Workpackage 5 - Project Network Co-ordination and dissemination

Objectives (Workpackage leader: PtJ)

Co-ordination and management of the network includes the co-ordination of all tasks, investigations and administrative management activities, ensuring the information exchange between partners, Task and Work package leaders, stakeholders and the close communication with the European Commission. Through the Co-ordinator the project secretariat will be strongly involved in implementing the action plan for the project and planning future activities.

 

• Basic technical and financial administration
• Ensuring internal communication (install & ensure BPM, SC & AC meetings)
• Installation of the internet portal and its tools
• Reporting and Controlling progress of the project
• Dissemination of project aims and results
• Organisation of meetings and workshops
• Contact to international organisations, stakeholders and the EC

 

Description of work

• Task 5.1 Technical and financial administration (Task Leader PtJ)

This task comprises the overall administrative and financial management of the partner activities in the project. The co-ordinator will ensure that appropriate work plans (milestones, completion dates of work packages) and cost plans, project guidelines and standards, are being worked out, co-ordinated and maintained. The co-ordinator will ensure in co-operation with the WP leaders technical progress and costs are monitored and checked against work and cost plans and the appropriate reports are being produced. The co-ordinator will communicate closely with the Commission's project manager. This duty will include the provision to the Commission of required overall project progress reports. The complete financial controlling of the project is carried out in line with the approved procedures and EC guidelines. All investigations and administrative reporting is carried out in line with project guidelines and international standards.

 

For the financial management through the project secretariat partners must provide Audit Certificates as well as their management justification reports according to the rules given by the Commission.

 

 

• Task 5.2 Network secretariat and internal communication (Task Leader:PtJ)

Internal communication of the network will be done by e-mail, telephone and through meetings in the first place. So especially the regular meetings of the Board of Task Leaders and Program Managers but also the meetings of the Steering Committee and the projects Advisory Board lie within the responsibility of the co-ordinator and have to be organised through the project secretariat. All consortium meetings are prepared in a pre and post appropriate way. Besides the above mentioned communication pathways and tools the World Wide Web MARTEC portal (see task 5.4) will be used as an on-line communication platform to exchange views between BPM meetings and to commonly work on documents and reports. All network partners will have an account for the internal MARTEC web pages.

 

• Task 5.3 Dissemination (Task Leader: PtJ)

A corporate identity will be created in order to facilitate clear and consistent consortium internal and external communication. Through a variety of dissemination activities in co-operation with the other work package leaders the project will generated a brand image that will be used to promote awareness of the project and it's activities. The logo will be used on all documentation, promotional/publicity literature, exhibition boards, posters and on the project home web site.

 

In close co-operation with the Task and Work package leaders the technical manager in the project secretariat has to co-ordinate the logistic preparation (choice of venue, identification and invitation of target groups of participants), and will be responsible for appropriate public relation activities. Logo and publication design as well as proper editing will be subcontracted to an in-field company. Public relation to press and similar media to inform a wide audience and the press about the progress and results of the project. At the end of the project, a "final" meeting is planned presenting the project results to the Commission and to further funding agencies or stakeholders.

 

 

• Task 5.4. Internet portal and tools (Task Leader: PtJ)

The World Wide Web MARTEC homepage will be used as one on-line communication platform. This will present the project, its partnership and its results to a world-wide audience. A subcontract will be made with an in-field company to provide the basic tool and design.

 

The MARTEC-NET Platform is intended to serve the needs for internal project communication as well as external dissemination of knowledge on programs of project partners as well as from other European countries for decisions makers, industries and other maritime stakeholders. This may include in the long run functionalities on announcements of joint thematic calls and benchmarking of projects with technical similarities in the different Member States. The major objective in this task is to increase transparency on national and trans-national programmes and to provide a joint platform for the partner funding agencies for co-operation, co-ordination and information exchange.

 

For internal use MARTEC-NET a tool including functions on the website for member management, management of organisations, document and event management and a message board enhancing internal communications will be used. All MARTEC partners, and if applicable also external entities should have scalable user rights for the access to or editing of information in the MARTEC-NET database.

 

Although it is expected that the MARTEC partners and task leaders are responsible to fill and edit the MARTEC web-based documents and databases, it is anticipated that some data entry and the general administration of the Web pages has to be done by the project secretariat once the pages are installed.

 

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