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WELCOME TO FORTH!
eeagrants
3rd Hercules Project Consortium Meeting, 2-3 September 2010,
Hercules Consortium Meeting
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Hercules Consortium Meeting2-3 September 2010
FORTH, Heraklion, Crete
Agenda
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Hercules Consortium Meeting, 2-3 September 2010
FORTH, Crete
Agenda of the meetingDay 1 Thursday, September 2nd
9:00 - 9:15 Welcome, Meeting Objectives and Organiza tional Details (Dimitris Kafetzopoulos)
9:15 – 10:45 Presentations of Work-packages
A. Bioethical and regulatory issues - progress in informed consent forms and approval procedures (Voula Tsinorema)
B. Childhood epilepsy, target cases, collection of samples (Pelagia Vorgia)
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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C. Epilepsy genetics, DNA microarray platforms and methods for gene expression analysis and genotyping (Vasiliki Danilatou, Dimitris Kafetzopoulos)
10.45 – 11:15 Coffee break
11:15 – 13:15 Presentations of Work-packages -continued
D. Current trends in medical informatics and electronic health record systems (Oystein Nytroe )
E. Electronic database management system for biobank (Manolis Tsiknakis, Vangelis Kritsotakis and Aris Apostolakis)
F. Telematics systems and web-based medical collaboration within the Hercules project (Dimitris Fotiadis & Fanis Kalaitzis)
Agenda of the meeting
Day 1 Thursday, September 2nd (continued)
13:15 - 14:30 Lunch
14:30 – 16.30 Work packages’ presentations -continue d
G. Video-EEG monitoring systems and automated analysis tools (Mattheus Pediaditis)
H. Management, publicity and dissemination activities (Dimitris Fotiadis & Fanis Kalaitzis)
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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H. Management, publicity and dissemination activities (Dimitris Fotiadis & Fanis Kalaitzis)
I. Concluding Remarks and Project Overview and Discussion (Dimitris Kafetzopoulos)
20:00 – 23:00 Dinner at Thalassina Fish Tavern, Kalon Limenon 27, Dilina 2810 251378
Agenda of the meeting
Day 2 Friday, September 3 rd(continued)
9:15 – 10:45 Open project discussion (Coordinated by Dimitris Fotiadis and Dimitris Kafetzopoulos )
Administrative issues• General Project Implementation Guidelines• Procurement procedures and contract assignments• Project timeline and timetable of deliverables• Critical issues for project implementation
10.45 – 11:15 Coffee break
11:15 – 13:30 Open project discussion continued
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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11:15 – 13:30 Open project discussion continued
Financial issues• Budget implementation per partner and cost category• Project payments and allocation of resources
Other Pending issues• Development of a strategic plan for effective project implementation-Treatment of
delays according to the form send by the ministry• Questions to be addressed during the meeting of 8/9/2010 in Athens• Towards the ITAB 2010 and the Corfu project meeting
13:30 - 14:30 Lunch
14:30- 17:30 Separate thematic project meetings
Project Administrative Issues
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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Hercules Consortium Meeting2-3 September 2010
FORTH, Crete
Important Projects Implementation Parameters
Period of Eligibility of expenses: 17/05/10 - 30/04/11
Disbursal requests before 30/10/2011
Costs (mostly equipment) above 15000 Euros require procurement procedures otherwise should conform
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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procurement procedures otherwise should conform to institutional regulations
All other costs (including hiring of personnel) should follow open and transparent procedures and a letter of compliance to these rules should be sent
Project timeline and timetable of activities
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Hercules Consortium Meeting2-3 September 2010
FORTH, Crete
Deadline& Status
Coordinator Contributors No Title of Deliverable
20/4/1020/4/10 Tsinorema Mavridi , CharalambousVidalis , KafetzopoulosDanilatou
D1.1 Design of patients’ and legal guardians’ informed
consent form
20/4/1020/4/10 Tsinorema Chlomou , Vidalis Kalmanti , KafetzopoulosDanilatou , Nytroe
D1.2Definition of bioethics standards for the protection of
personal data, collection and management of genetic data and biobanking of human samples.
WP1. Review of Bioethical and Legal issues and Defi nition of Functional Requirements and Technical Specification s
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20/4/1020/4/10 Kafetzopoulos
DanilatouFotiadis D1.3
Technological review and market search for diagnostic tools of gene expression analysis and genotyping.
20/4/1020/4/10 Tsiknakis Pediaditis , KalmantiVorgia , Nytroe D1.4
Technological review and market search for video-EEG monitoring systems.
20/4/1020/4/10 Fotiadis Kalaitzis , NytroeD1.5
Technological review and market search for telematic and tele-communicating systems.
20/4/1020/4/10 Fotiadis Kalaitzis , PediaditisTsiknakis , Kalmanti ,
NytroeD1.6
Technological review and market search for electronic recording systems.
20/4/10 Kalmanti Danilatou ,Kafetzopoulos,Tsiknakis
D2.1Technological review and market search for biobanking
consumables and technologies.
20/4/10 Kalmanti DanilatouKafetzopoulosFotiadisTsinorema
D2.2Literature review concerning the value and applications
of biobanks, international protocols and standards.
Deadline& Status
Coordinator Contributors No Title of Deliverable
WP2. Development of Biobank
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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TsinoremaTsiknakis
of biobanks, international protocols and standards.
20/4/10 Kalmanti DanilatouKafetzopoulos D2.3
Development of a protocol of standard methods for collection, processing and storage of biological specimens.
30/12/10 Kalmanti FotiadisTsinoremaTsiknakisPediaditisVorgiaNytroe
D2.4Development of an electronic database for the
recording of clinical information and interconnection with the biobank’s database.
WP3. Post-genomics and Pharmacogenomics Research
Deadline& Status
Coordinator
Contributors No Title of Deliverable
30/4/11 Kafetzopoulos
Danilatou , Fotiadis , Tsinorema
Kalmanti , TsiknakisD3.1
Selection of gene biomarkers that are associated with treatment response. Association with clinical outcome.
30/4/11 Kafetzopoulos
Danilatou , Fotiadis ,TsinoremaKalmanti , Tsiknakis
D3.2
Blood gene expression profiling in children with CND and disease classification. Development of gene expression profiles with diagnostic and prognostic
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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with diagnostic and prognostic significance.
WP 4. Medical Information Systems-EHR & Pilot Imple mentation & Evaluation of the Technological Platform Related to EHR
Deadline& Status
Coordinator
Contributors No Title of Deliverable
30/09/10 Fotiadis Kalaitzis , PediaditisDanilatou , KafetzopoulosTsiknakis , Kalmanti , Nytroe
D4.1Literature review concerning modern systems
of electronic health records and integration of post-genomic data.
30/12/10 Fotiadis Kalaitzis , Tsiknakis , PediaditisDanilatou , KafetzopoulosVorgia , KalmantiTsinorema ,
D4.2Design and development of an integrated
electronic health record
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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Tsinorema ,Nytroe
electronic health record
Deadline& Status
Coordinator Contributors No Title of Deliverable
20/4/10 Fotiadis KalaitzisNytroe D5.1
Literature review concerning modern systems of telematics and cost-effectiveness analysis.
30/04/11 Fotiadis KalaitzisTsinoremaNytroe
D5.2Development of a system of web-based
collaboration
WP5. Web-based Medical Collaboration Services
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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Nytroe
Deadline& Status
Coordinator Contributors No Title of Deliverable
30/12/10 Tsiknakis PediaditisKalmantiVorgia
D6.1 Technological platform of video-telemetry
30/3/11 Tsiknakis PediaditisVorgia D6.2 Automatic Analysis Systems
WP 6. Video-Telemetry and Automatic Analysis System s (VT/AAS) and pilot implementation and evaluation of the technical platform related to VT/AAS
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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Vorgia
30/3/11 Tsiknakis PediaditisVorgiaKalmantiFotiadisTsinoremaNytroe
D6.3Clinical data-results from the application of video-
EEG monitoring in the University Hospital of Heraklion
WP7. Publicity and management
Deadline& Status
Coordinator Contributors No Title of Deliverable
16/12/09 Fotiadis Tsinorema , KalmantiKafetzopoulosTsiknakis , Nytroe
D7.1 Consortium Agreement
20/4/1020/4/11
Fotiadis Kalaitzis , TsinoremaKalmantiKafetzopoulosTsiknakis , Nytroe
D7.2.1,D7.2.2
Annual progress reports (Financial & Implementation Progress Reports) (month 12,24)
30/4/11 Fotiadis Kalaitzis , Tsinorema
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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30/4/11 Fotiadis Kalaitzis , TsinoremaKalmantiKafetzopoulosTsiknakis , Nytroe
D7.3 Final detailed progress report
30/9/10 Fotiadis Kalaitzis , Tsiknakis D7.4 Creation of a website
30/9/10 Fotiadis Kalaitzis , TsinoremaKafetzopoulos
D7.5 Creation of electronic newsletters
30/4/11 Fotiadis Kalaitzis , TsinoremaKalmantiKafetzopoulosTsiknakis , Nytroe
D7.6 Report of activities concerning publicity
Project financial issues
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Hercules Consortium Meeting2-3 September 2010
FORTH, Crete
CategoryCost
UoI
UoC FORTH
NUSTSchool of
MedicineUnit of Bioethics ΙΜΒΒ ICS Total
CurrentExpecte
dCurr. Expect. Current
Expected
Current Expect.Curren
tExpecte
dCurren
tExpect
.
Management 9.000 9.000 4.000 3.000 0 0 4.000 2.000 0 0 3.000 3.000 20.000
Permanent staff
50.000 40.000 15.000 12.000 8.000 6.150 12.000 12.000 12.000 0 40.000 22.000 137.000
Personnel costs
58.500 68.500 23.500 23.500 10.000 14.250 18.500 44.225 20.500 32.500 19.250 37.250 150.250
Functional
Budget implementation plan per partner and category
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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Functional costs
7.500 7.500 5.000 5.000 1.250 1.250 5.500 5.500 2.000 2.000 3.750 3.750 25.000
Equipment 10.000 10.000 45.000 48.000 3.000 2.350 36.000 22.025 3.000 3.000 3.000 0 100.000
Dissemination
5.000 5.000 1.000 2.000 0 0 1.000 0 0 0 1.000 0 8.000
Travel 10.000 10.000 4.000 3.000 2.750 1.000 6.000 2.500 2.500 2.500 5.000 9.000 30.250
Consumables 0 0 2.500 2.500 0 0 27.000 21.750 0 0 0 0 29.500
Summary 150.000 150.000 100.000 100.000 25.000 25.000 110.000 110.000 40.000 40.000 75.000 75.000 500.000
Financial issues
• Project (no)payments• Deviations in Budget categories above
15% (if any)• Request for budget amendment
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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• Request for budget amendment• Internal loans
FMO rules relating to processing and deciding on requests for project modifications
• Request for a project modification in letter, fax, or email form to the Focal Point– Background information– Justification for modification
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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– Justification for modification– Detailed description
Modifications that do not require budget amendment
• Certain modifications which do not affect the project implementation and thus do not require an amendment of the Grant Offer Letter or of the Grant Agreement should be decided by the FP. These modifications are: – increase in total eligible costs (up to 15%, but not more than
200,000 EUR); – increase in total project cost up to 100% (non-eligible part); – improvements in target indicators;
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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– improvements in target indicators; – other modifications of the baseline and/or target indicator that
change the difference between them less than 15%; – financial transfers between budget headings or activities up to
15%;– new activities outside the scope of the project and not funded by
the grant; or – other changes of minor relevance.
Financial transfers between activities or budget headings
• The Grant Agreement contains a limit of 15% financial transfers between activities and between budget headings. A transfer beyond that limit must be justified by the project promoter and approved by the Focal Point. The PAG may consider allowing such transfers when:
– (a) the financial increase in the activity or the budget heading results in either measurable improved (increased) results which correspond to the financial increase, or as a minimum benefits the purpose and overall objective of the project; and
– (b) the financial decrease in the activities or budget headings from which the funds are taken is a result of genuine savings; and
– (c) the decrease does not result in diminished or lower quality activity or project element
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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– (c) the decrease does not result in diminished or lower quality activity or project element compared to the initial plan.
• Where changes between activities and/or budget headings are the result of these activities / budget headings having been subject to a single public procurement procedure, the FMO will normally approve such changes. The term ‘single public procurement procedure’ refers to procedures when one procurement notice is issued and one contractor selected for the tasks that fall under these activities/budget headings.
• Management costs cannot be increased unless, in addition to the above reasons, the PAG deems that there are extraordinary and compelling reasons for approving such a change. Management costs cannot exceed 10% of the estimated eligible project cost.
Critical Project Implementation
Issues
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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Hercules Consortium Meeting2-3 September 2010
FORTH, Crete
Critical Project Implementation Issues
� Approval by Scientific & Bioethical Committees� Approval by the Personal Data Protection Authority� Update of IC and procedures (forms) according to the latest requirements� Procurement for equipment - Project payments – Budget implementation� Collection of Samples and Biobank IS� Video EEG motion events to identify and availability of Video EEG data
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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� Video EEG motion events to identify and availability of Video EEG data� Post-genomic markers and signatures� Data model for clinical information, E-HR and IT and link to Biobank� Definition collaborative scenario and development of IT infrastructure� Web site and newsletter � Project Indicators� Project review and hearing on the 8th of September 2010� 3rd Consortium Meeting during ITAB2010� Project delivery
Overall objective (long term effects) Indicator Baseline Target
Health improvement of children population
Number of children 0 10%
Reduced hospitalization cost 100% 30%
Number of institutions that they will benefit from the implementation of the project
0 4
Purpose (direct and immediate effects) Indicator Baseline Target
Design of an integrated sc for effective, continuous follow-up and individualized treatment of children with chronic neurological diseases.
Development of research on the post-genomic level. Implementation of genotyping and gene-expression analysis methods (Number of advanced
analysis methods)0 3
Improvement of access of rural areas in specialised medical care. Use of technological tools for telemedicine and tele-consulting.
0 50%
Implementation of new technological standards with video-EEG monitoring for immediate and prompt diagnosis and treatment.
0 1
Results (goods and services produced) Indicator Baseline Target
PR
OJE
CT
IND
ICA
TOR
S
Hercules 2nd Consortium Meeting, 2-3 September 2010, Heraklion Crete
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Development of biobank infrastructure and services of post-genomic and pharmacogenomic research.
Number of human samples in the biobank, according to ethical and legal specifications
0 250
Number of specimens in which gene expression analysis will be performed. 0 30
Number of tools, methods, products, services that will be developed. 0 5
Medical Informatics Systems- Electronic Health Record
Computerised record of clinical and imaging data 0 100%
Electronic integration of meta-genomic data in the clinical medical record 0 30%
Integration of medical decision support tools 0 30%
Web-based services of Medical collaboration, Video-telemetry and Automatic Analysis Systems
New electronic services 0 4
Number of end-users that will benefit from the results 0 40
Number of tools, methods, products, services that will be developed. 0 6
PR
OJE
CT
IND
ICA
TOR
S
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