Work Package 9 TRANSNATIONAL ACCESS First TNA Call FixO3 General Assembly 14 th to the 16 th October...

Work Package 9TRANSNATIONAL ACCESS

First TNA Call

FixO3 General Assembly 14th to the 16th October 2014, Heraklion-CRETE

Marimar Villagarcía, Eric Delory and Andrés Cianca (PLOCAN) Fiona Grant and Rosemarie Butler (MI)

WP9- TNAOversee and manage the different processes for Trans-National Access to observatories (TNA), through the creation of a TNA Office, which will: Prepare the calls Define on-line tools for publishing and maintaining up- to-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

WP9 – TRANSNATIONAL ACCESS

WP9- TNATNA management activities are distributed across WP2 and WP7 specific tasks ():

Task 2.2 => A User Knowledge Base for TNA Infrastructures Task 7.5 => Prepare and publish TNA calls for proposals Task 7.6 => Evaluation of TNA proposals

Thanks to the collaboration of TNA observatories operators

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA CallTask 2.2: A User Knowledge Base for TNA infrastructuresTask 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

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

DELIVERABLE D2.3: Synthesis of infrastructure technical characteristics (MI, M6)

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA CallTask 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Task 7.5 - 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 of this task shall be in strict compliance with Annex III of the Grant Agreement


TNA Workflow => From KOM to First TNA Call Project Starting • Creation of the FixO3 TNA Office • Organization of workflow and timelineTNA Office• Preparation of guidelines, application form and online tools • Assign the Evaluation PanelObservatory Manager• Prospection • Contact with potential userFirst TNA Call• Publication of call and related information •Advertisement and promotion


WP 7 / WP9 – TRANSNATIONAL ACCESS- First TNA CallTask 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Deliverable D7.5: Call definition and selection criteriaTable of Contents

1. Introduction

2. Call definition• Eligibility and access rules• Modality of Access • Facilities available and support

3. Selection Guidelines• Selection of proposals• Selection process

4. Annexes• Annex 1: Short description of infrastructures providing TNA• Annex 2: TNA Call to implementation process • Annex 3: TNA Call preparation process • Annex 4: FixO3 Trans-National Access Proposal Submission Form –

1st Call


Deliverable D7.6: Website for call dissemination

Table of ContentsI. Introduction

II. FixO3 website TNA section1. Website Structure2. Content per page

a. TNAb. Calls and Proceduresc. First calld. Second calle. Selection proceduref. Available facilitiesg. Applicant sectionh. Access rulesi. Application formj. FAQ

III. Screenshots

IV. Glossary


TNA leaftet (S. Keeble, Blue Lobster)


STEPS FROM LAUNCHING CALL TO EXECUTING PROPOSALS

TNA Office First call launched on the 15th July 2014 through the FixO3 web page, providing all the information and guidelines (call text, selection,….) Dissemination (D7.7) It remains open 15th July to 31st July 2014 While open, the TNA office through its email ([email protected]) attends the diverse questions and clarifications requested by applicants Evaluation and selection phase ends 31st October 2014 Feedback to applicants: 15th November 2014


APPLICANTS Request pre-feasibility letter from the infrastructure and sends it duly signed to the TNA office address Prepare proposal and sends it duly signed by main researcher and project manager of the infrastructure to the TNA office address

mailto:[email protected]


Table 3. Periodicals where TNA call was advertised


TNA Office Collects proposals, acknowledging reception and requiring further documentation if missing

Checks feasibility - Pre-feasibility letter from infrastructure? (lesson learnt from JERICO)

- Several proposals arrived without it, the TNA office had to request it (lesson learnt for 2nd call)


Follows eligibility conditions?Some proposals include the infrastructure support as

part of the team, problems to comply with rule b).

Call rule: To be eligible to benefit from access to the infrastructure, a user group must satisfy the following two conditions:

a) the user group leader and the majority of the users must work in an institution, SME or industry established in a Member State or Associated State

b) the user group leader and the majority of the users must work in a country other than the country(ies) where the legal entity(ies) operating the infrastructure is(are) established.

Deliverable D7.7: First call for proposals, M12, August 2014

Table of Contents

I. Introduction

II. Launch of First TNA Call

III. Promotion of First TNA Call• Table 1. Networks (26) and mailing lists (4)

used to promote the TNA call• Table 2. Events where TNA was promoted

(6)• Table 3. Periodicals where TNA call was

advertised (6)

IV. Response to First TNA Call



Name Date HowOcean Sciences Meeting 23-28 Feb 2014 Poster

Oceanology International 2014 11-13 Mar 2014 Flyers

EGU GA 2014 27 April - 2 May 2014

Poster

NeXOS 2nd meeting Runde & sensor workshops

2-4 April 2014 Workshops TNA Advertised through presentation and flyers

European Maritime Day 2014 19-20 May 2014 Workshop Presentation & flyers

Marine Measurement Forum 04-Jun 2014 Oral presentation, maybe brochure

Table 2. Events where TNA call was promoted, ext. D7.7.


Table 3. Periodicals where TNA call was advertised, ext. D7.7

Name Issue linkInternational Ocean Systems

May/June 2014 http://www.intoceansys.co.uk/articles-detail.php?iss=0000000042&acl=0000000364

Hydro International May/June 2014 http://www.hydro-international.com/news/id6895-Transnational_Access_to_Ocean_Observatories.html

Ocean News Contacted on 31/3/2014

http://www.ocean-news.com/ Advertisement fee too high

News Sea Discovery Contacted on 31/3/2014

http://news.seadiscovery.com/ No reply received

Marine Technology News Contacted on 31/3/2014

http://www.marinetechnologynews.com/news/access-ocean-observatories-trials-490803

IEEE OES Newsletter monthly http://www.oceanicengineering.org/enewsletter.cfm

http://www.intoceansys.co.uk/articles-detail.php?iss=0000000042&acl=0000000364

http://www.intoceansys.co.uk/articles-detail.php?iss=0000000042&acl=0000000364

http://www.hydro-international.com/news/id6895-Transnational_Access_to_Ocean_Observatories.html

http://www.hydro-international.com/news/id6895-Transnational_Access_to_Ocean_Observatories.html



http://www.oceanicengineering.org/enewsletter.cfm

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA CallTask 7.5: Prepare and publish TNA calls for proposalsTask 7.6: Evaluation of TNA proposals

FIRST TNA CALL?

Fifteen infrastructures were open to free access, i.e. 14 open ocean observatories and 1 shallow-water test-site

Nine infrastructures received proposals => a success rate of 60%

A total of fifteen proposals where received

Hopefully the 2nd TNA call of the project could reach a higher percentage of observatories approached


4

321

1

1

11

1

FIRST TNA CALL - NUMBER OF PROPOSALS BY OBSERVATORY

YES60%

NO40%

Success Rate infrastruc-tures receiving Proposals

1st TNA call

Task 7.6 - Evaluations of TNA proposals

• Organize the workflow • Screen and transmit proposals to the evaluation panel • Organize final selection consensus meetings • Announce results and hand over to infrastructure

owners/operators for final arrangements

All developments under this task shall be in strict compliance with Annex III of the Grant Agreement.


Task 7.6 - Evaluations of TNA proposals - Organize the workflow

March/April 2014, TNA Office- Asks observatories involved in the first TNA call to provide experts’ names and expertise for the proposal reviews- Invites Advisory Board and Steering Committee members to become involved in the evaluation panel, indicating their expertise too

Upon reception of the replies, about 40 people was available to participate in the evaluations


Task 7.6 - Evaluations of TNA proposals - Screen and transmit proposals to the evaluation panel

From the list of evaluators, about 30 people was screened and proposals were assigned to them (3 per proposal) and sent for the evaluation, including the evaluation template

A maximum of 3 proposals was sent to each reviewer, in most of the cases they were asked to evaluate 1-2 proposals

Proposals were sent for evaluation the 7/8 August and asked to be returned by 21st September; finally most of them were received by the end of September



AB16%

SC35%

OBS48%

EVALUATION PANEL COMPOSITION

Task 7.6 - Evaluations of TNA proposals - Organize final selection consensus meetings

Collection of evaluations reports by proposal

Check reviews and organize consensus meetings if deemed necessary

Consensus meetings to be attended by the 3 reviewers and a moderator from the TNA office(Crete, Skype)


Task 7.6 - Evaluations of TNA proposals - Announce results and hand over to infrastructure owners/operators for final arrangements

The ranking of proposals per infrastructure will be sent to the corresponding infrastructure’s manager

The infrastructure owner/operator communicates final decision to the TNA office

If the infrastructure’s manager agrees on the proposal, the proposal’s main investigator will be notified about the result, by 15th November.


Task 7.6 - Evaluations of TNA proposals - > Sign Agreement and implementation

Infrastructure and main investigator sign an Grant User Agreement (Fiona’s presentation)

Between infrastructure and applicant they manage and implement the project

Operating manager of the infrastructure documents access for activity reporting


WP 7 / WP9 – TRANSNATIONAL ACCESS- First TNA CallTask 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

NEXT STEPS 2014/2015

Finish Evaluation by the end of October 2014 and next steps of first call to implement proposals in 2015, ensuring legal issues are comply with (Agreement, funds for travel and transport equipment)

Produce D7.9 : Evaluation summary on first call, Lead: PLOCAN (M15, November 2014)

Launch 2nd call in 2015, similar dates than in 2014 (June-July) D7.8 Second call for proposals, Lead: PLOCAN (M24, August

2015) Prepate D7.10 Evaluation summary on second call, Lead:

PLOCAN (M27, November 2015)


THANK YOU FOR YOUR ATTENTION !

[email protected]


Work Package 9 TRANSNATIONAL ACCESS First TNA Call FixO3 General Assembly 14 th to the 16 th October...

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