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Deliverables Management

Review Process

Any deliverable prepared by the D4Science consortium, before being submitted to the European Commission, must undergo an official review. This review process applies to the two types of deliverables defined in project DoW: report and other.

The review process is organized in 3 main phases:

  • Work-package internal review
  • Reviewer official review
  • PMB review and approval

These 3 phases above are organized in 9 different tasks:

  1. The QATF selects the deliverable reviewer (or asks one WP/Partner to assign one);
  2. The editor sends the table of contents (TOC) to the reviewer (this task is only mandatory for deliverables of type Report);
  3. The reviewer sends its comments to the editor regarding the TOC (this task is only mandatory for deliverables of type Report);
  4. The editor sends the deliverable for official review, after performing the work-package internal review;
  5. The reviewer sends its comments and proposal of changes to the editor;
  6. The editor provides the reviewer with the deliverable final version applying the review comments;
  7. The reviewer checks if all comments have been applied and sends the deliverable to the PMB together with a declaration approving the deliverable;
  8. The PMB approves the deliverable.
  9. ERCIM sends the deliverable to the EC.

Tasks 2 to 7 must be carried out using BSCW. Task 8 is carried out at the monthly PMB meeting or by email.

For the successful execution of the procedure above, the following deadlines were established:

Task Date Who Task
1 Mx - 2 month QATF Selects the reviewer
2 Mx - 6 weeks Editor Sends the TOC to the reviewer
4 Mx - 3 weeks Editor Sends the deliverable to the reviewer
7 3rd Tue of Mx Reviewer Sends the deliverable to the PMB
8 4th Mon of Mx PMB Approves the deliverable
9 Mx ERCIM Sends the deliverable to the EC

For each deliverable a new folder in BSCW must be created. The folder must be created inside the work-package folder and should contain:

  • all versions of the deliverable circulated between the editor, authors, and reviewer
  • an instance of the BSCW deliverable management workflow (this is created by the QATF)

After the completion of each task, the responsible for the task, must open the deliverable workflow and click "forward". This will complete it's task and send a email notification to the responsible of the next task. The QATF is responsible for monitoring the review process status of all deliverables.

Deliverables DNA2.1a-f are different from the other project deliverables. These deliverables (aka quarterly reports) need to be completed after the due date to fully report the activity of the period and have a fixed table of contents. Therefore they will not follow the above procedure. Their specific procedure is defined in a separate section.


DNA1.2 Example

This deliverable is due on M4 (30 April 2008)

Date Who Task
29 Feb QATF Assigns the reviewer
19 Mar CERN Sends DNA1.2 TOC to the reviewer
09 Apr CERN Sends DNA1.2 to the reviewer
15 Apr Reviewer Sends DNA1.2 to the PMB
28 Apr PMB Sends DNA1.2 to ERCIM
30 Apr ERCIM Sends DNA1.2 to the EC


Naming

Each deliverable must be associated with one unique document identifier to ensure effective version control. The deliverable identifier must be used in the deliverable filename.

The deliverable identifier for the working versions of the deliverable must be:

  • <deliverable identifier>_v<version>-<revision>.doc

The deliverable identifier for the final version of the deliverable (approved by the PMB) must be:

  • D4Science_<deliverable identifier>_M<deliverable due month>.<extension>

Examples:

  • DSA1.1a_v1.2.doc
  • D4Science_DSA1.1a_M2.pdf


Templates

Deliverable of type Report:

Deliverable of type Other:


Reviewers Assignment and Monitoring

This section provides information about the status of the different project deliverables as well as the assigned reviewers. Reviewers of all deliverables up to project month 4 have already been assigned. The reviewers of the remaining deliverables will be assigned in due time. The status of the deliverable is retrieved from the status of the BSCW workflow which is associated to all deliverables.


1st Quarter

Due Date Deliverable Type Editor Reviewer Review Process Task
1 2 3 4 5 6 7 8 9
M01 DSA1.1a O CERN Leonardo C. (CNR) DONE - - DONE DONE DONE DONE DONE DONE
M02 DNA3.1a R FAO Alex D. (NKUA) DONE DONE DONE DONE No No No No No
M03 DNA1.1a R ERCIM Pasquale P. (CNR) DONE DONE DONE DONE DONE No No No No
DNA2.1a R CNR Jessica M. (ERCIM) - - - - - - - - -
DNA4.1a R NKUA Yves J. (FAO) DONE No No No No No No No No
DNA5.1 O FAO Leonardo C. (CNR) DONE - - No No No No No No
DSA3.1 O ENG George K. (NKUA) DONE - - No No No No No No
DSA3.2 O 4DSOFT Diego M. (UNIBAS) DONE - - DONE DONE DONE No No No


2nd Quarter

Due Date Deliverable Type Editor Reviewer Review Process Task
1 2 3 4 5 6 7 8 9
M04 DNA1.2 R CERN Paolo F. (ENG) DONE DONE No No No No No No No
DSA1.2a O CERN Veronica G. (ESA) DONE - - No No No No No No
DSA2.1a O CNR Pedro A. (CERN) DONE - - No No No No No No
M06 DNA3.2a O FAO   No - - No No No No No No
DJRA1.1a R CNR   No No No No No No No No No
DNA2.1b R CNR   - - - - - - - - -


3rd Quarter

Due Date Deliverable Type Editor Reviewer Review Process Task
1 2 3 4 5 6 7 8 9
M07 DSA1.3a R CERN   No No No No No No No No No
M08 DNA1.3a R ERCIM   No No No No No No No No No
DNA2.2a R CNR   No No No No No No No No No
DNA3.3a R FAO   No No No No No No No No No
M09 DJRA4.1a O CNR   No No No No No No No No No
DNA2.1c R CNR   - - - - - - - - -
DSA1.2b O CERN   No No No No No No No No No


4th Quarter

Due Date Deliverable Type Editor Reviewer Review Process Task
1 2 3 4 5 6 7 8 9
M11 DJRA2.1a O NKUA   No No No No No No No No No
DJRA3.1a O CNR   No No No No No No No No No
M12 DNA1.4a R ERCIM   No No No No No No No No No
DNA5.2a O FAO   No No No No No No No No No
DSA2.2a R NKUA   No No No No No No No No No
DSA3.3a R ENG   No No No No No No No No No
DNA4.1b R NKUA   No No No No No No No No No
DNA3.2b O FAO   No No No No No No No No No
DJRA1.1b R CNR   No No No No No No No No No


5th Quarter

Due Date Deliverable Type Editor Reviewer Review Process Task
1 2 3 4 5 6 7 8 9
M13 DSA1.1b O CERN   No No No No No No No No No
DSA2.1b O CNR   No No No No No No No No No
DSA1.3b R CERN   No No No No No No No No No
M15 DNA1.1b R ERCIM   No No No No No No No No No
DNA2.1d R CNR   - - - - - - - - -


6th Quarter

Due Date Deliverable Type Editor Reviewer Review Process Task
1 2 3 4 5 6 7 8 9
M16 DNA3.1b R FAO   No No No No No No No No No
DSA1.2c O CERN   No No No No No No No No No
DNA3.3b R FAO   No No No No No No No No No
M18 DNA2.1e R CNR   - - - - - - - - -
DNA3.2c O FAO   No No No No No No No No No
DJRA1.1c R CNR   No No No No No No No No No


7th Quarter

Due Date Deliverable Type Editor Reviewer Review Process Task
1 2 3 4 5 6 7 8 9
M20 DNA1.3b R ERCIM   No No No No No No No No No
DNA2.2b R CNR   No No No No No No No No No
M21 DNA2.1f R CNR   - - - - - - - - -
DJRA4.1b O CNR   No No No No No No No No No


8th Quarter

Due Date Deliverable Type Editor Reviewer Review Process Task
1 2 3 4 5 6 7 8 9
M22 DNA4.1c R NKUA   No No No No No No No No No
M23 DNA5.3 R FAO   No No No No No No No No No
DJRA2.1b O NKUA   No No No No No No No No No
DJRA3.1b O CNR   No No No No No No No No No
M24 DNA1.5 R ERCIM   No No No No No No No No No
DNA1.6 R ERCIM   No No No No No No No No No
DNA3.2d O FAO   No No No No No No No No No
DSA1.3c R CERN   No No No No No No No No No
DNA3.3c R FAO   No No No No No No No No No
DNA1.4b R ERCIM   No No No No No No No No No
DNA5.2b O FAO   No No No No No No No No No
DSA2.2b R NKUA   No No No No No No No No No
DSA3.3b R ENG   No No No No No No No No No

Statistics

NA1 NA2 NA3 NA4 NA5 SA1 SA2 SA3 JRA1 JRA2 JRA3 JRA4 Total
Q1 1 1 1 1 1 1 0 2 0 0 0 0 8
Q2 1 1 1 0 0 1 1 0 1 0 0 0 6
Q3 1 2 1 0 0 2 0 0 0 0 0 1 7
Q4 1 0 1 1 1 0 1 1 1 1 1 0 9
Q5 1 1 0 0 0 2 1 0 0 0 0 0 5
Q6 0 1 3 0 0 1 0 0 1 0 0 0 6
Q7 1 2 0 0 0 0 0 0 0 0 0 1 4
Q8 3 0 2 1 2 1 1 1 0 1 1 0 13
Total 9 8 9 3 4 8 4 4 3 2 2 2 58


Quarterly Reports

The project ix expected to provide tone activity report to the EC every trimester. These documents are usually referred as Quarterly Report (QR) and are declared in the project DoW as DNA2.1 (a, b, c, d, e, and f). Due to their nature these reports must be written after the period they describe and therefore must follow a different release procedure:

  1. 10th of M4, M7, M10, M16, M19, M22
    • Activity Managers send the Activity description and the indicator measures to the CNR
  2. 15th of M4, M7, M10, M16, M19, M22
    • CNR sends the QR to Jessica for reviewing
  3. 22nd of M4, M7, M10, M16, M19, M22
    • Jessica sends back to the PMB her comments and requests for modifications
  4. 29th of M4, M7, M10, M16, M19, M22
    • CNR on behalf of the PMB sends the final version to Jessica for submission to the EC

If the 10th, 15th, 22nd, or 29th corresponds to an holiday, the deadline is postpone to the morning of the first working day after the deadline. Please notice that in this way, the Activity Managers have 10 days to produce their contribution. This should be enough to collect contributions from the WP leaders and to collect the numeric information for the activity (indicators).



-- PedroAndrade - 18 Feb 2008

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Topic revision: r18 - 2008-04-01 - PedroAndrade
 
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