OpenUpReportSummaryY1Q1 - Opening up the Natural History ...

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Dec 7, 2013 (3 years and 6 months ago)

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OpenUp!


First quarterly progress report


June 2011

p.
1

First Quarterly Report (March


May 2011)


Summary


Communication

Reporting procedures

The aims of the reporting exercise is (i) to provide (with this summary) an overview of project
activities to all participants and to other interested parties (e.g. th
e EU), (ii) to inform WP leaders
about resource use and activities in their WP, and (iii) to be able to manage risks and take corrective
action for the Steering Committee of the project.

We do thank those 14 partners who
submitted their quarterly report
by

the deadline of 15 June,
2011
.
After being prompted,
most of the other reports
came in
by

the
18
th

of June,

so that this
summary could be prepared without leaving too serious gaps.

T
he coordination will continue to provide deadlines that are me
a
nt as s
uch

-


s
oft deadlining”
creates a

substantial and completely unproductive overhead, cutting the time available to producing
the
trul
y wanted

outputs of the project.

Th
e
content
r
eport
s received

differ
considerabl
y
, ranging from
very
detailed descriptions
of work
carried out by the
institution, sorted by Task and WP

(and
some offering rather extensive
prose
in
general terms
)

to

brief emails with
very
general
statements

that did not really gave much of an idea
what had been done
.
The coordinator will provide

a clearer framework
to achieve a more
uniform
response in the future.

We
apologize

that there has been some parallel contacting of partners from the
C
oordination
O
ffice
and the WP leads. We have encouraged WP leaders to

get into contact with partners, be
cause this is
essential for their work. We hope that
in
future the regularly updated contact lists will
help to
streamline the proces
s, helping WP leads to actually contact
only
the people relevant to their work
package directly

or

via the respective maili
ng list on the website.

Contacts

Partners were asked to provide the
names and coordinates for their main
contacts
for issues
pertaining to admin
i
strative/financial, IT, and content
-
related issues, respectively. This information
will be use
d

by the Coordin
ation Office

at the BGBM

in collaboration
with the OpenUp! Website
administration in Prague to update the information and mailing lists on the website.
The quarterly
reports
will be used by the project office to control that information and maintain it up
-
to
-
date. Of
course, changes can also be made in
-
between, upon request.

Work plan


P
rogress made

General

issues

Many of the partners

have not hired their personnel directly at the outset of the project, and some
are still in the process
, especially those
whose main focus is content provision and metadata quality
improvement
.

OpenUp!


First quarterly progress report


June 2011

p.
2

Several partners reported

past and future

dissemination activities within the
institution

(BGBM,
MfN
,
NBGB,
UT
-
NHM
)

to familiarise the staff with the aims of OpenUp! and with

European
a, which is
not yet very well known in the natural history domain.

Highlights

The
OpenUp! website
was set up using a Scratchpad (Drupal content management system) hosted
by the NHM. Several partners reported to have started
to investigate the functionalit
y offered.

Content provision and metadata enhancement
will come to full
speed
only when the technical
architecture is
fully in place, but preparatory work
has started at several content providers, including
further

identification of existing resources,
dr
awing together
or harvesting
the files and datasets,
and
defining
needs for
data transformations
, internationalisation,

and
quality improvements
.

T
he
work on

technical implementation
, coordinated by
the Technology Management Group,
made
excellent progress

and the resources to carry this further seem to be in place throughout the
project.

Weekly Skype meetings of the TMG were organised to
ensure proper coordination
.

The
setup of mock up services is on track.

A
training w
orkshop for BioCASe

provider
s

was
or
ganised in Berlin and attended by 17 participants
from 14 partner institutions
.
Several providers are expected to serve large datasets to the OpenUp!
network by the end of the first project year.

A beta
-
version of the

OpenUp! Helpdesk
with basic features
is up and running.

Milestones, Deliverables and Components

MS01
-

Harvesting and Transformation component prototype


WP2


Delivered on time

(Month 3)
.

C2.2.1
-

Harvesting and Transformation component prototype


Lead:

AIT


Delivered on time

(M.3)
.

C2.3.
1 Initial metadatabase

setup


Lead: NHM


Delivered on time (Month 3).

C2.6.1 Draft data flow documentation and storage concept


Lead: NHM.


Delivered on time (M.
3).

C4.1.1 Data sources agreement for zoological name vocabulary


Lead:
UH.


Delivered

on time (M3)

C8.1.0 Create an OpenUp! Scratchpad site as the web environment for internal and external
communication


Lead: NM.


Website d
elivered on time (Month 2)
, concept f
or usage / editorial
guidelines
in preparation.

C8.2.1 Project Logo establish
ed


Lead: NM.



Delivered on time (Month 1).

C8.2.2 Draft design concept for promotional materials circulated to members. Lead: NM.



Delivered on time (Month 3).

W
orkpackage
reports

WP1
-

Scientific Coordination, Project Management, Liaison & IPR

Use
of staff time
has been reported

from

BGBM (1)
,
MfN (3)
, NHMW

(5)
,
RMCA (6),
GBIF (11)
,
AIT

(14), and RBGK (16)
.


Website:
Group “WP1” used to list responsibilities of WP participants.
Group “Steering
Committee”
(
not used up to now)
;
Group “Project Administ
ration and Finances”


usage initiated.

P
roject

coordination

started working in March 2011, with the Project Coordinator supported by the
Coordination Office and the Project Administrator.
The kickoff meeting was organised and held in
Berlin, including me
etings of the Steering Committee, Project Assembly,
Outreach and Dissemination
Group (ODG) and the Technology Management Group (TMG). Partners were advised as to
administrative and
other project issues

and monitoring mechanisms were initiated, including
me
chanisms for the

first quarterly report. In collaboration with WP8, some issues with the project
website were cleared.
Several Consortium Agreements of other projects were scrutenised as to their
OpenUp!


First quarterly progress report


June 2011

p.
3

serving as a model for OpenUp; preparation of the draft Open
Up! Consortium Agreement is in
progress.

Overall Technology Coordination and Quality Assurance

was ensured by the TMG, which is driving
the
development and adaptation of the components of the OpenUp! technical infrastructure
according to the strict and ti
ght timelines defined in the Workplan.

For the
IPR Framework
,

RBGK

has begun the process of contacting all content providing partners in
the partnership (70% contacted to end May) and is compiling the IPR agreements currently used by
these partners when r
eleasing their multi
-
media content. Five partners have responded so far.
RBGK are also engaging in the discussions on the plans for a new Europeana Data Exchange
Agreement
. Data use agreements will also become relevant in the context
of name services
dev
eloped in WPs 4, 5, and 6, because c
aching the names data from
available
databases will be only
possible if have formal agreements with the sources

can be reached.
UH lawyer Pirjo Kontkanen
was
contacted
for possible IPR agreement templates available for U
niversity researchers that could be
used and or modified for the purpose.
The site
http://ok.helsinki.fi/julkaisuja/tekijanoikeudet/ (=>
Copyright guide) has some recommendations for making agreements applicable under national
Finnish legislation.

Liaison
activities
were commenced
;

RMCA
co
mmenced

with Sterna to produce a draft
documentation describing how Europeana currently handles images and reference to several
multimedia documents for one object
. BGBM
and RMCA collaborated with SYNTHESYS
Networking
Act
ivity 3

in the context of the BioCASe
Training
Workshop in Berlin
.

Further contacts include
BHL
Europe (MfN
, NHM and other partners
)

and ViBRANT (Scratchpad website for OpenUp!).

WP2



Technical Implementation

Use of staff time
has been reported

from

NHM

(2)
,
UC
P
H

(12)
,
and
AIT

(14).

Website:
Group “WP2” (not
used up to now
).
Progress is reported and documented under the
Technology Management Group heading.


The s
pecification

proces
s for the
Collection Data Quality Toolkit

w
as commenced in close
collabor
ation with the service provision tasks defined in WP4, 5 and 6 and (for zoological, botanical,
and common names, respectively) and for
structural quality insurance.
D
escription of these services
as well as simple mockups
are continuously documented on the
Scratchpad TMG site and
will be
delivered in June 2011.

The
Harvesting and Transformation Component

prototype was duly delivered by the end of month

3 of the project

(see
C2.2.1 and MS01
).

A
first process & data analysis ha
d

been executed and
candidates (e
xisting components) for the system implementation identified. BPMN 2.0 notation and
the Intalio Designer were used to model and document the situation.

First ABCD to ESE
transformations

have been done and ESE compliant test records have been loaded onto an

OAI data
provider. ESE records can be viewed using an existing aggregation platform. The work that has been
carried out was documented and a report was contributed to the Deliverable D02
-
C221
-
MS01. The
demonstration system was set up on a test server (tes
t111.ait.co.at) as VMWare Image including a
Ubuntu 10.04 Linux System.

The Harvesting and Transformation component prototype consists of a
first implementation of the components as described in the "Nodes and Components" paragraph
(D02
-
C221
-
MS01) and is fo
llowing the workflow included in the process diagramme (paragraph
"Process Analysis" D02
-
C221
-
MS01).

The prototype implementation of all components

includes the
GBIF
-
HIT Harvester
, the
Pentaho Data Integration component (supporting the ABCD
-
> ESE mapping,

including consumption of Ontology Services)
, the
OpenUp! Meta Data Data Manager (SQL
-
Server
and Data Import Utility)

and the
OAI
-
Provider.

These components will elaborated and more detailed
in
the
course of the project. The management of the data sets to
be harvested by the Europeana
Harvester will be supported by the "Data Manager" and needs close co
-
operation with the BioCase
OpenUp!


First quarterly progress report


June 2011

p.
4

(GBIF) data providers to align organisational structures and necessary data transformation
processes.

The initial
OpenUp!
metadata
base

has been setup
at the NHM in due time (
see
C
2.3.1)
.
Two
separate databases have been created
, one f
or holding ABCD records post harvesting prior to
enhancement
, and one f
or holding ABCD records post enhancement
.
Initial XML data from AIT test
server w
ill be used to test the design. The SQL service will not be accessible external to the NHM as it
will only interact with components of the central aggregator which will be hosted at the NHM.

The
OAI
-
PMH Interface

will be
based on a refactored
Drupal/
PHP ap
plication which is already used
in different Europeana projects (eConnect/DISMARC, EuropeanaLocal).

A concept for the
Availability Checker

(link checker) has been developed (see point 3.6 in C2.6.1).

A significant step towards
w
orkflow documentation

was a
chieved with the delivery of
C2.6.1

Draft
data flow documentation and storage concept
” in due time by the end of the reporting period.

Work Package 3:

Metadata Modelling and EUROPEANA Liaison

Use of staff time
has been reported

from
AIT

(14) and

BGBM (1)
.

Website:
Group “WP3” gives descriptions of the tasks in the Workpackage.

In the context of
Standard Conformance

tasks, f
irst mapping
s

of the ABCD elements to the
Europeana Semantic Elements (ESE3.4, May 2011) and
to the Europeana Data Model have

been
c
arried out. These mappings enabled the upload of in
i
tial test records to the OAI provider.

Service specifications and a mock
-
up for data integrity checks to be integrated in the Data Quality
Toolkit have been developed and are continuously documented on th
e TMG
-
site. The final mock
-
up
will be delivered in June.

WP4
-

Zoological Community Content Provision, Metadata Catalogue
and Quality Control

Use of staff time
has been reported

from
MfN (3),
RMCA (4),
ETI

(8)
,
ZFMK (9),
GBIF (11)
,
UC
P
H

(12)
,
UH

(16)
,
NCBN

(17),
and
UT
-
NHM (
20
)
.


Website:

Group “WP4” has started to document the individual tasks in the WP. T
he r
esults for the
data quality service for zoological names are
also
documented under the TMG

Group heading.


Workpackage coordination

at the MfN Berl
in was somewhat
impeded
d
ue to some administrati
ve

obstacles
, and
all coordination activities were carried out on an in
-
kind basis. However, a scientific
coordinator will be hired within the next reporting period to support and advise WP4 content
providers

and to take care of remaining WP4 tasks and reporting.

WP4 coordination work concentrated on getting an overview of and contact people responsible for
content provision

at the WP4 partner institutions and started monitoring start and progress of
preparato
ry work (data gathering, metadata quality
enhancement, functional BioCASe
provider).

As
in WP5, some partners have already started their activities to that end.

Several zoological content
providers assisted the OpenUp! / BioCASe Workshop organised by BGBM

and RMCA in Berlin
;
subjects treated included

testing the local BioCASE provider functionality, connecting additional
databases
,

definition and mapping of constant metadata into ABCD,
and
training of local personnel
in provider setup and configuration
.

Wo
rk has started and progress has been made on

the

d
ata quality service for zoological names
. In
cooperation with the TMG,
UH has developed a preliminary inventory of possible sources for
zoological names

(
scientific and common names
)
.


UH
has
also contacted

GBIF Sweden and the
Swedish Species Information Centre for Scandinavian names
, as well as
local Finnish content
providers.
Talks between SP2000 (CoL) and NHMW in the context of WP6 can be harnessed to clarify
also scientific name provision by CoL to OpenU
p!

OpenUp!


First quarterly progress report


June 2011

p.
5

WP5

-

Botanical Community Content Provision, Metadata Catalogue and
Quality Control

Use of staff time
has been reporte
d

from
BGBM (1),
IBSAS

(4)
,
ETI

(8)
,
NBGB

(18)
,
RBGE

(13)
,
RBGK

(16)
,
UC
P
H
12)
and
LANDOOE

(23)
.

Website:
Group “WP5” (not used).

Wor
kpackage coordination

was started right away at IBSAS in Bratislava.

With respect to
content provision,

a
ll institutions involved in WP5 were
contacted
by the WP lead
and data on their current progress were accumulated
;

all responded with the exception of

NHM
London
.
With respect to technical data provision, several institutions already provide their data
using BioCASE
(
BGBM, IBSAS, NHMW, LANDOOE
), in most others

the

BioCASE installation
is to be
concluded
by
the
end of Y1

(
NM Prague, ETI, RBGE, RBGK
[
depe
nding on success in staff hiring
]
,
NBGB, UT
-
NHM
).
No information to that respect was received from UH (but they
attended
the
BioCASe
training
workshop

in Berlin
)
.

IBSAS offers to
help
partners
with connection to the BioCASE
infrastructure
.
UCPH reported
to

WP5
that they do not want to use
BioCASe

(which
i
s not in
accordance with the description of work

and needs to be discussed



however,
UCPH

did attend the
workshop, too). With respect to
work on
data
scrutiny and quality enhancement,
BGBM, IBSAS,
and
ETI

report commencement of work, the others plan to start later this year (
NHMW, NM
[
if any at all
]
,
UCPH, RBGE, UH
[
if any this year
]
, RBGK
, NBGB, UT
-
NHM [
"September"
]
,
and
LANDOEE
).

The work regarding
botanical name services for data quality enhancement
h
as been largely
organised by the TMC and carried out by
RBGK
. A
n initial candidate botanical data quality service
has
been implemented and documented
focused on a nomenclatural check
s
. This has been discussed
with partners at the weekly telecalls and is p
osted on the TMG website at the following URL:
http://open
-
up.eu/content/botanical
-
data
-
quality
-
service
-
candidate
.
An initial round of recruitment
for a dedicated OpenUp! so
ftware developer to work at RBGK was unsuccessful in attracting any
suitable candidates. The post is now being re
-
advertised. While the post remains vacant
development work at RBGK is being shared between core staff members.

Several core staff at Kew
are

continuing to work on the botanical names databases (IPNI, World Checklists & The Plant List),
providing a contribution to data enhancement relevant both to Kew’s own content and that of other
partners through the envisaged botanical names service.

WP6


Multilingual Metadata Enrichment Including Common Names

Use of staff time
has been reported
from NHMW

(5)
, NM (7),

NCBN (17)
and

SP2000

(21)
.

Website:
Group “WP6”
is used to depict partners and their role in the WP and it gives a list of tasks
in the workp
ackage.
Group “TMG” is used for technical aspects, e.g. the common names service.

In order to be able to exchange common names information several existing
metadata standards
(such as ABCD) were evaluated against our requirements. This process is not yet
finished (Task 6.1).

The
integration of available reference information

(task 6.3
) was commenced with discussions by
NHMW with the Catalogue of Life and the PESI project in order to be able to include their data in the
common names webservices.

UT
-
NHM is a
lso looking towards further contribut
ions of common
names and UH has contacted several potential providers.

With respect to the integration of a
validation and enrichment layer

for OpenUp!

(task
s

6.5
, 6.4
)
, a
s
a first step the requirements and architectur
e for the common names service were developed.
During the specification process it was proposed to use the Google Refine API interface definitions

(
1

http://code.google.com/p/google
-
refine/wiki/ReconciliationServiceApi
)

for our service(s).

As the
Google Re
fine API does not offer sufficient information for more complex services it was decided to
extend the specifications to fit our requirements. Details on these extensions can be found at the
common names service webpage

(
http://open
-
up.eu/content/common
-
nam
es
-
service
)
.

OpenUp!


First quarterly progress report


June 2011

p.
6

As the connection between common names and their scientific representation is not
yet fully
defined
(especially in conjunction with multilingual aspects) a
discussion on an appropriate data
model
was started (Task 6.6).

During the 4D4Life
d
isc
ussions have taken place between WP6 lead
and various
OpenUp!
consortium members with respect to the general layout of the Common
Names Service architecture and Common Names Schema Description (FishBase, GBIF, etc.).

WP7

-

Helpdesk Facility and Extending
the Network

Use of staff time

has been reported from

RMCA

(6),
ZFMK (9),
GBIF (11)
,
MNHN

(19)
,
and
UT
-
NHM
(2
0
)
.

Website:
Group “WP7”

is not
used.
As agreed in SC discussions, the helpdesk website will be
established on a separate server

in conjunction wit
h other helpdesk sites.

Helpdesk Facility:
A beta version of the OpenUp! Helpdesk is up and running at
http://open
-
up.cybertaxonomy.br.fgov.be/
. It links to the OpenUp! Project Website, provides documentation on
IPR from the BHL
-
Europe project, as well a
s information on upcoming events in the digital library,
collections management and standardization domain.
Although online and already in use, the
OpenUp! Helpdesk
-

beta has not yet been advertised to all partners, because a simple login
-
mechanism connec
ted to the OpenUp! Project Website still needs to be established.

T
he OpenUp! Helpdesk


beta

was also used for the setup of the OpenUp! / BioCASe
Training
Workshop organised jointly by BGBM and MRCA in Berlin.

It had
17 participants from 14 different
inst
itutions (ETI, FUB
-
BGBM, MNHN, MRAC, NBGB, NCBN, NM, RBGE, RBGK, RBINS, UCPH, UH, UT
-
NHM, ZFMK)
, s
ee
http://www.biocase.org/news/news
-
item
-
27.shtml
.

MRAC answered in
-
house questions from scientists on IPR and the new Europeana Data Exchange
Agreem
ent. Que
stions and answers will

be re
-
used for the OpenUp! Helpdesk.


MRAC started updating the FUB
-
BGBM
documentation

on the installation of BioCASe provider

and
used experience from the Sterna project by collaborated with the TMG on providing a draft
documentati
on describing how Europeana currently handles images and reference to several
multimedia documents for one object.

With respect to extending the network, several potential new
content providers for OpenUp! where
identified: The Universita' degli Studi di F
irenze/Italy, and the Musée national d'histoire
naturelle/Luxembourg, as well as the Hungarian Natural History Museum/Hungary expressed their
interest in participating in OpenUp!

GBIF
-
France (MNHN) also made f
irst contact
s

with
a number of
potential conten
t providers

(
IPEV, IFREMER, IRD,

and the
MNHN

itself).

WP8

-

Dissemination and Awareness

Use of staff time

has been reported

from
RMCA (6),
NH (7)
,

and
AIT

(14)
.


Website:
Group “WP8” lists a few contributors to the WP.
Group “Outreach and Dissemination
G
roup”

is not yet used.

The
OpenUp! Communication Site

(task 8.1)
was established and first steps towards develop
ing

an
on
-
line community within the consortium
were taken. By using a “Scratchpad” site hosted by the
NHM London, functionalities provided by th
e
underlying Drupal environment could be taken
advantage of, e.g. to establish email lists, broadcasts, blogs and
web pages.
Facebook
communications were also set up.
Several partners contributed content to the OpenUp! website.
Minutes, a press release, an
d outreach material for Europeana web page were prepared, newletter
articles published and a radio interview given.

With respect to
Creat
ing

and Establish
ing

the OpenUp! Design

a logo has been proposed by NM and
was accepted by the consortium.
A draft
des
ign concept (templates) for promotional materials

was
put up for discussions in the Consortium.

WP8 and WP7 started to coordinate the
work to be done in the
O
utreach and Dissemination Group
.

OpenUp!


First quarterly progress report


June 2011

p.
7

With respect to the integration of OpenUp!/Europeana activities

with
outreach activities of
museums,

MRAC tested

and integrated
an implementation of the Europeana API and Widget

into
the museums website.
This allows searching

RMCA’s Sterna and BHL
-
Europe collections in
Europeana

(
http://www.africamuseum.be/collection
s/browsecollections/europeana
).

As soon as a
OpenUp! collection from MRAC is available in Europeana, it will be added.

MRAC
also
established a
proof of concept for a virtual exhibition on “Charles Lemaire’s expedition to Katanga (1898
-
1900) to
show the po
ssibilities of interconnecting the complementary content from BHL
-
Europe (digital
natural history literature) and OpenUp! (digital collections media), and showing the connection of
natural science and humanities to the general public. The proof of concept
is available at
http://cybertaxonomy.br.fgov.be/drupal7/

Diss
emination

events

February 28, 2011


Brussels


RMCA: Networking with participants at the ICT PSP Info day at the EU
about the OpenUp! project.

March 3, 2011


Brussels


RMCA: Explaining OpenUp
! during a Darwin2 (Collection Management
System of RBINS) meeting to personal from MRAC, RBINS, and NBGB not working for OpenUP!

March 8
-
11, 2011


Berlin
-

All Partners: OpenUp! Kick
-
off Meeting at FUB
-
BGBM, Berlin.

March 21
-
22, 2011


Paris


RMCA: MNHN
: Networking about OpenUp! at the CETAF/EDIT
-
ISTC
meetings.

March 28
-
April 1, 2011


Prague


NM, RMCA, & al.:
During the 4D4Life (www.4D4Life.eu) meeting
information on the project itself was disseminated

and a poster was presented
.

April 4
-
6, 2011


Ge
neva
-

RMCA: Presenting an update on OpenUp! at the CETAF meeting.

April 5, 2011


Paris


BGBM: Presentation "Regional Cooperation
-

The OpenUp! Project"at the
European GBIF Nodes meeting.

April 7, 2011


The Hague
-

RMCA: Europeana CCPA legal working gro
up meeting, The Hague. MRAC
is newly appointed member of the working group and was informed about the new plans for the
Europeana Data Exchange Agreement and the long term strategy of Europeana.

April 8, 2011


Brussels


RMCA: Athena new data exchange agr
eement meeting. MRAC was invited
to participate and discussed the effects of the Europeana Data Exchange Agreement on the domain
of cultural museums.

April 14, 2011


Berlin


MfN:
Europeana
-
BHL
-
OpenUp! Information event (presentation +
discussion) for MfN

employees.

May 18, 2011


Copenhagen

BGBM: Oral presentation on “Sustainable infrastructures for e
-
taxonomy in Europe” duing the Symposium on Biodiversity in the Silicon Age of the Royal Danish
Academy of Sciences and Letters.

May 6, 2011


Edinburgh


R
BGE: Internal meeting to inform the staff about the project.

Mai 10
-
12, 2011


Paris


RMCA: Networking for OpenUp! at the S
YNTHESYS

II meeting.

May 19
-
20, 2011
-

Paris


MNHN: 7èmes Journées Scientifiques du CNFRA (Comité National Français
des Recherches A
rctiques et Antarctiques) presentation of GBIF and OpenUp!

Mai 30, 2011


Meise


RMCA: Disseminating OpenUp! at the African E
-
Flora meeting.

May 30
-
31, 2011: BGBM & RMCA: BioCASe training at FUB
-
BGBM, Berlin (with

17 participants
representing 14 differe
nt partner institutions
).

OpenUp!


First quarterly progress report


June 2011

p.
8


Finances and administrative issues

A
lthough the project had a comparatively

long period between the signing of the contract and the
actual start date,
the
first quarter of the project

still presented difficulties with respect to
staffing
and hiring procedures at several member institutions
. This leads to an underspent as against the first
year average expected; however, partners stated that they will
be able to bal
ance that in the further
course
of the project.

Our partner SMBD ha
s declared that they
currently don’t have the administrative capacity to handle
a budget of their own. It was agreed that the 5PM assigned to SMEBD should be moved to the
respective wo
rk package leads (MfN and NHMW). However,
we have now found out that
acc
ording
to the financial guidelines (and in contrast to project
s

in the 7
th

Framework Programme), this has to
be handled by
a contract amendment. The Coordination Of
fice is following up

on

this issue. Partners
are
request
ed

to
immediately notify the
Project

Office

when they foresee the necessity of such
changes.

Partners are advised to mark all receipts for EU projects with the project number (this has been a
point to be checked by auditors requested by the Commission
in a recent audit at the BGBM).

Partner
s are also advised to record the daily working hours of their employees (both total and for
the project) by means of a time sheet. All work hours credited towards the project have to be
officially accounted for and it is therefore practically mandatory to
have time sheets for each
individual working on the project.