Management and coordination
The overall objective of this work package is to ensure an efficient and professional management and coordination of the CSA and the JPIAMR. This is important in order to ensure the fulfilment of the objectives set out in the CSA work plan within the agreed timeframe and budget. This includes:
- Implementation of effective governance structures to ensure appropriate conditions, rules and procedures for coordination and cooperation of the JPI and CSA project
- Providing administrational support for the management structures and work packages through the JPI Secretariat
- Ensuring an efficient communication flow between the CSA participants and the members of the Management Board, Scientific Advisory Board and Stakeholder Advisory Board
- Reporting to and communicating with the European Commission
Description of work and role of partners
Task 1.1 Coordination of the CSA project (M1 to M36)
WP1 will ensure the establishment of an efficient partnership within the CSA as well as a continuous
communication flow between the partners of the CSA and the MB. The meetings of the CSA consortium will
mostly be merged with the MB meetings, as representatives from the 9 CSA partners are also part of the MB.
At the MB meetings, the parties of the CSA will report on the progress of the different WPs. The MB will also be updated on the progress of the CSA project by written reports from the CSA consortium at regular intervals. The MB members not participating in a specific work package within the CSA are nonetheless expected to contribute and be involved in the process. The merging of MB and CSA meetings will ensure that the entire MB is involved and informed on the activities of the CSA project. The successful outcome of the CSA is strongly related to the coordination of the different work packages and tasks as well as maintaining the full commitment of all MB members. To ensure this throughout the CSA period a project manager will be recruited. The project manager will monitor all CSA activities and facilitate the coordination and reporting of tasks. An important task will be to facilitate strong communication within the consortium. The project manager is expected to attend main CSA activities and may thus also be a resource that can be used by the WP leaders, e.g. for assisting with organising workshops and preparing for meetings. The project manager will be affiliated to the Secretariat and report to the coordinator. The project manager will attend CSA and MB meetings. To enable the efficient management of the CSA project, matters that require immediate actions and decisions, or that concern formal CSA administration will be dealt with by the WP leader group, consisting of the WP leaders, the project manager, and chaired by the coordinator. However, all matters handled by the WP leader group are to be reported to the MB. WP1 will work on setting a procedure for internal communication, between different WPs as well as between WPs and governing bodies. A web-based intranet platform to share documents and information is instrumental in this process and will be developed in conjunction with the external website (see WP2). Several work packages are interconnected, such as WP3 and WP4, and it is crucial that these WPs interact regularly to ensure that they keep on the same track. Therefore, workshops with different WPs will be organised at regular intervals.
Task 1.2 Running the JPIAMR secretariat (M1 to M36)
The coordinator of the CSA, the project manager and the secretariat will be situated at the same agency,
ensuring close interaction. This enables a day-to-day communication and effective implementation of the
decisions made within the CSA project, as well as by the JPI governing bodies. The secretariat provides the
administrative support to the CSA consortium and the JPI governing bodies. This entails organising meetings,
or helping host countries to organise meetings, preparing the agenda, minutes, and any other documents
required and circulating information between members. However, some secretarial tasks will be delegated to
other work packages, for example WP3 that will work closely with the SAB, and WP5 that is connected with the
SHAB. Once these work packages are organised, they will be in charge of the logistics, agenda, documents
and minutes for the SAB and SHAB meetings. It is however important that the coordinator and project manager are informed by and communicate with these entities on a regular basis to have an overview of the on-going activities and to ensure effective communication within the CSA consortium and the MB.
Task 1.3 Management of the CSA project (M1 to M36)
This task will be responsible for the financial management of the CSA, including the necessary formal reporting. The EC will have access to the regular reports that the CSA consortium file to the MB and will be invited to all MB meetings. This task will also ensure the filing of reports on the achieved deliverables to the EC. In addition, the coordinator will be in charge of two more extensive reports; a mid-term report at month 18 and a final report after the completion of the CSA project at month 36.
Task 1.4 Preparing a sustainable long-term governance structure after the CSA period (M25 to 36)
WP1 will prepare recommendations in form of a discussion paper for the MB on how to administer the initiative
after the CSA period has ended in terms of management and coordination. It is important to learn from the first period of the JPI and adapt to the changing needs of the initiative, as well as taking into account the different opportunities the ERA presents at that time. Not only will the discussion paper make recommendations on the administration of JPIAMR, it will also consider the future funding situation within the JPI.