Telematics Applications Programme
Annual Project Review 1998
Guidelines for the preparation of the Annual Project Review Report
(2 April 1998)
this document is also available on the Web: http://www2.echo.lu/telematics
European Commission – DG XIII-C/E
Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Projects should ensure that the report reaches the Sector office of the Commission Services according to the deadlines indicated in the cover page sent to the Project co-ordinators
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Structure of Annual Project Review Report
Introduction This paper specifies the contents and structure of the 'Annual Project Review Report' which will be used in the Annual Project Review of projects of the Telematics Applications Programme. Each project is required to produce this report, using the format laid out herein, and to submit it to the Commission Services. The Annual Project Review of the projects in the Telematics Applications Programme will be based on four elements:
an assessment of the quality of the technical deliverables produced by the project; the 'Annual Project Review Report', which contains a synthesis of the work done by
the project and, where appropriate, a proposal for the modification of the work programme for the forthcoming year(s);
a 'hearing' in Brussels which will consist of a presentation by the project and a
question and answer session with a team of independent reviewers.
a demonstration where available of the pilot work and, if required, an on-site visit.
These elements will allow the Reviewers to make an assessment both of the work done and the nature of the project's future work. This will lead to a recommendation to the Commission Services on the future of the project. The criteria of the review will be on the achievements of the projects over the review period, plans for the forthcoming year and the related validation, demonstration, implementation and exploitation plans. This is reflected in the revised structure of this report. Scope and structure of the Report The 'Annual Project Review Report' should particularly focus on the work conducted since the last Review, or the startup of the project if this is the first time, and reflect actions taken following the comments in the former case of the previous review, or the original proposal's evaluators' comments in the latter case. The Report will contain the following sections: 1. 2. 3. 4. Self-assessment form (SA); Part A - Synopsis of work undertaken; Part B - Future plans; Part C - Plans for Demonstration, Exploitation, Implementation and (expected) achievements; Part D - Project Programme; Part E - Key Deliverables produced during the period under review; Annexes: Annex 1 - Project Partners Annex 2 - Project Activities; Annex 3 - Partner Contribution; Annex 4 - List of Deliverables; Annex 5 - Executive Summaries of all Project Deliverables. Annex 6 (bis) - Other information
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5. 6. 7. -
Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
The document will be distributed to the Annual Project Reviewers who are bound by a declaration of confidentiality. Afterwards the self-assessment form and the Project Reviewer's Assessment form will be included in the "Annual Telematics Projects Review Report", which will be submitted to the Telematics Programme Committee (consisting of delegates from Member States). Completion of report Projects should ensure that the following numbers of copies reach the Sector office of the Commission Services by the deadline provided to the Project coordinator: Self-assessment form (SA) Part A - Synopsis of work undertaken Part B - Future project plans 5 copies 1 unbound copy + 4 bound copies 1 unbound copy + 4 bound copies
Part C - Plans for Demonstration, 1 unbound copy + 4 bound copies Exploitation, Implementation and expected achievements Part D - Project Programme Part E - Key deliverables 5 bound copies of the current Project Programme 5 bound copies (5 additional copies for the Annual Review shall be submitted, apart from those already submitted to the Commission Services.)
Each report should clearly show the following details on the front cover using the model on the next page.
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Fourth Framework Programme of European Community activities in the field of Research and Technological Development "Telematics Applications Programme" Sector: ................
ANNUAL PROJECT REVIEW REPORT
Project Number Project title
Project Acronym
Project Manager Name Department Organisation Address Country- Code City Telephone Fax E-mail List of Partners Organisation Role Country
Date ...........
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Project Self assessment - Form SA
Project No.:..................
Project title: ....................................................................... .. Work-programme (15 December 1994) task ........................................................... A. Assessment of work done during the reporting period.
Project Manager .
.................................. Signed
.........................................
Date:.....................................
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Form SA page 2 B. Current project status
As at (end of reporting date) Work packages on/before target Work packages delayed
Deliverables submitted in reporting period Deliverables acknowledged by DG XIII Late deliverables - for reporting period
Project No.:..................
Number
Comments, problems with deadlines
C. Work done
Are project objectives being met?
Is work done within the project budget? Major achievements within reporting period Details of expected end-products (ref .......) Name ........................................................... ........................................................... ...........................................................
Grade from 0 (not at all) to 4 (totally) Yes No Type
Comments
Comments Comments
D. Outline proposed changes to plan
E. Expectations for Implementation and/or Exploitation
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Form SA page 3 F. Commission Services observations (to be completed by the Project Officer)
Project No.:..................
Commission Project Officer ....................... Signed ........................... Date...........................
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Part A. Synopsis of Work Undertaken This section should not normally exceed 20 pages in length and should draw the attention of the Annual Project Review to the key elements of the project. Supporting information should be included in annex. A.1 Objectives of the project How the work done has contributed to meeting the project objectives, whether the original objectives need refocussing etc., to what extent have overall project objectives been met. Analysis of whether this year's objectives have been met. A.2 Work done Description of the main activities of the project in the reporting period. Give a brief description of the work undertaken within each of the work packages, with reference to the technical deliverables (list included in annex 4) where the methodology and results are described in more detail. The executive summaries of all Public and Programme level deliverables should be included in Annex 5. Describe any impact of current or emerging standards on the project's work and the actual or likely contribution of the project on the work of standardisation bodies. Use of budget resources will be summarised in the annex 1, 2 and 3. A.3 Problems encountered An analysis of any problems or difficulties which have been addressed, whether of a technical or organisational point of view. A.4 Changes to the project plan Summarise the reasons and events leading to any change of direction or approach which the project has felt necessary to adopt. Briefly describe the work which still remains to be done in the project and when this is likely to be completed. You should include here any proposed changes to the Project Programme (Annex I) and any resulting variations in funding and allocations of resources. A.5 User Representation Groups Describe the user representation groups, their contribution in the development and exploitation of the work. A.6 Validation Activities Outline the validation undertaken in the project and/or any subsequent plans for doing so. Describe the demonstration and/or trials (to be) undertaken ensuring that following information is provided:
Description of demonstrator(s)
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Sectors (applications) involved Sites Number and type of users Technologies used Evaluation methodology/results Feedback, potential uptake, extensions of the work etc. Mechanism for user acceptance and validation
A.7 Cooperation activities with other projects and programme Sectors A description of the role of the project in the programme Sector, including its interfaces and inter-actions with other projects; describe the extent and nature of participation in the Concertation meetings. A description of the activities of the project involving other projects in the programme, in particular those within the horizontal sectors. (Examples are: consensus formation activities, standardisation activities, horizontal activities such as evaluation, validation, system architecture, harmonisation, consultation and participation, impact assessment). A.8 Contribution to the application domain An analysis of the actual and potential contribution of the project work to the overall efficiency, effectiveness and quality of the domain, or application area, in which the project is working. A description of the contribution of the demonstration of services which will result could be included here. A.9 Dissemination activities and exploitation plans Describe the main diffusion type activities, e.g. organisation of workshops, conferences, key papers delivered and published etc. Describe the actual and planned dissemination of your results. A.10 Details of patent applications Give fuller details of any patent applications made since the previous review or commencement of the project. These should include the name of the organisation holding the patent (application) and any provisions made or envisaged for exploitation of the patent. A.11 Contribution to Telematics Applications Programme objectives (if applicable) A description of how the project has contributed to the Sector objectives. Highlight the contribution of the project work to achieving the programme objectives. Answer each of the following questions individually.
What is the economic and social impact of the project? How does the project contribute to the European Union policies? How does the project contribute to the competitiveness of industry? How does the project contribute to meeting the needs of identified users?
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
How is the project's exploitation going to contribute to the sector domain activities? What is the Involvement of SMEs in the projects and is the work oriented towards the special needs of this sector? How has the project encouraged the involvement of users in the project and benefited from their presence? What is the European added-value of the project, in terms of inter-operability and multilingual services and products?
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Part B - Future project plans Complete either B.1 or B.2 B.1 For those projects whose contracts extend into next year please follow the following guide-lines. Use existing Project Programme forms where appropriate (see "Hands-out for
the preparation of the Annex 1 - Project Programme to the Contract", available in electronic format on Web: http://www2.echo.lu/telematics)
B.1. 1 Summary Give a brief description of the main work to be carried out in the following year and any proposed significant changes to the overall project programme. B.1.2 Update of the project programme Description and diagram of the work breakdown structure. Description and diagram of the interdependence and sequence of work packages. A matrix to show the allocation of project resources by work package in person-months and KECU. An updated list of deliverables with brief descriptions and target dates. Description of relationships and dependencies with other projects and (sub-) programmes. Any other proposed changes. B.1.3 Dependencies and relationships If any change to the project relationships and/or dependencies is forecast, both within and without the Sector, these should be detailed here.
B.2 If the project is scheduled to finish this year but needs to continue work into the next year, WITHOUT EXTRA FUNDING, please describe the tasks to be undertaken and the dates by which they will be completed.
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Part C - Plans for Demonstration, Exploitation, Implementation and (expected) achievements All projects should complete this section, but those projects which complete their work by the end of this year should pay particular attention to this section. This section should reflect the developments since the start of the project or previous review, bearing in mind that Article 10.1 Annex II of the contract requires that the project develops an exploitation plan (technology implementation plan) at the same time, or before, the end of the project. In case the project has already completed the Technology Implementation Plan for the project and you feel that this plan gives the sufficient information for this section, you can replace this section with the Technology Implementation Plan. Description of achievements and likely impact should be made under the following headings. C.1 What is the likely thrust and direction of your exploitation plan? C.2 Do you foresee moving to an implementation phase of the project, perhaps in some other EU action? C.3 Development and/or enhancement of services. C.4 Impact of work, including world leadership, catch-up and know-how. C.5 Future plans, commercial and market possibilities, and exploitation of results. C.5. 1 Re-assessment of the market potential and of the markets to be addressed in the exploitation phase. Reassessment of the potential for using the results of the project, e.g. in standardisation, to advance the state of the art or state of practice in the application domain. C.5.2 Commitment and ability of the participants to operate in the market areas involved. Commitment and ability of the participants to assure the transfer of the results into practical and effective use. C.5.3 Efforts so far undertaken and to be undertaken in the future to assure transition to a successful exploitation phase.
C.6 Demonstrations, findings, conclusions and future possibilities.
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
C.7 End Products of the Project, complete the following form. C.7.1 End Product Description Sheet End products may be of various types: findings on problems (technical, economic, human behavioural etc.) results of assessments running systems elements of systems (hardware, software) tools for building systems x promotional material Precise description of your end-product and its purpose.
Date when it is available (E.g. - exists, planned for month-year, uncertain...)
Source of output (Name of project or sub-project)
Type (E.g. brochure, software, demonstrator, specification, prototype, etc.)
Client(s)/User(s) Who profits from the product? If several, list in priority order
Benefits Explain what benefits will be gained from your end product
Other Comments
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Part D. Project Programme Please provide 5 bound copies of the current Project Programme. Only part A, B and C of the project programme are needed.
Part E. Key deliverables in the reporting period Please provide 5 bound copies of the key deliverables for the period under review. The deliverables should be chosen after liaison with your project officer. NB! Please note that you need to send additionally 5 bound copies for the review apart from the copies you have already submitted to the Commission services.
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Annexes: Supporting information This part of the document should cover, at least, the following elements. Please use the formats provided (see by-monthly management report where appropriate). Annex 1. Project partners
Partner Role Description of Role Type of Organisation Budget (KECU) Person Months
Annex 2. Project activities
Work package or activity Manpower planned (Person-months within the reporting period) Manpower used (Person - Months)
Annex 3. Partner Contribution
Partner Work packages involved in Manpower planned (Person-months) Manpower used (Person - months)
Annex 4. List of deliverables This list should contain all deliverables due on or before the end of the reporting period.
Reference number Title Date due Date submitted Target date if overdue
Annex 5. Executive Summaries of all project Deliverables Executive Summaries of all project deliverables and abstracts of Programme level deliverables must be included here. In liaison with the Project officer or at the subsequent request of a Reviewer, some key or 'Submitted on Request' deliverables may be needed in full (please contact the project officer for details). You should provide 5 copies of these deliverables which are to be reviewed.
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Annex 6. and upwards. Other information Further detailed commentary may be included here on the concrete contribution of the project to the Programme goals at both Sector level and at overall Telematics Applications Programme level. For example: involvement in other EU research and development activities.
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
ANNEX
______________
Form to be used by the Reviewer
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Review Report - Panel
Programme sector : Project Number: Acronym :
Project Assessment
A. Work Done
a1 Does the project still significantly contribute to the objectives of the programme? a2 Is it 'State of the Art' work, in terms of the application? a3 Is it 'State of the Art' work, in terms of the technology used? a4 Are the objectives of the project being met? a5 Are there definite plans for exploitation of results? a6 Is there a reasonable balance between the work done and the financial investment in the project?
Delete as necessary
Comments
Yes / No
Yes / No Yes / No Yes / No Yes / No Yes / No
B. Application Results:
b1 Are the user needs properly reflected in the user requirements and/or the implementation? b2 Soundness of knowledge base
Scores 1 to 51
1-2-3-4-5
Comments
1-2-3-4-5
b3 Quality of application's approach
1-2-3-4-5
b4 Level of potential interoperability
1-2-3-4-5
b5 Content quality of deliverables in relation to project objectives b6 Soundness of the validation phase
1-2-3-4-5
1-2-3-4-5
C. Project Management
c1 Balanced & consistent methods of approach c2 Realistic time scales and resource allocation c3 Effectiveness of project management techniques c4 Sound schedule of Deliverables c5 Dissemination of results and/or plans for reaching an effective consensus building c6 Strong synergy / integration between different parts of the project 1-2-3-4-5 1-2-3-4-5 1-2-3-4-5 1-2-3-4-5 1-2-3-4-5 1 - 2 - 3- 4 - 5
1
1=Unsatisfactory, 2=Poor, 3=Satisfactory, 4=Good, 5=Very Good
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Telematics Applications Programme Annual Project Review - Structure of Annual Review Report
Review Report - page 2
Programme / Area : Project N° : Title :
D. Modifications and Developments since the last Review2:
E. View on Project Status:
F. Exploitation / Implementation potential
G. Recommendations for future work:
H. Overall recommendation: Successful completion Modify Continue Red Flag
Panel rapporteur: ................................................. Signature : ..................................................
Date : .../10/1997
2
if applicable
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