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Task 6.2 Work and information flow

General Task 
in progress 
Start date 
End date 



A kick-off meeting (month 1), two project progress meetings (end ofthe 1st and 2nd year) and a final meeting (end of 3rd year) are scheduled to be held at IMBG premises in Crete, in which the progress made is reviewed and measures are taken to remedy problems that may appear. Responsible officials of the Commission will be invited to attend these meetings.

The minutes of these meetings will be included in the progress and final reports of the project. PMB meetings are scheduled on a six-month basis. The Co takes care of the organisation of the project and the PMB meetings. Results are presented in the form of minutes. If appropriate, joint PMB-BEA meetings by means of video conferences may be held, if necessary. Extra PMB meetings can be held on special occasions, such as crisis management.

The Co develops and brings the Activity Monitoring Protocol (AMP) to the first PMB meeting for approval. This protocol summarizes all activities, deliverables and responsible scientists on a timetable and after its approval by the PMB it is sent to BEA for comments and recommendations. The PMB modifies the AMP, according to the suggestions made by BEA and adopts it as the main managerial tool to be used over the entire life of the project. AMP is subject to modification from the PMB to ensure best performance of the project’s activities and the timely submission of the deliverables. The SB will meet annually (or more if needed) and will provide guidance, assessment and advice to IMBG for future (sustainable) developments in RTD.

To ensure that the main stakeholders, users, and the public at large will continue to benefit from the results of the project and from the sustainability of the project’s activities an after-MARBIGEN plan will be developed. This will only be secured through the maintenance of the scientific excellence of the institute, the sustainability of its links with world-class research and academic establishments and through the continuous update and maintenance of its information services, after the end of the project. For this reason, the first commitment is to maintain the web page and all the information and facilities included in there after the end of the project. The foreseen activities suggested by the MARBIGEN-after plan will be guided by a strategic plan on the funding potentialities through various funding agencies (including international, EU and national ones).

Calls for proposals will be considered as to their relevance to the purposes of this project, as well as interest expressed by private companies to use of the institute’s facilities and electronic infrastructure. When appropriate, a direct contact with the people (officers) responsible for these calls will be arranged and the results of the discussions will be reported (follow-up reports) to the PMB. A plan with the follow-up strategy is due by the end of the project. This MARBIGEN-after plan will be harmonised with the major biodiversity projects and initiatives such as LIFEWATCH, the Encyclopedia of Life and the Global Biodiversity Information Facility and will be directly linked to the core project and business plan of the institute. It will be submitted along with the Final Report and will also be available on the website of the project. Audit reports will be delivered at each reporting period (months 24 and 42) along with the cost statements to the commission authorities to maximize managerial transparency.



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