WP1 - Project management and consortium coordination

Work package number 1 Start date or starting event: 1
Work package title Project management and consortium coordination
Activity Type MGT
Participant number 1
Person-months participant 60


  1. To plan and guide the administrative part of the project (following decisions made in the Steering Committee).

  2. To set up quality assurance and quality control procedures where necessary (in collaboration with the Scientific Steering Committee).

  3. To sign official project documents.

  4. To administer and distribute the European Commission funds in a timely fashion and keeping records of such financial allocations (informing the European Commission of such allocations when requested).

  5. To set up systems for and supervising the production of financial (cost statements) and scientific reports (in collaboration with the scientific coordinator) for the European Commission at stipulated intervals (the reports may be drawn up by other groups within the project).

  6. To ensure that work packages are carried out according to the timetable and advising partners of what work needs to be performed. This is done in collaboration with Professor Douglas Easton, scientific coordinator of COGS.

  7. To identify potential problems at an early stage and provide timely and effective solutions.

  8. To implement a review and assessment structure to monitor COGS with respect to objectives, milestones, deliverables and the Consortium Agreement.

  9. To implement the suggestions forwarded by the Scientific Advisory Board.

  10. To liaise with the Project Officer in Brussels and be the link between COGS and the European Commission.

  11. To coordinate COGS while fulfilling all legal requirements of the European Commission.

Description of work
WP1 aims specifically to ensure that the project is appropriately managed in all relevant aspects and that the different tasks are performed according to the project plan. It also aims to ensure that specific results are delivered on time and are obtained within the budgets. This includes support to partners in reporting on scientific, financial and administrative procedures. The Management Office will provide assistance and advice to the project partners regarding administration and reporting.

WP1 will also have the responsibility of controlling the quality if the performance, developments, achievement of milestones and deliverables. A policy to ensure high-quality standards will be established and applied throughout the scientific endeavour as described in the Consortium Agreement.

WP1 will also comprise risk management. This will entail identification, assessment and follow-up of threats and opportunities. Following a bottom-up approach, risks will be identified in co-operation with all WP leaders and assessed using a simplified system of two variables (impact, probability). Actions addressed to affect probability and/or impact before the risk happens will be defined and actions to be carried out if the risk happens will be devised as well.

Description of work
Task 1.1. Day-to-day management The aim of the daily management is to see to that COGS is running smoothly, that problems are taken care of, reports written and that the participants of COGS receives support. Below follows some of the responsibilities :
  1. Support to WP leaders in day-to-day management and decision-making

  2. Reviewing reports to verify consistency with the project tasks before transmitting them to the European Commission.

  3. Monitoring the compliance by beneficiaries with their obligations as stated in the Consortium agreement.

  4. Coordinating the updating the Communication Plan.

  5. Informing the project’s scientific officer at the European Commission, within the stipulated timeframes, of scheduled meetings and their agendas (this function may be delegated to the Project Manager).

  6. Work plans control and update.

  7. Assurance of timely submission of deliverables.

  8. Support to chair of the Scientific Steering Committee in decision-making and linkage of project components.

  9. Support to meetings organization and meeting minute’s production.

  10. Implementation of derived actions into the work plan, and follow-up.

  11. Gender aspects

  12. Comprise risk management

  13. Encompass management of quality control procedures on deliverables and other project results


Task 1.2. Reporting and Administration
In due attention to the specificity of reporting and financial procedures in EU-funded projects, this activity will be devoted to:

  1. Financial management: cost control and justification, budget management, European Commission contribution distribution, contractual obligations of the project.

  2. Reports. Setting up of reporting mechanisms, providing education and support to partners in appropriate reporting, including facilitation of the task via web-based systems as needed. Reporting and administration is usually one of the main areas of difficulty for partners, and it can create an enormous overhead that hampers the project’s progress; thus, it is especially important that partners are at all times aware of the “what, how and when” aspects of reporting and finances (including the provision of audit certificates, certificates on methodology, etc.), that the processes involved are closely monitored, and that partners get bilateral support to avoid any distortions in the work flow. This will ensure timely delivery of the required reports to the Commission.

  3. Special attention will be paid to the correlation between effort reporting and cost justification, and to help partners manage the relationships between financial flows (budget, funding, justification, expenditure, payments).

Task 1.3. Contract and Legal Management
This task will deal with all contractual and other legal issues related to the project. In particular, it will comprise Consortium Agreement implementation and amendments, and the related procedures. Of special relevance given to accession of new partners, withdrawal, relationships with external collaborators, etc. and formalising updates of the work plan, roles and resources assignment. The coordinator will work closely with the Grants Office and Legal advisors at Karolinska Institutet.

Task 1.4. Project Coordination
In order to provide good overall strategic direction at the scientific and management levels, the project coordinator and chair of the Scientific Steering Committee will devote substantial effort towards remaining fully aware of other related projects globally, establishing good lines of communication with those projects, and forging collaborative partnerships as appropriate.

Task 1.5. Project Quality and Assessment
High quality standards will be applied to all the work undertaken. Good performance will be a principal feature of all project interactions, and developing a productive culture of openness about achievements, friendly but probing critique, and constructive criticism – especially at the regular Scientific Steering Committee meetings. To closely monitor project progress, frequent communications will take place (e.g., at least monthly) between the coordinator and the WP leaders.

Task 1.6. Ethical Issues
This activity will provide ethical oversight, analysis, and guidance on all aspects of the COGS project. The Ethical Review Work Group and work performed in WP7 will be giving guidance for this task. As a starting point for the guidance, we will identify key ethical issues in the project. Including, among others, informed consent, privacy protection, and anonymous data at all publicly visible levels. Ethical issues related to possible results of the project are described in detail in WP7. have mainly, although not exclusively, a scientific nature (articles, conferences, etc.), as they will be aligned with the COGS objective of involving the broad scientific community as well as establishing partnerships with neighbouring initiatives.

Task 1.7. Technology Transfer
Issues This activity will provide support for the COGS project when it comes matters of Intellectual Property Rights (IPR) management. The primary task of the group will be to sensitise all participants in the project of the potential to perform IPR protection and how to do so. The group will acquire a list of Foreground, to be excluded from shared Intellectual Property by the consortium members (attachment 1 and 2 of the Consortium Agreement).

Prior to publication or other dissemination of results and/or information, the Technology Transfer Work Group may perform its own assessment of the data to ensure that any patent protection is not compromised. The group will also make annual inventories of potential IPR issues and interesting findings that would be worth filing a (provisional) patent.

Additional information