Project Administration Experience

Transcription

1 Project Administration Experience Kamila Mestická Project Coordinator Petr Buchníček Project Manager Regional Info Day on Shift2Rail Open Calls Vienna, 4 December 2017 Bringing a System Into Your Logistics 1

2 Outline Introduction of the OLTIS Group company OLTIS Group s participation in the European R&D projects Experience from the project administration Administrative side Reporting of costs Actual work on the project Conclusion and benefits from the participation Bringing a System Into Your Logistics 2

3 OLTIS Group 1 Profile Bringing a System Into Your Logistics 3

4 Back to history milestones 1993 First OG company was founded Now 8 companies, 3 subsidiaries, 3 representations 2003 International R&D 2009 Member of UNIFE International cooperation European R&D projects TAF/TAP TSI From 2013 Contribution to Shift2Rail JTI Leader in implementation of IT systems and communication standards in Central Europe Bringing a System Into Your Logistics 4

5 Products and Customers Software solutions for Infrastructure managers Railway undertakings Freight forwarders Freight carriers Wagon keepers Passengers Logistics Customers More than 1000 users in 25 countries Bringing a System Into Your Logistics 5

6 OLTIS Group: 2 R&D participation Bringing a System Into Your Logistics 6

7 EU Framework Programmes - Previous Experience 3 projects / 7 th FP D-RAIL (FP7 4 th call, ) Project focused on prevention of derailment in rail freight operation MERLIN (FP7 5 th call, ) Project focused on energy efficiency with the aim of 10% energy reduction CAPACITY4RAIL (FP7 6 th call, ) Project focused on development new railway technology for increasing capacity till 2050 Bringing a System Into Your Logistics 7

8 Shift2Rail projects 1 project / Horizon 2020 IT2RAIL (1 st call ) Information Technology for Shift2Rail (Shift2Rail Lighthouse project) Digitalization in Shift2Rail 1 st Open Call GOF4R Governance of the Interoperability Framework for Rail and Intermodal Mobility IP4 Passenger transport MEur 16 partners Leader: ST4RT Semantic Transformations for Rail Transportation IP4 Passenger transport MEur 8 partners Leader: VITE Virtualisation of Testing Environment IP2 Signalling MEur 11 partners Leader: Digitalization in Shift2Rail 2 nd Open Call OPTIYARD Optimized Real-Time Yard and Network Management IP5 Freight transport ,5 MEur 13 partners Leader: Bringing a System Into Your Logistics 8

9 CEF Transport Projects CEF Transport 2015 Implementation of TAF TSI at private railway undertakings MEur 11 Companies involved Leader: CEF Transport 2016 Implementation of TAF TSI at Hungarian private railway undertakings ,25 MEur 3 partners Leader: Bringing a System Into Your Logistics 9

10 Experience from 3 the project administration Bringing a System Into Your Logistics 10

11 Main benefits from the participation International experience Participation on the latest Research and Development Gaining funding for innovation Creating new partnerships Working in international teams Leading and coordination of international workgroups Learning new methodologies Bringing a System Into Your Logistics 11

12 Administrative side Necessary to negotiate different legal documents: Consortium Agreement Grant Agreement Collaboration Agreement Bringing a System Into Your Logistics 12

13 Administrative side Consortium Agreement First document which needs to be settled Specifies the relationship between partners Defines consortium bodies and internal procedures Benefits: Helps to define rules of functioning Only recommended structure possible to specify according to the specific needs Correct the relationship between project partners Difficulties: Defining ownership and specification of IPRs Proposals of SMEs may sometimes not be taken into account Bringing a System Into Your Logistics 13

14 Administrative side Grant Agreement Core document Specifies the relationship towards the Grant Authority Benefits: Helps to set the overall rules and procedures Secures the same approach towards different projects Difficulties: Every change within the project requires amendment to the GA increases administrative burden and uncertainty Bringing a System Into Your Logistics 14

15 Administrative side Collaboration Agreement Usually negotiated after the beginning of the project Specifies the relationship among the Shfit2Rail Funding Members and Open Calls Members, which are working towards the same goal Benefits: Helps to set the overall rules and procedures Sharing the documents and information Difficulties: Communication between partners and documents sharing Delays in the process caused by long negotiations Bringing a System Into Your Logistics 15

16 Reporting of eligible costs Requires frequent communication with the project coordinator Internal and Official reports Deliverables Transparent reporting of costs and keeping all records (e. g. timesheets) is necessary May be challenging for SMEs and companies from Cohesion Countries Bringing a System Into Your Logistics 16

17 Work on the project Importance of smart scheduling, specification of the critical path Focus on meeting the deadlines Unexpected results may occur in R&D Delays may cause difficulties in the follow-up tasks Crucial role of leadership and coordination Technical coordination Decision making process Mitigation plans definition and adoption Bringing a System Into Your Logistics 17

18 Work on the project Projects coordination within the IP4 scope Scheduling (MAAP, AWP) vs. overlapping of projects timeframes Content control Unclear process of passing on the outputs (who and when will gain access to what and under which conditions) Joint outcomes demonstration idea Synergies with other funding programs Bringing a System Into Your Logistics 18

19 Conclusion and reasons to participate Project with EU funding represents lot of work BUT, You will gain: Resources for Research and Development Experience with cooperation in international team New partnerships and contacts Bringing a System Into Your Logistics 19

20 Questions? Thank you for your attention. Bringing a System Into Your Logistics 20