Activity 5 Project management
Objective The aim was to provide comprehensive project management for the monitoring and management of technical progress, resources and quality, including the dissemination of the project results. The Maritime Single Window Master Plan project is complex not least considering the large number of countries involved. The project required for effective management both on the individual country level, in order to effectively coordinate and manage the activities between the various authorities, on the project-wide level in order to coordinate and manage the activities between the participating countries and their national stakeholders, and on the consultation level with the European Commission. The NL Ministry of Infrastructure and the Environment, Rijkswaterstaat coordinated the ANNA consortium. The focus was on the project as a whole in the relations between the participating countries and towards the European Commission. Also connection with relevant other projects was taken into consideration. The tasks are vided between Sub-Activities 5.1 and 5.2 and the tasks relate to:
Each participating country will coordinate their own (national) aspects through a “national contact” under Sub-Activity 5.3. The national contact is familiar with the national status of the maritime policy and operations. The responsible organisation acts as the Single Point of contact for the management team and needs to be the intermediary between the consortium and the national maritime related stakeholders and organisations. Activity 5 comprised 3 sub-activities:
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Tasks being executed: Following is a brief outline of the sub-activities being conducted to achieve the objectives stated above: SuAc5.1 Project management This activity covers the management and organisation activities of the Action that is required throughout its duration. Adequate coordination, control procedures, quality and risk management and monitoring mechanisms have been provided. The work comprised amongst others:
The project management work has been shared with all participating countries. Several groups are established to safeguard the quality of the outcome of the work. An effective and tailored project management organisation structure was developed making use of ICT tools like social media. The bodies making up the organisational structure of the Action were: the Coordinator, the Consortium Meeting, the Project Board, the Activity Leaders, the Peer Review Group and the Project Office. The results of this activity include dthe development of a Project Management Plan, the Action Status Reports, Financial Statements and will also deliver the Final Report for the Action. SuAc5.2 Dissemination To disseminate the project results to the national and international stakeholders. The work comprised of:
In addition to national dissemination activities two major events were organised on a Consortium-wide level:
These two events have been organised in close co-operation with other relevant EU projects, in order to obtain maximum synergies. Also clustering events of the MoS programme have been actively participated in. SuAc5.3 National Coordination and Project Management In addition to the project management activities towards the consortium as a whole it is necessary for each EU Member State to conduct coordination of their own activities and towards their national authorities and organisations. To this end a separate sub-activity was defined in which the participating EU Member States could organise this national coordination as well as conduct the project management activities falling under their responsibility according national needs. Tasks in this sub-activity included:
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Figure 1 Organisation scheme
The project management work has been shared with all participating countries and several groups have been established to safeguard the quality of the outcome of the work. The following table provides an overview of the roles and responsibilities for the Stakeholders identified in the diagram above.
Stakeholder |
Role and Responsibility |
Consortium Meeting |
The Consortium Meeting will be the supervising body of the Action. All participating EU Member States are members and have a voting right. Observer countries can participate in the meeting. |
All participating Member States |
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Project Coordinator & Management |
The project management is led by the Coordinator and supported by the project manager and his team. The Coordinator, the NL Ministry of Infrastructure and the Environment/Rijkswaterstaat, is the single point of contact between the European Commission and the Consortium and responsible for the daily operations. The Coordinator will prepare all work for the Consortium Meeting and the Project Board, will be in direct contact with all participating countries, and will organise the work in the ANNA Project Office. The coordination work will be actively supported by the NL Ministry of Finance/Customs division. The Coordinator is responsible for reporting to the Commission (finances, payments, progress), monitoring the compliance of the beneficiaries with their obligations under the EC Decision and reporting to the Steering Committee. The project manager is responsible for the monitoring of technical and administrative progress, identifying risks and compiling mitigating measures. The project manager will monitor the progress of the Tasks according the time planning, achievement of milestones and submission of deliverables. The project manager is responsible for appropriate internal communication between activities ensuring the exchange of relevant information between the activities and reporting on potential bottlenecks. |
Coordinator: The Netherlands (MinIandM) / Rijkswaterstaat Project Manager: The Netherlands (MinIenE) / Rijkswaterstaat |
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Project Board |
The Project Board shall be responsible for the overall direction of the Project and will validate the technical execution of the project internally prior to referral to the Peer Review Group, ensuring that the work executed by each partner proceeds at all levels. The Project Board will:
The Project Board will meet 4 times a year. The membership also covers the Activity and Task Leaders |
Netherlands, Sweden, France, Italy, Spain, Bulgaria and Greece. Norway (as Observer) |
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Peer Review Group |
The Peer Review Group will monitor and validate the Activities carried out in the Action. External experts have been invited to participate in the Peer Review Group to safeguard the integrity of the work and its compatibility with the work achieved in various relevant fora. At least two peer review reports will be delivered; the first to review the functional and technical requirements for implementation set, the definition of all Pilots set, the interim Master Plan 2015 while the second will review the implementation of the recommendations of the first report as well the Extended Collaboration strategy paper and the pilot global features report. |
Dissemination Team |
The dissemination team is responsible for the organisation of workshops with governmental and non- governmental stakeholders and presentation of the action in conferences and public events. The dissemination team (sub-activity 5.2) will have direct links with all sub-activities in order to ensure the appropriate communications. |
The Netherlands (MinIenE) / Rijkswaterstaat and Activity Leaders |
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Project Office |
The Project Office will provide all necessary day-to-day back-up support to the Project Coordinator and management team in organising meetings, updating the website and informing all partners with respect to administrative and financial formality requirements. |
The Netherlands (MinIenM) / Rijkswaterstaat |
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Activity Leaders |
Each Activity leader is responsible for coordinating the execution of the works of the related Tasks. They will:
Furthermore, depending on the nature of the Task, the Task leader has additional duties:
The Activity leaders are participants of the Project Board. |
Authorized Representatives (National Contact Points) |
In order to facilitate communication between the AnNa partners and the Coordination activities, both for project management and (sub-)activities (such as pilots), each Beneficiary has nominated one Authorized Representative (or national contact point). |
Coordination Team
Coordinator: Roeland van Bockel (The Netherlands)
Project secretary: Dominic Jarvis
Project Board
Chairman: Roeland van Bockel (The Netherlands)
Bulgaria: Zlatko Kuzmanov
France: Clara Benz
Greece: Ilias Sofikitis
Italy: Mario Dogliani
Norway (Observer): Jarle Hauge
Spain: Jaime Luezas Alvarado
Sweden: Mikael Renz
The Netherlands: vacant
Activity Leaders
Activity 1: Mario Dogliani (Italy)
Activity 2: Mikael Renz (Sweden)
Activity 3: Clara Benz (France)
Activity 4: Roeland van Bockel - interim (The Netherlands)
Activity 5: Roeland van Bockel (The Netherlands)
Peer Review Group
Harald Halterman (chairman)
Aniram Heidecker
John Erik Hagen
Jari Salo
Willem Aberson
Patrick Norroy
Authorized Representatives
The following table contains the designated authorized representatives per Beneficiary, also being the national contact points and representatives in the Consortium Meeting:
No. |
Beneficiary |
National Contact Point |
1 |
Kingdom of the Netherlands |
Ronald van den Heuvel |
2 |
United Kingdom of Great Britain and Northern Ireland |
Tom Pullin |
3 |
Kingdom of Belgium |
Yves Maekelberg/Gilbert Bentein |
4 |
Republic of Bulgaria |
Zlatko Kuzmanov |
5 |
Kingdom of Sweden |
Jorgen Sjöholm |
6 |
Puertos del Estado (Spain Ministry of Public Works and Transport) |
Jaime Luezas Alvarado |
7 |
Hellenic Republic |
Ilias Sofikitis |
8 |
Instituto da Mobilidade e dos Transportes, I.P. (IMT) |
Heloisa Cid |
9 |
Republic of Latvia |
Deniss Bickovs |
10 |
French Republic |
Clara Benz |
11 |
Italian Republic |
Mario Dogliani |
12 |
Ministry of Infrastructure and Spatial Planning, Slovenian Maritime Administration |
Miran Bordon |
13 |
Romanian Naval Authority |
Razvan Trandafir |
14 |
Cyprus Ports Authority |
Yiannos Lakkotrypis |