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Work Package 6

Lead Beneficiary NKUA

Project Management and legal framework

Objectives

  1. Supervision and control of the scientific progress towards the project's planned objectives

  2. Preparation and delivery of progress reports, as required by the contractual framework

  3. Transparent and professional day-to-day financial, administrative and legal management

  4. Effective communication between the consortium partners and with the European Commission

  5. Logistical support and follow-up of consortium meetings and related activities

  6. Coordination of gender equality policy



Description

The project management in ELMUMY will be undertaken by NKUA (coordinator). NKUA will be responsible for the overall supervision and contractual management of the project. An easy-to-use project management handbook will be prepared by the Management Team and distributed to the partners at the beginning of the project (M3), aiming at promoting quality assurance and compliance of all participants with the Grant Agreement provisions and other contractual obligations. WP1 includes the following tasks:

Task 6.1: Technical management (NKUA, M1 - 48)

Close monitoring of the technical performance and results of the project will be realized through the establishment of effective internal communication channels (regular meetings and consultation) but mostly through the validation of the internal reports submitted to the coordinator by all WP leaders on a six-monthly basis. A regularly updated contingency plan based on the outcome of the internal reporting will be presented at each project meeting. Preparation and timely submission to the EC of periodic scientific reports.

Associated deliverables: D6.1

Task 6.2: Contractual, financial and legal administration (NKUA, All partners, M1- 48)

Ensure compliance by all partners to the contractual documents (Grant Agreement and Annexes, Consortium Agreement). Negotiation of possible contract amendments. Submit timely, on behalf of the consortium, to the EC all periodic financial reports including detailed cost justification. Administer the EC financial contribution and distribute it to the partners according to the contractual provisions.

Associated deliverables: D6.2, D6.3, D6.4, D6.5, D6.6

Task 6.3:  Day-to-day management (NKUA, M1- 48)

Handle the project correspondence with external bodies and the day-to-day internal communication between the partners. Co-ordinate submission by all partners of financial statements and certificates of financial statements, compilation and circulation of drafts of the periodic and final reports, follow-up of EC payments. Provide teleconference tools and updated email lists. Monitor budget vs expenditures and support partners on financial issues such as eligibility of costs.

Associated deliverables: D6.2, D6.3, D6.4, D6.5, D6.6

Task 6.4: Meeting organisation and follow-up (EXEL, M1- 48)

Prepare, execute and post-process project meetings such as the kick-off meeting, the annual General Assembly physical meetings, Steering Committee meetings (quarterly) and Advisory Board meetings (ad hoc and within the framework of annual consortium meetings). Indicative tasks include: agendas, invitations, location of meetings, rooms and equipment rental, preparation and distribution of materials, minutes keeping and distribution, attendance lists.

Associated deliverables: D6.2, D6.3, D6.4, D6.5, D6.6

Task 6.5: Monitoring of ethical and gender equality issues (NKUA, M1- 48)

The partners will be systematically educated and sensitized about all ethical aspects of the project and the EC gender equality policy in research. An Ethical Advisory Board (EAB) will be established at the onset of the project to provide advice to the consortium on any relevant ethical issues that will arise during the implementation of the project. The EAB will be in charge of auditing the project’s research activities in regard to ethical compliance requirements such as compliance to privacy and data protection regulation. Also, an initial ethics issues assessment will be conducted and a risk mitigation plan, which will be further enhanced within the scope of task 6.6, will be developed.

The project management handbook will include a dedicated chapter with reference to the Helsinki Report and other EC gender policy working documents such as the Mid-Term review of the Strategy for equality between women and men (2010-2015). During the internal six-month reports, the Management Team will closely monitor the compliance of the partners with EC gender policy guidelines (e.g., gender balance within the WP team members).

Associated deliverables: D6.2, D6.3, D6.4, D6.5, D6.6

Task 6.6: Legal, Privacy and Ethical framework (LUH, M1-48)

The collection of samples for research purposes, the processing of existing data and the creation of a new database involves the processing of personal data. This task will therefore cover the ethical management and legal analysis activities of the ELMUMY project. The core of this task will be to develop a legal and ethical framework, which analyses the requirements given by law and also the AI-technologies utilised in ELMUMY in terms of their impact on individuals from both a legal and ethical perspective. Therefore, in a first step, all applicable relevant national and  European legislation for ELMUMY will be identified. The second step consists of an analysis of the legal requirements

to develop a legal framework followed by the implementation of the framework for ELMUMY in a third step. This also includes the use of anonymisation and pseudonymisation techniques, whenever feasible, as well as technical and organisational measures that are respecting the principles of data processing stipulated by the GDPR, such as the principle of data minimisation, ensuring that all project related activities are in line with the requirements.

The framework will also contain guidelines for the ELMUMY consortium which requirements need to be followed to minimise the impact from a legal and ethical perspective and mitigate all relevant risks in an appropriate manner. The legal and ethical framework will also contain research and an analysis with regard to the use of AI systems especially when health data is to be processed in research activities, therefore allowing to consider legal and ethical requirements already in the development stage (also building on the results from T6.5).

Associated deliverables: D6.7, D6.8

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