ISRSI I3 N1 Management of the I3 - MISTI N1 Management of the I3 Management of the Integration of Space Technologies and Infrastructures MISTI Total Requested Budget Total Project Duration 1052.4 k€ 48 months ISRSI I3 N1 Management of the I3 - MISTI Proposal full title Management of the Integration of Space Technologies and Infrastructures MISTI Proposal acronym Interconnected with: N1 X N2 X TA X JRA1 X JRA2 X JRA3 X JRA4 X JRA5 X Role Name Institution Email Address Coordinator Richard Ambrosi University of Leicester, UK [email protected] Deputy Coordinator Roberto Battiston INFN – Perugia, Italy [email protected] Contact Persons Richard Ambrosi Roberto Battiston University of Leicester, UK INFN – Perugia, Italy [email protected] [email protected] Objectives This part of the ISRSI I3 Network proposal intends to describe the management and administrative structure of the ISRSI consortium and the links that will be made with the various management, financial and administrative components of the I3 proposal namely the Networking, Access and Joint Research Activities. Its structure establishes the links between the different groups within the network and the joint research projects and the access to the experimental facilities described. Main deliverables A management board that will oversee all aspects of the running of the consortium. Strategic decisions on the actions to be taken in view of the goals of ISRSI Financial management structure for a flexible, administration of the resources Distribution of resources through transparent means and establishment review processes of actions undertaken Coordination of Scientific ISRSI I3 activities Coordination of Access ISRSI I3 activities Coordination of Research ISRSI I3 activities Coordination of the interconnection between all ISRSI I3 parts including outreach ISRSI I3 N1 Management of the I3 - MISTI N1 FIGURES AND TABLES Figure N1-1 Structure of ISRSI Management page 40 Table N1-1 Description of Management substructures page 41 Table N1-2 Summary table of expected budget and of the Community page 47 contribution requested Table N1-3 Detailed N1 expenditure page 48 ISRSI I3 N1 Management of the I3 - MISTI Activity N1 – Management of the I3 Quality of the management of the I3 Management methodology and competence of the Participants The ISRSI consortium intends to federate the European efforts in space detector construction. In the past, many pioneering detectors were constructed by small teams in a single country. The requirements for the next generation of instruments are largely beyond the capabilities of a single laboratory/university. The specifications are well defined, roadmap to technology development always exist and often promising ideas are at advanced R&D levels but the means to develop them requires more support and contributions from a larger number of teams at a European would catalyse success. The networking effort (N2) at the European level will reduce redundancy, will help reaching the desired critical mass, help strategic developments and present a unified European effort in a larger context where the USA and Japan are sometimes competitors and other times collaborators. The JRAs in the present I3, give five specific examples of the added value of the networking effort: they present the way we intend to tackle the construction of the next generation detectors for Xray, infrared and optical photons. The Access components will bring together facilities across Europe historically used for the experimental verification and calibration of detectors for space applications and those facilites used for the enviromentla testing of detectors and electronics components for space. These activities covered by the Access part are vital to the success of the prototyping activites of the JRAs. Some of the major institutions involved in space detector development including ESA will form part of the Network and the JRAs. Nevertheless, the ambition of the networking activities, is to eventually federate all the European laboratories active in the field. Accretion of new participants, in accordance with the rules of the EU, will be encouraged. This philosophy has influenced the implemented management scheme. That is, the distribution of resources will be transparent and open to debate. The main bodies of the I3 management at the project level are the Steering Committee (SC), representing the institutional interests and the Peer Review Committee (PRC) giving expert advice on the technological directions to be funded. The Steering Committee takes the final decisions. The allocation of funds to the JRAs and regular progress reviews will be carried out by the Steering Committee and will be debated in a transparent forum, for which we will use the infrastructure Peer Review Committee. The Access to part of the proposal regarding members of the consortium external to the JRAs and outside potential users will be reviewed by the Peer Review Committee. Access involving the JRAs will be reviewed byt th Steering Committee. The consortium will use the Network to consolidate the partnerships that will tackle the JRAs and will then issue a call for proposals to the consortium. Each of the JRA Management Group will present a detailed proposal for the specific JRA to the Steering Committee, giving a more detailed cost breakdown including equipment costs and staff costs and any changes given that there may be new issues to resolve or new innovative ideas to pursue emergin between the submission date of the proposal and the start date of the projects. Additional or contingency funding will be included in the Networking budget in order to address such issuses. The presentation of the proposals will be carried out in an open forum set up by the Network and the results will be disclosed to all participating members of the consortium. Funds will be allocated based on a final review of the proposals by the Peer Review Committee. If other members of the consortium are required to participate based on the Peer Review Committee recommendations, the Steering Committee will invite the relevant institution or company to participate. If a partner outside the consortium is required as recommended by the Peer Review Committee, the Sttering Committee will have a final decision on whether to co-opt these partners into the consortium. Any contract required with the industrial partners will be reviewed at the JRA Management level once the resources have been allocated. The proposal, includes a few institutes, and even national agencies with large experience in management of large projects (IN2P3/CNRS, CEA/France, INFN, RAL) but also laboratories that have managed a large space and European project experience (University of Leicester, CESR/Toulouse, SRON, IASF). Furthermore, both INFN and University of Leicester central services have a dedicated structure to handle the European projects, with dedicated administrative persons, secretaries and long experience in autonomous handling of resources (above €50 million per year). ISRSI I3 N1 Management of the I3 - MISTI Management Structure Figure N1-1 shows a schematic of the complete management structure. To reflect ISRSI objectives the management structure shows a clear separation of scientific strategy, management and technical delivery. This is aimed to produce the optimum utilisation of resources across the collaboration and a clear definition of tasks with resources, start and end points. At the I3 project level the Coordinator is assisted on a day by day basis by the Management Board (MB) that includes the Deputy Coordinator, an Administrative Manager and the Coordinators of each Networking, Access and JR activity along with the Chairpersons of the Consortium Committees. The Management Board serves essentially as a coordinating body and consortium management body, having immediate oversight of all the I3 activities, defines the strategy of the Consortium but the executive power is in the hands of the Steering Committee (SC). All decisions have to be approved by the Steering Committee before they can be implemented. In order to maintain continuity the Coordinator and Deputy Coordinator are associated with ISRSI independent of their parent institutes, the parent institutes do not administrate the resources, allocated resources are administrated by the SC. If the SC determines that a change in their parent institute during the course of the contract were to interfere with the carrying out of their duties, the SC can elect a new Coordinator or Deputy Coordinator by majority vote. Since the MB is responsible for allocating resources and the management of unallocated resources, if the Coordinator or Deputy Coordinator were to change parent institution the and as long as the new institute were able to provide the necessary support the allocation of resources for support staff would be tranferrable. This is true for all activities outside of TA and JRAs, where a link between the Coordinators and the goals of the activity are inextricably linked. The SC is elected by the Consortium, and includes one representative from each country participating in each of the I3 activities and includes the Management Board. The SC is headed by an elected chairperson, who reports on a 6 monthly basis to the consortium, European Commission and the MB. The SC has executive power can allocate resources and can change the nominated coordinators for the individual I3 components including the Network Working Group leaders. For these tasks and all scientific and technical issues it is assisted by the Peer Review Committee (PRC), a panel of experts also nominated by the SC to act as an advisory group. The PRC consists of representatives of the scientific and technical European communities as well as people who can offer financial advice to the consortium. The advice of the PRC is available to all elements of the I3. The SC meets twice a year, to make sure the various activities of the consortium are progressing well, to confirm or redefine the general policy and strategy of the ISRSI consortium defined by the MB, and as well as modifying any of the existing steering groups of the consortium. The SC elects its Chairperson that can act as interim replacement for the I3 Coordinator or the Deputy if required, organise voting or elections and report to the MB, including in these reports all recommendations by the PRC. The PRC Chairperson elected by the same body reports to SC on request. The SC also organises the yearly General Assembly, where task managers, PRC, laboratory directors and other potential future members are invited as observers. The SC defines the overall consortium goals and working plan. It can rely on the PRC expert group for financial advice and evaluations or internal audits. It makes the necessary recommendations to the SC which has the overall responsibility for consortium operations. The sharing of resources, as well as responsibilities between the consortium members is defined by the SC according to the general recommendations of the MB and PRC. Chairpersons of the SC and PRC will hold their posts on a biannual basis. The Networking, Access and JRA elements of the Consortium will each have a management structure, Figure N1-1 gives an overview of these and their interdependencies with the other ISRSI structures. The frequency of meetings at the sub-project level will be set by the individual management groups based on the requirements of the Working Groups or the JRAs. ISRSI I3 N1 Management of the I3 - MISTI Figure N1-1. Structure of ISRSI Management ISRSI I3 N1 Management of the I3 - MISTI Steering Committee and Coordinator Table N1-1. Description of Management substructures The Steering Committee (SC) has the responsibility of the application and review of the programme strategy defined by the Management Board. The SC is responsible for programme delivery, the management and oversight of allocated resources/funds. The I3 activity (Networking, Access and Research) Coordinators have the responsibility of reporting progress as well as any technical and resource issues relating to their specific activity to the SC along with offering any specific research advice during strategic decision making processes. The SC has the responsibility of reporting back to all members of the Consortium including the working groups through their respective management structures, ensuring strategic decisions are communicated within the collaboration. The terms of reference of the project Steering Committee are defined as: Peer Review Committee To approve the overall program strategy defined by the MB Setup a ad-hoc finance committee to define the financial policy of ISRSI based on EC models. To ensure program delivery within available resources and on schedule To receive reports on progress and resource requirements of working groups To monitor the progress of working groups To resolve resource issues or technical changes and to report these through the networking and joint research activities To disseminate strategy requirements to the activity managers To discuss and review new collaboration opportunities To discuss and review new technical opportunities To ensure high quality public outreach The terms of reference for the project co-ordinator are defined as: To report technical progress, operational or resource issues to the I3 MB To report to other EU or external bodies as required To represent the MB and SC and report on strategy defined therein as required To present the program to review bodies The Peer Review Committee is a committee of experts nominated by the SC and is there to provide advice to the SC and any other members of the Consortium. The PRC is responsible to ensure that most areas of expertise are represented including financial, scientific and technical issues. A call for proposals will be issued at the start of the project by the PRC to signal the start of the Networking, Access and Research Activities. The PRC meets at least twice a year to make recommendations to the Steering Committee. The PRC can offer advice at the sub-project level without meeting as long as an adequate report is sent to the members of the SC if any project level decisions are required. This panel of experts is expected to have not only a role of expertise but also to stimulate new initiatives. ISRSI I3 N1 Management of the I3 - MISTI Management of the Network At the sub-project level, the Network, Access and JRAs are subdivided in small management groups. Each management group is responsible for making sure that the specific tasks or objectives of the corresponding activity associated with a set of Work Packages (WPs) are carried out efficiently on time and within budget. The coordinators of these management groups can rely on both the SC and PRC for support. The coordinators are also responsible for reporting to the SC. The Network is further subdivided into Working Groups (WG). Each WG has a has a leader and is responsible for arranging WG meetings to discuss the specific topics of interest, arrange activities to disseminate and transfer knowledge associated with the specific WG topic. The WG leaders form part of the Network management structure, where regular topic specific workshops and annual conferences are arranged in order to disseminate the work of the wole ISRSI Consortium. planning is performed through regular workshops held by each WG, arranged by the WG leader, every 3-6 months. Progress and decisions made in the WG meetings will be reported to the SC every 6 months through the Network management structure. Each WG leader and co-leader will be responsible for monitoring the work packages of that group, ensuring compliance with the timescales set. Reports from all Network activities will be coordinated by the SC and presented together at the general meetings. The SC will monitor the progress of the WGs. Finances will also be monitored by the SC. To ensure exchanges of information between working groups, additional interaction via existing collaborative links and between workers on specific tasks are envisaged as necessary, through specific meetings of the network. The Network will be able to coopt additional members with the approval of the SC. Working Group Leaders and Work Package Managers Applications received to access facilities under TA will be made public by the Network and referred to the TA Management Group in order to assist the proposers with the application procedures required by the specific facility. Each Working Group comprises a leader, work package manager/treasurer, secretary and administrative assistant and the member institutes. The leader of each working group reports to the Network management group. Resource allocation is not performed at the WG level but at the Network management level, even though each WG leader has responsibility for the oversight of resource management and the work packages of their WG. Resource re-allocation between WGs is requested by the WG leader to the SC via the Network. The terms of reference for WG leaders are defined as: To monitor the progress of work packages within the WG To receive reports on progress and resource requirements of the WG To report technical progress and operational or resource issues to the steering group To request resource re-allocation or technical changes through the steering group To disseminate strategy requirements to members of their working group Each working group has clearly assigned work packages or sub-tasks each with a resource allocation, known deliverables and time scales. The WG leader has responsibility for ensuring that the set tasks of his WG are completed within schedule and according to resources allocated. Each work package has an elected leader responsible for the delivery of the task objectives. Should resource re-allocation or a change in technical specification be required to a work package, the working group leader requests this through the steering committee. The work package manager reports to the working group leader. The terms of reference for WP manager are defined as: To monitor the technical progress of their WP to achieve agreed milestones To monitor the resource usage of the WP and maintain within required bounds To present reports of technical progress and resource requirements to the working group To request resource re-allocation or technical changes, if required, through the working group The management of the Network, report their activities at each SC meeting. A regular reporting scheme will to be put in place by the SC. Any global report prepared by the SC will incorporate the Network reports. These reports form the basic tool used by the SC to monitor the consortium operation. ISRSI I3 N1 Management of the I3 - MISTI The Transnational Access has its own Management Group, it is represented by the individual laboratories or facilities included in the TA part of the proposal. The TA management structure is covered in more detail in the management section of the TA part of this document. Management of the TA The TA Management Group consits of representatives of all the participating facilities in addition to the JRA Management Group Chairperson, JRA Coordinators and Deputies and the Network Management Group Chairperson. This Management Group wil be tasked with the management of access to the facilities represented including assisting the individual applicants from the Consortium with the application procedures of the individual facility if necessary. This Management Group will manage the budget allocated to the TA for access. If not all the allocated access time is used by the Consortium this time can be made available to the larger community. In fact it is expected that all the time allocated will not be used completely by the Consortium. A fraction of the total funding will be held back in order to review the Access part of the proposal if necessary and negotiate more access with the facility management structures. This additional or contingency funding will also be used if more support is required by the facility. This will result in a greater degree of independence of the TA users with respect to the normal research/user related activities in the facilities. The facilities highlighted in this proposal offer access to high quality, calibrated photon beam lines of varying energy and wavelength. Reactor facilties and accelerator facilities for radaition damage studies. If the same infrastructure is available at more than one facility, the TA Management Group will be responsible for assisting the necessary applicant with access to the correct facility based on availability and the project requirements. We expect that experimental access will be of the order of 1 to 2 weeks on average. Longer periods may be required if large amounts of equipment need to be installed. Access will be provided to record data and carry out experiments. Detailed data analysis will be carried out at the home institution. Further access will be determined by the results of the first phase of work. The TA Management Group will be able to rely on the PRC for advice if necessary. All activities will be reported to the SC on a quarterly basis by the TA Coordinator. Any problems can be referred to the MB or SC for review. The TA Management Group will select a treasurer and an administrative assistant. These tasks can be performed by different members of the TA Management Group on a rotating basis at the discretion of the TA Management Group. Management of the JRAs The Joint Research Activities has its own management structure, it is represented by the individual laboratories or facilities included in the JRA part of the proposal. The JRA Management Group is covered in more detail in the management section of the JRA part of this document. The JRAs consist of one Management Group responsible for the management and coordination of all of the JRA activities. It includes all of the JRA Coordinators and Deputies along with the TA and Network Coordinators. The JRA Management structure will be chaired by one JRA Coordinator on a rotating basis. Each Coordinator will be responsible for the running of the specific technological or scientific activities for a specific JRA, the Deputy Coorniator will be responsible for the management and allocation of resources. Aid from the representative(s) of the TA Coordinator, Network Coordinator and the PRC can be provided if necessary. The Network coordinator will have to report back to the working groups and make the lnk between the Network and the JRAs. The representatives of all the participating institutions will be organised into individual JRA management substructures, these will report to the JRA Management Group, who will report to the SC. The JRA Management Group meets twice per year (or more often if necessary) to manage the overall JRA activities and monitor the status of the JRA. The planning of the JRA activity will be carried out by the individual JRAs with frequent quarterly reports to the JRA Management Group. All JRA activities will be made public by the Network via workshops and conferences. As a general rule the workshops will be held every six months, just before SC meetings. Proposals and discussions at the Work Package level will be reported to the Coordinators at JRA Management Group meetings. Any changes must be presented to the SC. Reporting to the SC will be carried out through the JRA Management Group on a quarterly basis. ISRSI I3 N1 Management of the I3 - MISTI The JRA Management Group can organise the exchange of personnel between institutions if required. This will facilitate the exchange of skills and information. The grant for the JRA will be allocated after the announcement of opportunity from the SC and provided that the detailed proposal from the JRA meets with the objectives of the I3. This is done to ensure that any changes to the JRA members required are taken into account given that the contract for the I3 activity may start more than 1 year after submission. Periodic reports of the status of the project will be given at the general meetings and scientific committee meetings as requested by the I3 Management. General meetings of the JRAs will precede the biannual meetings of the SC. These JRA reports will be incorporated in the global report submitted to the EC reporting on the progress of the Integrated Activity. To facilitate the smooth running of the structures above we envisage the following regular meetings: Meetings Management Board Meetings every 4 months Steering Committee meetings every 6 months Network management meetings every 6 months TA management meetings every 12 months JRA management meetings every 6 months Annual General Meeting once a year Justification of Expenditure Particular care will be devoted to overall Management and Coordination issues. Given the size of the project, this activity will be jointly operated by a team based in Italy (INFN Perugia) and the UK (Leicester). Funds will be managed and allocated by the MB according to policy defined by ad-hoc-finance Committee set up within the SC. Allocated funds will be managed by the SC. Members of the ad-hoc finance committee will be elected by the SC to draft the policy once the projects begins and will have to be approved by the SC and PRC. This policy will be amendable only with the approval of the SC and PRC. The parent institutes of the Coordinators: the University of Leicester and INFN Perugia can provide support by the hiring of staff new on a contract basis to assist the Coordinators with their activities. The overheads supplied to the institutes will catalyse the use of support infrastructure within the aforementioned institutions. The ISRSI I3 Management will be organised in three levels. Level 1 uses the existing competences of the Coordinators parent institutes’ general services units. It will involve hiring 2 full time equivalent staff members during the entire duration of the project at each of the Coordinating institutes. Level 1 tasks include: Legal services: o The overall legal, contractual, ethical, financial and administrative management of the consortium. o Preparing, updating and managing the consortium agreement between the participants. Administrative services: o Receving the EU financial contributions and distributing these through the Coordinator and MB to the Network, Access and TA parts of the project ISRSI I3 N1 Management of the I3 - MISTI Consulting services: o The implementation of competitive calls by the consortium to find new participants. o Overseeing the promotion of gender equality in the project. o Overseeing science and society issues, related to the research activities conducted within the project. Level 2 requires that a specially constituted management team will assist the Coordinator and Deputy Coordinator, with dedicated staff covering skills needed for the day by day administrative coordination of the project as well as maintaining communication links with the European Commission. This team will consist of 1 person hired full time and 3 people hired part time for the duration of the 4 year project. The team will liaise with the MB of the consortium and the staff will be split over the parent Coordinating institutes. Level 2 tasks include: Project Management services (1 full time): Assist the Coordinator in ISRSI related matter, in particular in maintaining contacts with the Commission Maintain regular contacts at consortium level. Assist with maintaining and updating project schedules and liasing with the MB and SC. Assist Coordinator with contractual matters Liasing with the legal structures assisting with the Coordination Administrative services (1 part time 50%). Assist in the organisation of events (Network, TA, JRA meetings, Workshops). Obtaining audit certificates by each of the participants. Bank guarantees for SMEs (if applicable). Administrative reporting to the Commission. Technical services (1 part time 25%) Assist with the coordination of technical activities at consortium level WEB and networking services (1 part time 50%): creation and maintenance of the consortium WEB pages; overseeing of the consortium networking. Level 3 refers to additional management funding required to support any of the Networking, Access or JRA activities in case of a shortfall or in case of an additional requirement due difficulty in meeting the objectives. Quality of the plan for using and disseminating knowledge Knowledge dissemination within the Consortium. The Consortium website will be a primary tool for disseminating information and will be set up as soon as the projects begins. The SC meets every 6 months to define the overall Consortium goals and working plan. It can rely on the expert group or PRC for technical and financial advice. The sharing of resources as well as the responsibilities of the Consortium members is defined by the SC. All the Management Groups at the Sub-project level report to the SC on a quarterly basis and all reports are made available to the network through the Consortium website. An annual report is produced by the SC to summarise the activities of the consortium. These reports form the basic tool used by the SC to inform the EC Consortium members and external associates. The SC meetings will be associated with workshops organised by the Network to enable members of the Consortium associated with the various I3 activities to interact on an informal basis and inform colleagues of the latest results and new ideas. Representatives of all the different participant institutions will take part in the workshops and other general events. During these events any new proposals will be tabled in front of the SC and thes results of the deliberations along with the proposals will be made public to the Consortium. ISRSI I3 N1 Management of the I3 - MISTI Each Sub-project Management Group will arrange meetings as required by the I3 activity. The Network will arrange WG meetings and submit reports to the SC. The JRA Management group will arrange JRA specific meetings and report back to the SC. All reports will be available on the Consortium website. Meetings between WGs or Sub-project Management Groups can be arranged on an ad-hoc basis if important to the project. This is also the case for the individual JRAs. Reports from these meetings will be made available to the entire Consortium on the website. Each Sub-project Management Group can organise the exchange of personnel between institutions if required. This will facilitate the exchange of skills and information. The overall task planning and budget are under the administration of the Sub-project Coordinator. The TA Management Group will provide information about the facilities, existing infrastructure and services at workshops. Any new additions or changes to the infrastructure will also be reported. The TA Management reports refer specifically to the use of the facilities by TA users and these are sent to the SC and are made available to the Consortium via the website. Knowledge dissemination outside the Consortium The dissemination of knowledge outside the consortium is ensured by the extensive use of publications, annual conferences, annual general meetings, workshops as well as web-based activities (See above) supported by the Network and the SC on behalf of the JRAs and the TA activities. The results of the various R&D programs will be discussed and disseminated within the Consortium, but will also be published in peer-reviewed journals and conference proceedings to inform the external community. Where this is applicable, patents will be applied for, either by the participating groups or by their commercial partners; this is standard practice in technological R&D. Business agreements concerning licenses will have to be formulated on a case-by-case basis as required. ISRSI I3 N1 Management of the I3 - MISTI Table N1-2 - Summary table of expected budget and of the Community contribution requested Participant number Networking activities Activity number Total expected budget (€) Max Community contribution requested (€) 1 2 Amounts (€) exp. budget req. contrib. N1 526 200 526 200 Sub-total Networking 526 200 526 200 526 200 526 200 526 200 526 200 526 200 526 200 Total expected Max Commun budget (€) contribu requested 1 052 400 1 052 4 526 200 1 052 400 526 200 1 052 400 ISRSI I3 N1 Management of the I3 - MISTI Table N1-3. Detailed N1 expenditure Item 2 Coordinator and Deputy Coordinator Assistants (full time) Staff Costs a (k€/year) 62.3 k€ Indirect Costsb Additional Person/Number Costs Years (k€/year) 12.5 8 597.8 1 Project Management (50%) 62.3 12.5 2 149.6 1 Administrative Staff (25%) 61.2 12.2 1 73.4 1 Technical Services Staff (25%) 61.7 12.3 1 74.0 1 Web/IT Support (50%) 32.3 6.5 2 77.6 15 4 60 5 4 20 Travel Consumables TOTAL a 1052.4 Staff costs exclude 20% overheads associated with AC Cost model for the Coordinating Institutes. Inflationary increases are taken into account using standard academic institution calculation methods. In addition estimated social security and Pension contributions are incorporated into the costs using standard academic institution costs. b Indirect costs are the 20% overheads for staff associated with the AC cost model. ISRSI I3 N1 Management of the I3 - MISTI
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