5th RENAISSANCE PSG session, Zaragoza, 25/04/2008

1RENAISSANCE es un proyecto del programa CONCERTO co-financiado por la Comisión Europeadentro del Sexto Programa Marco

5th RENAISSANCE PSG session,

Zaragoza, 25/04/2008

Odile CHARVIN, Grand LyonPSG representative-European Coordinator - Lyon

Email address : [email protected]ëlle Gauthier

European coordination, HespulEmail : [email protected]


PSG’s items- April’08 Plan & Introduction

Management issuesNew situation on local coordination : 2 new staff (Zaragoza, Lyon)Ecodes’s withdrawal for most of WP works, except local coordination ? Need of clarity from ZAR’s partners.Lombardy ‘s lack of visibility ? Need of clarity.

Overview on Annual Reports Year 2Year 2 Financial overview & progress tracking Explanation on delays to deliver- towards a collective solution ? Risk assessment plan ?

Calendar for next tech & PSG meetings (6th & 7th)


Management issues

Presented by Odile Charvin (GL) & Raphaelle Gauthier (Hespul)


Year 3 : Management issues : our future challenge ! (1/2)

Our situation : 2 new local coordinators : A managerial challenge for Year 3 :

Fact : 2 new local coordinators : in Lyon (staff has changed in Hespul- Malorie) & in ZAR (still unknown).Need to really collaborate with local coordination (to avoid any further inconvenient on the everyday life of the project)- need support from partners & local leadersProposal of ECODES to withdraw from the project (April 2008) : to which extend ?

2 scenarii : Ecodes keeps the local coordination / or another partner from ZAR’s community. Still both scenarii are under discussion. Given the importance of that issue, for the local management in ZAR, this situation has to be clarified as soon as possible. ZAR PSG’s members commit themselves to give a clear answer to the project coordinators (GL & Hespul) in 2 weeks time (12th May 08).Discussion on the impact of ECODES’ withdrawal in others WP, and in Zaragoza community’s in particular. Until now, Ecodes has been active in several WP, such as local coordination (WP0.2), RTD Innovation (WP1.1, WP1.4, WP1.5), in dissemination (WP4.1, WP 4.2), in training (WP5.1, WP5.2). Will these tasks cover in the future ? By whom ? Who will take the ECODES local leadership under WP1.5 (eco-socio)? ZAR partners are still discussing these issues, and will come with an answer as soon as possible.


Lombardy’s lack of visibility : What are Lombardia’s next steps ?

Discussion on the fact that LOM was not considered as “full active partner” (but as “observer”) by DG TREN. As a consequence, LOM’s activities are not “covered” by the future updated Brochure of Concerto Plus. Explanation on what is the vision of DG TREN has been given by Hespul under that aspect. LOM’s representative has committed himself to send to Hespul the different exchanges of Emails between LOM & Concerto Plus team on that issue. LOM’s representative also commits himself to write a summary on the different activities the Region intends to achieve under RENAISSANCE project (focus on settling “green belt” between urban/rural areas ), and to send it to Hespul. Other PSG’s members stressed also the fact that LOM needs to improve its dissemination activities, in order to be more visible. Following that “summary of future activities”, a new discussion will be launched amongst PSG’s members to see how to handle that situation.

Year 3 : Management issues : our future challenge ! (2/2)


Overview on Annual Reports Year 2

Presented by Raphaëlle Gauthier (Hespul)


Overview Year 2 report : Zaragoza’s profile (Year 2’s

expenditure)


Overview Year 2 report : Lombardy’s profile (Year 2’s

expenditure)


Overview Year 2 report : Lyon’s profile (Year 2’s expenditure)


Overview Year 2 expenditure per Work Package

Nature of the overall expenditure for Year 2 (3 communities included)

Year 2 : Budget allocation per WP

Demo40,52%

RTD50,71%

Management6,57%Training

2,20%


Year 2 : Some real improvement compared to

Year 1 !

…but still, some observed delays (Demo, training (WP5), Dissemination (WP4))

Demo’s impact


Overview total expenditure (eligible costs) compared with full budget

Stay cautious : comparison of (Year 1+2) achievement with (full budget) still reveal a relatively weak degree of implementation ( less than 20%) for the full consortium

2,60%

14,93%

17,54%

4,80%

8,52%

13,32%

0,54%

7,61%

8,15%

0%

10%

20%

30%

40%

50%

60%

70%

ZAR Total costs Lyon Total costs LOM Total costs

community's % of expenditure (eligible costs)

Overview of expenditure (%) for the 3 communities (Year 1+2/full budget)

Y2 /full projectY1/full project


Year 2 : Reporting “dysfunction” Towards corrective solutions ?

From partners : Real delays in 3 documents to be sent (mid January, instead of early November)xls document (with overview of annual budget- not always accurate-updated) Activity description not fully done (in the xls document)

From local coordinators & WP leaders: Not really checking « adequacy » between xls doc and Form C/ Audit certificate - some changes here and there Delay to deliver the annual progress Reports ( + missing information, especially on major costs justification).

From European coordinator :Lack of experience (learning by doing approach)Missing adequate tools to report (to be redone and/or checked)

How to improve that process for Year 3 ?There is a need of better local collaboration between partners => local coordinator There is a need of better local collaboration between partners => Leader WP.Each partner needs to follow-up its financial expenditure & also to improve its forecasting budget for the 4th & 5th years of the project.


Illustration of « rough estimations » for Year 2 ?

Real time (declared) versus expected time of work: Conclusions ?

2 possible interpretations: Either not much work has been done during Year 2; OR no precise forecasting on pers.months.

Reality : Favouring 2nd option.As 3rd year = crucial for RENAISSANCE’s implementation- Maturity’s evidences needed.

There is a need to better forecast partner’s budget, in 3rd Reports (forecasting that will cover the 2 last years of the project).


Calendar for next tech & PSG meetings (6th & 7th)

Chaired by Odile Charvin (GL)


Determination of date for next RENAISSANCE meeting

(6th & 7th)

Determination of date for next RENAISSANCE meetings (technical & PSG meetings) :

6th RENAISSANCE meeting : to be held in Regione de Lombardia (LOM), on the 27,28,29th October

7th RENAISSANCE meeting ?In Lyon

When ? Spring 2009 - No precise answer yet

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5th RENAISSANCE PSG session, Zaragoza, 25/04/2008

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