Download Management of RTD projects in Fp7

Management of RTD Projects
in FP7*
Dipl.-Ing. Pierre T. Kirisci
University of Bremen (BIBA)
[email protected]
Tel.: +49 421 2185582
*some of the contents are based on the presentation: FP7 und die Herausforderungen an das Management von Forschungsvorhaben“
by Mr. Jörg Scherer from the European Research and Project Office GmbH, Germany
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
How EU project often end up
Dik Browne, Hägar the Horrible, © King Features Syndicate.
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Efficient Management in FP7 - Challenges
•Size of the consortium: 5-60 partners, dependent upon project type
•Ambitious objectives: Development of new products and methods
•Relative high risks due to…
 Very large project budgets
 Scientific-, financial- and legal issues
•Management structures and legal contracts between partners have to
be adjusted to the individual project (size of organisation, internal legal
policies, IPR)
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Challenge for Consortia
•Higher requirements regarding management skills (due to a more
flexible playground)
•Shift of activities in research management to the area of evaluation and
dissemination of project results
•Higher requirements for the selection of project partners (due to less
restrictions from European Commission)
•Stronger identification of project partners with the project idea (was a big
problem in NoEs in FP6!)
•Stronger integration of Partners (especially SMEs) in decision process
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Requirements to the Coordinator
•Management of multidisciplinary- and intercultural teams is
very complex (e.g. due to increasing technical specifications
of researchers)
•To bring interests of Universities and Industry in line with
one another
•Efficient Management is essential in order to coordinate
risks, and to extract an added value out of the interplay of
project partners
•Presentation- and negotiation capabilities
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Key players of an RTD project
EU Commission
Scientific
Officer
Administrative
Officer
Coordinator
Scientific
Manager
Subproject
Coordinator
WP1
manager
Partner
Subproject
Coordinator
WP2
manager
Partner
Financial
Manager
Partner
IPR
Manager
Subproject
Coordinator
WPn
manager
WPj
manager
Partner
Partner
Partner
Partner
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Management Structure of an RTD project
From the WearIT@Work project
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Supportive Tools
•Project Management Handbook/Quality Handbook
 Communication Standards
 Workflow, Reporting
 Rights and duties
Project Management Tools
 MS Project
 Internet-based collaboration platforms (e.g. BSCW)
 Groove Virtual Office
 Open Source Solutions
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Project Reporting in FP7
•Reports will be rationalised in FP7
•Official Reporting guidelines by the EU are now becoming
available
•Duty of the coordinator: Develop the reports in cooperation
with the partners and on-time delivery to the commission
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Recommendations for on-time reporting
and delivery
•Inform the partners at an early stage about the contents and
deadlines of the reports
•Set clear assignments and manage responsibilities
•Academic partners should handle the workflow issues with
their administration very early (due to delays)
Who needs what information?
How long does the creation of an report on expenditure
take?
How long does it take to complete an audit certificate?
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Team Building through the Coordinator
• Develop a corporate identity (Logo, Website)
•Organise meetings as events (e.g. contests) in order to
motivate the partners
•Recognise the different type of partners and handle them
accordingly
The „Follower“
The „Perfectionist“
The „Lone Wolf“
•When things are going severely wrong, then implement your
sanctions consequently!
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Pre-emptive measures of conflict avoidance
Different legitimate interests of partners:
•Dissemination interest of academic partners (e.g.
publication)
•Exploitation interests of industrial partners
Solutions:
•Identification of possible conflicts during the proposal- and
negotiation phase
•Publication rules and IPR issues should be adopted
appropriately in the consortium agreement
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Pre-emptive measures of conflict avoidance
•Partners have a different degree of experience in EU
projects
Take advantage of support by national EU project offices
•Holiday periods in different countries impact the reporting
Set no deadlines in August!
Specific negotiations when considering projects with 3rd
member countries (Asia, South America)
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Recommendations for culture-aware
management
• Never consider culture as an obstacle
•Culture cannot be negotiated
•Motivate your employees for cultural understanding
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Some typical problems
•„Sleeping Partner“
•Late or no reaction on requests
•Insolvency
•Change of contact persons
•Over- and underspending of resources
•Partner do not stick to their deadlines
•Partner deliver a bad quality of work (deliverables)
•Unexpected costs or new activities
•Often changing project officers
•Personal disputes between project partners are done on
consortium level
•…
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Final Recommendations
• Don‘t over-enlarge your consortium. Every project partner should have
a specific role. Rule: doubling the number of your partners increases
your management to factor 10!
•Read the contracts and agreements throughly - take benefit from them
•Responsibilities should be percepted on all management levels
• Motivate partners: create visibility & common identity
• Short versions of all major documents/Meeting reports
•Sympathy and sense of humour can open many doors!
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007
Thank you for your time
and attention!
Dipl.-Ing. Pierre T. Kirisci
University of Bremen (BIBA)
[email protected]
Tel.: +49 421 2185582
www.ist-bonus.net Training Event, Sofia – Feb 22nd, 23rd 2007