D7.2 Project Handbook (updated version)

HORIZON EUROPE PROGRAMME – TOPIC HORIZON-CL5-2021-D3-03-05 Wind energy in the natural and social environment Research and Innovation action (RIA) WIMBY Wind in My Backyard: Using holistic modelling tools to advance social awareness and engagement on large wind power installations in the EU Grant Agreement No. 101083460 Starting date: 1st January 2023 – Duration: 36 months Deliverable D7.2 Project Handbook (updated version) WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 2 of 23 DOCUMENT INFORMATION Deliverable number D7.2 Deliverable title Project Handbook Work Package WP7 Deliverable type Report Dissemination level Public Due date 31.08.2024 (Month 20) Pages 23 Document version 3.0 Lead author(s) Stella Arapoglou (VUB), Shary Heuninckx (VUB) Contributors Luis Ramirez Camargo The WIMBY project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains. WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 3 of 23 DOCUMENT CHANGE HISTORY Version Date Author Description DRAFT 0.1 08.07.2024 Shary Heuninckx, Stella Arapoglou (VUB) Creation 0.2 FIRST PEER REVIEW 1.0 06.08.2024 Rebecca Hueting (DBL), Dominik Hueting (VUB), Andrea Hahmann (DTU), Luis Ramirez Camaro (UU) Proofreading and peer review 1.1 19.08.2024 Shary Heuninckx (VUB) Consolidation of input from reviewers, Addition of content SECOND PEER REVIEW-not applicable 2.0 Proofreading and peer review 2.1 Consolidation of input from reviewers COORDINATOR APPROVAL 3.0 20.08.2024 Shary Heuninckx, Stella Arapoglou (VUB) Coordinator review 3.1 Coordinator approval FINAL VERSION 4.0 Format review, version ready for submission WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 4 of 23 SHORT ABSTRACT FOR DISSEMINATION PURPOSES Abstract This deliverable provides a summarised description of the necessary structures for the overall management of the WIMBY project, encompassing the internal guidelines for communication and working procedures for decision-making as well as risk management procedures. It is an updated version of deliverable D7.1, with adjustments arising from evolving insight and lessons learned during practical project operation. WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 5 of 23 TABLE OF CONTENTS 1. GOVERNANCE ................................................................................................. 10 1.1 Governance structure .......................................................................... 10 1.1.1 The European Commission ........................................................................................................................ 10 1.1.2 The General Assembly (GA) ...................................................................................................................... 10 1.1.3 The Executive Board (EB) ................................................................................................................................ 11 1.1.4 The Project Coordinator .................................................................................................................................. 11 1.1.5 The Scientific Coordinator ........................................................................................................................... 12 1.1.6 Cross-cutting issues........................................................................................................................................ 12 1.1.7 The Advisory Board (AB) ............................................................................................................................... 13 1.1.8 Conflict resolution ............................................................................................................................................. 13 2. PROGRESS REPORTING .................................................................................. 15 2.1 Financial interim report ....................................................................... 15 2.2 Periodic and Final reporting ................................................................ 15 3. CHANGE MANAGEMENT .................................................................................16 4. QUALITY MANAGEMENT ................................................................................. 17 4.1 Review of project deliverables ............................................................. 17 4.2 Templates ............................................................................................... 18 5. RISK MANAGEMENT ........................................................................................ 19 6. INTERNAL COMMUNICATION ........................................................................ 20 6.1 Project contact list................................................................................. 20 6.2 Meetings .................................................................................................. 20 6.3 Repository/record keeping .................................................................. 20 6.4 Main communication channels ......................................................... 20 7. SUPPORTING DOCUMENTS ........................................................................... 22 7.1 Horizon Europe documents ................................................................. 22 REFERENCES ........................................................................................................... 23 WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 6 of 23 LIST OF PARTNERS N o Logo Name Short Name Country 1 VRIJE UNIVERSITEIT BRUSSEL VUB Belgium 2 DANMARKS TEKNISKE UNIVERSITET DTU Denmark 3 INTERNATIONALES INSTITUT FUER ANGEWANDTE SYSTEMANALYSE IIASA Austria 4 UNIVERSITAET FUER BODENKULTUR WIEN BOKU Austria 5 UNIVERSITETET I OSLO UiO Norway 6 NAZKA MAPPS BVBA NAZKA Belgium 7 KELSO INSTITUTE EUROPE GEMEINNUTZIGE GMBH KIE Germany 8 DEEP BLUE SRL DEEP BLUE Italy 9 UNIVERSITEIT UTRECHT UU Netherlands 10 POLITECNICO DI TORINO POLITO Italy 11 UNIVERSITA DEGLI STUDI DI PALERMO UNIPA Italy 12 APREN-ASSOCIACAO PORTUGUESA DE ENERGIAS RENOVAVEIS APREN Portugal 13 MULTICONSULT NORGE AS MCN Norway 14 EIDGENOESSISCHE TECHNISCHE HOCHSCHULE ZUERICH ETH Zürich Switzerland 15 PAUL SCHERRER INSTITUT PSI Switzerland 16 UNIVERSITY COLLEGE LONDON UCL United Kingdom WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 7 of 23 ABBREVIATIONS Acronym Description AB Advisory Board DoA Description of Action DoW Description of Work EB Executive Board EC European Commission GA General Assembly WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 8 of 23 LIST OF FIGURES Figure 1. WIMBY project governance structure .................................................................. 10 Figure 2. Timeline of deliverable review process .............................................................. 17 LIST OF TABLES Table 1. Schedule of financial interim report and deadlines ................................... 15 WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 9 of 23 EXECUTIVE SUMMARY This deliverable provides a summarised description of the necessary structures for the overall management of the WIMBY project, encompassing the internal guidelines for communication and working procedures for decision-making. This report aims to provide clear internal communication guidelines to ensure maximum efficiency and productivity. The deliverable also addresses the risk management plans and includes definitions and details of the processes being implemented with respect to the WIMBY project. This deliverable is a living document that will be revised if necessary (e.g. General Assembly, Executive Board meetings). D7.2 is an updated version of deliverable D7.1, with adjustments arising from evolving insight and lessons learned during practical project operation. The main adaptations encompass a detailed depiction of the responsibilities of the Project Coordinator and the Scientific Coordinator, and a description of the utilised data set repositories. Attainment of the objectives and explanation of deviations: This deliverable is related to task 7.1 Project Coordination and operational management lead by VUB. All objectives were achieved without deviation of content nor time. WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 16 of 23 3. CHANGE MANAGEMENT The following changes always require an amendment: • changes to the description of the action in Annex 1 • changes to the budget category for volunteers (if used) • changes to budget categories with lump sums costs or contributions (if used; including financing not linked to costs) • changes to budget categories or activities with higher funding rates or budget ceilings (if used). • activation of the contingency reserve (where foreseen in the grant agreement) The following require either an amendment or a simplified approval procedure: • addition of amounts for subcontracts not provided for in Annex 1 • other changes in certain specific cost categories, if specifically provided for in Article 6.2. Approval of an amendment is at the full discretion of the Commission/Agency and there is no automatic entitlement to it. Beneficiaries that rely on the simplified approval procedure, bear the full risk of non-approval and rejection of costs by the Commission/Agency. WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 17 of 23 4. QUALITY MANAGEMENT 4.1 Review of project deliverables Partners are responsible for the development and preparation of the deliverables. The Coordinator is responsible to ensure that all deliverables will go through a quality review process and will be submitted on time (contractual submission dates, according to the Grant Agreement). The procedure that will be followed to ensure on-time submission according to quality criteria is: Step 1: The partner in charge of the deliverable sends the first consolidated version to the reviewers (according to the list of reviewers on the project SharePoint) 3 weeks before the contractual submission date. The Coordinator is always in cc. Step 2: The reviewers have 5 working days to complete the review of the document. They send back the reviewed version of the deliverable to the partner in charge of the deliverable. The Coordinator remains in cc. Step 3: The Partner responsible has 5 working days to integrate suggestions and respond to comments made by the reviewers. This final version is sent to the Coordinator. Step 4: The Coordinator has 5 working days to review the document (format, deliverable information, executive summary, cross-references, working links, etc). Step 5: The final, reviewed version is submitted by the Coordinator. Figure 2. Timeline of deliverable review process Quality criteria of deliverables: WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 18 of 23 • reflect the work and results • be relevant, simple, readable Format and other criteria of deliverables: • contain an executive summary • working links and cross references • typos, etc • logos, contractual information 4.2 Templates The Communication Manager in cooperation with the Coordinator will develop templates (word, PowerPoint, deliverables, etc), to ensure standardized procedures. All templates will be kept on the project repository. WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 19 of 23 5. RISK MANAGEMENT Risk Management Plan: • Risk identification: Includes risks identified during proposal stage. Unidentified risks will be monitored through the risk log; it will be created in the beginning of the project and will be updated during each EB meeting. • Risk Analysis, Evaluation and Resolution With every addition to the risk log, a mitigation response will be provided by the responsible partner. Also, the likelihood and severity will be recognized for each additional risk. • Risk monitoring The owner of the risk is responsible of monitoring and reporting on the issue monthly (at the EB meeting). WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 20 of 23 6. INTERNAL COMMUNICATION 6.1 Project contact list The Coordinator is responsible for keeping the project contact list up to date, with the contribution of the partners. The list (all versions) is kept on the project repository. Mailing lists were created and manned by the communication manager to ease the communications within the Consortium: • [email protected] (full Consortium) • [email protected] (General Assembly - all the main contacts from each partner) • [email protected] (members of the EB group) • [email protected] (all admin and finances contacts) 6.2 Meetings Project management meetings (namely GA and EB) are described in Chapter 1.1. In addition to those, regular technical meetings at WP level will be organized online (and onsite if necessary). Technical meetings will be organized and documented under the responsibility of the Partner organizing the meeting, typically the WP or Task leader. 6.3 Repository/record keeping The project repository is hosted on the VUB SharePoint: a dedicated space has been set up with access restricted to the Consortium and VUB IT Department. The SharePoint will be managed and stay updated by the Coordinator (who is the owner). Access rights will be granted to new team members. A second repository is specifically dedicated to the storage and internal sharing of all used and created data sets: the Yoda platform (Utrecht University data management system). This platform, together with a Zenodo repository (publicly accessible), will also be used for publishing data sets. 6.4 Main communication channels The main communication channel is electronic mail; all Partners are required to respect deadlines and to respond within the suggested time. In case a Partner remains unresponsive to electronic mail, the coordinator will contact them through other channels (phone, Mattermost, MS Teams, post). WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 21 of 23 If the partner remains unresponsive, the issue will be escalated to risk and will be discussed in the following EB. In order to ease the day-to-day communication, the GA decided to use a dedicated platform for instant messaging. This will minimize the hoarding of electronic emails and will allow easy and flexible interactions among partners. After researching the market, the GA decided to use Mattermost, which offers effective real-time communication, file, and code snippet sharing, inline code syntax highlighting, and workflow automation purpose-built for technical teams. A specific structure will be created to allow project teams (on WP, Task, and topic level) to work efficiently together. The Project Coordinator, with the support of the communication leader (DBL), is responsible for the management of the platform and costs related to it. WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 22 of 23 7. SUPPORTING DOCUMENTS 7.1 Horizon Europe documents Horizon Europe Annotated Model Grant Agreement (AMGA) is a user guide explaining all articles of the Grant Agreement, providing examples and sample calculations. Horizon Europe Online Manual: It is an online user guide for EU funding and managing projects. It provides detailed information and step-by-step guides on keeping records, amendments, reports & payment requests, deliverables & milestones, dissemination & exploitation, communicating your project, acknowledgement of EU funding and checks, audits, reviews & investigations. Horizon Europe Reference Documents: This page includes reference documents of the programmes managed on the EU Funding & Tenders portal starting with legal documents and the Commission work programmes up to model grant agreements and guides for specific actions. Horizon Europe Reporting Template: The template provides detailed instructions on projects' periodic and final reporting. WIMBY | D7.2 Project Handbook | V3.0 | PU This project has received funding from the European Union’s research and innovation programme Horizon Europe under the grant agreement No. 101083460. This document reflects only the author’s view, and the Commission is not responsible for any use that may be made of the information it contains Page 23 of 23 REFERENCES WIMBY Grant Agreement No. 101083460 WIMBY Consortium Agreement AGA–Annotated Model Grant Agreement EU Funding Programmes 20212027 https://ec.europa.eu/info/funding-tenders/opportunities/docs/20212027/common/guidance/aga_en.pdf