LIFE+ Environment Policy and Governance LIFE CONOPS: Development & demonstration of management plans against -the climate change enhancedinvasive mosquitoes in S. Europe LIFE12 ENV/GR/000466 Quality Assurance – Quality Control Reporting Manual September 2013 The LIFE CONOPS project “Development & demonstration of management plans against - the climate change enhanced - invasive mosquitoes in S. Europe” (LIFE12 ENV/GR/000466) is co-funded by the EU Environmental Funding Programme LIFE+ Environment Policy and Governance. Implementation period: 1.7.2013 until 31.12.2017 Project budget: Total budget: 2,989,314 € EU financial contribution: 1,480,656 € LIFE CONOPS’ Participating Beneficiaries: Benaki Phytopathological Institute Agricultural University of Athens Azienda Sanitaria Locale Cesena Azienda Unità Sanitaria Locale Ravenna Centro Agricoltura Ambiente “G.NICOLI” S.R.L. NCSR Demokritos ONEX S.A. Regione Emilia-Romagna Public Health Service TERRA NOVA Environmental Engineering Consultancy Ltd. Urban Environment and Human Resources Institute of Panteion University The LIFE CONOPS’ QA/QC Committee consists of the following representatives of the project beneficiaries: 1. Machera Kyriaki BENAKI PHYTOPATHOLOGICAL INSTITUTE BPI 2. Serko Haroutounian AGRICULTURAL UNIVERSITY OF ATHENS AUA 3. Rafaella Sotiropoulou NCSR DEMOKRITOS DEMOKRITOS 4. Ioannis Spanos TERRA NOVA Environmental Engineering Consultancy Ltd. TERRA NOVA 5. Clive Richardson URBAN ENVIRONMENT & HUMAN RESOURCES INSTITUTE UEHR 6. Nickolaos Bossinas ONEX S.A. ONEX 7. Romeo Bellini CENTRO AGRICOLTURA AMBIENTE “G.NICOLI” S.R.L. CAA 8. Andrea Mattivi REGIONE EMILIA-ROMAGNA PUBLIC HEALTH SERVICE PH E-R 9. Davide Bianchi AZIENDA SANITARIA LOCALE CESENA AUS Cesena 10. Sara Giovannini AZIENDA UNITA SANITARIA LOCALE RAVENNA AUS Ravenna The present QA/QC Reporting Manual was developed by: TERRA NOVA Environmental Engineering Consultancy Ltd. 39 Kaisareias str., 115 27 Athens, Greece Tel.: +30 210 7775597 Website: www.terranova.gr TERRA NOVA’s scientific team that developed the QA/QC Reporting Manual consists of: - Ioannis Spanos, Chemical Engineer MSc. Andreas Sotiropoulos, Environmental Scientist, MSc. Oceanography Manual’s Preface The successful implementation of a project requires significant effort to monitor and control its various activities in order to ensure the optimum performance and homogeneity of the methods and actions applied. Towards this direction, the development and application of a Quality Assurance / Quality Control (QA/QC) system is required. The operation of a QA/QC system will provide early warning in cases of deviations of the designed project’s performance so as the necessary corrective measures to be promptly applied. The present Manual provides the guidelines for the conduction of the QA/QC Reports that will cover the whole duration of LIFE CONOPS’ implementation, monitoring its progress. Each QA/QC Report consists of the following 2 parts: The Management Part, which will examine the following parameters: milestones achievement deliverables completion consistency with the reporting schedule consistency with the implementation timetable performed expenditures and consistency with the approved budget’s cost breakdown The Technical Part, which will examine the performance of the project’s implementation according to its targets. Every 9 months during the entire LIFE CONOPS’ implementation period, the QA/QC Committee will conduct a QA/QC Report based on the present Reporting Manual and will deliver it to the Management Committees of the project to be informed and to decide, if required, correction or improvement actions. A. Management Part Milestones I nstruction: The consistency of the Milestones accomplished during LIFE CONOPS’ implementation until the date of the QA/QC Report, with the Milestones set by LIFE CONOPS’ approved Proposal for the same period, will be checked by filling in the green cells of the following table. No. Description of Approved Milestones Associated Action Approved Accomplished? Accomplishment Deadline (Yes/No) Date 1 CONOPS’s kick-off meeting E1 31/07/2013 2 Development of 4 alternative logos D1 31/08/2013 3 CONOPS’s website launching D2 30/09/2013 4 Carbon Footprint Monitoring Manual development E5 30/09/2013 5 Development of the QA/QC Manual E2 30/09/2013 6 Environmental/ climatic data collection for Greece and Italy A2 30/09/2013 7 Establishment of ovitrap networks in selected areas A1 30/09/2013 D1 30/09/2013 A2 31/12/2013 E3 31/12/2013 8 9 10 Finalization of CONOPS’s logo Completion of Spatial risk databases for the establishment of IMS in Greece and Italy Detection of other relevant EU projects 11 Organisation of stakeholder workshop in Greece D3 31/12/2013 12 Organisation of stakeholder workshop in Italy D3 31/12/2013 13 System specifications and architecture definition B1 31/12/2013 B3 31/01/2014 A3 31/03/2014 A3 31/03/2014 A2 31/03/2014 E1 31/03/2014 E5 31/03/2014 E2 31/03/2014 B4 31/03/2014 14 15 16 17 18 19 20 21 Production of 18 Essential Oils derived from citrus fruits Collection of data of the private (households)impacts and costs caused by the ‘IMS problem’ Collection of data of the public impacts and costs caused by the “IMS problem” Collection of land uses data of high risk regions in Greece and Italy Compilation of Inception Report st Compilation of the 1 Carbon Footprint Report Compilation of the 1st QA/QC Report Completion of Spatial risk databases for the establishment of IMS in Greece and Italy Comments 22 Establishment of communication E3 31/03/2014 23 Forecasting of future climatic conditions B4 31/03/2014 B1 31/03/2014 B3 30/06/2014 A1 30/06/2014 A2 30/06/2014 B1 30/06/2014 D3 30/06/2014 D3 30/06/2014 B3 31/07/2014 B3 30/09/2014 D4 30/09/2014 B2 30/09/2014 B2 30/09/2014 B2 30/09/2014 B1 30/09/2014 E5 31/12/2014 E2 31/12/2014 B5 31/12/2014 C1 31/12/2014 C1 31/12/2014 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 Integrated prototype development Chemical composition and bioactivity data for the 18 EOs derived from citrus fruits Collecting man-biting adult IMS with human bait method (assembled data for monitoring and virus status) Completion of spatial databases of suitable places/ areas for the pilot monitoring of IMS in Greece and Italy Development of the NMS system for the prototype IMS monitoring devices Production of informative Leaflets Production of informative Posters Production of 36 EOs derived from Juniperus taxa Chemical composition and bioactivity data for the 36 EOs derived from Juniperus taxa Design of Boards informative content Field installation of prototype IMS monitoring devices (for Pilot Monitoring) Operation initiation of prototype IMS monitoring devices (for Pilot Monitoring) Operation of the prototype NMS of the IMS monitoring devices Test and evaluation on the operational performance of the entire system Compilation of the 2nd Carbon Footprint Report nd Compilation of the 2 QA/QC Report Involvement of the major stakeholders for the design of IMS management plans Performance test initiation regarding the prototype IMS monitoring devices Performance test initiation regarding the trap NMS prototype Large amount of Juniperus taxa EO produced and certified B3 31/03/2015 44 Large amount of citrus fruit EO produced and certified B3 31/03/2015 45 Organisation of Mid-Term Conference in Greece D3 31/03/2015 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 Collection and analysis of the current situation concerning the control actions for the control of mosquitoes in Pilot areas Reproduction and installation of Boards B6 30/06/2015 D4 30/06/2015 E1 30/09/2015 rd E5 30/09/2015 rd E2 30/09/2015 B6 30/09/2015 C2 31/12/2015 C2 31/12/2015 C2 31/03/2016 C3 30/06/2016 E5 30/06/2016 E2 30/06/2016 B6 30/09/2016 E1 31/12/2016 D3 31/12/2016 D3 31/12/2016 C3 30/03/2017 C3 31/03/2017 Compilation of Mid-term Report Compilation of the 3 Carbon Footprint Report Compilation of the 3 QA/QC Report Implementation of management plans in the pilot areas in summer 2015 Collection of environmental/ micro-climatic of the pilot implementation areas of management plans in Greece and Italy Spatial mapping of the characteristics of the pilot implementation areas of management plans in Greece and Italy 1st Report of the assessment of the environmental impacts from the pilot implementation of the management plans 1st set of interviews for public authorities, officials and experts, concerning the public benefits and costs initiated by the management plans Compilation of the 4th Carbon Footprint Report Compilation of the 4th QA/QC Report Implementation of management plans in the pilot areas in summer 2016 Compilation of Progress Report Organisation of Final Conference in Greece Organisation of Final Conference in Italy Creation of database including results from structured interview for public authorities, officials and experts 2nd set of interviews for public authorities, officials and experts, concerning the public benefits and costs initiated by the management plans Compilation of the 5th Carbon Footprint Report E5 31/03/2017 65 Compilation of the 5th QA/QC Report E2 31/03/2017 66 Creation of database including structured survey’s results C3 30/06/2017 67 68 69 70 71 72 73 74 Project’s DVD production Creation of integrated report with the socioeconomic evaluation of the management plans Finalization of the Environmental Impact Assessment of the management plans Implementation of management plans in the pilot areas in summer 2017 Completion of CONOPS’s Layman’s Report compilation Upload of CONOPS’s Layman’s Report 1st version on CONOPS’s website Compilation of Audit Report th Compilation of the 6 QA/QC Report th D3 30/06/2017 C3 30/09/2017 C2 30/09/2017 B6 30/09/2017 D5 30/11/2017 D5 30/11/2017 E6 31/12/2017 E2 31/12/2017 75 Compilation of the Final (6 ) Carbon Footprint Report E5 31/12/2017 76 Continuous update and maintenance D2 31/12/2017 E4 31/12/2017 D5 31/12/2017 E3 31/12/2017 E1 31/03/2018 77 78 79 80 Design of the After-LIFE Communication Plan Finalization of CONOPS’s Layman’s Report and upload on the website Maintenance of networking Compilation of Final Report Deliverables I nstruction: The consistency of the Deliverables produced during LIFE CONOPS’ implementation until the date of the QA/QC Report, with the Deliverables set by LIFE CONOPS’ approved Proposal for the same period, will be checked by filling in the green cells of the following table. No. Description of Approved Deliverables Associated Action Approved Deadline 1 CONOPS logo D1 30/09/2013 2 CONOPS’s website designed, developed and launched D2 30/09/2013 3 QA/QC Manual E2 30/09/2013 4 Carbon Footprint Monitoring Manual E5 30/09/2013 5 Spatial risk database for the establishment of IMS in Greece A2 31/12/2013 6 Spatial risk database for the establishment of IMS in Italy A2 31/12/2013 B1 31/12/2013 B1 31/12/2013 D3 31/12/2013 10 Stakeholder workshop in Italy D3 31/12/2013 11 List and data of other relevant EU projects E3 31/12/2013 A3 31/03/2014 A3 31/03/2014 B1 31/03/2014 15 Integrated prototype IMS monitoring device(demonstrator) B1 31/03/2014 16 Inception Report E1 31/03/2014 17 1st QA/QC Report E2 31/03/2014 18 Contact data list of persons involved in relevant efforts E3 31/03/2014 7 8 9 Report on the detailed functional specifications of the prototype IMS monitoring device and its sub-systems (including performance criteria) Report on the technology state-of-the-art and the feasibility of the prototype IMS monitoring device and its sub-systems Stakeholder workshop in Greece Report of the private (households) impacts and costs caused 12 by the ‘IMS problem’ Report of the public impacts and costs caused by the “IMS 13 problem” Detailed description of the prototype IMS monitoring device 14 architecture (specification of the various sensor node H/W & S/W sub-systems, their interfaces and interdependencies) Implemented? (Yes/No) Completion Date Comments 19 1st Carbon Footprint Report E5 31/03/2014 A1 30/06/2014 A1 30/06/2014 A1 30/06/2014 A2 30/06/2014 A2 30/06/2014 B1 30/06/2014 B1 30/06/2014 B3 30/06/2014 28 Climate Evolution Report B4 30/06/2014 Spatial risk database for future establishment of IMS in 29 Greece B4 30/06/2014 30 Spatial risk database for future establishment of IMS in Italy B4 30/06/2014 31 Informative Leaflets D3 30/06/2014 32 Informative Posters D3 30/06/2014 B1 30/09/2014 B1 30/09/2014 B2 30/09/2014 B3 30/09/2014 D4 30/09/2014 D4 30/09/2014 B3 31/10/2014 20 21 22 23 24 Database with the Dengue and Chikungunya virus status in adult females of IMS in Greece and Italy Database with the resistance status of the IMS in Greece and Italy Report of the current state of the problem targeted in Greece and Italy Spatial database of suitable places/ areas for the pilot monitoring of IMS in Greece Spatial database of suitable places/ areas for the pilot monitoring of IMS in Italy 25 NMS prototype (including S/W and H/W) Test and Validation Report regarding the prototype IMS 26 monitoring device demonstrator Technical report with the characteristics(yield, composition, 27 mosquito biocide-repellant activities) of 18 EOs derived from citrus fruits 33 Detailed description of the NMS architecture of the prototype IMS monitoring device and its subsystems 34 Test and Validation Report regarding the NMS prototype Report on the Prototype IMS monitoring devices developed in 35 terms of Pilot Monitoring Technical report with the characteristics(yield, composition, 36 mosquito biocide-repellant activities) of 36 EOs derived from two Juniperus taxa Notice boards installed at the areas where Pilot monitoring 37 will be performed 38 Production of project’s notice boards 39 Technical report for the selection of the most suitable (yieldbioactivity-price) EOs for use in pilot experiments 40 Report on the NMS prototype developed in terms of Pilot Monitoring B2 31/12/2014 41 2nd QA/QC Report E2 31/12/2014 42 2nd Carbon Footprint Report E5 31/12/2014 B2 31/03/2015 B2 31/03/2015 B2 31/03/2015 B3 31/03/2015 B3 31/03/2015 B5 31/03/2015 B6 30/06/2015 D4 30/06/2015 43 44 45 46 47 Database with the Dengue and Chikungunya virus status in adult females IMS in pilot areas (1st Report) Database with the collected IMS along with their seasonal abundance in pilot areas (1st Report) Database with the oviposition activity of female IMS in pilot areas (1st Report) Technical report for the pilot-scale production of the selected Juniperus taxa EO Technical report for the pilot-scale production of the selected citrus fruit EO 48 Management plans for IMS control List of management actions for the control of IMS, in the 49 pilot areas according to the proposed management plans Notice boards installed at the areas where Pilot 50 implementation of management plans will be performed 51 Mid-term Report E1 30/09/2015 rd E2 30/09/2015 rd E5 30/09/2015 B6 31/12/2015 C2 31/12/2015 C2 31/12/2015 D3 31/12/2015 B2 31/03/2016 B2 31/03/2016 B2 31/03/2016 52 3 QA/QC Report 53 3 Carbon Footprint Report Report on plan activities for 2015 according to the designed management plans Database of environmental and micro-climatic data of the 55 pilot implementation areas of management plans in Greece and Italy Spatial mapping of the characteristics of the pilot 56 implementation areas of management plans in Greece and Italy 54 57 Mid-Term workshop in Greece Database with the Dengue and Chikungunya virus status in 58 adult females IMS in pilot areas (2nd Report) Database with the collected IMS along with their seasonal 59 abundance in pilot areas (2nd Report) Database with the oviposition activity of female IMS in pilot 60 areas (2nd Report) 61 1st Report of the Assessment of the environmental impacts from the pilot implementation of the management plans C2 31/03/2016 62 4th QA/QC Report E2 30/06/2016 63 4th Carbon Footprint Report E5 30/06/2016 Report on plan activities for 2016 according to the designed 64 management plans B6 31/12/2016 65 Final Conference in Greece D3 31/12/2016 66 Final Conference in Italy D3 31/12/2016 67 Presentations in workshops and conferences D3 31/12/2016 68 Published articles, press releases, interviews D3 31/12/2016 69 Progress Report E1 31/12/2016 C3 30/03/2017 E2 31/03/2017 72 5 Carbon Footprint Report E5 31/03/2017 73 A Database including structured survey’s results C3 30/06/2017 74 Project’s DVD production D3 30/06/2017 B6 30/09/2017 B6 30/09/2017 C1 30/09/2017 C1 30/09/2017 79 Report for mosquito and mosquito-borne disease surveillance C1 30/09/2017 80 Report for mosquito control C1 30/09/2017 C2 30/09/2017 C3 30/09/2017 D5 30/11/2017 70 A Database including results from structured interview for public authorities, officials and experts 71 5th QA/QC Report th 75 76 77 78 Final Report on plan activities for the period 2015-2017 according to the designed management plans Report on plan activities for 2017 according to the designed management plans Performance Test and Validation Report regarding the prototype IMS monitoring device in terms of the Pilot implementations Performance Test and Validation Report regarding the trap NMS prototype in the Pilot implementations Final Report of the Assessment of the environmental impacts 81 of the management plans Integrated report with the socioeconomic evaluation of the 82 management plans 83 1st version of CONOPS’s Layman’s Report Database with the Dengue and Chikungunya virus status in adult females IMS in pilot areas (final report) Database with the collected IMS along with their seasonal 85 abundance in pilot areas (final report) Database with the oviposition activity of female IMS in pilot 86 areas (final report) 84 B2 31/12/2017 B2 31/12/2017 B2 31/12/2017 87 Final report of integrated management plans to control IMS B7 31/12/2017 88 Final version of CONOPS’s Layman’s Report D5 31/12/2017 E2 31/12/2017 E3 31/12/2017 E4 31/12/2017 92 6 (Final) Carbon Footprint Report E5 31/12/2017 93 Independent Auditor’s Report E6 31/12/2017 94 Final Report E1 31/03/2018 th 89 6 QA/QC Report 90 Report on networking with other relevant EU projects and its results 91 After-LIFE Communication Plan th Reporting Schedule I nstruction: The consistency of the LIFE CONOPS’ implementation progress reporting until the date of the QA/QC Report, with the reporting schedule set by LIFE CONOPS’ approved Proposal for the same period, will be checked by filling in the green cells of the following table. No. Type of Report Submission Deadline 31/03/2014 1 Inception Report 2 Mid-term Report (with payment request) 30/09/2015 3 Progress Report 31/12/2016 4 Final Report (with payment request) 31/03/2018 Submitted? (Yes/No) Submission Date Comments Project’s implementation consistency with the approved Timetable I nstruction: LIFE CONOPS’ implementation consistency with the approved Timetable until the date of the QA/QC Report, is illustrated by drawing the Actual progress of LIFE CONOPS until this date into the approved Timetable. Action No A1 A2 A3 B1 B2 B3 B4 B5 B6 B7 C1 C2 C3 D1 D2 D3 D4 D5 E1 E2 E3 E4 E5 E6 III Legend 1 Approved progress: Actual progress: Reporting Date: 2013 IV I II 2014 III IV I II 2015 III IV I II 2016 III IV I II 2017 III IV Legend 2 Action No A1 A2 A3 B1 B2 B3 B4 B5 B6 B7 C1 C2 C3 D1 D2 D3 D4 D5 E1 E2 E3 E4 E5 E6 Name of Action Current state of the problem targeted Analysis of climatic & environmental parameters influencing the invasive mosquitoes introduction & establishment Socio-economic impacts of the problem targeted Design and development of the prototype IMS monitoring (surveillance) devices Pilot implementation of the surveillance plan Development and production of biodegradable substances to control invasive mosquitoes Future climatic and environmental data projection Design of management plans to control IMS Pilot implementation of management plans to control IMS Development of integrated management plans to control IMS Monitoring of the performance of the pilot implementations Assessment of the environmental impacts of the management plans Assessment of the socio-economic impacts of the management plans Creation of project’s logo Development, launching and maintenance of project’s website Dissemination of project’s progress and results Development of project’s notice boards Development of Layman’s Report Project management by BPI Monitoring of project progress Networking activities with other relevant EU projects Development of project’s After-LIFE Communication Plan Monitoring of project’s Carbon footprint Audit of project’s financials Consistency of project’s expenditures with the approved Cost Breakdown I nstructions: The evaluation of the consistency of the expenditures performed during the implementation of the LIFE CONOPS project until the date of the QA/QC Report will be performed based on the approved Proposal’s Cost Breakdown (Financial Form R2 - Costs per Action). In the following “Summarised LIFE CONOPS’ implementation expenditures cost” Table the grey cells present the approved budget per expenditure category, while the green ones present the so far status. LIFE CONOP’s Coordinator ten days before the end of each nine month reporting period will send to all Beneficiaries the “QA-QC - Expenditures per Beneficiary” excel file in order to be filled-in. Important notes for all Beneficiaries for the use of the above excel file: (a) The costs which are filled-in are the Total Costs and not the Eligible Costs. (b) The budget figures do not include Overheads, which are calculated on a flat rate basis (7%) of the eligible costs. The result is presented in a separate cell for the total of the expenditures of all Actions. (c) Fill-in the costs of the expenditures performed by your organisation since the beginning of the project's implementation until the QA/QC Reporting date. The Coordinator after receiving the filled-in excel files from all Beneficiaries, transfers the data in the “QA-QC Expenditures Summary” excel file. The data resulting from summing-up the Beneficiaries’ data are then imported into the following “Summarised LIFE CONOPS’ implementation expenditures cost” Table. Summarised LIFE CONOPS’ implementation expenditures cost Budget line Personnel Action No A1 A2 A3 B1 B2 B3 B4 B5 B6 B7 C1 C2 C3 D1 D2 D3 D4 D5 E1 E2 E3 E4 E5 E6 Approved 60.310,00 45.200,00 102.890,00 91.060,00 108.030,00 62.430,00 88.600,00 99.125,00 446.540,00 84.355,00 99.230,00 27.800,00 114.140,00 2.050,00 16.700,00 74.050,00 3.550,00 10.625,00 206.720,00 46.610,00 39.565,00 1.100,00 32.390,00 7.625,00 Total Cost per budget line 1.870.695,00 So far Travel Approved So far External Assistance Approved So far Equipment Approved So far Prototype Approved So far Consumables Approved 15.000,00 So far Other Costs Approved 6.000,00 7.560,00 2.000,00 28.000,00 3.000,00 5.000,00 25.500,00 32.100,00 1.500,00 7.000,00 2.000,00 90.170,00 40.000,00 2.500,00 22.110,00 13.720,00 4.000,00 2.000,00 108.440,00 4.550,00 274.000,00 25.000,00 104.521,00 200,00 3.000,00 10.000,00 41.500,00 2.350,00 17.300,00 12.700,00 4.200,00 8.000,00 374.371,00 62.500,00 56.000,00 274.000,00 127.850,00 30.200,00 So far Total Cost per Action Approved So far 81.310,00 52.760,00 104.890,00 398.060,00 251.970,00 101.080,00 90.100,00 124.125,00 579.210,00 84.355,00 123.340,00 41.520,00 118.340,00 5.050,00 26.700,00 235.121,00 3.550,00 10.625,00 228.220,00 46.610,00 39.565,00 1.100,00 32.390,00 15.625,00 2.795.616,00 Overheads 193.698,00 Total 2.989.314,00 B. Technical Part I nstructions: The evaluation of the implementation of the Technical part of the LIFE CONOPS project until the date of the current QA/QC Report, will be performed according to the methodologies and specifications which are set at the “Description and methods employed” section presented under each individual Action in the approved Proposal of the project. Comments, suggestions, proposed actions and corrective measures must be presented, where it is required, towards the improvement and optimisation of the performance of each individual Action and consequently of the whole project in total.
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