3rd meeting of TEMTIS partners

27.3.2008

Opole, Poland

Draft agenda

1. Opening2. Roll call of delegates. Introduction of F.N.B..3. Time organization – TU Opole – 27.-28.3.20084. Minutes from the 2nd meeting – Check of tasks.5. Check of activities of single WorkPackages – state of work, evaluation

1) WP1 – economic and administrative issues – VSB-TU Ostrava2) WP2 - IMK3) WP3 – TU Graz4) WP4 – CTU Prague5) WP5 – seminar in Graz-TU Graz, seminar in Opole - P96) WP6 – P17) WP7 – P18) WP8 – SKSI

7. Miscellaneous.8. Subsequent meeting (in Vitus Bering in May 2008) – date specification.9. Closure of the meeting (at 1:00 p.m.).

2nd Minutes tasks Internal evaluation of WP2 - 30.7.2007 – not sent WP3 – 15.10.2007 all chapters prepared – no (3 still missing) WP4 – 30.7.2007-text of HB sent to all partners –no –sent later WP5 – evaluation of Graz seminar – ok

seminar organization in Opole – date sent later than 11.7.2007 WP6 - case studies – 16.7.2007 for P1 and P2 – P1 ok, P2 not sent

yet, 15.8.2007 for P7 – ok, 2nd set -3 still missing

WP7 – Database – number of entries were stated by P1 Dissemination on the project, its tasks and results start on the 1st day

of the project duration. WP leaders are responsible for actions and activities planned and

realized in their WP to be going smoothly in harmony with the project work programme.

WP1 – Coordination and management

o Interim reporto Final reporto Budgetary issueso Dissemination

Interim report

o Partners were advised to fill the Interim report for their organizations till 30.10.2007

o Interim report sent to Prague on 29.11.2007o Idea - P1 puts all the single reports in one and make

a final version – partners asked for cooperationo 14 annexes – available for partners to seeo Financial part of Interim report:

o It was important to spend 70% of the 1st pre-financing payment – ok – total 103 828,403 EUR.

o P1 sent on 25.3.2008 request for 2nd pre-financing to National Agency of Leonardo da Vinci in Prague.

Interim report (2)

Evaluation from Leonardo agency: Content – summary of activities and tasks – slight delays,

but ok HB1 – references in majority of chapters – add HB2 – ok Case studies – good work from technical aspects Instruction handbook – well arranged – logo in French –

necessary to change it Website – ok Database – ok, template prepared Internal and external evaluation forms – good – WE MUST

USE THEM!!!

Interim report (3) - Dissemination

Presentation at seminars and conferences – necessary to provide documentation! – invitation, conference programme etc. (Hong Kong, Traedag day…)

Recommendation: The partnership should pay further attention to valorization and dissemination events on national and European level and to testing activities among various target groups.

Please mention the project at as many conferences and seminars as possible!

Interim report (4) – Financial part

OK Overall evaluation concluded in Green light

The request for 2nd prefinancing payment sent to Prague – then will be sent to partners

Monitoring visit is expected in Ostrava in spring 2008

Final report (1)

o Final report – activities from 10/2007 – 9/2008o Important for all partners to send self-evaluation

forms to all WP leaders – must prepare all WP evaluations retrospectively to be attached to Final report!!! – all available at TEMTIS website

o Deadline 30.10.2008!o Deadline for sending the final version –

28.11.2008o Try to keep the budget – do not overdraw it

Final report (2)

o The same financial rules as for Interim reporto Please mind the deadline 30.10.2008 for

sending the text of Final report as well as financial tables and all receipts – the report is a mirror of all activities done during the 2 years of the project duration – bad evaluation = reduction of staff costs!!!

Output Number of pages

Language versions

Number of copies

Media

Handbook 1 100 A4 pages English 1 Web+DVD

Handbook 2 100 A4 pages English 1 Web+DVD

A set of case studies 10 slides/1 case study*12

English 1 Web+DVD

Instruction handbook to elaborated case studies

56-60 pages English 1 Website

Template for preparing an entry into the database of timber constructions

min. 3 slides English 1 website

Database of timber constructions English 1 website

Project website 4 main web pages+related web pages

English, Czech, Polish, German

1 website

Seminars 5 seminars English+local language

5 Report by e-mail +website+CD

Handbooks – local language versions

100 pages / handbook*2

Polish, Czech/Slovak, German

3 Website+ partner‘s websites

List of outputs-Final report (3)

Budgetary issues (1)o In countries where EUR is not a national

currency, please attach bank statements with actual exchange rates + short explanation in English

o NEW - all partners must write a statement on credits on their bank accounts – for Final report in 2008.

o If a partner spends more money for some item (like subcontracts) those money will not be considered eligible if you do not ask partners for increase of budget – will not apply.

Budgetary issues (2)

o Staff costs: All people working on the project should have work contracts – no sending to P1, but must exist

o estimation of rates must be in agreement with the internal regulations of the institution. The rates stated by EU Commission can not be exceeded.

o Subcontracts – write an agreement or order and invoiceo Experts with subcontracts can be paid travel and

subsistence costs when giving lectures at seminars.

o Overheads – the real value spent for

overheads must be calculated in the financial report – no receipts sent to P1

o VAT – ineligible, with the exception that a sum with VAT is a final sum, VAT can not be refundable then (P6 - send VAT Declaration)

Budgetary issues (3)

If invoices are presented in a language other than English - provide a short description (1-2 lines) of the content of the invoice – necessary otherwise the agency will ask for explanation – time delay

Where invoices are presented in a currency other than EUR the method and rate of calculation must be added to the invoice – ex. 1000 CZK=40 EUR, exchange rate used: 1 EUR=25 CZK

For Travel costs – send document Calculation of Travel costs – will be Annex to 3rd Minutes

Detailed information on financial issues are presented in the Administrative and financial handbook, website

Budgetary issues (4)

Dissemination activities

Great attention is paid to this activity – will be written in the Interim report for every partner

Keep records of dissemination activities – when where and how did you inform about the project - invitations, photos etc.

All partners send information on dissemination activities to P1 every 3 months!!! - P1 prepares Progress report

WP1

Internal evaluation of final report – all partners – 08/2008

External evaluation – P1/subc. and P4/subc. – 09/2008

WP2 – Communication, promotion and marketing

P2 – IMK – WP leader Project presentation at conferences and seminars,

meetings – all partners Contact to other projects P1 Media contact – mainly P1,2,6,7,8,10 and 11 Marketing to professions – P2,4,8,11 Marketing to universities – P5 Marketing to local authorities – P1,2,4,5 Internal evaluation of WP2 – every 6 months – P1 and

P4 – send to P2 – 06/2008 Closing promotion campaign – P1 – 09/2008

WP3 - Handbook 1

WP leader P3 Duration 01/2007-01/2008 State of work – 3 chapters missing – P1,P2 and P9–

deadline 15.4.2008 English editting – P7/subc. – 20.5.2008 Internal evaluation – all partners – 1.6.2008 External evaluation – P4/subc. – 15.6.2008 Placing the handbook on the public web – 20.6.2008

WP4 – Handbook 2

WP leader P5 Duration 01/2007-01/2008 State of work – the core is finished, but some

examples missing – deadline: 15.4.2008 English editting – P8/subc. – 20.5.2008 Internal evaluation – all partners – 1.6.2008 External evaluation – P11/subc. – 15.6.2008 Placing the handbook on the public web – 20.6.2008

Example Content Pages approx.

1 Wall frame bottom rail 1

2 Column with solid cross - section 1

3 Mechanically jointed column 2

4 Spaced column 1

5 Beam with solid cross - section 1

6 End - notched beam 1

7 Glued thin - webbed beam 2

8 Glued thin - flanged beam 2

9 Mechanically jointed beam 2

10 Single tapered beam 2

11 Double tapered beam 2

12 Curved beam 2

13 Pitched cambered beam 2

14 Step joint 1

15 Splice joint 2

16 Moment resisting joint 4

17 Joint transmitting inclined force 1

18 Serviceability of residential floor 2

Sum 31

WP5 – Seminars WP leader P4 19.4.2007 – Brno - OK 29.6.2007 – Graz - OK 28.3.2008 – Opole May 2008 – Vitus Bering - date specification Teaching seminar in August 2008 in Prague P9 will prepare questionaires for seminar participants

and attendance list

P3,4,6 and 10 prepare evaluation of seminars Preparation of future events – all partners

WP6 – Case studies

WP leader – P1 1st set of case studies was to be finished till

03/2007 – 1 still missing – P2 2nd set was to be finished till 02/2008 – 3 still

missing – P3, P5 and P9 – Deadline: 30.4.2008 Internal evaluation – all partners - 15.5.2008 Placing the products on public website – 20.5.2008 Now case studies+Instructions manual are

available at private part of the project website

WP7 - Database

WP leader – P1 Concerns all partners! Number of entries –see table http://fast10.vsb.cz/temtis/en On 25.3.2008 – only 6 entries! Till the end of project – min.

51 entries! Internal evaluation –

P1,2,6,9,11 – 09/2008

   Entries/partner    

P1VŠB-TUO 5

P2 IMK 3

P3TU Graz 4

P4 CKAIT 3

P5 ČVUT 5

P6 F.N.B. 6

P7V.Bering 4

P8 NTNU 5

P9TU Opole 7

P10

U. of Maribor 5

P11 SKSI 4

total 51

WP8 Products‘ local transfer

WP leader – P11 Partners: P3, P4, P9, P11/subc. On programme from 04/2008 – important to have

the handbooks finished till 30/3/2008 – not possible Find subcontracts for translations 20.6.2008 – 20.7.2008 – translation+adding small

dictionaries Finished on 1.8.2008 – placed on the project

website by P1 Attempts for obtaining accreditation – P3,4,9,11 –

08-09/2008

Subsequent meetings and seminars

Vitus Bering – May 2008 – seminar+possibly short meeting

Prague – August 2008 – meeting+seminar

Thank you for your attention!

Prepared by Marcela ZahnašováProject coordinator: Alois MaternaVŠB-TU Ostrava, Czech RepublicTel: +420 597 321 979E-mail: marcela.zahnasova@vsb.cz