[oasc-iot-lsp-cities] [synchronicity-all] Update

[Martin Brynskov]

CORRIGENDUM

Sorry, wrong time for the conference call Wednesday. It'll be 14-16 CEST (to accommodate optimally for all time zones).

The calendar invite, which you have received separately, is correct.

-M

--
Martin Brynskov, Ph.D.
Associate professor, interaction technologies
Aarhus University

Chair, Open & Agile Smart Cities // oascities.org<http://oascities.org/>
Research director, AU Smart Cities // smartcities.au.dk<http://smartcities.au.dk/>
Director, Digital Design Lab // ddlab.dk<http://ddlab.dk/>
Participatory IT Centre // Digital Urban Living // CAVI
Tel. (+45) 3068 0424<tel:(+45)%203068%200424>
More info: http://au.dk/en/brynskov@cavi

On 24. sep. 2016, at 16.12, Martin Brynskov <brynskov at cavi.au.dk<mailto:brynskov at cavi.au.dk>> wrote:

Dear all,

[tldr:
- Urgent new actions for all WP leads and all partners to perform on Tuesday.
- Online meeting Wednesday at 10-12 CEST.
- Informal face-to-face meet-up in Bratislava Tuesday 13-14.]

Let me offer you an update on the Grant Agreement Preparation (GAP) process of SynchroniCity, following the IoT LSP Coordinators' coordination meeting Thursday this week in Brussels.

Please accept my apologies for the distributed approach, but the last two weeks have been intense, and all resources have been directed towards getting the GAP process deliverables in on time, working with the WP leads primarily and the Commission.

The Commission had asked for an update of the Description of Action (DoA) by September 7. Subsequently I went to Brussels to get feedback from our Project Officer (PO) and co-PO. I informed you after this session.

In parallel, Emilia has worked with our Financial Officer (FO) and the Common Validation Team (CVT) to get all the partner info into the system. This, as many would be aware, can be an incredibly fickle exercise. But it's the administrative basis for the consortium. The formal milestone of signing the Declaration of Honour (DoH) by September 28 is to confirm this basic info.

These two, parallel processes have required 24/7 effort and attention. Emilia has been in constant contact with the FO and the relevant partners. Working with the "system" isn't always a pleasure, but I can assure you that it's important and that failure to perform on these admin tasks will trigger immediate contingency actions, from the coordination side (us) and from the Commission. Warning shots will be (and have been) fired in such cases.

We're almost there now. Which is good, because the deadline for getting all of this updated and into the system is on Wednesday.

Any outstanding issues by then will trigger a termination process for those partners who have not completed the admin tasks.

As for the Description of Action, it also needs to be completed both formally in the system, and in human-readable form (PDF) as an updated version of the Technical Annex Sections 1-5. The DoA is being updated with the input from the consortium, firstly the Work Package leads, and subsequently the partners involved in the specific tasks.

Following the meeting this week in Brussels with all of the coordinators of the five LSPs and the two Coordination and Support Action (CSA) projects, we got further cross-cutting elements and milestones to incorporate in the DoA, which are now being integrated.

I'll update you on the IoT LSP portfolio later.

Working towards the September 28 deadline, there are urgent tasks for all partners to prepare for. Because of the tight timeline, these will happen in three parallel tracks.

(a) Consortium finalisation of the DoA -- WP leads and all partners performing quality assurance.
(b) Consortium admin information -- signing the DoH.
(c) Commission and coordinator dialog on the final version of the DoA.

*WP lead action point*
A: We're creating for you to review version 1.3 of the DoA. This will arrive Monday by EoB. WP leads *must* review it and actively report back, whether they have improvements or not, by EoB Tuesday. Those in Bratislava can join the informal face-to-face lunch meet-up for quick updates.

*All partners action point*
B: All outstanding partner information issues must be resolved by Monday EoB. We have no way of preventing the Commission beginning termination processes beyond that point, no matter what the help desk may say. They are not fully informed on all matters and have no authority on you eligibility.

*Coordinator Action point*
C: I will meet with our POs again, on Tuesday, to resolve any and all outstanding issues in the DoA. Changes will be prepared and integrated in the Final Version 2.0 draft, ready for the conference call Wednesday morning 10-12. After the call, the final Version 2.0 will be submitted.

So, please be prepared, and activate the relevant persons on your team, and in your tasks.

I apologize for the compressed process, but it is forced upon not just us but all the IoT LSPs.

That said, it's a great "family" of projects, and a fantastic initiative with the opportunity to really shape things, locally as well as globally, with a distinctly human-centered approach.

One last stretch. And then the Consortium Agreement...

Thanks.

Best,
Martin

--
Martin Brynskov, Ph.D.
Associate professor, interaction technologies
Aarhus University

Chair, Open & Agile Smart Cities // oascities.org<http://oascities.org/>
Research director, AU Smart Cities // smartcities.au.dk<http://smartcities.au.dk/>
Director, Digital Design Lab // ddlab.dk<http://ddlab.dk/>
Participatory IT Centre // Digital Urban Living // CAVI
Tel. (+45) 3068 0424<tel:(+45)%203068%200424>
More info: http://au.dk/en/brynskov@cavi
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