D7.1 Project Management Handbook

Project Management Handbook This project has received funding from the European Union’s Horizon Europe research and innovation programme under grant agreement No 101076963 UK participants in Horizon Europe Project PHOEBE are supported by UKRI grant numbers 10038897 (The International Road Assessment Programme – iRAP) and 10056912 (The Floow) The sole responsibility for the content of this document lies with the authors. It does not necessarily reflect the opinion of the European Union. Neither CINEA nor the European Commission are responsible for any use that may be made of the information contained therein. 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 1 Document Control Page Deliverable number 7.1 Deliverable title Project Management Handbook Deliverable version 1.1 Work Package number 7 Work Package Title Project Coordination and Management Due date of delivery 30/11/2022 Actual date of delivery 30/11/2022 Dissemination level Public (PU) Type Document, report ® Editor(s) Alenka Volk (EIRA) Contributor(s) Sam Chapman (FLOOW), Mark Burke (FLOOW), Shanna Luchesi (iRAP), Niklas Schmalholz (POLIS), Andréia Lopes Azevedo (POLIS) Reviewer(s) Niklas Schmalholz (POLIS), Shanna Luchesi (iRAP) Project name Predictive Approaches for Safer Urban Environments Project Acronym PHOEBE Project starting date 01/11/2022 Project duration 45 months Rights PHOEBE consortium 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 2 PM efforts per beneficiary that contributed to the deliverable Document History # Partner PM effort in the Deliverable 1 [Organisation name] 2 3 Total PHOEBE Consortium # Partner PM effort in the Deliverable 1 EIRA 0.14 2 iRAP 0.11 3 POLIS 0.15 4 FLOOW 0.1 Total 0.5 Version Date Beneficiary Description 0.1 9/11/2022 Alenka Volk (EIRA) Initial Draft 0.2 21/11/2022 Sam Chapman (FLOOW) Mark Burke (FLOOW) Shanna Luchesi (iRAP) Niklas Schmalholz (POLIS) Andréia Lopes Azevedo (POLIS) Revisions and inputs: FLOOW: general revisions and suggestions, adding references regarding UKRI POLIS: general revision and suggestions, adding information in the Chapters 7 and 8 iRAP: general revisions and suggestions, adding Quality Management Plan, Chapter 9 0.3 25/11/2022 Alenka Volk (EIRA) Preliminary Final Document integrating partners contribution 0.4 28/11/2022 Niklas Schmalholz (POLIS) Andréia Lopes Azevedo (POLIS) Proof reading and general revision 0.5 29/11/2022 Shanna Luchesi (iRAP) Final review 1.0 30/11/2022 Alenka Volk (EIRA) Final document 1.1 30/3/2023 Alenka Volk (EIRA) Change to the new Phoebe deliverable template, change in Figure 1 and Table 1 (WP7 leader update), correction in Table 8 (mailing list address update, naming of e-mail addresses corrected) 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 3 Project Executive Summary Safer urban environments are needed for all road users to ensure that the European Union’s meet the targets to halve road deaths and injuries by 2030. Vulnerable road users require specific attention in an urban environment that is subject to constant change as new forms of transport and micro-mobility enter the system. Existing traffic simulation models allow changes in traffic conditions to be tested. However, such systems tend to be geared towards increasing the vehicle throughput or decreasing travel time rather than evaluating outcomes specific to vulnerable road users and road safety. Furthermore, city administrations and transport managers lack predictive tools that allow them to model the effect of implications of a given set of mitigations in terms of road safety, mobility and sustainable transport. Such tools would help to support the associated policy, regulatory and consumer response. This project, Predictive Approaches for Safer Urban Environments, (PHOEBE), will move beyond the state of the art and deliver an interdisciplinary solution that will integrate traffic simulation, road safety assessment, the effects of human behaviour, modal shift, induced demand modelling, and emerging mobility data into a harmonised assessment framework for road safety. The PHOEBE framework, software module and knowledge products will allow for a dynamic safety prediction and socioeconomic evaluation that is evidence-based and simulates future scenarios and impacts. Simple and effective visualisation of socioeconomic modelling will provide confidence for policy decisions and investment. City administrations across the EU will be consulted as the PHOEBE framework is developed and deployed. The capability of the framework to achieve positive outcomes will be demonstrated in three distinct areas; the cities of Athens (Greece), Valencia (Spain), and the combined authority region of the West Midlands (United Kingdom). These areas were selected to safeguard a diversity of urban areas in which extensive traffic modelling has already taken place. This diversity should ensure that our solutions are scalable and can be used to assess the effect of traffic mitigation on safety for a large number of urban environments after the project ends. Achieving the expected objectives requires commitment and dedication from all project partners. This document contains instructions concerning the project procedures and other useful information to be used during the project's lifetime. However, it is important to note that this manual does not constitute a legally binding document, so if discrepancies between the signed Grant Agreement and its Annexes, the Consortium Agreement and this handbook should occur, the official signed documents prevail. PHOEBE pilot cities List of participating cities: • Athens (Greece) • Valencia (Spain) • West Midlands (United Kingdom) Social Links: https://twitter.com/Project_PHOEBE https://www.linkedin.com/company/phoebe-project/ https://www.youtube.com/@phoebeproject For further information please visit WWW.PHOEBE-PROJECT.EU 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 4 Project Partners Organisation Country Abbreviation EVROPSKI INSTITUT ZA OCENJEVANJE CEST - EURORAP SI EIRA ETHNICON METSOVION POLYTECHNION EL NTUA TECHNISCHE UNIVERSITEIT DELFT NL TUD TECHNISCHE UNIVERSITAET MUENCHEN DE TUM AIMSUN SLU ES AIM POLIS AISBL BE POLIS FACTUAL CONSULTING SL ES FC UNIVERSITAT POLITECNICA DE VALENCIA ES UPV OSEVEN SINGLE MEMBER PRIVATE COMPANY EL O7 THE FLOOW LIMITED UK FLOOW INTERNATIONAL ROAD ASSESSMENT PROGRAMME UK iRAP 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 5 List of abbreviations and acronyms Acronym Meaning SC The Steering Committee PC The Project Coordinator PP Project Partner WP Leaders Work package leaders TC The Technical Committee EB The Ethical Board DM The Dissemination manager WPs Work Packages EC European Comission UKRI UK Research and Innovation 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 6 Table of Contents Contents Project Executive Summary .................................................................................................................... 3 PHOEBE pilot cities ................................................................................................................................ 3 Project Partners ...................................................................................................................................... 4 List of abbreviations and acronyms ........................................................................................................ 5 Deliverable executive summary .............................................................................................................. 8 Progress beyond the state of the art and play ........................................................................................ 8 1 Project Organisation ........................................................................................................................ 9 1.1 Governance Structure ............................................................................................................. 9 1.2 Plan of meetings ................................................................................................................... 12 2 Participating institutions and persons ........................................................................................... 13 3 Management process .................................................................................................................... 16 3.1 Reporting process ................................................................................................................. 16 4 Eligibility of cost ............................................................................................................................. 18 4.1 General conditions ................................................................................................................ 18 4.2 Specific conditions ................................................................................................................ 18 4.3 Ineligible costs ....................................................................................................................... 19 4.4 Reporting periods .................................................................................................................. 19 4.5 Deadlines for Periodic Reporting .......................................................................................... 19 4.6 Files naming .......................................................................................................................... 20 4.7 Deliverable preparation procedure ........................................................................................ 20 5 Instructions for exploitation and dissemination ............................................................................. 21 5.1 Internal dissemination ........................................................................................................... 21 5.2 Active Accounts ..................................................................................................................... 22 5.3 Internal communication channels.......................................................................................... 22 5.4 PHOEBE mailing lists ............................................................................................................ 22 5.5 External dissemination .......................................................................................................... 23 5.5.1 Public website ............................................................................................................... 23 5.5.2 PHOEBE logo ................................................................................................................ 23 5.5.3 PHOEBE e-leaflet.......................................................................................................... 23 5.5.4 Publication policy........................................................................................................... 23 5.6 Confidentiality procedure ...................................................................................................... 23 6 Format Specifications for the digital documents and media ......................................................... 24 6.1 Text documents ..................................................................................................................... 24 6.2 Presentations ........................................................................................................................ 24 6.3 Tables .................................................................................................................................... 24 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 7 6.4 Images ................................................................................................................................... 24 6.5 Video ..................................................................................................................................... 25 7 Quality Assurance Plan ................................................................................................................. 25 7.1 Peer review ........................................................................................................................... 25 7.1.1 Format and presentation ............................................................................................... 25 7.1.2 Content .......................................................................................................................... 25 7.1.3 Accordance with project objectives and goals .............................................................. 25 8 Annex ............................................................................................................................................ 27 List of Deliverables ............................................................................................................................ 27 List of Milestones .............................................................................................................................. 28 List of figures Figure 1 Phoebe governance structure ................................................................................................... 9 List of tables Table 1 WP leaders ............................................................................................................................... 10 Table 2 Steering Committee Members ................................................................................................. 11 Table 3 Meeting Matrix .......................................................................................................................... 12 Table 4 timeline of the SC and consortium meetings ........................................................................... 13 Table 5 List of participating institutions and persons ............................................................................ 16 Table 6 Periodic reporting deadlines .................................................................................................... 20 Table 7 Naming of files ......................................................................................................................... 20 Table 8 Current PHOEBE mailing lists ................................................................................................. 22 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 8 Deliverable executive summary The Project Management Handbook is an important document that comprises instructions regarding the project procedures and other useful information to be applied during the project's lifetime. This handbook represents deliverable 7.1, which is related to WP7, Task 7.2 ‘Project management and quality assurance’ that combines all the activities to be implemented to ensure good project management. The handbook includes official information about the project contract, the description of the project organisation (governance structure, Project Coordinator, Technical Committee, Steering Committee, and others), a summary of the preliminary plan of meetings of the PHOEBE Consortium during the whole duration of the project and a complete list of participating institutions and persons involved in the PHOEBE Project. By containing all this information, the handbook is envisioned as support to beneficiaries and associated partners, but also as a useful management tool for the project coordinator. Based on this, the following parts of the handbook describe the management procedures concerning the reporting process, periods and writing, the instructions for internal and external dissemination and exploitation process, as well as the quality assurance. The handbook also encourages unproblematic relations between the partners involved, by setting out an operational framework for the project. Therefore, the information reported in D7.1 represents project management guidelines, which define the organisational structure, key role persons with specific responsibilities, deadlines for review meetings, deliverables, and milestones. Additionally, D7.1 reports useful information for achieving the results of PHOEBE, specifying the right procedures to follow in terms of reporting documents, eligibility of costs, instructions for dissemination, and format specifications for digital documents and media. Progress beyond the state of the art and play This chapter focuses on the organisational structure of the PHOEBE consortium. Since PHOEBE involves 11 partners from 7 different countries, a clear allocation of roles and responsibilities across the consortium is mandatory. Thus, a Steering Committee and a Technical Committee of the project were set up, and a list of key persons from different partners were appointed to fill a specific role according to their own expertise (e.g., technical, dissemination, exploitation). In addition, several mailing lists, which will be updated regularly, were set up to foster agile communication management regarding specific topics and/or work packages. In addition to allowing the Steering Committee to easily handle the project’s progress at all levels, this approach is fundamental to facilitate the coordination, discussion and dissemination at national and global levels. PHOEBE shall demonstrate the feasibility of defining safety assessment framework. Particularly, the impact of the project should be assessed through specific key performance indicators at the European level, promoting the sustainability of the PHOEBE solution widely beyond the end of the project. 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 15 Name and surname PP Contact e-mail Amir Pooyan Afghari TU Delft [email protected] Olivera Rozi EIRA [email protected] Marko Sevrovic EIRA [email protected] Alenka Volk EIRA [email protected] Suzy Charman RSF (UK) [email protected] George Yannis NTUA [email protected] Eleni I. Vlahogianni NTUA [email protected] Apostolos Ziakopoulos NTUA [email protected] Maria Oikonomou NTUA [email protected] Areti Gouma NTUA [email protected] Constantinos Antoniou TUM [email protected] Mohamed Abouelela TUM [email protected] Christelle Al Haddad TUM [email protected] Petros Fortsakis OSeven [email protected] 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 16 Name and surname PP Contact e-mail Alexis Aivaliotis OSeven [email protected] Elina Frantzola OSeven [email protected] Ana María Pérez Zuriga UPV [email protected] Alfredo García UPV [email protected] Francisco Javier Camacho Torregrosa UPV [email protected] Griselda López Maldonado UPV [email protected] David Llopis Castelló UPV [email protected] SGI_europeos UPV [email protected] Table 5 List of participating institutions and persons 3 Management process 3.1 Reporting process During the project, each Partner should contribute to: • reporting (see article 21.1 of the Grant Agreement) on the progress of the action (e.g. deliverables, milestones, outputs/outcomes, potential risks or other indicators), in the Portal Continuous Reporting tool in accordance with the timing and conditions it sets out (as agreed with the granting authority). Standardised deliverables (e.g. progress reports not linked to payments, reports on cumulative expenditure, special reports, etc., if any) must be submitted using the templates published on the Portal. • periodic reporting within 60 days following the end of each reporting period (including the last reporting period). The reporting periods are defined in the Data Sheet of the Grant Agreement and 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 17 are listed in the following section. According to Article 21.2 of the Grant Agreement, the periodic reports comprise: o periodic technical report contains an overview of the action implementation. The layout of the template must be followed, which includes: i. an explanation of the work carried out by the beneficiaries and an overview of the progress of work towards the objectives of the actions, including achievements and attainment of any milestones and deliverables identified in Annex 1 of the Grant Agreement. When needed, this report should include the justification for the differences between the work expected to be carried out in accordance with Annex 1 and the one actually performed. The report must detail impact, exploitation and dissemination of the results as well as the communication activities; ii. a summary for publication by the Commission; iii. the answers to the Horizon Europe questionnaire, covering issues related to the action implementation and the economic and societal impact, notably in the context of the Horizon Europe key performance indicators and the Horizon Europe monitoring requirements. o periodic financial report containing the eligible costs and contributions for each budget category and, for the final payment, also the revenues for the action (see Articles 6 and 22 of the Grant Agreement). It consists of: i. an individual financial statement (see Annex 4 of the Grant Agreement) from each beneficiary and from each linked third party (if relevant), for the reporting period concerned. The individual financial statement must detail the eligible costs (actual costs, unit costs and flat-rate costs; see Article 6 of the GA) for each budget category (see Annex 2 of the Grant Agreement). The beneficiaries and linked third parties (if relevant) must declare all eligible costs, even if — for actual costs, unit costs and flat rate costs — they exceed the amounts indicated in the estimated budget (see Annex 2 of the grant agreement). Amounts which are not declared in the individual financial statement will not be taken into account by the Commission. If an individual financial statement is not submitted for a reporting period, it may be included in the periodic financial report for the next reporting period. Each beneficiary and each linked third party (if applicable) must certify that: - the information provided is full, reliable and true; - the costs declared are eligible as described in Article 6 ‘Eligibility and ineligible costs and contributions’ of the Grant Agreement; - the costs can be substantiated by adequate records and supporting documentation (Article 20 ‘Record-keeping’) that will be produced upon request (Article 21 ‘Reporting’) or in the context of checks, reviews, audits and investigations (Article 25 ‘Checks, reviews, audits and investigations’); ii. an explanation of the use of resources and the information on subcontracting (see Article 9.3 of the Grant Agreement) from each beneficiary and from each linked third party, for the reporting period concerned; iii. a periodic financial statement, created automatically by the electronic exchange system, consolidating the individual financial statements for the reporting period 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 18 concerned and including — except for the last reporting period — the request for interim payment. The consortium shall transmit the reports and other deliverables through the Project Coordinator to the Commission by electronic means. All reports and deliverables shall be in English. 4 Eligibility of cost 4.1 General conditions According to Article 6 of the GA, eligible costs can be divided into: actual costs, unit costs and flat-rate costs. To be eligible, actual costs must be: • actually incurred by the beneficiary; • incurred in the period set out in Article 4, with the exception of costs relating to the submission of the final periodic report, which may be incurred afterwards (see Article 21); • declared under one of the budget categories set out in Article 6.2 and Annex 2; • incurred in connection with the action as described in Annex 1 and necessary for its implementation; • identifiable and verifiable, in particular recorded in the beneficiary’s accounts in accordance • with the accounting standards applicable in the country where the beneficiary is established • and with the beneficiary’s usual cost accounting practices; • comply with the applicable national law on taxes, labour and social security; • reasonable, justified and must comply with the principle of sound financial management, in particular regarding economy and efficiency. To be eligible, unit costs (if any) must be declared under one of the budget categories set out in Article 6.2 and Annex 2. The units must be: • actually used or produced by the beneficiary in the period set out in Article 4 (with the exception of units relating to the submission of the final periodic report, which may be used or produced afterwards; see Article 21); • necessary for implementing the action or produced by it. Moreover, the number of units must be identifiable and verifiable, in particular supported by records and documentation (see Article 20). To be eligible, flat-rate costs must be calculated by applying the flat-rate set out in Annex 2. Furthermore, the costs to which the flat-rate is applied must comply with the conditions for eligibility (see Article 6). 4.2 Specific conditions Additionally, to the general conditions, costs to be eligible must also satisfy specific requirements according to the category in which they are declared: direct personnel costs, direct costs of subcontracting, other direct costs, and indirect costs. Direct costs are expenses that are directly linked to the action implementation and can therefore be attributed to it directly, whereas indirect costs are not directly linked to the action implementation and, therefore, cannot be attributed directly to it. 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 19 Direct costs include: • personnel costs, according to the conditions defined in Article 6.2 point A; • Subcontracting costs, including related duties, taxes and charges such as non-deductible value added tax (VAT) paid by the beneficiary, according to the criteria in Article 6.2 point B; • Purchase costs according to the conditions defined in Article 6.2 point C: travel and subsistence costs; equipment, other goods, works and services. Indirect costs are eligible if they are declared on the basis of the flat-rate of 25% of the eligible direct costs (see Article 6.2 point E), excepting for: • volunteers costs; • subcontracting costs; • financial support to third parties; • exempted specific cost categories, if any. 4.3 Ineligible costs Costs are considered not eligible if they were declared under another EU or grants awarded by an EU Member State, non-EU country or other body implementing the EU budget, or they do not comply with the conditions detailed in Articles 6.1 and 6.2, in particular: • costs related to return on capital and dividends paid by a beneficiary • debt and debt service charges • provisions for future losses or debts • interest owed • currency exchange losses • bank costs charged by the beneficiary’s bank for transfers from the granting authority • excessive or reckless expenditure • deductible or refundable VAT (including VAT paid by public bodies acting as public authority) • costs incurred or contributions for activities implemented during grant agreement suspension (see Article 31) 4.4 Reporting periods As specified in Article 21 of the Grant Agreement, the project is divided into three reporting periods of the following duration: • P1: from month 1 to month 18 • P2: from month 19 to month 30 • P3: from month 31 to month 45 Additional reporting criteria are required for associated partners (UK partners, i.e. FLOOW and IRAP). These place reporting requirements to provide quarterly updates to ongoing expenses throughout the project's life. These requirements are in addition to the reporting periods detailed above. 4.5 Deadlines for Periodic Reporting Reports and deliverables must be submitted to the Project Coordinator according to the timetable shown in Table 6. 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 20 Type of document Submission to PC Submission to PO Periodic Activity Report No later than 30 days after the end of the reporting period Within 60 days after the end of the reporting period All other Deliverables No later than 20 days before the deadlines specified in Annex 1 Within the end of the month indicated in the deliverables list in Annex 1 Table 6 Periodic reporting deadlines 4.6 Files naming Files should be named according to the example in Table 7 below: Type of document Naming General files in project folders ProjectAcronym File name Version.Extension Example: PHOEBE Document 0.1.docx Deliverable files in the WP folders ProjectAcronym D#.# Deliverable title Version.Extension Example: PHOEBE D7.1 Project Management Handbook 0.1.docx Deliverable files in the folder “Deliverables” ProjectAcronym_D1.1 Deliverable title Version.Extension Example: PHOEBE_D7.1 Project Management Handbook 1.0.pdf Table 7 Naming of files NOTE: Version number system 0.1, 0.2, 0.3 etc. Version 1.0 is the final version. Version 1.0 is the final version getting submitted and will be copied to the Deliverables folder in the root folder. No version number is required if only one file exists (e.g. for collaborative docs). 4.7 Deliverable preparation procedure In order to ensure exhaustiveness, clarity and effectiveness, all deliverables shall be made available to the PC for internal reviewing at least 20 days before the deadline indicated in Annex 1. The file has to be sent by e-mail or should be uploaded to the internal repository, and notified the PC. The PC shall revise the document and assess the scientific and technical quality and the editing within six days. In case corrective actions are needed, the PC shall send the document back to the partner in charge of the deliverable, pointing out the corrective actions needed. 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 21 The partner shall make the requested amendments and integrations and send the document back to the PC within six days. Then, the PC shall upload the deliverable for feedback in the Google Drive repository, informing the whole consortium via e-mail. Eventual feedback shall be sent to the deliverable responsible (and the PC) within 3 days from notification. The deliverable leader will have 3 days to incorporate eventual feedback and send it back to the Project Coordinator. The Project Coordinator, within two days, shall send the definitive version of the deliverable to the PO and upload the document on the project repository. The deliverables should be structured according to the template that will be provided by the coordinator and should, among other, include the following information: • A table, named “Document Control Page” that describes the documentary history and contains the names and surnames of contributors. • A section, named “Progress beyond the state of the art and play”, that includes a summary of how, why and more precisely to what extent the work reported in the deliverable goes beyond the state of the art and play in its focus area. • A table summarising the PM effort per beneficiary having contributed to the deliverable. For the quality assurance of deliverables please refer to Chapter 7. 5 Instructions for exploitation and dissemination 5.1 Internal dissemination PHOEBE repository on Google Drive will be managed and updated by Shared Drive Manager assigned by iRAP. In case of any questions, the partners should send an e-mail to Shared Drive Manager (Ms Shanna Lucchesi). All partners have the right to read all pages. To upload or edit documents and files, the partners should add them to the proper folder. The instructions to use the PHOEBE Repository space and upload area are available below: • Partners can access the Google shared drive using the invite link sent to partner via email. • Partners must not share file or folder access externally or provide access links to individuals or organisations that are not part of the PHOEBE consortium. • Partners have the freedom to upload files and create subfolders as needed. However, the delete function should only be used to delete files created by the individuals. If partners want to delete any file they did not create, they should ask permission from the file owner or the Shared Drive Manager. • Partners should keep the folders clean and updated. Older versions of documents should be moved to a backup folder that will be created as needed in the subfolder. iRAP will save a backup of the shared drive via its internal Seafile storage. The backup will be updated with the most recent version of the files on the first Monday of every month. In case partners need older versions of files or have some files accidentally deleted, please contact the shared drive manager. 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 22 5.2 Active Accounts All participants listed in Table 4 have active access to the shared drive. Important notes The status of an account will be switched to inactive if the person ceases to work on the PHOEBE project. When a new person joins the PHOEBE project, an account, if needed, will be created. Partners need to inform the PO and Shared Drive Manager of changes in team members. 5.3 Internal communication channels The project will use video conferencing systems to support the online meeting. EIRA will provide the links to partner access using Microsoft Teams system. Instant messaging, electronic mail and e-mailing lists can be used where necessary. Moreover, the project will hold various physical meetings hosted in turn by Partners. Additional workshops or meetings will be held as required by the work plan and the needs identified by the project. In case of special conditions that do now allow the organisation of physical meetings, online meetings will be planned instead properly. 5.4 PHOEBE mailing lists The following Table 8 summarises all the current mailing lists created for the PHOEBE project. These lists allow to easily reach all people involved in specific activities or work packages, avoiding missing recipients or multiple sending for a communication. Mailing list address E-mail addresses included [email protected] All the addresses of the PHOEBE project participants [email protected] The WP leaders [email protected] The partners involved in WP1 [email protected] The partners involved in WP2 [email protected] The partners involved in WP3 [email protected] The partners involved in WP4 [email protected] The partners involved in WP5 [email protected] The partners involved in WP6 [email protected] The partners involved in WP7 [email protected] Key people involved in the dissemination activities [email protected] Key people involved in the financial management Table 8 Current PHOEBE mailing lists 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 23 5.5 External dissemination 5.5.1 Public website The public website address www.phoebe-project.eu and will be used as a repository for all public deliverables, as well as news, events and direct links to partners, sister projects and social media accounts. POLIS Network is responsible for regularly updating the content and relies on content from project partners, especially from the three pilots. The homepage will be created in the months between November and January. 5.5.2 PHOEBE logo The PHOEBE logo is available to all partners and is saved in a dedicated dissemination material folder in the google shared drive. The logo can only be used for any communication, dissemination and promotion related to the project. The display of the logo should be connected to the disclaimer that includes the project number and funding framework. 5.5.3 PHOEBE e-leaflet The official PHOEBE e-leaflet will be published on the official PHOEBE homepage ‘phoebe-project.eu’ in the upcoming months once a clear design has been created through an external agency. However, to avoid too much environmental harm, only a very limited amount of physical flyers will be printed for each partner. 5.5.4 Publication policy An internal reporting scheme will be created in order to keep track of the official publications. All contributors have to be asked for permission for publication. This includes both WP members as well as members of other WPs and/or contractors who contributed to the results under publication. The WP leader has to make sure that no material, findings, etc., that cannot be disclosed are published. Only when permission is granted from all the persons involved can the material be published. The official PHOEBE logo shall be used for conference presentations. Acknowledgements to the European Commission to be included in all the publications: This project has received funding from the European Union’s Horizon Europe Research and Innovation Programme under Grant Agreement No 101076963.Our Associated Strategic Partners, The International Road Assessment Programme (“iRAP”) and The Floow have received grant funding from the UKRI. iRAP has received funding under grant agreement No.10038897 and The Floow under grant agreement 10056912. Also, the EU Flag will be included in the acknowledgements wherever possible. All publication activities have to be documented in the continuous reporting template on Google Drive to subsequently be used in the periodic report. Once the material is published, it may be used freely in other publications (or via social media) without another request for permission. If required, acknowledgements to the UK Research and Innovation will also be included. 5.6 Confidentiality procedure Three types of documents will be produced according to their dissemination and confidentiality level: 7.1 – Project Management Handbook phoebe-project.eu Copyright © by PHOEBE 24 • PU: Public • RE: Restricted to a group specified by the consortium (including the Commission Services) • CO: Confidential, only for members of the consortium (including the Commission Services) All Partners are strongly invited to write on the front page the confidentiality level of their documents before their release. The dissemination will be implemented according to the confidentiality level identified by the Intellectual Property Owner/s. 6 Format Specifications for the digital documents and media In this section, a list of specifications concerning the format of various kinds of documents is provided. Each project participant should try to stick to the standards in use in the project in order to avoid problems during the circulation of documents and other media. All documents shall be sent to the PC via e-mail or via the repository area in an editable format before submission to the Commission. Final documents will be in PDF format, especially those that have to be sent to third parties or the Commission. Concerning the spelling of the project name, even if “PHOEBE” is the official acronym, also “Phoebe” can be used in official documents as well, to reduce misspelling of the name. British English should be used in all official documents. 6.1 Text documents All text documents shall preferably be saved using Microsoft Word 2010 format (.docx). All documents edited by several people should activate track changes or at least highlight modified or new text segments. It is important that all modifications are visible and the identity of the person who made the changes is known. 6.2 Presentations All presentations (slide shows) shall preferably be saved using Microsoft PowerPoint 2010 format (.pptx). 6.3 Tables All tables and calculations shall preferably be saved using Microsoft Excel 2010 format (.xlsx). 6.4 Images In general, all images should either use the JPEG or the PNG format. For more complex images, Adobe Photoshop format is suggested.