Project Title: Foodindustry Dynamics and Methodological Advances

Project no. 044283

Project acronym: FOODIMA

Project title: FoodIndustry Dynamics and Methodological Advances

Instrument: Sustainable Management of Europe’s Natural Resources

Thematic Priority: Sixth Framework Programme Priority 8.1 B.1.1

D8.1. A Handbook / Guidelines for the Executive Committee.

Due date of deliverable: 3rd month

Actual Submission date: 3rd month

Start date of project:1-1-07Duration: 39 months

Project co-funded by the European Commission within the Sixth Framework Programme (2002-2006)
Dissemination Level
PU / Public / X
PP / Restricted to other programme participants (including the Commission Services)
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)

Contents

1. Brief description of the project3
2. Project Management4

2.1 The Project Coordinator4

2.2The Executive Committee5

3. Guidelines for the Executive Committee6

3.1 Introduction6

3.2 Project quality goals 6

3.3 Monitoring 6

3.4 Risk detection7

3.5 Information and Communication8

3.6 Reports and Deliverables8

3.7 Decision Making in Executive Committee9

1. Brief description of theproject.

FOODIMA project will provide a concise set of methodological tools suitable for a systematic economic assessment of the EU food chain. Based on these tools, an evaluation of the structural changes and the economic performance of selected food sectors in representative countries of the enlarged EU is provided, along with a detailed description of the entire European food chain. Specifically, the purpose is to develop novel tools in food chain analysis by assimilating advanced methodologies into amendable empirical techniques, to provide an in- depth systematic depiction of the market structure and the regulatory and institutional environment of the food industry within the enlarged EU emphasising particularly on its interaction with the farm sector and to generate an extensive assessment of the key factors shaping the current position, competitiveness and potential of the EU food industry.

Moreover, the project intends to quantify the industry’s contribution to the maintenance of the social and economic cohesion in rural areas. This is achieved by combining distinctive and advanced scientific methodologies, which are going to be applied in representative EU countries. The expected outputs include: (a) an analytical characterisation of the EU food chain, including a review of the influence of agricultural policies; (b) a set of microeconomic models for the analysis of strategic interactions in the food chain; (c) a set of theoretical models for the evaluation of the impact of the technological innovations on the structure of food chain and the incentives created for R and D investments; (d) a theoretical model for the analysis of policy instruments like food standards and labelling on firm performance and social welfare; (e) a concrete framework for the evaluation of the economic performance of the entire food chain; (f) a general equilibrium model for the quantitative analysis of the industry’s impact on the socioeconomic development of rural areas.

2. Project management

The organisational structure of the project, agreed upon by the members of the Consortium, consists of:

a. The Project Coordinator and Manager.

b. The External Advisory and Reviewing Committee.

c. The Executive Committee.

2.1. The Project Coordinator

The position of Coordinator is entrusted to Partner 1 (AUTH), represented by Prof. Konstadinos Mattas. The Project Coordinator will undertake the organization and management of the different activities of the research project.

The tasks of the Project Coordinator include, but are not limited:

–To guarantee that the rights and obligations of the participants are in compliance with the Contract signed with the Commission and the Consortium Agreement.

–To organize and schedule any necessary meetings for the successful completion of the programme.

–To chair theExecutive Committee and define their activities and decision making rules. These activities should ensure that the project runs smoothly by coordinating the participants’ activities in the project and make sure the latter are in accordance with the objectives of the project.

–To clearly define to each work package leader the operational aspects of the project, including the mechanisms for controlling progress and quality of deliverables.

–To submit all required progress reports, deliverables and financial statements to the European Commission.

–To monitor the different activities for possible ethic or gender issues that may arise.

–To initiate an emergency or un- planned meeting of the Executive Committe.

–To ensure the correct functioning of the FOODIMA website hosted in his institution since the latter will play an integral role in the project’s management. The specific site will be fully accessible to the Commission.

–To monitor the completion of each Work Package in the scheduled time and the overall completion of the programme.

–To act as an intermediary between the European Commission and the Consortium.

–To guarantee the execution of the Executive Committee’s decisions, regarding budget reallocations, in case of a dispute, in accordance with the Contract’s needs.

–To identify probable problems in executing and implementing the project and bring the issues to the Executive Committee for taking the necessary actions.

2.2. The Executive Committee

The Executive Committee is composed of one representative of each one of the Parties. Each representative shall have the power of one vote. The Executive Committee is chaired by the Project Coordinator.The Executive Committee’srole is to review and to monitor the proper running and completion of the project and the efficient exploitation of the results.

In general, the Executive Committee shall:

• Ensure the efficient exploitation of the results.
• Provide the basic guidelines necessary to the accomplishment of the objectives of the project and controlling timetables and quality of deliverables.
• Review and decide upon the reallocation of the project’s budget, in case of a dispute, in accordance with the Contract’s needs.
• Make proposals to the Parties for the review and/or amendment of the terms of the contract and also making proposals to the Parties (other than the Defaulting Party) that they serve notice on a Defaulting Party.
• Offer guidelines for the safe completion of each Work Package to the Executive Committee.
• Ensure that the different Work Package tasks are conducted under the highest quality standards and offering guidelines for doing so.
• Issue warnings and propose corrective actions in the face of possible risks that can impair the completion of the project’s objectives.
• Settle any possible scientific or administrative disputes among partners.
• Take the necessary actions toward the completion of the project in case of any scientific or administrative dispute or any impediments.
• Decide on any dispute on ownership and protection of knowledge.

As regards the meetings of the Executive Committee they will take place after the request of its Chairperson or of one of the Parties at any time, and at least biannually at the time of the regular project meetings. The meetings shall be convened by the Chairperson with at least thirty calendar days prior notice. The minutes of each meeting of the Executive Committee shall be transmitted to the parties within thirty calendar days after the date of the meeting and they shall be considered as accepted by the other Parties if, no Party has objected in a traceable form to the Chairman within fifteen calendar days from receipt.

3. Guidelines for the Executive Committee

3.1 Introduction

The FOODIMA Executive Committee Guidelines includes the tasks of the Executive Committee. Those guidelines are relied on an overall quality policy for the project. Quality policy is defined through project’s quality goals.

3.2 Project quality goals

Project’s quality goals set the framework for the guidelines of the Executive Committee. Specifically:

–Delivery according to the agreed time schedule and according to the agreed budget.

–Reporting the progress as required by the Commission

–Providing open access to collected data for research availability.

–Making available the results among the participants and the EU Commission.

Thus Executive Committee monitors the progress in deliverables, costs, effort spent, and reporting performance. Furthermore should plan and perform actions to prevent or correct delays or overruns.

3.3Monitoring

3.3.1Monitoring costs, effort and time

The Executive Committee shall monitor the progress of the project and timetables during scheduled project meetings. Evaluation of the present status will be made as follows:

–The Work Package Leaders and all the partners must make reports about work progress, timetables and costs, inside each of the Work Package.

–The Project Coordinator must also make reports about the overall progress of the project.

3.3.2Audits

Audits are internal control mechanisms. The annual implementation of audits should be ensured by the Executive Committee as planned during the life time of the project.

3.3.3Human resources

Concerning with the human resources, the Executive Committee of the FOODIMA project should determine the necessary competence for personnel performing work affecting project’s objectives and ensure that its personnel are aware of the relevance and importance of their activities and how they contribute to the achievement of the objectives of the project. In addition, it should evaluate the effectiveness of the actions taken and trying to ensure achievable milestonesand avoid overtime.

3.3.4Infrastructure maintenance

The Executive Committee should ensure the continuous operation of the project. Through FOODIMA Website or during project meetings should maintain and provide full access to all partners about the collected data, any software used for the analysis, any methodology applied and the complete outputs of the applied methodology.

3.4Risk detection

3.4.1Risk management

The aim of risk management is the identification of the risks of the project and the receipt of all neededpreventing steps. In the FOODIMA project, risk management should performed by the Executive Committee. Their main tasks should be to:

–Identify risks, estimate their probabilities and identify risk treatment activities at the beginning of the project.

–Re-evaluate the risks at least once a year.

–Evaluate the process of risk management during the audits.

3.4.2Corrective and preventive actions

The Executive Committee should identify corrective and preventive actions and recommend those to the EARC.

3.5Information and communication

3.5.1Internal communication

Internal communication in the FOODIMA consortium should be monitored by the Executive Committee. Communication is handled by the FOODIMA Website, the project meetings and the telephone meetings or the e-meetings.

To start with the FOODIMA Website, it will be used both as a tool for information and communication with the European Commission and as an internal communication platform for the partners of the Consortium.

As regards the project meetings they should be announced on the website or by e-mail at least one month before the planned date. The agenda should be published at least one week before the meeting to allow preparation. The Project Coordinator will lead the meetings and he can also nominate his deputy.

Finally, if it is necessary there will be frequent telephone meetings or e- meetings between the partners.

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3.6Reports and Deliverables

3.6.1Reporting

The reports required by the Commission are described in Project Reporting in FP6 Guideline notes. If necessary, further reporting templates, dates and versions will be defined in the FOODIMA Website with the approval of the Executive Committee.

3.6.2Monitor of the Deliverables

The Executive Committee should inspect all the external deliverables. The Project Coordinator and Work Package Leaders will define an inspection plan and appoint persons responsible for inspections.

3.6.3Software

Microsoft Office software should be used as the main software tool for creating documents in the project. This will provide the necessary homogeneity of the documents. The language of the documents is English.

3.6.4 Document formats

All official project deliverables will be issued to the Commission in PDF format in order to avoid the incompatibilities and the risk of spreading viruses. All documents must follow the agreed format. Templates for the document format should be published on FOODIMA Website. Internally, documents will be exchanged and stored in MS Word processor or MS Excel spreadsheet formats.

3.7Decision Making in Executive Committee.

The Executive Committee shall not deliberate and decide validly unless a majority of two- thirds (2/3) of its members are present or represented. Where decisions are to be taken unanimously, all Parties must be represented at the meeting. In voting all Parties will have one vote each. In the event of an equal distribution of votes the Coordinator holds the deciding vote. Any decision requiring a vote at the Executive Committee meeting must be identified as such on the pre-meeting agenda. Decisions can be taken in this way during any meetings.

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