Management: Communication and
communication and reporting
Communication and information flow within collaborative projects
of this nature are crucial to the technical progress and productive
working relationships. The consortium has considered this
specific issue carefully. The overriding criterion must be
that information flow can only be achieved through methods,
which are easy to use but highly effective and ubiquitous.
The Coordinating Participant has undertaken to put these mechanisms
in place prior to the commencement of the project to ensure
a rapid start-up to the project and smooth execution during
the project lifetime:
project plan handbook will be produced by RMB at the
very beginning of the project and will define items
such as: document format and standards; deliverable
review procedures; inter-project communication format;
participant co-ordinates for communication; reporting
and meeting formats; and financial procedures.
Document templates and indexing
electronic document numbering and registration system
will be used to ensure the uniqueness and indexing
of project documentation. Documents will follow a
standard format as defined in a document standard
template. Documents will be distributed electronically
(except documents where electronic versions are unavailable
or legal documents).
3. Communication exchanges
reflectors will be established for the overall
project, the Boards, and also one for each workpackage.
Others may be setup as required. Between meetings,
email will be used as the primary form of communication
between members of the consortium.
website will be established for internal communication
purposes. In addition to its downloading capability,
this will have an FTP gateway to allow participants
to upload documents. The public area of the website
will allow information available for external purposes.
The private area of the website will be password protected
and used for the exchange of internal documents, including
document registration, and software produced by the
The participant representatives on the PMB will also ensure
that administrative information flows are open, which enable
overall project health to be monitored at regular intervals.
Reporting mechanisms will specifically include a monthly control
report (detailing person months expended, achievements made
in terms of results and progress, meetings attended, plans
for next period, and issues arising and their perceived seriousness).
PMB members will also contribute to the annual report, annual
cost claim and delivery of the final report.
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