Transcript Dia 1

MIMIC kick-off meeting
September 5-6, 2011
Restaurant Pääposti, Helsinki
Agenda of the kick-off meeting
Monday, September 5
Coffee & tea
Specifying the agenda of the kickoff meeting
Administrative matters
General project presentation
WP presentations: WP1 – WP5
WP presentations continue
Coffee & tea
WP presentations and closer plans for each WP
Evening programme & dinner
Agenda of the kick-off meeting
Tuesday, September 6
Coffee & tea
Continuing the plans for each WP
Continuing the plans for each WP
Coffee & tea
Next meeting
Closing words & conclusions
Minimizing risks of maritime oil transport by holistic
safety strategies
– Security is still relevant part of the project!
• Funding: Central Baltic INTERREG IVA programme
• Duration 1.5.2011 – 31.12.2013 (32 months)
• Official project plan = Approved Application Form
• Official budget = Annex 6 of the Application Form
• Subsidy Contract signed on 16 June, 2011
• Partnership Agreement ready to signing procedure
• copy of partnership agreement should be included in the first
payment claim (by the end of December)
• After signing, contact person sends ASAP the agreement to
next Partner accorging to cover letter
• Contact person/Address!
First Steering Group meeting
• On October/November in Helsinki
• On the agenda:
– Tasks and functions of Steering Group and the Legal status of Lead
Partner/project partners
– Subsidy contract
– Approved project application and project plan
– Responsibilities of the project partners (Partnership Agreement) and introducing
of the Lead Partner’s personnel
– Financial rules of the Central Baltic Interreg IV A Programme 2007-2013 and
national rules/specifications applicable to the project
– Reporting schedule/milestones and the First Level Control arrangements as well
as information on the Second Level Control procedures
Steering group
Steering group members:
– Kotka Maritime Research Association: Executive Manager, Jouni Lappalainen /
Executive Manager, Terhi Lindholm
– Finnish Environment Institute: Senior Inspector, Heli Haapasaari
– Ministry of the Environment, Estonia: Head of marine Environment Department,
Sulev Nömmann
– The Swedish Coast Guard: Bernt Stedt
– Baltic Sea research network (under the Finnish board of sectoral research and its
security subcommittee) Contact person: Senior Inspector, Tommi Arola, Finnish
Transport Agency
Other persons in the network:
Terhi Ylitalo, Ministry of Defense
Veli-Pekka Heinonen, Finnish Navy
Markku Halonen, Border and Coast Guard Academy
Minna Jokela, Border and Coast Guard Academy
Harri Pulsa, Finnish Transport Safety Agency
Pauli Pullinen, Ministry of Transport and Communication
Steering group
– Centres for Economic Development, Transport and the Environment: Contact
person: Teija Nokka
– City of Kotka: Deputy Mayor Hannu Tuittu / Contact Manager Matti Erävala
– Cursor Oy, Kotka-Hamina Regional Development Company: Director, Expertise
and Resources; Petri Tolmunen
– Contact person of Central Baltic Interreg IV A Programme 2007-2013:
Programme Manager, Liina Tuulik
– project personnel are invited to the meetings as experts
– 5-6 meetings during the project
– Obligatory, ’traditional’ meetings:
• opening meeting
• mid-term meeting where Interim Report is accepted
• final meeting where Final Report is accepted
Financial issues
• The eligibility rules of the Central Baltic INTERREG IV A Programme
2007-2013 as described in the Programme Manual (version 5.0 or
later version)
• National First Level Control (FLC) guidelines
• All external services and major purchases should be tendered
• All documentation to be archived until 31.12.2025
Financial issues
• Guidance and practical information about reporting will
be forwarded to you after the kick-off meeting
– List of reporting forms and obligatory annexes
– First reporting period – some extra annexes
• Please note: During the first calendar year the project
is allowed to underspend up to 40% of its annual
budget. During the second or later calendar years the
project is allowed to underspend up to 20% of its annual
– Otherwise milestone budgets are indicative
– IF underspeding, how the budget cut will be divided between the
Reporting timetable
Reports and payment claims to the secretary within
4 months after the end of each milestone
partners preferably submit their Partner Payment Claims to Lead Partner within
1-2 months – exact timetable tbc
Lead Partner makes the payments to other partners within two weeks after the
costs have been certified and EU funding has been paid to its account
Reporting deadline
Milestone 1
1.5.2011 - 31.8.2011
Milestone 2
1.9.2011 - 31.12.2011
Milestone 3
1.1.2012 - 30.4.2012
Milestone 4
1.5.2012 - 31.8.2012
Milestone 5
1.9.2012 - 31.12.2012
Milestone 6
1.1.2013 - 30.4.2013
Milestone 7
1.5.2013 - 31.8.2013
Milestone 8
1.9.2013 - 31.12.2013
Reporting issues
• Budget changes
• Major changes allowed only twice during the project
• Minor changes (change between the budget lines or work
packages under 10% of the total project budget) can be
negotiated with JTS contact person
• Budget changes between project partners always need approval
of the Managing Authority and revised Subsidy Contract
Obligatory programme logos
• All materials produced by the project!
• Specific rules in the Communication Guide
• Meeting documents
• Agenda
• List of participants (WITH SIGNATURES)
• Minutes
Schematic presentation of MIMIC project
Minimizing risks of maritime oil transport by holistic safety strategies
WP1: Management, coordination and information activities
WP2: Development of traffic flows
2.1 Oil cargoes: present situation and scenarios
2.2 Ship particulars
2.3 Crew competencies
2.4 Enhanced/integrated AIS interface
WP3: Identification and assessment of security-related
3.1 Maritime oil transport security – state of the art
3.2 Identification of threats
3.3 Security control options
WP4: Assessment of environmental and economic risks by the
integrative model
4.1 Future accident scenarios
4.2 Assessment of overall impacts on the ecosystem
4.3. Development of operational interactive decision
analysis/support application (SmartResponse Web)
4.3 Assessment of the overall safety management in society
WP5: Creating effective measures and maximum interest to prevent accidents and to decrease the
impacts of accidents
5.1 Analysis and improvement of policy instruments
5.2 Cost-effective improvement of safety management
5.3 Linking security and safety
5.4 Dissemination of the results and recommendations for the society
MIMIC – description from the application
In order to effectively compare the elements of safety management system
and different management options, a detailed view about the current
state of the system is needed. In addition, risk assessment based on
realistic traffic growth scenarios, accident probabilities and their likely
consequences are essential to evaluate the options.
The objective is to study and compare the effect of different
management actions to avoid accidents, giving insight to the costeffectiveness of these measures. Based on the modeling work, the most
effective measures will be identified, and possible new recommendations
will be presented.
One of the new and specific aims of the project is to view the problem both
form the point of private companies and society and to try to find ways how
society can influence the private activities in most effective way to
decrease the risks.
A totally new element is to link the safety and security issues, where
the same actions can support both interests, and same methodology can be
used to assess the risks.
The main deliverables are a) Integrative Probabilistic Model for comparing
the management actions, and b) SmartResponse Web application for
decision analysis and support.
MIMIC – description from the application
• Authorities responsible for maritime traffic safety and
oil spill contingency planning in Finland, Estonia and
Sweden are participating in the project activities as
experts and advisors.
• As the key stakeholders they are invited to participate to
the project events and meetings. They are also the key
end-users of the information provided by the project.
MIMIC – description from the application
information activities
• web pages for stakeholders and general public, containing
information about the objectives, work packages, results, events and
publications of the project
• promotional material (brochures, posters, flyers) and active
distribution of these
• publications and articles to specialists as well as general public
• participation in publicity events and presenting the project to wide
audience in seminars and lecture series
• co-operation and communication between other ongoing projects in
the field of maritime safety, security and oil spill risks
• organizing meetings, workshops and seminars for stakeholders,
authorities, scientists and general public.
• the latest results and findings are distributed via press conferences
and press releases. For communication between the project
partners, a project management system will be created in order to
distribute ideas, documents, manuscripts etc.
Additional conditions for the project
• Suggestions for the Finnish state co-financing:
– co-operation with Russian stakeholders
– adoption of existing information from previous projects dealing
with maritime safety and oil spill contincengy planning
– close co-operation with running projects in the same field
– co-operation with authorities responsible for maritime safety
and oil spill contingency planning.
• Conditions set by the programme secretary:
– The project is recommended to disseminate the project results
to relevant institutions and organizations in Latvia.
– Maritime Administration of Latvia, any contacts?
WP1 responsibilities
• Project management, coordination and information activities
• Planned results: succesful implementation with widespread publicity
and visibility of the project within the target groups and the media.
• All partners contribute to the succesful project management. All
partners produce content to the information and communication
• Main responsibility: KMRA
• Lead Partner responsibilites
• Contact point between other partners and the JTS
• Organizing Steering Group meetings
• Practical arrangements of workshops, seminars etc.
• Media connections
• Travel costs for key stakeholders
WP1 information activities
Communication plan to be submitted together with the first payment claim
Project logo
web pages
– in English
– short presentations in Finnish, Swedish and Estonian (also Russian?)
– photos & logo & text
– Finnish, Swedish, Estonian, English versions – Russian?
– for project personnel
– contains all relevant project documentation
– also for steering group members and relevant stakeholders
Press release about the project start:
– In Finland, Estonia and Sweden
– Together with the first Steering Group meeting?
Scientific article about the project plan?
Kotka Maritime Research Association
Heikinkatu 7
48100 Kotka
Project manager: Piia Nygren,
[email protected]
Financial manager: Jaana Korjus,
[email protected]