This p ojec has ecei ed unding om he Eu opean Union’s Ho izon 2020 esea ch and
inno a ion p og amme unde g an ag eemen No 884411.
Applica ion o Sola The mal Ene gy o P ocesses
D1.6 Final Repo
Documen Summa y In o ma ion
G an Ag eemen No.:
884411
Ac onym:
ASTEP
WP:
WP 1 – P ojec Managemen and Coo dina ion
Task:
Task 1.2 – Adminis a i e and Financial Managemen
Task 1.3 -Ad iso y Boa d Managemen
Deli e able ID:
D1.6 – Final Repo
Submission da e:
2025-07-23
Due da e:
2025-06-30
Owne :
An onio Ro i a (UNED)
Pa icipan s:
Rubén Ba be o (UNED)
Dissemina ion le el:
Public
Re iewe s:
Juan En íquez (ADSC), Juan P Solano (UPCT)
App o e :
An onio Ro i a (UNED)
☒ Repo ☐ Demons a o ☐ Open Resea ch Da a Pilo ☐ O he
D1.6 Final Repo
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Execu i e Summa y
Task T1.2 - ‘Adminis a i e and Financial Managemen ’ o ASTEP p ojec is de o ed o he p ojec
adminis a ion and managemen , including he esou ces and inancial con ol, while Task 1.3 -
‘Ad iso y Boa d Managemen ’ deals wi h he adminis a ion issues o he Ex e nal Ad iso y Boa d
membe s. This deli e able desc ibes he ac ions aken o he managemen o hese aspec s and
compiles all he documen s associa ed o hem.
The p ojec go e nance elies on a s uc u ed amewo k comp ising se e al bodies: he Coo dina o ,
he P ojec S ee ing Commi ee, he Managemen Suppo Team and he Scien i ic & Technical
Commi ee.
The Coo dina o , An onio Ro i a (UNED), assumes day- o-day managemen esponsibili ies, ensu ing
adminis a i e and inancial coo dina ion, compliance moni o ing, and communica ion wi h he
Funding Au ho i y and conso ium membe s. The P ojec S ee ing Commi ee, consis ing o one
delega e om each bene icia y, se es as he ul ima e decision-making body o e seeing s a egic
o ien a ion, policy adhe ence, and p ojec e olu ion. I has held en o mal mee ings. The
Managemen Suppo Team p o ides ope a ional suppo o he Coo dina o and he P ojec
S ee ing Commi ee. Finally, he Scien i ic & Technical Commi ee moni o s he echnical and
scien i ic p og ess o he p ojec , ocusing on he coo dina ion and imely achie emen o p ojec
objec i es and miles ones. I is composed o WP leade s and con ibu o s om he echnical wo k
packages. Regula mee ings o he Scien i ic and Technical Commi ee, up o 26 ac oss he p ojec
li ecycle, ha e been held o acili a e echnical p og ess e iews.
The Ex e nal Ad iso y Boa d consis s o ex e nal expe s p o iding independen ad ice and
con ibu ing hei expe ise du ing Scien i ic & Technical Commi ee mee ings, al hough wi hou
decision-making igh s. Membe s con ibu e o knowledge ans e , enhancing p ojec alue and
isibili y.
Pe iodic epo ing mechanisms a e es ablished o moni o p ojec p og ess. Technical p og ess
epo s a e p esen ed du ing P ojec S ee ing Commi ee and Scien i ic & Technical Commi ee
mee ings, de ailing WP achie emen s, miles ones, and de ia ions. Financial in e im epo s,
compiled e e y six mon hs, moni o incu ed cos s and budge a y s a us.
Documen managemen and in e nal communica ions a e acili a ed h ough a Mic oso Teams
en i onmen named ASTEP Team, s uc u ed in o Gene al, WP-speci ic, Pa ne -speci ic, and Ex e nal
Ad iso y Boa d channels. These channels p o ide collabo a i e ools o documen sha ing,
communica ion, inancial epo ing, and mee ing o ganiza ion.
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Re ision his o y (quali y con ol)
Ve sion
Issue Da e
%
Comple e*
Changes
Con ibu o (s)
V1.0
2025-07-09
100 %
Ini ial Deli e able S uc u e
A Ro i a (UNED)
R Ba be o (UNED)
*Acco ding o ASTEP Quali y Assu ance P ocess:
- 3 mon hs be o e Deli e able’s Due Da e: 50% e sion should be submi ed o QA e iew.
- 1 mon h be o e Deli e able’s Due Da e: 100% e sion should be submi ed o QA and pee e iew.
- Submission mon h: All equi ed changes ha e been applied, (including he QA and pee e iews) and i
is eady o submission.
Disclaime
The con en o he publica ion he ein is he sole esponsibili y o he publishe s and i does no
necessa ily ep esen he iews exp essed by he Eu opean Commission o i s se ices.
Any dissemina ion o esul s and any communica ion ac i i y ela ed o he ac ion, e lec s only he
au ho 's iew and i does no necessa ily ep esen he iews exp essed by he Eu opean
Commission o i s se ices.
While he in o ma ion con ained in he documen s is belie ed o be accu a e, he au ho s(s) o any
o he pa icipan in he ASTEP conso ium make no wa an y o any kind wi h ega d o his
ma e ial including, bu no limi ed o he implied wa an ies o me chan abili y and i ness o a
pa icula pu pose.
Nei he he ASTEP Conso ium no any o i s membe s, hei o ice s, employees o agen s shall be
esponsible o liable in negligence o o he wise howsoe e in espec o any inaccu acy o
omission he ein.
Wi hou de oga ing om he gene ali y o he o egoing nei he he ASTEP Conso ium no any o
i s membe s, hei o ice s, employees o agen s shall be liable o any di ec o indi ec o
consequen ial loss o damage caused by o a ising om any in o ma ion ad ice o inaccu acy o
omission he ein.
Copy igh message
© ASTEP Conso ium, 2020-2025. All igh s ese ed. Licensed o he Inno a ion and Ne wo ks.
D1.6 Final Repo
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Table o con en s
Execu i e Summa y .......................................................................................................... 2
Table o con en s .............................................................................................................. 4
Lis o Tables ..................................................................................................................... 5
Lis o Figu es .................................................................................................................... 6
Glossa y o e ms and abb e ia ions ................................................................................. 7
1. In oduc ion ............................................................................................................... 8
1.1. Mapping ASTEP Ou pu s .................................................................................................................. 8
1.2. Deli e able O e iew and S uc u e ................................................................................................ 9
2. Bodies o he conso ium and mee ings .................................................................... 10
2.1. Coo dina o .................................................................................................................................... 10
2.2. P ojec S ee ing Commi ee ........................................................................................................... 11
2.3. Scien i ic & Technical Commi ee .................................................................................................. 12
2.4. Managemen Suppo Team .......................................................................................................... 14
2.5. Ex e nal Ad iso y Boa d ................................................................................................................. 15
3. Pe iodical epo s ..................................................................................................... 16
3.1. Technical p og ess epo s ............................................................................................................. 16
3.2. Financial in e im epo s ................................................................................................................ 17
4. Documen managemen and communica ion ............................................................ 18
4.1. Gene al channel ............................................................................................................................. 18
4.2. WP channels ................................................................................................................................... 19
4.3. Pa ne s and Ad iso y Boa d channels .......................................................................................... 19
5. Conclusions .............................................................................................................. 20
Re e ences ...................................................................................................................... 21
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Lis o Tables
Table 1. Adhe ence o ASTEP’s GA Deli e able & Tasks Desc ip ions. ............................................... 8
Table 2. Coo dina ion eam. ............................................................................................................. 11
Table 3. Membe s o he PSC. ........................................................................................................... 12
Table 4. Mee ings o he PSC. ........................................................................................................... 12
Table 5. Main STC membe s ............................................................................................................. 13
Table 6. Mee ings o he STC. ........................................................................................................... 13
Table 7. Membe s o he MST. .......................................................................................................... 14
Table 8. Membe s o he EAB. .......................................................................................................... 15
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Lis o Figu es
Fig. 1. S uc u e o he Conso ium and F equency o mee ings o he di e en bodies. ............ 10
Fig. 2. Templa e o he STC/PSC p esen a ions ............................................................................ 16
Fig. 3. Templa e o he echnical p og ess epo ........................................................................ 17
Fig. 4. Templa e o he inancial p og ess epo ......................................................................... 17
Fig. 5. In e ace o he ASTEP eam wi hin Mic oso TEAMs. ..................................................... 18
Fig. 6. In e ace o he deli e able submission p ocess ............................................................... 19
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Glossa y o e ms and abb e ia ions
Ac onyms
ASTEP
Applica ion o Sola The mal Ene gy o P ocesses
CA
Conso ium Ag eemen
EAB
Ex e nal Ad iso y Boa d
GA
G an Ag eemen
IC
Inno a ion Commi ee
IPR
In ellec ual P ope y Righ s
MST
Managemen Suppo Team
PSC
P ojec S ee ing Commi ee
STC
Scien i ic & Technical Commi ee
WP
Wo k package
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1. In oduc ion
Task T1.2 - ‘Adminis a i e and Financial Managemen ’ o ASTEP p ojec is de o ed o he p ojec
adminis a ion and managemen , including he esou ces and inancial con ol, while Task 1.3 -
‘Ad iso y Boa d Managemen ’ deals wi h he adminis a ion issues o he Ex e nal Ad iso y Boa d
membe s. This deli e able desc ibes he ac ions aken o he managemen o hese aspec s and
compiles all he documen s associa ed o hem.
The ac ions aken o deploying hese ac i i ies can be a anged in h ee ca ego ies.
- Mee ings: Mos o he in o ma ion om he adminis a ion o he conso iums comes om
he mee ings o he di e en bodies o he conso ium, pa icula ly he P ojec S ee ing
Commi ee and he Scien i ic & Technical Commi ee, wi h ac i e pa icipa ion o he
Coo dina o , he Managemen Suppo Team and he Ex e nal Ad iso y boa d. This
in o ma ion is eco ded in he o m o minu es and ideo eco ding o he mee ing sessions.
- Repo s: The inancial and echnical p og ess con ol has been moni o ed e e y six mon hs
by means o inancial and echnical epo s gene a ed by WP leade s and/o bene icia y
leade s.
- IT ools: The implemen a ion o he ac ions has been ca ied ou wi h he help o he
so wa e MS Teams. All he mee ings, documen s and epo s ha e been deployed wi h he
use o he di e en ools included in ASTEP eam.
1.1. Mapping ASTEP Ou pu s
The pu pose o his sec ion is o map ASTEP’s G an Ag eemen (GA)[1] commi men s, bo h wi hin
he o mal Deli e able and Task desc ip ion, agains he p ojec ’s espec i e ou pu s and wo k
pe o med. Table 1 ela es he in o ma ion included in he Deli e able o he in o ma ion equi ed
o he Deli e able and Tasks.
Table 1. Adhe ence o ASTEP’s GA Deli e able & Tasks Desc ip ions.
TASKS
Task 1.2 – ‘Adminis a i e and Financial Managemen ’
Sec ion 2, Sec ion 3 and Sec ion 4
This ask co e s he ope a ion and main enance o he
p ojec adminis a i e and managemen in as uc u e.
I also includes he inancial con ol and managemen o
esou ces and he coo dina ion o in e nal a ai s as well
as main aining he EC’s ela ionship wi h he p ojec .
Th ough es ablishmen o he P ojec Sec e a ia , his
ask will assu e o e all p ojec adminis a ion and
communica ion, p ojec epo ing, p epa a ion o
managemen epo s and in e nal p ojec e iews,
adminis a ion o p ojec mee ings a all le els, keeping
p ojec accoun s, e c.
Sec ion 2 epo s on he indi idual oles
and conso ium bodies wi h ele an
esponsibili y in he subjec . These oles
& esponsibili ies a e desc ibed, and he
lis o mee ings and he access o he
minu es, eco dings and documen s
(secu ed access) a e shown.
Sec ion 3 and Sec ion 4 desc ibes,
espec i ely, he di e en documen s,
empla es and ools used o he
e icien implemen a ion o he ask.
Task 1.3 – ‘Ad iso y Boa d Managemen ’
Sec ion 2.5, Sec ion 4
The Ad iso y Boa d will be o med by ex e nal expe s
ha will ad ise s a egically he conso ium. The
composi ion
o he Ad iso y Boa d will be he e ogeneous, including
expe ise om di e en sec o s, no speci ically ela ed
o
echnological esea ch objec i es.
In his ask all he aspec s ela ed o he managemen o
he Ad iso y Boa d will be handled, ha is:
Sec ion 2.5 desc ibes he Ex e nal
Ad iso y Boa d and shows he membe
ha ha e been pa o i .
Sec ion 4 p esen s he collabo a i e
pla o m ha ha e been in e nally used
by he p ojec membe s, wi h a speci ic
space o he Ex e nal Ad iso y Boa d.
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coo dina ion; mee ing o ganiza ion; dis ibu ion o
documen s and exchange o in o ma ion. The ask is
aiming o ga he ele an knowledge o implemen he
echnological imp o emen o ASTEP p o o ypes and o
gene a e key ideas o u u e exploi a ion and
de elopmen o business plans. Each Ad iso y Boa d
mee ing will gene a e minu es and a se o
ecommenda ions.
DELIVERABLE
D1.6 – ‘Final Repo ’
Sec ion 2, Sec ion 3 and Sec ion 4
The managemen epo s will include in o ma ion
equi ed in co esponding guidelines o he Ho izon
2020 p og amme and e e y aspec ela ed o he
Ad iso y Boa d mee ings.
Sec ion 2 desc ibes go e nance
s uc u e o he p ojec and he
esponsibili y o each o hem ega ding
his subjec . Sec ion 2.5 is pa icula ly
de o ed o he Ex e nal Ad iso y Boa d.
Sec ion 3 and Sec ion 4 desc ibes,
espec i ely, he di e en documen s,
empla es and ools used o he
implemen a ion o he ask.
1.2. Deli e able O e iew and S uc u e
Sec ion ¡E o ! No se encuen a el o igen de la e e encia. p esen s he di e en bodies o he
conso ium and he mee ings held. The di e en ypes o mee ings a e desc ibed, oge he wi h he
esponsible, oles, membe s and he lis wi h he minu es and eco dings.
Sec ion 3 desc ibes he epo s o he echnical and inancial con ol. The lis o he di e en epo s
a e p esen ed.
Sec ion 4 desc ibes he ASTEP Team and he embedded ools ha ha e been used. The lis o
pa icipan wi h access o he ool is also shown.
Sec ion 5 shows he conclusions o he deli e able.
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3. Pe iodical epo s
As i was desc ibed in [2], wo k package p og ess moni o ing is accomplished h ough a combina ion
o deli e able moni o ing, STC mee ings and PSC mee ings. In o de o acili a e he moni o ing, he
leade o each WP and/o bene icia y p oduce a documen o be p esen ed a he STC and PSC
mee ings, con aining he ollowing in o ma ion:
- Summa y o he p og ess made in each Wo k Package a ea including a desc ip ion o R&D
ac i i ies, es ing, e c;
- The key achie emen s o he o e all Wo k Package in he phase;
- Deli e ables, Tasks and Miles ones achie ed o comple ed;
- Summa y o Indus ial In ol emen and T aining Ac i i ies;
- Any sho comings o lessons lea n in he phase.
These documen s a e a chi ed in he espec i e olde s o he mee ings, oge he wi h he minu es
and eco dings. The empla e o he p esen a ion (Fig. 2) can be ound in he Templa es olde o
ASTEP Team.
Fig. 2. Templa e o he STC/PSC p esen a ions
Addi ionally, in o de o acili a e he moni o ing and o suppo he Coo dina o , e e y six mon hs
bene icia ies a e ad ised o compile he in o ma ion on he echnical and inancial p og ess o ha
pe iod, who a chi es he iles. This is compulso y a he end o each o icial epo ing pe iod. The
documen s a e desc ibed in he sec ions below.
3.1. Technical p og ess epo s
The empla e o he pe iodical echnical p og ess epo can be ound in he Templa es olde o
ASTEP Team. To aid i s elabo a ion, he WP o bene icia y leade s shall epo he ac i i ies o he
co esponding WP in each STC mee ing as desc ibed p e iously. The empla e is shown in Fig. 3.
The in o ma ion gi en by he WP leade s include:
• an explana ion o he wo k ca ied ou by he bene icia ies;
• an o e iew o he p og ess owa ds he objec i es o he ac ion, including miles ones and
deli e ables iden i ied in Annex I o he GA;
• he explana ions jus i ying he di e ences be ween wo k expec ed o be ca ied ou in
acco dance wi h Annex I and wha was ca ied ou .
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3.2. Financial in e im epo s
Simila ly o he echnical p og ess, in o de o moni o and p epa e he inancial in o ma ion and he
con en o be p esen ed in he epo ing pe iods, he inancial esponsible o each pa ne epo he
inancial s a us (incomes and incu ed cos s) wi hin he co esponding pe iod. The empla e is shown
in Fig. 4.
Fig. 3. Templa e o he echnical p og ess epo
Fig. 4. Templa e o he inancial p og ess epo
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4. Documen managemen and communica ion
A he beginning o he p ojec , he coo dina o p epa ed a collabo a i e wo kspace in Mic oso
TEAMs. The link o he ASTEP Team was dis ibu ed o he pa ne s and pa icipan s. The accoun s
o he pa icipan s o bene icia ies and membe s o he ex e nal ad iso y boa d we e c ea ed and
upda ed. The eam and i s con en a e only accessible wi h an email accoun and a passwo d.
The ASTEP eam pla o m allows he use o ools like cloud s o age o sha e documen s, cha ,
ideocon e ence, ask managemen , pos s, e c. I also includes an email add ess:
[email protected] oso .com. All emails sen o his add ess will be dis ibu ed o all membe s
o he g oup.
The main ea u es and s uc u e o he ASTEP Team a e desc ibed below.
Fig. 5. In e ace o he ASTEP eam wi hin Mic oso TEAMs.
4.1. Gene al channel
Main e en s o he p ojec and o e all in o ma ion can be accessed ia his channel. I includes a
cloud s o age eposi o y wi h he di e en empla es and in o ma ion & eques ing o ms.
The Gene al Channel also hos s:
• he lis s o he deli e ables submi ed by he use , and he e iews and epo s gene a ed by
he use in he e iewing p ocesses in which she/he is in ol ed,
• he main ideo-con e ence mee ings,
• he co esponding pos associa ed o he mee ings and
• he egis a ion o ms.
The submission p ocess o he deli e ables o he coo dina o o ini ia e he e iew p ocess was
done using he co esponding ool wi hin he eam. Fig. 4 shows he in e ace o he submission o
he deli e ables.
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Fig. 6. In e ace o he deli e able submission p ocess
4.2. WP channels
The e is a dedica ed channel o each WP o be used o communica ion among membe s. These
channels include he ools like pos s (communica ion) and cloud s o age ha alloca e a collabo a i e
space o deli e ables documen a ion and mee ings. In pa icula , in he WP9 channel he e is a
olde o upload e e y DCE con ibu ion o he p ojec .
4.3. Pa ne s and Ad iso y Boa d channels
Each pa ne and he EAB membe s ha e an associa ed channel o be used o in e nal
communica ion and communica ion wi h he Coo dina o . These channels include he ollowing
ools:
• Pos s (communica ion),
• Cloud s o age,
• Finances (an excel ile ha he inancial esponsible can use online o download, no o he
EAB channel).
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5. Conclusions
The go e nance model o he p ojec has s uc u ed he o ganiza ional amewo k necessa y o
e ec i e p ojec managemen . The es ablishmen o designa ed bodies -Coo dina o , PSC, MST and
STC, oge he wi h he EAB- has p o ided oles and esponsibili ies, accoun abili y, anspa ency, and
acili a ed he decision-making h oughou he p ojec du a ion.
The Coo dina o , wi h suppo om he MST, has managed adminis a i e, inancial, and
communica ion aspec s, and has ied a smoo h communica ion be ween he conso ium and he
Funding Au ho i y. The PSC has played a pi o al ole in s a egic guidance, esou ce alloca ion,
con lic esolu ion, and high-le el p ojec o e sigh , demons a ed h ough consis en biannual
mee ings and ac i e pa icipa ion o delega es om all bene icia ies.
The STC has ensu ed co ec scien i ic and echnical moni o ing, wi h bimon hly mee ings acili a ing
eal- ime acking o esea ch p og ess, miles one achie emen , and isk mi iga ion ac oss wo k
packages.
The EAB’s inclusion, despi e i s ad iso y-only ole, has p o ided aluable ex e nal pe spec i es and
knowledge ans e du ing echnical discussions, s eng hening he p ojec ’s scien i ic and indus ial
ele ance.
Pe iodic epo ing h ough s uc u ed echnical and inancial upda es has enabled sys ema ic
p og ess acking, accoun abili y, and in o med decision-making. The implemen a ion o he
Mic oso Teams-based ASTEP Team pla o m has u he enhanced collabo a i e wo k,
documen a ion p ocesses, and imp o ed in e nal communica ion and in o ma ion exchange ac oss
he conso ium.
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Re e ences
[1] “G an Ag eemen numbe : 884411 — Applica ion o Sola The mal Ene gy o P ocesses
(ASTEP),” 2020.
[2] A. Ro i a, G. A gous i, P. Philippou, S. Ch is o i, and R. Ba be o, “D1.1 – P ojec managemen
and quali y handbook,” Dec. 2021, Zenodo. doi: 10.5281/zenodo.5771993.
