3rd meeting of
TEMTIS partners
27.3.2008
Opole, Poland
Draft agenda
1.
2.
3.
4.
5.
7.
8.
9.
Opening
Roll call of delegates. Introduction of F.N.B..
Time organization – TU Opole – 27.-28.3.2008
Minutes from the 2nd meeting – Check of tasks.
Check of activities of single WorkPackages – state of work, evaluation
1) WP1 – economic and administrative issues – VSB-TU Ostrava
2) WP2 - IMK
3) WP3 – TU Graz
4) WP4 – CTU Prague
5) WP5 – seminar in Graz-TU Graz, seminar in Opole - P9
6) WP6 – P1
7) WP7 – P1
8) WP8 – SKSI
Miscellaneous.
Subsequent meeting (in Vitus Bering in May 2008) – date specification.
Closure of the meeting (at 1:00 p.m.).
2nd Minutes tasks
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Internal evaluation of WP2 - 30.7.2007 – not sent
WP3 – 15.10.2007 all chapters prepared – no (3 still missing)
WP4 – 30.7.2007-text of HB sent to all partners –no –sent later
WP5 – evaluation of Graz seminar – ok
 seminar organization in Opole – date sent later than 11.7.2007
WP6 - case studies – 16.7.2007 for P1 and P2 – P1 ok, P2 not sent
yet, 15.8.2007 for P7 – ok,
 2nd set -3 still missing
WP7 – Database – number of entries were stated by P1
Dissemination on the project, its tasks and results start on the 1st day
of the project duration.
WP leaders are responsible for actions and activities planned and
realized in their WP to be going smoothly in harmony with the project
work programme.
WP1 – Coordination and
management
o
o
o
o
Interim report
Final report
Budgetary issues
Dissemination
Interim report
o
o
o
o
o
Partners were advised to fill the Interim report for
their organizations till 30.10.2007
Interim report sent to Prague on 29.11.2007
Idea - P1 puts all the single reports in one and make
a final version – partners asked for cooperation
14 annexes – available for partners to see
Financial part of Interim report:
o
o
It was important to spend 70% of the 1st pre-financing
payment – ok – total 103 828,403 EUR.
P1 sent on 25.3.2008 request for 2nd pre-financing to
National Agency of Leonardo da Vinci in Prague.
Interim report (2)
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Evaluation from Leonardo agency:
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Content – summary of activities and tasks – slight delays,
but ok
HB1 – references in majority of chapters – add
HB2 – ok
Case studies – good work from technical aspects
Instruction handbook – well arranged – logo in French –
necessary to change it
Website – ok
Database – ok, template prepared
Internal and external evaluation forms – good – WE MUST
USE THEM!!!
Interim report (3) - Dissemination
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Presentation at seminars and conferences – necessary to
provide documentation! – invitation, conference programme
etc. (Hong Kong, Traedag day…)
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Recommendation: The partnership should pay further
attention to valorization and dissemination events on
national and European level and to testing activities
among various target groups.
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Please mention the project at as many conferences and
seminars as possible!
Interim report (4) – Financial part
OK
 Overall evaluation concluded in Green light
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The request for 2nd prefinancing payment sent
to Prague – then will be sent to partners
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Monitoring visit is expected in Ostrava in spring
2008
Final report (1)
o
o
o
o
o
Final report – activities from 10/2007 – 9/2008
Important for all partners to send self-evaluation
forms to all WP leaders – must prepare all WP
evaluations retrospectively to be attached to
Final report!!! – all available at TEMTIS website
Deadline 30.10.2008!
Deadline for sending the final version –
28.11.2008
Try to keep the budget – do not overdraw it
Final report (2)
o The same financial rules as for Interim report
o Please mind the deadline 30.10.2008 for
sending the text of Final report as well as
financial tables and all receipts – the report is
a mirror of all activities done during the 2
years of the project duration – bad evaluation
= reduction of staff costs!!!
List of outputs-Final report (3)
Output
Number of
pages
Language
versions
Number of
copies
Media
Handbook 1
100 A4 pages
English
1
Web+DVD
Handbook 2
100 A4 pages
English
1
Web+DVD
A set of case studies
10 slides/1 case
study*12
English
1
Web+DVD
Instruction handbook to elaborated
case studies
56-60 pages
English
1
Website
Template for preparing an entry
into the database of timber
constructions
min. 3 slides
English
1
website
English
1
website
Database of timber constructions
Project website
4 main web
pages+relat
ed web
pages
English, Czech,
Polish,
German
1
website
Seminars
5 seminars
English+local
language
5
Report by e-mail
+website+CD
Handbooks – local language
versions
100 pages /
handbook*
2
Polish,
Czech/Slovak
, German
3
Website+
partner‘s
websites
Budgetary issues (1)
o In countries where EUR is not a national
currency, please attach bank statements with
actual exchange rates + short explanation in
English
o NEW - all partners must write a statement on
credits on their bank accounts – for Final
report in 2008.
o If a partner spends more money for some item
(like subcontracts) those money will not be
considered eligible if you do not ask partners
for increase of budget – will not apply.
Budgetary issues (2)
o
o
o
o
Staff costs: All people working on the project should
have work contracts – no sending to P1, but must exist
estimation of rates must be in agreement with the
internal regulations of the institution. The rates stated by
EU Commission can not be exceeded.
Subcontracts – write an agreement or order and invoice
Experts with subcontracts can be paid travel and
subsistence costs when giving lectures at seminars.
Budgetary issues (3)
o
o
Overheads – the real value spent for
overheads must be calculated in the financial
report – no receipts sent to P1
VAT – ineligible, with the exception that a
sum with VAT is a final sum, VAT can not be
refundable then (P6 - send VAT Declaration)
Budgetary issues (4)
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If invoices are presented in a language other than English - provide
a short description (1-2 lines) of the content of the invoice –
necessary otherwise the agency will ask for explanation – time
delay
Where invoices are presented in a currency other than EUR the
method and rate of calculation must be added to the invoice – ex.
1000 CZK=40 EUR, exchange rate used: 1 EUR=25 CZK
For Travel costs – send document Calculation of Travel costs – will
be Annex to 3rd Minutes
Detailed information on financial issues are presented in the
Administrative and financial handbook, website
Dissemination activities
Great attention is paid to this activity – will
be written in the Interim report for every
partner
 Keep records of dissemination activities –
when where and how did you inform about
the project - invitations, photos etc.
 All partners send information on
dissemination activities to P1 every 3
months!!! - P1 prepares Progress report
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WP1
Internal evaluation of final report – all partners
– 08/2008
 External evaluation – P1/subc. and P4/subc. –
09/2008
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WP2 – Communication,
promotion and marketing
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P2 – IMK – WP leader
Project presentation at conferences and seminars,
meetings – all partners
Contact to other projects P1
Media contact – mainly P1,2,6,7,8,10 and 11
Marketing to professions – P2,4,8,11
Marketing to universities – P5
Marketing to local authorities – P1,2,4,5
Internal evaluation of WP2 – every 6 months – P1 and
P4 – send to P2 – 06/2008
Closing promotion campaign – P1 – 09/2008
WP3 - Handbook 1
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WP leader P3
Duration 01/2007-01/2008
State of work – 3 chapters missing – P1,P2 and P9–
deadline 15.4.2008
English editting – P7/subc. – 20.5.2008
Internal evaluation – all partners – 1.6.2008
External evaluation – P4/subc. – 15.6.2008
Placing the handbook on the public web – 20.6.2008
WP4 – Handbook 2
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WP leader P5
Duration 01/2007-01/2008
State of work – the core is finished, but some
examples missing – deadline: 15.4.2008
English editting – P8/subc. – 20.5.2008
Internal evaluation – all partners – 1.6.2008
External evaluation – P11/subc. – 15.6.2008
Placing the handbook on the public web – 20.6.2008
Example
Content
Pages
approx.
1
Wall frame bottom rail
1
2
Column with solid cross - section
1
3
Mechanically jointed column
2
4
Spaced column
1
5
Beam with solid cross - section
1
6
End - notched beam
1
7
Glued thin - webbed beam
2
8
Glued thin - flanged beam
2
9
Mechanically jointed beam
2
10
Single tapered beam
2
11
Double tapered beam
2
12
Curved beam
2
13
Pitched cambered beam
2
14
Step joint
1
15
Splice joint
2
16
Moment resisting joint
4
17
Joint transmitting inclined force
1
18
Serviceability of residential floor
2
Sum
31
WP5 – Seminars
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WP leader P4
19.4.2007 – Brno - OK
29.6.2007 – Graz - OK
28.3.2008 – Opole
May 2008 – Vitus Bering - date specification
Teaching seminar in August 2008 in Prague
P9 will prepare questionaires for seminar participants
and attendance list
P3,4,6 and 10 prepare evaluation of seminars
Preparation of future events – all partners
WP6 – Case studies
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WP leader – P1
1st set of case studies was to be finished till
03/2007 – 1 still missing – P2
2nd set was to be finished till 02/2008 – 3 still
missing – P3, P5 and P9 – Deadline: 30.4.2008
Internal evaluation – all partners - 15.5.2008
Placing the products on public website – 20.5.2008
Now case studies+Instructions manual are
available at private part of the project website
Entries/
partner
WP7 - Database
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WP leader – P1
Concerns all partners!
Number of entries –see table
http://fast10.vsb.cz/temtis/en
On 25.3.2008 – only 6
entries!
Till the end of project – min.
51 entries!
Internal evaluation –
P1,2,6,9,11 – 09/2008
P1
VŠBTUO
5
P2
IMK
3
P3
TU
Graz
4
P4
CKAIT
3
P5
ČVUT
5
P6
F.N.B.
6
P7
V.Berin
g
4
P8
NTNU
5
P9
TU
Opole
7
P10
U. of
Maribo
r
5
P11
SKSI
4
total
51
WP8 Products‘ local transfer
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WP leader – P11
Partners: P3, P4, P9, P11/subc.
On programme from 04/2008 – important to have
the handbooks finished till 30/3/2008 – not possible
Find subcontracts for translations
20.6.2008 – 20.7.2008 – translation+adding small
dictionaries
Finished on 1.8.2008 – placed on the project
website by P1
Attempts for obtaining accreditation – P3,4,9,11 –
08-09/2008
Subsequent meetings and
seminars
Vitus Bering – May 2008 –
seminar+possibly short meeting
 Prague – August 2008 – meeting+seminar
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Thank you for your
attention!
Prepared by Marcela Zahnašová
Project coordinator: Alois Materna
VŠB-TU Ostrava, Czech Republic
Tel: +420 597 321 979
E-mail: [email protected]