Seventh framework programme

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Management structure and procedures

High quality management will be the key to the success of the EGEE-III CCPCSA (I3) project. The Management of the project will build on the experience gained throughout the first two phases of the EGEE programme (EGEE and EGEE-II Projects). The size of the consortium and its ambitious programme of work call for a highly effective and well-structured management structure, adapted to cover all administrative, financial and technical aspects. The programme has seen a constant increase in the number of partners, of involved countries, sites, users and collaborating projects over its lifetime.

The management structure has been designed to deal with the project management challenges and problems associated with a diverse collection of scientific and business partners. Our major focus is to ensure that the management of EGEE-III provides the continuous environment to deliver production level services to a large distributed set of users and at the same time, implement structural changes to prepare for the longer term sustainable operation.

As explained in section 2.3 below, in order to manage the large number of partners, the EGEE-III consortium will be structured in federations (13 in this project) clustering countries on a regional basis. In addition, the Joint Research Unit (JRU) instrument introduced in EGEE and EGEE-II is being expanded to all countries where recognised National Grid Initiatives do no yet exist, to prepare the ground for long term sustainability by promoting national standards.

The intricacies of the consortium relations will be governed by a detailed Consortium Agreement, drawn up with the assistance of the legal services of the coordinating partner in close collaboration with the participating institutes.
The overall management structure of the EGEE-III project is schematically presented in Figure below:

Figure : Management structure and reporting lines of the EGEE-III project
Detailed structure

The complexity of the tasks undertaken in EGEE-III, together with the broad range of activities and size of the consortium require a flexible and effective central management organisation. It will be empowered to lead and control the overall development of the activities and the provision of the planned services.

The project will be led by the Project Director, supported by the relevant administrative, financial and technical support team in the management activity NA1 (as described in section, who will report directly to and liaise with the European Commission. He will be assisted by a Technical Director who will also act as his deputy. The consortium will be represented by a Project Management Board (PMB), composed of one member per federation, which will meet quarterly with the Project Director and Technical Director, who report to this body. The chair of the PMB will be elected by its members. The PMB will also nominate individual members to work closely with one of the project activities described in section 1. These so-called “godparents” will ensure continuous dialogue between the strategic and executive planning.

The Management of the project will interact closely with the EGI_DS project management team (the EGEE-III Project Director has been appointed an observer seat on the EGI_DS project) to check the progress of the parallel goals and ensure carefully timed milestones are met to ensure the progress of the projects towards a sustainable model. These milestones, agreed with the EGI_DS management, are illustrated in Figure in section This interaction is paramount for the overall coherence of plans, both technical and strategic.

The Project Management will be advised by an External Advisory Committee (EAC), composed of internationally recognised experts in the Grid field, already active in EGEE and EGEE-II3, whose work proved invaluable in terms of an external perspective to prepare for important milestones such as the Periodic Project review. They will advise on the validity and relevance of the project plans in an international and worldwide Grid context.

The plans drawn up by the Project Management will be presented and discussed annually at the Project Conferences. The Project Conferences will also host meetings of the EAC, of the Collaboration Board (CB, composed of one representative per participating institute or JRU/NGI), and of the Administrative Federation Committee (AFC), set up to monitor the administrative aspects, and in particular the reporting process (which meets on a quarterly basis).

The technical and scientific management structure draws on the activities, managed individually as described in section 1, with an overall management structure to ensure the coherence of the project. This management structure permits ongoing monitoring of the progress of the project against the work plan, with effective problem detection and resolution processes in place. It will be composed as follows:

  1. The Quality Assurance coordinator will be responsible for ensuring that the agreed project quality criteria are applied to all aspects of the project.

  1. The head of the operations activity (SA1) will be responsible for continuously operating the EGEE production Grid infrastructure.

  1. The head of the user community support and expansion activity (NA4) will be responsible for guiding the application domains in their migration to the Grid infrastructure and ensure their requirements are met via the work of the Grid operations and middleware engineering activities.

  1. The managers of the middleware engineering (JRA1) and integration, testing, and certification (SA3) activities will be responsible for providing the gLite middleware distribution ready for deployment.

  1. The Security Coordination Group, composed of the leaders of the various security tasks of the project, will ensure a coherent security strategy and implementation throughout the project.

  1. The managers of the dissemination, outreach and communication (NA2), and user training and Induction (NA3) activities will ensure that the activity of the partners responsible for dissemination, education, training, consulting and outreach are progressing properly and are on track and in-line with the overall project plans and progress.

  1. The head of networking support activity (SA2) will be responsible for ensuring the provision of network facilities for the Grid infrastructure and overseeing the relations with the NRENs and GÉANT.

  1. The manager of the Policy and international cooperation activity (NA5) will coordinate the project’s contribution to standardisation and policy bodies as well as monitor interactions with other Grid infrastructures and projects around the world.

All activity managers and heads will be nominated by the Project Director and approved by the Project Management Board. They will be 100% dedicated to the project.

The management of the project will be coordinated via two boards, separating the technical management (Technical Management Board) and the overall coordination of the project (Activity Management Board). Both boards will report to the Project Director.
Activity Management Board (AMB)

The AMB will oversee the progress of the project with respect to the Description of Work and will meet weekly or every fortnight (in person or by telephone conference calls). It will ensure the daily administrative aspects of the management of the project (including reporting, deliverables and milestones monitoring, key event coordination, and relations with collaborating projects). Further, the AMB will coordinate and plan the country reviews with the QA coordinator to ensure the active contribution of all project participants.

The Project Director will chair and manage this board and the Technical Director will deputise the Project Director in this role. The AMB is composed of all the managers of the activities described in section 1, complemented by the Quality Assurance coordinator, as well as the head of the Collaborating Projects Liaison Office (NA5).

Issues not resolved in the AMB will be forwarded by the Project Director to the Project Management Board.

Technical Management Board (TMB)

The TMB will oversee the technical coordination of the project ensuring the project provides a production-level Grid infrastructure that meets the requirements of its various user groups. It builds on the success and experience of EGEE-II’s Technical Coordination Group (TCG), expanding in representation and tasks. The TMB will be chaired by the Technical Director and brings together the technical activities of the project. It is composed of:

  1. The operations manager (SA1);

  1. 2 or 3 site representatives with a background in different site characteristics;

  1. A security representative;

  1. The managers of the middleware (JRA1) and integration, testing, and certification (SA3) activities;

  1. The manager of the User Community support and expansion activity (NA4);

  1. Representatives of the strategic discipline clusters (NA4);

  1. The networking support manager (SA2).

Additional experts may be invited to the TMB based on the discussion topics.

Specifically, the TMB will:

  1. assess requirements from applications and operations;

  1. endorse and supervise the work plans for middleware engineering (JRA1), integration, testing, and certification (SA3), as well as strategic discipline clusters (NA4);

  1. determine the project’s policies for adoption of and contribution to standards;

  1. provide the technical oversight and strategy for the overall Grid operations.

Following the EGEE-II TCG model, the TMB will create short-lived working groups to resolve specific technical issues. These working groups will closely collaborate with other projects to ensure a common approach to the respective problems.

The TMB will liaise with the Resource Allocation Group (SA1) and the direct user support group (NA4) to ensure proper resource allocation to users and the availability of quality documentation. The TMB will meet weekly to every fortnight either in person or by phone. The TMB will regularly inform the AMB on its progress and plans to ensure a common understanding throughout the project. Technical issues encountered in the AMB will be forwarded to the TMB by the Technical Director for resolution there. Issues not resolved in the TMB or AMB will be escalated to the PMB for resolution via the Technical Director and Project Director.
Security Coordination

A Security Coordination Group (SCG) will coordinate the overall security aspects in EGEE which includes architecture, deployment, standardisation, auditing, and cross-project concertation. This task will be performed in close collaboration with other projects world-wide to ensure a common security approach which will eventually enable interoperability between different Grid infrastructures.

It is composed of the chairs of the Joint Security Policy Group (SA1), the EUGridPMA liaison person (SA1), the chair of the Grid Security Vulnerability Group (SA1), the chair of the Operational Security Coordination Group (SA1) and the chair of the Middleware Security Group (JRA1). The chair of the SCG will rotate among these persons.

The Security Coordination Group will focus on:

  1. Representing security in the TMB;

  1. Monitoring the collective project’s security status and produce the related reports;

  1. Organising the bi-annual EU security workshops, aiming at interoperability and interoperation with other EU projects;

  1. Representing the security aspects of the project in other international forums and initiate collaborations with projects not yet represented in the various security groups;

  1. Coordinating security auditing activities;

  1. Develop and use an Information Security Management System (ISMS) suitable for EGEE-III and beyond, following the work of ISO/IEC (Plan-Do-Check-Act) and NIST.

All Activity Meetings

On a quarterly basis the TMB and AMB will hold expanded meetings including all key technical project members and representatives of the major user communities. At these meetings the overall project status will be reviewed, potential changes in direction assessed, major events such as periodic EC reviews prepared, and activity plans endorsed. These meetings will coincide with major EGEE-III events such as the User Forum or the EGEE annual Conference.

Conflict resolution and escalation procedure

All Activities described in section 1 have defined a suitable management structure and quality assurance process which allows for early detection and resolution of issues within the activity. Issues that cannot be resolved within the activity will be forwarded to the TMB when of a technical nature, and to the AMB when identified as an administrative coordination issue. As described above, issues not resolvable within the TMB or the AMB will be forwarded to the PMB for resolution.

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