WP01

Work package 1: Project management

Summary of the activities

Work package 1 focuses on the management and coordination of the XR-Energy project to ensure smooth implementation and high quality results. Key activities within this package include regular meetings, monitoring and budget control, as well as dealing with any risks and challenges that may arise during the project.

Kick-off meeting

• Place of event: Berlin
• Date: September 2023
• Leading organization: Sustainum (SUS)
• Participating organizations: All partners (FLC, BZB, CF, M7, GWA)
• Expected results:
  • Clarification of the project objectives and requirements
  .
  • Presentation of the project team and definition of roles and responsibilities.
  • Explanation of the project strategy, plan, milestones and timelines.

Monthly video conferences

• Frequency: Monthly
• Participants: At least one responsible person from each partner organization
• Purpose: To continuously monitor the progress of the project, discuss interim results, make necessary decisions and address emerging issues
.

Transnational meetings

• First transnational meeting:
  • Venue: Zaragoza, Spain
  • Date: March 2024
  • Leading organization: FLC
  • Expected results:
    • Presentation and evaluation of the first results
    .
    • Identification and selection of at least five use cases for XR templates.
• Second transnational meeting:
  • Venue: Krefeld, Germany
  • Date: TBD
  • Leading organization: BZB
  • Expected results:
    • Evaluation of the developed XR prototypes
    .
    • Decision on the final XR templates for further optimization
    .

Continuous monitoring and evaluation

• Methods: Monthly video conferences, face-to-face transnational meetings and internal reviews by technical experts
.
• Tools: A cooperation platform for the exchange of documents and progress reports between all partners.

Budget control and time management

• Approach: Quarterly advance payment for project management activities, reimbursement of travel and activity costs after completion of work.
• Monitoring: Regular reviews during monthly meetings to ensure timely progress and adherence to budget.

Risk management

• Strategy: Proactive identification and discussion of potential risks during monthly meetings.
Contingency plan: redistribution of tasks between consortium members in the event of unexpected problems.

Accessibility and inclusion

• Digital focus: Emphasis on virtual meetings to increase participation and reduce CO2 emissions
• Inclusion measures: Use of digital tools to accommodate participants with mobility or sensory impairments.

By focusing on these structured activities, work package 1 ensures that the XR-Energy project maintains a clear direction, resources are managed effectively and objectives are achieved on time and within budget.