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					         The OPTICON I3

•19.2 Million Euro EC grant over 5 years
•47 partners, many involving several
labs/telescopes under single agency umbrella
•Networking via ~ 15 working groups.
•Transnational access to 18 night-time and 4 solar
telescopes
•6 Joint Research Activities in Technology


          OPTICON Board Meeting
               Porto 2008
                     Management
OPTICON Board (18 partners) sets overall strategy and
  priorities at annual meeting.
Executive committee (~9 agencies) make detailed financial
  decisions to implement that strategy ~ 6 monthly.
Cambridge (Gerry + Suzanne) is co-ordinator and finance office.
Project Office (John + Saskia at UKATC) supports board, runs
  some networks, attends board, manages budgets etc
Access Office (Jesus + Anselmo, at IAC) runs telescope grants,
JRA’s and some networks have internal management


                  OPTICON Board Meeting
                       Porto 2008
                           A Bit of History
Outline 5yr budgets were set at the beginning of the project (2004).

Regular monitoring of these budgets and progress achieved during
the course of the activities by JKD/GG reporting to Executive and Board

.




                        OPTICON Board Meeting
                             Porto 2008
                           A Bit of History
Outline 5yr budgets were set at the beginning of the project (2004).

Regular monitoring of these budgets and progress achieved during
the course of the activities by JKD/GG reporting to Executive and Board

JRA-3 (HTRA detectors) restructured, new PI, different budget distribution

JRA-2 had budget increase after Venice Exec meeting to cope with new demands

N3.4 (AVO) had programme extended, and its budget increased as circumstances
changed, then its was spun off.

N4 (Space Ground Synergy) terminated and budget redeployed at Heidelberg
Board meeting when it was clear that it had done as much as possible

Access Programme was oversubscribed, braked hard and then expanded.




                        OPTICON Board Meeting
                             Porto 2008
                           A Bit of History
Outline 5yr budgets were set at the beginning of the project (2004).

Regular monitoring of these budgets and progress achieved during
the course of the activities by JKD/GG reporting to Executive and Board

JRA-3 (HTRA detectors) restructured, new PI, different budget distribution

JRA-2 had budget increase after Venice Exec meeting to cope with new demands

N3.4 (AVO) had programme extended, and its budget increased as circumstances
changed, then its was spun off.

N4 (Space Ground Synergy) terminated and budget redeployed at Heidelberg
Board meeting when it was clear that it had done as much as possible

Access Programme was oversubscribed, braked hard and then expanded.

                    Project is dynamic and
                          responsive
                        OPTICON Board Meeting
                             Porto 2008
           Financial Controls

Ideally, we want to keep all activities within budget
AND keep the distribution between agencies much
as expected AND keep the cash flow under control
despite long lags in the system. This does not
sound simple.




             OPTICON Board Meeting
                  Porto 2008
           Financial Controls

Ideally, we want to keep all activities within budget
AND keep the distribution between agencies much
as expected AND keep the cash flow under control
despite long lags in the system. This does not
sound simple. In fact it is even harder than it
sounds!




             OPTICON Board Meeting
                  Porto 2008
            The Matrix




Agencies report to the EU this way




        OPTICON Board Meeting
             Porto 2008
            The Matrix




Agencies report to the EU this way


   but activities are managed this way
        OPTICON Board Meeting
             Porto 2008
            Financial control
Despite this complexity, by maintaining a detailed
overview of every Form C submitted and by
deconstructing its contents using the associated JoR
form, fairly tight controls have been maintained.
Activities going off track have been warned, and
corrective action taken.




            OPTICON Board Meeting
                 Porto 2008
            Financial control
Despite this complexity, by maintaining a detailed
overview of every Form C submitted and by
deconstructing its contents using the associated JoR
form, fairly tight controls have been maintained.
Activities going off track have been warned, and
corrective action taken.

So, in almost every case, we have indeed stayed
within the planned budgets and no major upsets are
expected at the end. (Unless there are any
‘Unknown- Unknowns’)


            OPTICON Board Meeting
                 Porto 2008
                      Status Report
               2007 Annual report accepted by EC.
               2007/8 Payment received from EC.

•Reporting issues with INSU budget resolved and plan agreed.
•Technical issues with TNO over JRA-5 being resolved but TNO payment
 frozen by EC due to audit issues unconnected with OPTICON.
•Proposals made to INAF over reporting anomalies but no resolution yet

2007/8 payments made to all but 2 contractors (INAF & TNO).
Access programme fully allocated, final runs happening now.
No known problems with JRA or Networks




                   OPTICON Board Meeting
                        Porto 2008
         Finance report. November08
FP6 Budget (EU contribution)                      19,200,000
Total spend (declared via form C’s) by 31/12/07 = 16,229,696
So, remaining to spend on 1/1/2008 =               2,970,304




                  OPTICON Board Meeting
                       Porto 2008
                  2007/08 Payments
Cash just received from EU= 1,901,546
(Recall that this payment is a refund of outstanding costs to 31/12/07 + an
   80% advance for 2008 plans, but reduced by the EC retention of 15%.
   of presently unaudited costs)




                     OPTICON Board Meeting
                          Porto 2008
                  2007/08 Payments
Cash just received from EU= 1,901,546
(Recall that this payment is a refund of outstanding costs to 31/12/07 + an
   80% advance for 2008 plans, but reduced by the EC retention of 15%.
   of presently unaudited costs)
Paid out by November 2008 = 1,172,266
Cash in hand at Cambridge now =       786,980
OPTICON budget retained in Brx=       643,083
                                       -----------
 Available to distribute at end 2008 1,430,063


                     OPTICON Board Meeting
                          Porto 2008
        Projection to End of FP6
Cash at UCAM and EC retention = 1,430,000
Liabilities
2008 User Fees                           1,070,000
Remaining JRA spend (last 20% of 2008)      240,000
Remaining N/w spend (last 20% of 2008)       157,000
Audits (estimate)                             10,000
Travel grants for access (estimate)                    0
                                         ----------------
                                         1,477,000


                 OPTICON Board Meeting
                      Porto 2008
                     Outcome
Projected overspend under these assumptions: 47K, or
0.2% of budget.

This is completely in the noise as regards outturns for most
JRA, for the larger network costs, the TNO and INAF
issues and for 2008 audit and EU financial control
adjustments, so we need to have options for both potential
over and underspends at the end.




               OPTICON Board Meeting
                    Porto 2008
              Final Balancing

            Adjustment options (if required)

Do not refund 100% at over allocating telescopes.
Slightly under-refund major partners.
Reduce -ve adjustments at INSU and NOVA (and any
others)
Re-evaluate all Form C to check for under/over-reporting




              OPTICON Board Meeting
                   Porto 2008
 Plan for existing cash balance.
Although 2008 access costs are already known with some
precision, last minute changes, audit fees etc make precise
payments now impossible. Proposal is to:




               OPTICON Board Meeting
                    Porto 2008
  Plan for existing cash balance.
Although 2008 access costs are already known with some
precision, last minute changes, audit fees etc make precise
payments now impossible. Proposal is to:

Make any urgently needed payments needed before end 2008 for cash
flow limited contractors..




                OPTICON Board Meeting
                     Porto 2008
  Plan for existing cash balance.
Although 2008 access costs are already known with some
precision, last minute changes, audit fees etc make precise
payments now impossible. Proposal is to:

 Make any urgently needed payments needed before end 2008 for cash
flow limited contractors..
 Retain balance at UCAM until early 2009 then pay it out to smaller,
and in particular FP6 only, contractors on receipt of audited form C’s
to close out the FP6 activity at these contractors in a timely way.




                 OPTICON Board Meeting
                      Porto 2008
  Plan for existing cash balance.
Although 2008 access costs are already known with some
precision, last minute changes, audit fees etc make precise
payments now impossible. Proposal is to:

 Make any urgently needed payments needed before end 2008 for cash
flow limited contractors..
 Retain balance at UCAM until early 2009 then pay it out to smaller,
and in particular FP6 only, contractors on receipt of audited form C’s
to close out the FP6 activity at these contractors in a timely way.
 Refund remaining partners once FP6 final report accepted and EC
release retained cash.



                 OPTICON Board Meeting
                      Porto 2008
OPTICON Board Meeting
     Porto 2008
           FIN




OPTICON Board Meeting
     Porto 2008
Access in FP6 and FP7



            John Davies

        OPTICON Project Scientist.
 UK Astronomy Technology Centre (UKATC)
       Royal Observatory, Edinburgh


     OPTICON Board Meeting
          Porto 2008
            FP6 Summary

Units contracted = 1148. Delivered = 1204
                 Contract Delivered
       4m             295   284.5
       2m             625   668.5
       solar          228   251.0




        OPTICON Board Meeting
             Porto 2008
                    FP6 Summary
        Units contracted = 1148. Delivered = 1204

                          Contract Delivered
               4m              295   284.5
               2m              625   668.5
               solar           228   251.0


Planned spend 4,660,465. Actual spend 4,655,205 (99.887%)



                 OPTICON Board Meeting
                      Porto 2008
The FP7 Access Programme




     OPTICON Board Meeting
          Porto 2008
                 FP7 Budget
• 15ME requested for OPTICON
• Arbitrary cut by EC to 10ME
• Allocation to Access/TDF as follows

User fee budget 2000K, TDF,Office,etc 430K
 This is enough for a only a few units at each
  telescope each year. ~105 nights/days per
                      year
             OPTICON Board Meeting
                  Porto 2008
        FP7 Starting Assumptions
1.   Board decision not to exclude any telescopes now




                OPTICON Board Meeting
                     Porto 2008
        FP7 Starting Assumptions
1.   Board decision not to exclude any telescopes now

2.   Assume four year contract




                OPTICON Board Meeting
                     Porto 2008
        FP7 Starting Assumptions
1.   Board decision not to exclude any telescopes now

2.   Assume four year contract

3.   Anticipate continuing and improved access budget later
     in FP7




                OPTICON Board Meeting
                     Porto 2008
    Conclusions from Schipol TDF
1. We will not accept less than 100% refunds for nights
   allocated by OPTICON.

2. We will not break the UF/Travel grant link, but will
transfer some money (~50K) to the Enhancement network
 for extra travel support to telescopes..




                OPTICON Board Meeting
                     Porto 2008
    Conclusions from Schipol TDF
1. We will not accept less than 100% refunds for nights
   allocated by OPTICON.

2. We will not break the UF/Travel grant link, but will
transfer some money (~50K) to the Enhancement network
 for extra travel support to telescopes..

3   We propose to predefine a split of funds ~14% solar ~86%
    night-time and allocate them separately



                OPTICON Board Meeting
                     Porto 2008
    Conclusions from Schipol TDF
1. We will not accept less than 100% refunds for nights
   allocated by OPTICON.

2. We will not break the UF/Travel grant link, but will
transfer some money (~50K) to the Enhancement network
 for extra travel support to telescopes..

3   We propose to predefine a split of funds ~14% solar ~86%
    night-time and allocate them separately



                OPTICON Board Meeting
                     Porto 2008
             Night-time Options
                Considered
1.   As now for 2009. Adopt new plan from 10A based on
     OPTICON TAC and allowing the money to follow the
     scientific priorities.




                OPTICON Board Meeting
                     Porto 2008
             Night-time Options
                Considered
1.   As now for 2009. Adopt new plan from 10A based on
     OPTICON TAC and allowing the money to follow the
     scientific priorities.
2.   Stop the access programme until after ETSRC review




                OPTICON Board Meeting
                     Porto 2008
              Night-time Options
                 Considered
1.   As now for 2009. Adopt new plan from 10A based on
     OPTICON TAC and allowing the money to follow the
     scientific priorities.
2.   Stop the access programme until after ETSRC review
3.   Allocate as now until ETSRC review then move to new,
     as yet undefined, scheme on subset of telescopes.




                OPTICON Board Meeting
                     Porto 2008
              Night-time Options
                 Considered
1.   As now for 2009. Adopt new plan from 10A based on
     OPTICON TAC and allowing the money to follow the
     scientific priorities.
2.   Stop the access programme until after ETSRC review
3.   Allocate as now until ETSRC review then move to new,
     as yet undefined, scheme on subset of telescopes.
4.   Spend all the money in 09 +10 on ‘as now’ basis, ask for
     more money later for ETSRC implementation




                 OPTICON Board Meeting
                      Porto 2008
              Night-time Options
                 Considered
1.   As now for 2009. Adopt new plan from 10A based on
     OPTICON TAC and allowing the money to follow the
     scientific priorities.
2.   Stop the access programme until after ETSRC review
3.   Allocate as now until ETSRC review then move to new,
     as yet undefined, scheme on subset of telescopes.
4.   Spend all the money in 09 +10 on ‘as now’ basis, ask for
     more money later for ETSRC implementation
5.   Support travel only until ETSRC implementation



                 OPTICON Board Meeting
                      Porto 2008
               Outcome.
Solar telescopes to be scheduled by EAST who will
provide TAG process and travel support




           OPTICON Board Meeting
                Porto 2008
               Outcome.
Solar telescopes to be scheduled by EAST who will
provide TAG process and travel support
As now (ie own TAC) for night telescopes in 09A+B.




           OPTICON Board Meeting
                Porto 2008
                Outcome.
Solar telescopes to be scheduled by EAST who will
provide TAG process and travel support
As now (ie own TAC) for night telescopes in 09A+B.
09A+09B total allocations capped at 6nights/3m and 14
nights/2m to restrict cash flow to a no more than a flat
spending profile




            OPTICON Board Meeting
                 Porto 2008
                Outcome.
Solar telescopes to be scheduled by EAST who will
provide TAG process and travel support
As now (ie own TAC) for night telescopes in 09A+B.
09A+09B total allocations capped at 6nights/3m and 14
nights/2m to restrict cash flow to a no more than a flat
spending profile.
Implement new plan from 10A based on an OPTICON
TAC and allow the user fee money to follow the
scientific priorities.
   New Access office at ING
   Details to be worked out in the Spring
            OPTICON Board Meeting
                 Porto 2008
Pro:   Clearly an advance on FP6.
       Prototype for new scheme?
       More control over TAC process
       Network can evolve based on demand and
       availability of nights and cash




             OPTICON Board Meeting
                  Porto 2008
Pro:    Clearly an advance on FP6.
       Prototype for new scheme?
       More control over TAC process
       Network can evolve based on demand and
       availability of nights and cash

Con:   Requires effort and cash for new processes
       (Eg: TAC, new s/w)
       No assured income for each telescope.
       May not fit with ETSRC outcomes

              OPTICON Board Meeting
                   Porto 2008
           Future of TDF.
Will review future structure, chairperson, meeting
format, ToR etc at its next meeting. (2009 JENAM)
Will hold open session at JENAM on future plans to
exchange info between TDF and engage with
community.
Propose to organise one-off meeting of smaller telescope
directors (esp from CEE countries) to see if more can be
done and if programme meets their needs.



          OPTICON Board Meeting
               Porto 2008
The FP7 Access Programme




     OPTICON Board Meeting
          Porto 2008
OPTICON Board Meeting
     Porto 2008
                Option 1 Details
1.   Ask telescopes to place optional number of nights in the
     pool.
2.   Make call indicating max possible nights available at
     each telescope
3.   After deadline send proposals to TAC and telescopes for
     assessment
4.   TAC meeting, produce ranked list, using OPTICON
     rules
5.   Provisionally buy nights from telescopes, releasing
     clearly unused nights back to national TACs
6.   Modify allocations as required in light of scheduling
     issues      OPTICON Board Meeting
                       Porto 2008

				
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