Project Phases and Work Packages
The proposed implementation roadmap for CLOSEYE consists on the implementation of three consecutive phases which include the set of activities necessary to achieve the goals of the Project:
CLOSEYE phases and key activities
The work breakdown structure envisaged for this Project is divided into a series of Work Packages that will be spread along the three phases of the Project.
Each Work Package will cover a specific area of the Project and it will provide outputs for another work package, receive inputs from another work package, or both, Each work package will be divided into a series of activities envisaged to cover partial objectives of each work package. These activities will be handled independently even if there will be synergies between activities inside the same work package, as they are all due to contribute to the final deliverables of such work package.
The different phases, and their associated Work Packages, are illustrated in the figure below:
CLOSEYE Work Breakdown Structure
This CLOSEYE proposal integrates a series of partners which are complementary in the geographical dimension, but with similar responsibilities as far as border surveillance is concerned in their respective Member States. Their involvement in EU initiatives and their active role in the definition of EUROSUR will nevertheless guarantee a coherent and homogeneous approach for the implementation of the proposed solutions.
The hierarchy presented in the figure below will, in any case, ensure fast decision making, smooth Project management and solid link with other Projects, initiatives and bodies of interest for the achievement of the Project objectives, while providing the necessary control and participation mechanisms.
CLOSEYE Management Structure
The Project Coordinator (Guardia Civil) is responsible for the coordination activities under the Grant Agreement with the European Commission (EC). The Coordinator liaises with the EC and the rest of the Consortium Members in relation to the Project, including the submission of the deliverables to the EC. In addition to its obligations under the Grant Agreement, the Coordinator receives, compiles and distributes to all beneficiaries the documents, the reports, statements of expenditure and minutes of meetings of all boards, as well as any other information received from contributors.
The Management Board (PMB) is the maximum level of representativeness in the Project and will be composed of representatives of all partners of the consortium, being chaired by the Project Coordinator. The mission of the Management Board will be that of informing all partners about the fulfillment of Project objectives, the work progress, the EC decisions, the administrative procedures, etc. The Management Board will also be the form in which all partners will contribute with their inputs and points of view to the overall development of the Project.
The MB will try to keep a geographical balance and accounts for partners that will be active throughout the whole duration of the Project.
The Management Board will be responsible for ensuring the good overall results of the Project. It will do so by providing the necessary relevant strategic guidelines and organizing the overall direction of the Project. The MB will therefore be responsible of the major decisions affecting the implementation and success of the Project.
The voting regime during PMB meetings is defined in the Consortium Agreement.
Common Validation Entity
The implementation of the different phases of Project Closeye foresees the so-called "Common Validation Entity"(Topic SEC-2012.3.1-2).
In accordance with the "Work Programme Cooperation 2012 - Theme 10 Security", the Common Validation Entity Constellation is an arrangement for joint validation where all the involved public authorities have commonly designated one legal entity to conduct the joint validation with a joint mandate and joint resources of all public validating authorities.
The CLOSEYE Contracting Board (CB) will be integrated by a representative of each Partner and by the Common Validation Entity (CVE).
The decision making process within the Contracting Board will be taken as a mandate for the CVE for the purpose of the Tendering Process and Awarding Contracting , including the definition of the technical tender specifications, the definition of the proposal evaluation criteria and the evaluation process itself.
The necessary mechanisms will be set up so that the relationship between the CB and the CVE regarding this contracting process is regulated according to jointly agreed rules. The CB, through a series of milestones, will approve the Tendering Process is running according to the scope of the CLOSEYE Project.
The voting regime during CB meetings is defined in the Consortium Agreement.
The Technical Committee (PTC) will be responsible for supervising the work program implementation, and for taking all decisions related to the Project operational management. It will be composed by representatives of the WPs leaders.
The voting regime during PTC meetings is defined in the Consortium Agreement.
The Project will ensure a direct and fluent communication channel with other bodies and initiatives. These communication channels will be articulated through the Project Coordinator or through the Technical Committee (Work Package Leaders), with a special link to be established through WP8 and the activities dedicated to the coordination with other bodies and initiatives.
The participation of Frontex is particularly relevant in this Project, as they play a major role in the management of external borders at EU level.
Frontex will be considered as an External Entity to the CLOSEYE Consortium according to the rules described in the Consortium Agreement. Frontex, following the terms described in the letter of intent attached to the ECGA, will participate in the Project activities under the following conditions:
- FRONTEX, as external entity, will be linked to the Project Management Board;
- FRONTEX will be entitled to participate in the Project meetings only with an advisory role;
- The participation of FRONTEX in the CLOSEYE Project will establish a non binding link between the Project experiments and the FRONTEX coordinated Joint Operations that take place in the areas of interest, namely Alboran Sea and Central Mediterranean region;
- The services acquired by the CLOSEYE Project shall be integrated in the deployment of FROTNEX coordinated Joint Operations in order to measure the performance levels of the solutions proposed by the Project in a realistic environment;
- The services acquired by the CLOSEYE Project through the competitive tender in phase 2 may make use of the resources deployed for the implementation of FRONTEX coordinated Joint Operations;
- Should this be possible, the Consortium Partners will be in a position to provide resources and make them available for the implementation of such Joint Operations, always within the limitation imposed by the budget assigned to the Project experiments.
Operational links with Frontex and other EU Agencies and bodies if required (e.g EMSA, CFCA, etc.) will also be a key issue that will be carefully managed by the consortium, as it will have an impact in the accomplishment of the Project objectives.