LUCOEX / Work Package 1

Coordination and integration

Task 1.1 Coordination of management meetings

SKB acts as project Coordinator (WP6) and calls up the meeting of the first Steering Committee (SC) (M1.1) after the LUCOEX launch for formalizing the LUCOEX organization and plans for the future meetings, together with the Steering Committee, regarding Project Progress Meetings (PPM) and Steering Committee Meetings (SCM), which typically will be held at the same occasions at a frequency of about one meeting per 9 months. (M1.8, M1.14, M1.17, M1.22, M1.28).

The permanent goals for the PPMs will be to assess the status of the project by aid of e.g. the list of indicators and indicators criteria, scrutinize plans, coordinate future activities and provide basis for issues to formally decided on by the SCM (M1.7, M1.13, M1.18, M1.21, M1.27 and D1.6, D1.8, D1.10, D1.12, D1.20).

A technical Expert Group consisting of four “internal” and four “external” experts, appointed by the Steering Committee, will be given the mission to serve the project with reviews, cross-WP examinations and advices related to technical plans, achievements and dissemination activities. The group will at least meet and discuss findings and advices at the occasions when Expert Group Reports are to be prepared. Three reports are planned to be produced in conjunction with the periodic reporting (D1.7, D1.11, D1.14).The Expert Group will also be active in quality assurance of technical and scientific contents of major project reports like the Final WP Reports and the Final Project Technical Report.

Each WP Leader is responsible for the integrated planning and collaborate execution of work within her/his WP.

Task 1.2 Integrated planning

The LUCOEX demonstration activities will during all phases of development share information so that planning, execution and outcome analysis are consistence and compatible between the addressed repository concepts. The basis for all activities will be the “Description of Work” of the “Grant Agreement”, which in a supplemented form including among other things QA/QC procedures, administrative procedures, terms of reference and templates for reporting (in the first place EC format when applicable) will be termed “Project Plan” (M1.2 and D1.1). The Project Plan will regularly be up-dated so it describes the actual situation if changes in plans and procedures are needed.

Before finalising the planning of a given Task the WP Leader of that specific Task will in due time inform the other WP Leaders and the project co-ordinator of the prime content of the work. The coordinator then initiates and administrates proper cross examine and agreement on shared data to start up the Task, as well as other inter-WP and inter-participant arrangements to be addressed. The general platform for interactive coordination of plans will be the Project Progress Meetings. The outcome of Task planning will be addressed in Project Progress Meeting minutes (D1.6, D1.8, D1.10, D1.12, and D1.20) and described in Periodic Reports (D6.4, D6.7, D6.8,).

Task 1.3 Risk assessment

A project´s risk exposure is repeatedly assessed by identification and characterisation of risks followed by evaluation of probability, judgement of possible consequence and calculation of the risk for costs, time-delay and performance respectively. The highest risks are addressed in the first place by searching for ways of reducing the risk or removing the chance for the risk to occur at all. The remaining risks with a high enough number are specially observed as long as they remain high.The risk assessment structure will be outlined at an early stage (M1.3 and D1.2). The set of risks, which in a general way covers “common” risks in the project, will be detailed using the structure with respect to LUCOEX´s special situation and addressed with respect to preventive actions.

Task 1.4 Communication Action Plan

The project will communicate information about the project, its progress and results to the scientific community as well as to the general public. The master plan on how this will be performed, when and by whom, will be presented in the Communication Action Plan (M1.6 and D1.5), which will be developed in this WP1 and implemented by WP6.

Task 1.5 Networking and dissemination of results

Subtask 1.5.1 Mid-term workshop in conjunction with the international meeting on “Clay in natural and engineered barriers for radioactive waste confinement” This meeting on “Clay in natural and engineered barriers for radioactive waste confinement” is one in a set of regularly repeated events on the topic of clay in natural and engineered barriers, which is expected to attract many participants from Europe and worldwide. Presentations are foreseen to be made at the international meeting on LUCOEX topics that comply with the theme of the meeting.

A specific LUCOEX workshop is planned to be organised during a day before or after this meeting addressing the specific LUCOEX topics. The event will be planned by the project Coordinator with assistance from the WP Leaders and primarily raise current status and current technical issues on the participants’ agendas. The announcement will be made at about the same time the clay meeting makes its announcement (M1.9). PowerPoint presentations as well as possible papers and posters presented will be published on the public part of the Web site and summary reporting will be made in the next periodic report (M1.15 and D1.9, D6.7).

Subtask 1.5.2 Large workshop in conjunction with Project Progress Meeting The meeting at approximately 45 months after start of LUCOEX project (final meeting) will be combined with a larger workshop comprising one-two days of presentations and discussions. It will be organised by the co-ordinator in cooperation with the WP leaders, and take place at one of the locations of the demonstrations projects. It has the dual purpose of exchanging information among the participants and their core of professional network and to disseminate information on results to a broad public of technically trained persons, stakeholders, decision makers and interested members of the public.

An organisation will be appointed by the SC having the task to plan the programme and to propose persons for different functions prior to and under the workshop, which will be announced (M1.18) with call for abstracts and a set of requirements on quality of papers and PowerPoint presentations for oral presentation and of posters for presentation in special poster session. The intention is to attract abstracts on both technical and societal themes. The workshop will be documented in proceedings with papers, PowerPoint presentations and posters with adequate introductory and ending texts (D1.13). Reports from specially appointed reporters will be included. The publication will be made public in electronic form and submitted to the public part of the Web site.

Task 1.6 Training programmes and training activities

The preparation activities address selection of topics and forums for carrying through the training. Each event is planned together with interested organisation after announcing the event and efforts made to encourage post-docs or students from Universities in the European Union and Switzerland to take part. The training programme (M1.4 and D1.3) will address at least two 2-week training events one about mid-term and one at the end of the project. Post-doc and students are further encouraged to express interest in the LUCOEX project and look for matching opportunities for on-site training.

Task 1.7 Scholarships

The LUCOEX project will in total budget for 20 scholarships that are made available for students, post-doc and engineers in European Union Member States and Switzerland. They will each be announced in a suitable way and coupled to conditions specified for each scholarship and to a set of criteria for ranking applicants. The conditions will cover different topics from short presentation on how the information obtained will be disseminated “at home” to mission of writing and publishing monograph on a specified topic. Criteria for ranking will at least cover skill, further dissemination of obtained results and further development of obtained knowledge. 2-week training events

LUCOEX will sponsor travel and living costs for 4 persons, preferably 2 persons per event (M1.10, M1.19).

On-site training: LUCOEX will sponsor travel and living costs during two weeks for 4 persons, preferably 1 person at each demonstration facility (M1.20).

Participation in mid-term and large workshops: LUCOEX will sponsor travel and living costs for participation of 4 persons, preferably 2 persons per workshop event (M1.11, M1.23).

Participation in WP-specific workshops: LUCOEX will sponsor travel and living costs for participation of 8 persons, preferably 2 persons per WP (M1.24).

Task 1.8 Planning of programme on secondment of staff

Opportunities for staff secondment will be provided and the programme (M1.5 and D1.4) will be based on the matching of interest from the Participants to send and host staff. This plan will be implemented by each WP on demonstration work, and is budgeted (a total of 12 person-months) and described in specific tasks under each relevant WP.

Task 1.9 European added value

The LUCOEX project addresses a few of the existing concepts in countries within the European Union and Switzerland. The other existing concepts are planned to be described in terms of characteristic features with special focus on those features that have a connection to what is studied in the LUCOEX project and that may have a potential benefit from the knowledge developed in LUCOEX.

Country-specific concepts need to be addressed in collaboration with respective national organisation, and invitations will be issued and work approach agreed before respective concept is summarized (M1.12).

Highlights of LUCOEX´s features, technical advances and progress in demonstration activities will regularly be compiled and analysed by the participants, i.e. at each PMM. At suitable times, when interesting materials are available, the LUCOEX project will invite other European Union organisations to seminars to discuss, the technical progress in LUCOEX and the possible benefits the latest results may have to other European concepts, how the results could be utilized and what demonstration needs that remain (M1.25 and D1.15).

The Coordinator will organise these events assisted by representatives from respective WP. Two such events are foreseen to take place, but will be dependent on interest from invited organisations representing other concepts. Planning of work is part of the integrated planning (Task 1.1) including the compilation of terms of reference.

Task 1.10 Final reporting of WP1

This task addresses the compilation of all WP1 results in a final WP report (D1.21).

Task 1.11 Summarising and reporting of LUCOEX results

Each WP will provide conclusions from the results obtained in the demonstration, networking and dissemination activities. These will be summarized regularly e.g. when reporting is due to the Commission, when deliverables on completed activities are ready or when specific events take place like national/international seminars or conferences.

The results are planned to cover:

  • Special emphasis is put on collaborative analysis of acquired knowledge on concepts in hard clay and crystalline rock respectively.
  • Networking and dissemination results, which address statistics in the form of number of meetings and/or events, and number of participants. It also summarizes feedback and lessons learnt from and during activities.

The outcome is planned to be utilized in the continued activities of networking and communication. Each WP is expected to produce results which are of interest to share with world-wide experts in order to foster an international dialogue and to expose finding and conclusions to in-official reviews and inofficial comments. Each WP leader will address this issue by proposing suitable means of publication of results in professional journals, as oral or poster presentations at seminars or conferences. The aim is to publish one paper per Work Package (D1.16, D1.17, D1.18, D1.19,).

Eventually each WP set of conclusions is submitted to the Coordinator for introduction in the Final Project Technical Report (M1.29 and D1.22).

  • Localization: Sweden
  • Facility SKB main office
  • WP-manager: Jan Gugala