Alexandros Liazos, Vasilis Sourlas, Anna Antonakopoulou, Jason Sioutis and Angelos Amditis, ICCS

Overview

Deliverable D1.1 explains how ELABORATOR coordinates a consortium of 38 partners working across eight work packages and 12 European cities. It translates the Grant Agreement and Consortium Agreement into a practical management structure for day-to-day coordination, strategic decisions, reporting, communication and risk control. The plan clarifies who is responsible for each type of decision and how progress, resources and changes are managed. For readers involved in complex collaborative projects, it provides a useful example of how formal project obligations can be converted into clear working procedures.

Highlights

• Two levels of governance: Operational management is handled through the Project Coordinator and the Technical Management Team, while the General Assembly provides strategic oversight and approves major decisions. The External Expert Advisory Board provides non-binding advice on research, societal and industry relevance.

• Defined coordination roles: The plan sets out responsibilities for the Project Coordinator, Technical and Innovation Manager, Work Package Leaders, Risk and Quality Manager, Data Management and Protection Officer and Communication Manager.

• Project monitoring: The work plan brings together the 42-month schedule, work packages, deliverables, milestones and reporting obligations so that progress can be monitored against time, budget and expected quality.

• Management procedures: It covers project administration, contract management, change requests, progress reporting, conflict resolution, resource reporting, payments and meeting procedures.

• Risk management: ELABORATOR uses Failure Mode and Effects Analysis to identify risks, validate their relevance, define mitigation actions and maintain a risk register.

• Coordination tools: Shared document spaces, mailing lists, contact registers and formal communication channels support information exchange across the consortium.

Conclusion

D1.1 serves as the central operational reference for project coordination alongside the Grant Agreement and Consortium Agreement. Its practical contribution is organisational rather than city-specific: it creates the structures needed to keep work aligned, decisions traceable, risks visible and communication open throughout the project.