration and finalisation of AoA, by-laws, and FAIR convention►legal form of convention►non-profit status of FAIR GmbH►éxperiment MoUs►preparation of incorporation of FAIR GmbH

►basic legal documents of FAIR GmbHand follow-up (financial statutes, generalconditions)►implementation of by-laws►contract management for FAIR GmbH►business management contract with GSI►IPR

►contributions to construction phase►contributions to operation phase►framework for financial management andcontroling

►international in-kind management►project financial planning and controllingframework►company budget and allocation of resources►exploration of EIB loans

►definition of shareholders►support to FAIR committees►signature of AoA, by-laws, convention►liaison

►support to FAIR council►liaison

►preparation of line-management structurefor FAIR GmbH

►implement line-mgt. structure of FAIR GmbH►set-up of new divisions (e.g. purchase)►set-up of HR interface with GSI►operations scheme

►development of FAIR project management structure►development of board structure►define relationship GSI – FAIR►establishment of reporting and decision lines

►implementation of FAIR project management.►board meetings

►experiment management►experiment coordination►support to experiment collaborations►FAIR satellite centres►experiment conditions►preparation experiment integration

►preparation and planning of acceleratorwork packages►preparation accelerator integration

►experiment management►experiment coordination►support to experiment collaborations►FAIR satellite centres►experiment conditions►development of FAIR physics programme►coordination experiment integration

►coordination for accelerator work packages►coordination accelerator integration

WP1 ►management of the EU preparatory phase proposal



EU FP7 FAIR preparatory phase contract 211382Funding of FAIR JCT and (later of FAIR GmbH): EC Contribution (FAIR FP7 preparatory phase

contract)

FAIR JCTstaff paid

by EU

EU financing for 700 person months

plus running costs




FAIR-PP work plan

► The proposal submitted jointly to EC has been recast into a "Description of Work" (DoW) / "Annex 1"

► No fundamental changes in comparison to original proposal / work plan

► DoW now has to be implemented Contract expected to be dated back to 01 Aug 2007 First Annual Report foreseen for 31 Jan 2009 (P1 = 18 months)

► Need to get a feel for activities, time frames, deliverables, milestones in DoW

► Need to review budget / personnel effort

► Considerable part of DoW is part of our "everyday work" anyway, but the rest also has to be worked off

► Reporting by work package leaders

work plan

WP 1

WP 2

WP 3

WP 4

WP 5

WP 6

WP 7

Management of contract

Legal

Finance, in-kind management

Governance

FAIR line & project management

Research coordination

Accelerator coordination




1. Welcome and overview meeting

2. Status FAIR pp Management

- History of this EU project

- Distribution of 1st Prefinancing - 1st contract amendment - scope

3. Status of Workpackages – presentations by WP leaders

4. Preparation of first Report (Ira and Florian)

- Activity Reports

- Financial Forms

- Distribution of work / deadlines

1st Reporting meetingand kick-off meeting

of the consortium

March 6, 2009J. Eschke, GSI




PERIODIC REPORT TEMPLATE________

________

________________________________________

FAIR EU management team





WP leaders

WP leaders

Contributions to Technical Report

_____________________

________________

_____________________

_______________________________

WP leaders

________




Deadlines:

Technical Report: 18. März 2009 contributions ofWork package leaders for her/his WP

MANAGEMENT REPORT (FINANCIAL INFORMATION):26. February 2009 each participating contractor(Justification of the resources deployed and Form C)

welcome and overview meeting status fair pp management - history of this eu project

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