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MANAGEMENT STRUCTURE AND PROCEDURES

The governance of the Project is realized through the management structure displayed in Figure 1:
 

Figure 1
 

The organizational structure reflects that adopted successfully in managing the HadronPhysics project in FP6. The experience obtained in the previous project has suggested a number of significant changes, which have been taken into account. The HadronPhysics2 project consists of:

  • 28 work packages,
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  • 46 beneficiaries of the GA,
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  • 103 organizations not receiving EU funds but involved in the work packages,
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  • More than 2.500 scientists from 35 countries contributing to the project.

The composition of the managerial bodies, their role, the operative procedures and the decision-making mechanisms are described below.

  • The Coordinator

The Coordinator is the legal entity, scientific and administrative representative of the project vis à vis the Commission.

The Grant Agreement is signed between the Commission and the Coordinator. Other legal entities may accede to the Grant Agreement as beneficiaries by signing the Form A of accession.

All the beneficiaries together form the Consortium.

The Coordinator is, on behalf of the Consortium, responsible for carrying out the specific coordination tasks laid down in the GA with the Commission, covering all scientific, technical, organizational and financial aspects.

The Project Coordinator is the authorized contact person of the Coordinator.

The Project Coordinator is assisted by a team composed of:

-  a personal assistant

-  a financial assistant

-  a web-master

The Governing Board is the decision-making and arbitration body of the Consortium. It is composed of one representative per beneficiary: the person in charge of scientific and technical aspects of the project.

The Management Board is composed by the Project Coordinator and 9 members chosen with due consideration of representation of the three fields combined in the project (hadron physics with leptonic, hadronic and relativistic heavy ion probes), as well as experiments and theory.

The Management Board takes care of reviewing and ensuring the implementation of the project. In particular, the Management Board is responsible for the preparation of the Annual Reports to be submitted to the Commission.

The Dissemination Board is composed by one representative per work package.

The tasks of the Dissemination Board are, in particular, to provide the most complete information regarding the project and to make acquainted a wider public to the themes of the project and to promote the recruitment of the next generation of scientists.

The Collaboration Committee is composed of the spokespersons of the work packages.

The Collaboration Committee reviews periodically the progresses in the implementation of each work package, informing the Management Board on matters related to scientific and managerial aspects of the activity.

  • The Council

The Council is composed of one representative per each organization involved in the project (beneficiaries and other involved institutions).

The Council is a consultative body on organizational and scientific aspects of the project: in particular, it may advise the Governing Board and the Management Board on strategic aspects of the project.

  • The Scientific Advisory Committee

The Scientific Advisory Committee is formed by leading experts in the field. It scrutinizes the whole scientific program of the project , taking also into account the advice of NuPECC and advises the Management Board on the progress of the various activities. Results of the review and the recommendations will be made available to the Governing Board.

 

The organizational scheme just described was able to match successfully the complexity of a multi-activities project like HadronPhysics in FP6. What is proposed now is an upgrading based on the established experience.

An important aspect of the management is the communication between the Project Coordinator, the persons in charge of the activities (spokespersons) and the administrations, in terms of flux of scientific and financial information.

The successful scheme adopted in FP6, and confirmed in FP7, is based on the split of the two functions – scientific and financial – by creating two parallel chains, one based on the spokesperson, to whom to address any request of scientific nature; the second based on another person, a financial contact person, created ad hoc within the various administrations, to whom to address any request of financial nature.

This scheme, which reproduces that applied by the European Commission, is shown in Figure 6. It guarantees a prompt and reliable flux of information.

 

Managing the scientific and financial information

Figure 2 (click on to enlarge) - Managing the scientific and financial information

The Consortium Agreement

The Consortium Agreement is an agreement by and between the Coordinator of the HadronPhysics2 project and the Beneficiaries acceding to the Grant Agreement (GA).

The Consortium Agreement is subject to the condition of entry into force of the GA, in accordance to article 11 of the EC GA. Consequently, in the event of signature of the EC GA, the Grant Agreement will be appended to the Consortium Agreement, forming an integral part of it.

The purpose of the Consortium Agreement is to specify the organisation of the work between the Beneficiaries, to organize the management of the project, to define the respective rights and obligations of the Beneficiaries, supplementing but not conflicting with the provisions of the EC GA.

Change of the composition of the Consortium - inclusion of a new Beneficiary or withdrawal of a Beneficiary - are foreseen in the Consortium Agreement.

The inclusion of a new Beneficiary during the lifetime of the project requires a competitive selection procedure, according to the Annex V of the EC GA, and the signature of Form B to accede to the GA.

By joining the project, the new Beneficiary agrees to participate (through human, material or financial means) to the objectives of the project.

The managerial structure will include in the Consortium the new Beneficiary. The person in charge of scientific and technical aspects of the project in the new organization will enter in the Governing Board and in the Council.

A Financial Contact Person within the new administration will be designated.