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3rd meeting of TEMTIS partners

3rd meeting of TEMTIS partners. 27.3.2008 Opole, Poland. Draft agenda. 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.

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3rd meeting of TEMTIS partners

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  1. 3rd meeting of TEMTIS partners 27.3.2008 Opole, Poland

  2. Draft agenda • 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.).

  3. 2nd Minutes tasks • 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.

  4. WP1 – Coordination and management • Interim report • Final report • Budgetary issues • Dissemination

  5. Interim report • 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: • 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.

  6. Interim report (2) • Evaluation from Leonardo agency: • 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!!!

  7. Interim report (3) - Dissemination • Presentation at seminars and conferences – necessary to provide documentation! – invitation, conference programme etc. (Hong Kong, Traedag day…) • 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. • Please mention the project at as many conferences and seminars as possible!

  8. Interim report (4) – Financial part • OK • Overall evaluation concluded in Green light • The request for 2nd prefinancing payment sent to Prague – then will be sent to partners • Monitoring visit is expected in Ostrava in spring 2008

  9. Final report (1) • 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

  10. Final report (2) • The same financial rules as for Interim report • 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!!!

  11. List of outputs-Final report (3)

  12. Budgetary issues (1) • In countries where EUR is not a national currency, please attach bank statements with actual exchange rates + short explanation in English • NEW - all partners must write a statement on credits on their bank accounts –for Final report in 2008. • 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.

  13. Budgetary issues (2) • 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.

  14. Budgetary issues (3) • 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)

  15. Budgetary issues (4) • 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

  16. 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

  17. WP1 • Internal evaluation of final report – all partners – 08/2008 • External evaluation – P1/subc. and P4/subc. – 09/2008

  18. WP2 – Communication, promotion and marketing • 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

  19. WP3 - Handbook 1 • 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

  20. WP4 – Handbook 2 • 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

  21. WP5 – Seminars • 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

  22. WP6 – Case studies • 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

  23. WP7 - Database • 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

  24. WP8 Products‘ local transfer • 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

  25. Subsequent meetings and seminars • Vitus Bering – May 2008 – seminar+possibly short meeting • Prague – August 2008 – meeting+seminar

  26. 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: marcela.zahnasova@vsb.cz

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