Work Package 9 Trans-National Access

Transcription

1 Work Package 9 Trans-National Access Eric Delory, Fiona Grant Nolwenn Beaume, Marimar Villagarcia

2 OUTLINE Objectives of the WP Partners involved TNA Observatories - Overview Tasks Description of deliverables and schedule Activities so far Current or potential issues of concern

3 OBJECTIVES Oversee and manage the different processes for Trans- National Access to observatories, through the creation of a TNA Office, which will: Prepare the calls Define on-line tools for publishing and maintaining upto-date information on infrastructures Advertise Trans-National Access calls Advise applicants Organise the proposal selection workflow for two calls Summarise TNA towards the end of the project

4 PARTNERS TNA management activities are distributed across WP2 and WP7 specific tasks Lead: PLOCAN Eric Delory Co-Lead: MI Fiona Grant Partners: UiT, AWI, INGV, CNR, UNIABDN, BLIT, SLR, OGS TNA observatory operators

5 FIXO 3 TNA OBSERVATORIES

6 Observatory Name Operator FRAM OCEAN OBSERVING SYSTEM, Fram Strait, off Spitsbergen AWI, Germany Location: Fram Strait, off Spitsbergen (77-80 N, E) Web site address: ogy/deep_sea_long_term_observatory_hausgarten/; e_science/observational_oceanography/projects Legal name of organization operating the infrastructure: AWI Location of Organisation (Town,Country): Bremerhaven, Germany STATION M, Norwegian Sea UiB, Norway Location: 66 N 02 E, 2000 m, Norwegian Sea Web site address: Legal name of organization operating the infrastructure: Uni Research AS and University of Bergen Location of Organisation (Town,Country):Bergen, Norway PORCUPINE ABYSSAL PLAIN OBSERVATORY, North-East Atlantic NERC- NOC, UK Location (longitude, latitude, water depth or town, country): 49ºN, 16º30'W, 4850m Web site address: Legal name of organisation operating the infrastructure: Natural Environment Research Council (NERC) Location of Organisation: National Oceanography Centre, Southampton

7 Observatory Name Operator W1-M3A Ligurian Sea North- Western Mediterranean Sea CNR, Italy Location (longitude, latitude, water depth): E N, 1200 m Web site address: Legal name of organization operating the infrastructure: Consiglio Nazionale delle Ricerche (CNR), Istituto di Studi sui Sistemi Intelligenti per l Automazione Location of organization: Genoa, Italy DYFAMED, Ligurian Sea - North- Western Mediterranean Sea CNRS, France Location: 43 25N 7 52E, 2350m Web site address: Legal name of organization operating the infrastructure: Observatoire Océanologique de Villefranche-sur-Mer (CNRS-INSU) Location of Organisation (Town,Country): Villefranche-sur- Mer, France ANTARES SECONDARY JUNCTION BOX EMSO West Ligurian IFREMER /CNRS, France Location: 42.80ºN, 6.17ºE, 2500m 42km off la Seyne sur Mer (Var, France) Web site address: Legal name of organization operating the infrastructure: IFREMER and CNRS Location of Organisation (Town,Country): La Seyne sur Mer (France), ANTARES is located in the Mediterranean Sea at N E.

8 Observatory Name Operator E2-M3A, South Adriatic, Italy OGS, Italy Location: South Adriatic ( N, E, Mediterranean Sea), 1204 m. Web site address: Legal name of organization operating the infrastructure: OGS ( Location of Organisation (Town,Country):Trieste, Italy OBSEA Test site, Western Mediterranean, Off Catalunya, Spain UPC, Spain Location (longitude, latitude, water depth or town, country): 41 10'54.87"N, 1 45'8.43"E, 20m Web site address: Legal name of organisation operating the infrastructure: Universitat Politècnica de Catalunya (UPC) Location of Organisation: Vilanova I la Geltrú (Barcelona), Spain NEMO-SN1, EMSO node, Off- Catania, Italy INGV, Italy Location (longitude, latitude, water depth or town, country): 37 30' N, 15º06'W, 2100 m depth, offshore Catania, Italy Web site address: Legal name of organisation operating the infrastructure: INGV Location of Organisation: Rome, Italy

9 Observatory Name Operator MOMAR - EMSO AZORES Long Term Observatory PYLOS South East Ionian Sea, Off Pylos IFREMER /UAzores, France/Port ugal HCMR, Greece Location (longitude, latitude, water depth or town, country): N W , 1700 m MoMAR study site - Mid-Atlantic Ridge, 200 nautical miles WSW from Faial (Azores) Web site address: (new site under preparation) Legal name of organisation operating the infrastructure: IFREMER/UAzores Location of Organisation: Ifremer, centre de Brest, France - UAzores, Horta, Portugal Location (town, country): 36º84'N, 21º61'E. 1670m. Station is located in the South East Ionian Sea, offshore Pylos (Peloponnese), Greece. Web site address: Legal name of organization operating the infrastructure: Hellenic Centre for Marine Research Location of Organisation (Town,Country): Anavyssos Attica & Heraklion Crete, Greece E1-M3A off Crete, North of Heraklion HCMR, Greece Location (town, country): 35º4'N, 24º59'E 1440m, station is located 32 miles off-shore North of Heraklion city in Crete, Greece. Web site address: Legal name of organization operating the infrastructure: Hellenic Centre for Marine Research Location of Organisation (Town, Country): Anavyssos Attica & Heraklion Crete, Greece

10 Observatory Name Operator ESTOC EMSO Central- Eastern Atlantic Ocean, Off Canary Islands PLOCAN /CSIC, Spain Location (longitude, latitude, water depth or town, country): 29º10'N, 15º30'W, 3670m Web site address: Legal name of organisation operating the infrastructure: Plataforma Oceánica de Canarias (PLOCAN) Location of Organisation: Telde, Spain TENATSO Tropical Eastern North Atlantic, off Cape Verde INDP, Cape Verde Location (longitude, latitude, water depth or town, country): 17.40N, 24.50W, 3600m Web site address: Legal name of organization operating the infrastructure: National Institute for Fisheries Development, INDP Location of Organization: Mindelo, São Vicente Cape Verde FILCHNER RONNE S2 Ice shelf water overflow observatory UiB, Bergen Location: S W, 600 m, Southern Weddell Sea, Antarctic Web site address: Legal name of organization operating the infrastructure: Uni Research AS and University of Bergen Location of Organisation (Town,Country):Bergen, Norway

11 IMPLEMENTATION Nº Short name of installation Unit of access Min. quantity of access to be provided Estimated number of users Estimated number of days spent at the infrastructure1 Estimated number of projects 12 FRAM 1 day 50 7 teams 1-2 days per team and cruise 3 STATION M 1 day teams 1 day 4 times per year 5 PAP 1 day teams 3 days per team and set up 7 W1-M3A 1 day teams 2 days per team plus set-up DYFAMED 1 day teams 4 days per year 4 9 ANTARES 1 day teams * 3 years 2*4 days plus preparation 7 11 E2-M3A 1 day teams 2 day* TEAM plus setup 4 12 OBSEA 1 day teams 24 days 8 13 NEMO-SN1 1 day teams 2 days per team 3 14 MOMAR 1 day teams 2 day per team * 2 cruises 9 15 PYLOS 1 day teams 2 days per team * 2 cruises 16 E1-M3A 1 day teams 2 days per team * 2 cruises ESTOC 1 day teams 2 days per team 4 19 TENATSO 1 day teams FILCHNER RONNE 1 day teams 2 days 3

12 TASKS Task 2.2 A User Knowledge Base for TNA infrastructures (M1-M24) Lead: Marine Institute (MI) Partners: PLOCAN, OGS Provide users with all of the necessary information to prepare TNA proposals Define a TNA add-on to the knowledge-base tool created in task 2.1. Provide an on-line tool for access providers to update their observatory information

13 TASKS Task Prepare and publish TNA calls for proposals beyond FixO3 PLOCAN Eric Delory + MI Fiona Grant (Leads); Partners: UiT, AWI, INGV, CNR, UNIABDN, BLIT, SLR, (M1-M23) Organise the workflow Design the calls Guidelines Forms Rules, etc. Publish the calls Advertise the calls All developments shall be in strict compliance with Annex III of the Grant Agreement.

14 TASKS Task Evaluations of TNA proposals PLOCAN Eric Delory + MI Fiona Grant (Leads); Partners: UiT, NOC, CNR, UNIABDN, (M6-M40) Organise the workflow Screen and transmit proposals to the evaluation panel Organise a final selection meeting Announce results and hand over to infrastructure owners/operators for final arrangements Create on-line feedback mechanism Create Recommendations and Guidelines document All developments under this task shall be in strict compliance with Annex III of the Grant Agreement.

15 DELIVERABLES D2.3 Synthesis of infrastr. tech. characteristics M6 Lead MI D7.5 Call definition and selection criteria M5 Lead PLOCAN D7.6 Website for call dissemination M6 Lead PLOCAN D7.7 First call for proposals M12 Lead PLOCAN D7.8 Second call for proposals M24 Lead PLOCAN D7.9 Evaluation summary on first call M15 Lead PLOCAN D7.10 Evaluation summary on sec. call M27 Lead PLOCAN D7.11 TNA, recom. and guidelines M48 Lead PLOCAN

16 ACTIVITIES TO DATE WP activities to date Call publication and evaluation workflow Observatories descriptions Lessons learned Sketching workflow for call and evaluations Contact list

17 ACTIVITIES TO DATE Lessons Learned (JERICO) JERICO: Towards a Joint European Research Infrastructure network for Coastal Observatories The project strives to integrate existing infrastructures and to spearhead the definition of best practices for the design, implementation and maintenance of observing systems and the dissemination of data 27 partners from 17 countries May 2011 April 2015 ; 6.5 million

18 ACTIVITIES TO DATE Issue n 1: The procedure Scientific evaluation of proposals before their feasibility assessments Implied Huge workload for the user groups and operators Delays the start of some projects, risk of withdrawal Invert the evaluation phases Continuity in the evaluation process Applicant contact the facility operator while preparing the proposal Evaluation criteria were changed between the 1st and the 2nd call Feasibility Evaluation of risks and payoff European representativity European relevance

19 ACTIVITIES TO DATE Issue n 2: Indirect operational costs Problems in handling access to infrastructures and vehicles (e.g. gliders) Some issues arose concerning the transportation and the transfer of the supporting staff to and from its base to the effective area/s of operation/s Some high costs could not be directly reimbursed Obstacle to the sharing of this component of coastal observatories

20 ACTIVITIES TO DATE Issue n 3: TNA agreements and delays Issues within the agreement process Agreements need to be adapted case by case A lot of interaction between the JERICO TNA Office, the PC, the facility operators and the end users Take into account that the signature process can be long (almost a year for one case) Access implementation schedule Some projects were late to start or haven t started yet Need to harmonize assigned periods with the regular operating schedules of targeted facilities Problems related to the definition of the agreement between the end user and the facility operator

21 ACTIVITIES TO DATE Issue n 4: TNA Communication and promotion Communication and promotion of the TNA calls Make sure that the information is spread within the relevant community and that the message reaches the right audience The partners of the project have a crucial role to play Good to stimulate them in being more proactive in promoting the TNA opportunity, in order to make sure that there will be several applications for our TNA calls

22 TNA Workflow From now to first call Project Starting Creation of the FixO3 TNA Office Organisation of workflow and timeline TNA Office Preparation of guidelines, application form and online tools Assign the Evaluation Panel Observatory Manager Prospection Contact with potential users Call 1 Publication of call and related information Advertisement and promotion

23 TNA Workflow From now to first call Project Starting Observatory Manager FixO3 TNA Office Step 1: In order to start the process properly, a TNA office (TO) has to be created, to manage and supervise the TNA activities Applicant Step 2b: While the TO manages and supervises the process, Observatories Manager should start prospecting and contacting potential users Management: - Prepare guidelines - Step 3: When all documents and requirements are set up, the TO can publish and advertise the TNA Call and related information - Prepare Application form - - Update information - Step 2a: After its creation, the TO will be responsible for organizing the workflow and timeline - Prepare online tools - - Assign evaluation panel - Call 1

24 TNA Workflow From call to implementation Office Launches TNA call Provides all information and guidelines needed Applicant Contacts the Observatory Manager (OM) for a pre-feasability evaluation of the project Sends application to the FixO3 TNA Office if the OM validated the project Office Collects applications and checks eligibiity and feasibility Distributes applications to the Evaluation Panel (EP) EP Reviews applications Sends evaluation reports to TNA Office Office Collects evaluation reports Establishes a ranking of successful applications per observatories and sends it to the OM OM Reviews the evaluation reports and decides which project will be funded Communicates final decision to the TNA Office Office Contacts each participant to give them an update on their application status OM + Applicant Sign an agreement between all parties involved (accepted projects) Manage and implement the TNA project OM to document access for activity reporting

25 TNA Workflow Details From call to implementation Step 1: The launch of TNA calls will provide information and guidelines to potential applicants TNA Call Applicant Step 3: If the application is approved by the OM, the applicant can send his/her proposal to the FixO3 TNA Office (TO) Step 2: Before submitting the application, applicants must contact the Observatory Manager (OM) for a pre-feasibility evaluation (availability, schedule, etc) FixO3 TNA Office Observatory Manager Step 4: The TO checks that all application requirements have been respected. If so, the proposal is sent to the Selection Panel (SP) Evaluation Panel Step 6: After collecting the evaluation reports, the TO establishes a ranking of successful proposals per observatory and will send it to the OM Observatory Manager FixO3 TNA Office Step 7: The OM decides which project will be funded and communicates his/her final decision to the TO Step 5: Each proposal will be evaluated by the relevant experts (depending on the field of expertise required) and regarding the criteria set by the TO (innovation, quality, link with industry, etc). The evaluation reports will be sent to the TO Step 10: Applicants and OM are then responsible for organizing, managing and implementing the project. The TO may be contacted for additional information FixO3 TNA Office Step 8: The TO contacts each applicant and gives them an update on their application status (accepted or not) TNA Implementation Applicant Observatory Manager Step 9: If the proposal is accepted, an agreement between all parties involved is prepared and signed.

26 What the TNA office is not/does not: a hotline. All needed information will be available on-line. Manage the implementation of the access Solve daily problems between user and observatory operator. The office can however advise on rules, infringements when identified, etc.

27 Reminder of TNA office mandate Oversee and manage the different processes needed towards Trans-National Access to observatories, through the creation of a TNA Office, which will: Prepare the calls Define on-line tools for publishing and maintaining upto-date information on infrastructures Advertise Trans-National Access calls Advise operators and applicants Organise the proposal selection workflow for two calls

28 ISSUES OF CONCERN TNA Payment scheme Evaluators (project partners independent from the infrastructure) Web page for managing calls (i.e. advertise, maintain, use as CMS, submission process). Frequently Asked Questions?

29 TNA GA Annexe III Annex III of the Grant Agreement 1. These access activities should be implemented in a coordinated way such as to improve the overall services available to the research community. 2. EU financial support should never exceed 20% of the annual operating costs of the infrastructure to prevent it from becoming dependent on the EU contribution and should not include capital investments. 3. This financial support will serve to provide access 'free of charge' to external users, including all the infrastructural, logistical, technological and scientific support (including training courses, travel and subsistence for users). 4. Access costs will be defined on the basis of 'user fees' related to the operating costs of the infrastructure.

30 TNA GA Annexe III Annex III of the Grant Agreement 1. The research infrastructures must publicise widely the access offered under the grant agreement to ensure that researchers who might wish to have access to the infrastructure are made aware of the possibilities open to them. 2. They must maintain appropriate documentation to support and justify the amount of access reported. 3. This documentation shall include records of the names, nationalities, and home institutions of the users within the research teams, as well as the nature and quantity of access provided to them.

31 TNA GA Annexe III Annex III of the Grant Agreement 1. The research team, or its majority, must come from countries other than where the operator of the infrastructure is established (when the infrastructure is composed of several research facilities, operated by different legal entities, this condition shall apply to each facility) except in the case of a distributed set of resources or facilities offering remote access to the same services. 2. Third country users can be part of an eligible user team provided that the majority of users are from Member States or Associated States. 3. The duration of stay at a research infrastructure shall normally be limited to three months.

32 TNA GA Annexe III TNA Agreement between Project Coordinator, Facility Operator and TNA End User User 1. Sets out general conditions of access 2. End user commitments in terms of financing & reporting 3. Data requirements 4. Publications and acknowledgements Operator 1. Commitments and reimbursement of expenses Coordinator Role Also: Confidentiality, Liability, Force Majeure, Duration, Applicable Law & Jurisdiction, Scope of Work etc

33 TNA Office Thank you!