Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Terms & Definitions

 

Terms and Definitions are designed to assist in understanding the “language” of the company. Each definition is based on the expertise and understanding of the management.

For the purpose of this QMS the following Terms & Definitions apply, separated in groups:

  • General Terms & Definitions

3.1  GENERAL

 

  • Terms & Definitions related to roles

3.2 ADM - Administrator

3.3  CAO - Chief Adminstrative Officer

3.4  CEO - Chief Executive Officer (GENERAL)

3.5  CEO - Chief Executive Officer (EU-VRi)

3.6  CEO - Chief Executive Officer (R-Tech Geschäftsführer)

3.7  CEO - Chief Executive Officer (STZ/STI Leiter)

3.8  CFO - Chief Financial Officer

3.9  CIO - Chief IT Officer

3.10 Deputy CEO

3.11 EMP - Any Employee

3.12 LEAR - Legal Entity Appointed Representative

3.13 NEGM - Non-Executive General Manager

3.14 PM - Project Manager

3.15 PRES - EU-VRi President

3.16 QMG - Quality Manager

3.17 SUBC - Sub Contractor

  • Terms & Definitions related to projects

3.18 EB - Executive Board

3.19 EC - European Commission

3.20 CA - Consortium Agreement

3.21 DMG - Dissemination Manager

3.22 DoW - Description of Work

3.23 GA - Grant Agreement

3.24 GenA - General Assembly

3.25 IAB - International Advisory Board

3.26 PCO - Project Coordinator

3.27 SPL - Subproject Leader

3.28 TSL - Task Leader

3.29 TSM - Task Member

3.30 WPL - Workpackage Leader

  • Other Terms & Definitions

3.31 Abbreviations and Acronyms

3.32 EEIG (EWIV)

3.33 Figures - References to

3.34 Flowcharting Conventions

3.35 OU, OUs - Organizational Unit(s)

3.36 R-Tech/EU-VRi

3.37 SEs

3.38 STW

3.39 STW-Verwaltung

3.40 WALTER

BACK TO TOP

 
 
3.1 GENERAL
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Eduardo M. Schuch, 1/Sep/14

To provide unique and proper understanding of QMS documentation of R-Tech/EU-VRi, following terms are used with the meanings as defined in ISO 9000:2005

Term Definition
Conformity Fulfillment of a requirement
Continuous Improvement Recurring activity to increase the ability to fulfill requirements (synonym for Continual Improvement)
Correction Action to eliminate a detected nonconformity
Corrective Action Action to eliminate the cause of a detected nonconformity or other undesirable situation 
Customer Organization, company or person that receives a product 
Customer Satisfaction Customer’s perception of the degree to which the customer’s requirements have been fulfilled 
Efficiency Relationship between the result achieved and the resources used 
Effectiveness Extend to which planned activities are realized and planned results achieved
Inspection Conformity evaluation by observation and judgment accompanied as appropriate by measurement, testing or gauging
Measuring Equipment Measuring instrument, software, measurement standard, reference material or auxiliary apparatus or combination thereof necessary to realize a measurement process
Nonconformity Non-fulfillment of a requirement
Objective Evidence Data supporting the existence or verity of something
Preventive Action Action to eliminate the cause of a potential nonconformity or other undesirable potential situations
Process Set of interrelated or interacting activities which transforms inputs into outputs
Product Result of a process (Hardware, Processed Material, Service, Software)
Quality Management System Management system to direct and control an organization with regard to quality
Quality Assurance Part of quality management focused on providing confidence that quality requirements will be fulfilled
Quality Control Part of quality management focused on fulfilling quality requirements
Quality Improvement Part of Quality Management focused on increasing the ability to fulfill quality requirements
Quality Objective Something sought, or aimed for, related to quality
Quality Planning Part of quality management focused on setting quality objectives and specifying necessary operational processes and related resources to fulfill the quality objectives
Quality Policy Overall intentions and directions of an organization related to quality as formally expressed by top management
Record

Document stating results achieved or providing evidence of activities performed.  

NOTE 1 Records can be used, for example, to document traceability and to provide evidence of verification, preventive action and corrective action.

NOTE 2 Generally records need not be under revision control. 
Repair Action on a nonconforming product to make it acceptable for the intended use
Rework Action on a nonconforming product to make it conform to the requirements
Supplier Organization or person that provides a product
Top Management Person or group of people who directs and controls an organization at the highest level
Validation Confirmation through the objective evidence, that the requirements for a specific intended use or application have been fulfilled
Verification Confirmation, through the provision of objective evidence, that specified requirements for a specific intended use or application have been fulfilled

 Internal definitions of R-Tech/EU-VRi apply for the following terms:

Terms  Definition
Success Rate     The number of won tenders and contracts vs total numbers of won tenders and offers submitted 


 
   
 
 
3.2 ADM - Administrator
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Main duties and responsibilities:

  1. preparation of the supporting documents for financial accounting and financial statements
  2. preparation of travel expenses

  3. administrative support for personal management such as: preparation/collection of documents for contracts, keeping of vacation register

Responsible to: CFO, CEO

Manages / coordinates work of: her/his own work.

 

 

Administrator (formerly Project Financial Assistant)

Level 1

Assistant Administrator

Criteria

1 year work experience

Level 2

Administrator

Criteria

3 years of working experience, successful working record and recommendation for promotion by supervisor

Level 3

Senior Administrator

Criteria

5 years of working experience, successful working record and recommendation for promotion by supervisor

Description

Project administrators develop policies and procedures. They oversee activities of project managers and they collaborate with superiors to develop plans and evaluate progress.

Project administrators perform a more strategic role by establishing procedures, motivating subordinates, implementing process improvement projects and building relationships with stakeholders and sponsors. Project administrators also check for errors and manage risk so projects achieve their expected outcomes.

 

 
   
 
 
3.3 CAO - Chief Adminstrative Officer
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Main duties and responsibilities:

  1. Project administration (folders, numbers, reports, documentation,...)
  2. Project communication (to partners, to main contractor,...)
  3. Control of other inputs and if deemed needed and/or necessary updating of info at the websites.
  4. Other day-to-day operational duties

Responsible to: CEO, CIO, CFO

Manages / coordinates work of:other PMs

 

 
   
 
 
3.4 CEO - Chief Executive Officer (GENERAL)
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition:

 

The "CEO" in sense of this QMS is per default meant as the "CEO of the respective OU " In particular it means:

 


OU "Respective CEO" Responsible to:
1. STZ 592 Leiter STW - President
2. STI 889 Leiter SHB - President
3. STZ 1091 (closed 2011) Leiter STW - President
4. SU 1167 CEO EU-VRi President and EU-VRi Founding Members
5. SU 1190 Geschäftsführer Steinbeis R-Tech President and shareholders
6. R-Tech Group (Coordinator)
7. R-Tech and EU-VRi (Coordinator)

In special cases when the representation of the whole group is needed, the representation will be provided as per table above.

Responsible to: see table above

Manages / coordinates work of: All EMPs in the respective OU.

 
   
 
 
3.5 CEO - Chief Executive Officer (EU-VRi)
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Valeria Maraglino, 19/Oct/17

Definition :

Statutes (Articles of Association) of the European Virtual Institute for Integrated Risk Management (EU-VRi):

 

...(excerpt from the statutes)

 

Art. IV.4
General Responsibilities and Reporting of the CEO

a.The CEO runs the Grouping on a daily basis. He organizes and supervises the staffing and the operation of the “Secretariat”. The Secretariat's staffing, the duration of their appointment and the terms and conditions of their remuneration shall be approved by the “Executive Board.

b.The CEO performs her/his duties in agreement with the Executive Board and regularly reports to the Board and habitually to the President.

 

Art. IV.5
Powers of the CEO and non-executive Managers

a.The CEO carry out acts connected with the daily management of the Grouping, for example:

    • Sign day-to-day correspondence
    • Purchase, sell or rent goods
    • Issue invoices/receipts on behalf of the Grouping
    • Open bank accounts on behalf of the Grouping
    • Collect from the post office any correspondence and accept delivery of letters or packages addressed to the Grouping
    • Appoint and dismiss staff of the Grouping, determine their conditions, remuneration, salary, benefits, and all other conditions relating to their appointment or dismissal
    • Carry out all formalities for the registration of the Grouping with the German or the European authorities, for the updating of the Grouping's registration files and the filing of incorporation documents; the duties involve signing all documents and carrying out all formalities for the publication and registration of the Grouping with the appropriate Registers

b.The following acts of the CEO have to be countersigned by the President:

    • Purchase of goods or services, as well as the banking transactions, whose value is more than €25.000 per good or service item;
    • Loan agreements, whatever their nature or value;
    • Contracts between the Grouping and the European Commission or any regional, national or international body, public or private.

c.The particular duty of the “non-executive General Manager(s)” is to challenge the decisions of the CEO, and provide the second opinion when appropriate and/or requested by the Executive Board.

d.The Managers shall take acts and commitments on behalf of the Grouping only if such acts and commitments remain within the annual budget of the Grouping.

e.The work of the Managers may be remunerated in agreement with the Executive Board.

f.The CEO has the possibility of delegation according to Art. IV.4e in particular for the tasks mentioned in points a and b of this Article, except appointment and dismissing of staff.

g.The additional rights and duties of CEO are as follows:

    • Pay principal, interest and any sum the Grouping might owe
    • Cash and receive from the public administration, bank, company or person whatsoever, any sums or securities which may be due to the Grouping, as principal, interest etc, for any reason whatsoever

h.The CEO will regulate the rights related to the correspondence (use of the EU-VRi templates) and signature rights of the staff.

...(end of the excerpt)

 

Responsible to: the EU-VRi Founding members through the President and General Assembly of EU-VRi

 
   
 
 
3.6 CEO - Chief Executive Officer (R-Tech Geschäftsführer)
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition :

Gesellschaftsvertrag der Steinbeis Advanced Risk Technologies GmbH:

 

...(excerpt from the contract)

§ 10
Geschäftsführung

(1)Die Gesellschaft hat einen oder mehrere Geschäftsführer, die durch Gesellschafterbeschluss bestellt und abberufen werden.

(2)Die Geschäftsführer sind an die gesetzlichen Vorschriften, den Gesellschaftsvertrag, die Beschlüsse der Gesellschafterversammlung und deren Weisungen sowie an die Bestimmungen eines etwaigen Dienstvertrages gebunden.

(3)Sind mehrere Geschäftsführer vorhanden, so haben sie sich gegenseitig über alle Geschäftsvorfälle, die für die anderen Geschäftsführer von Bedeutung sein können, zu unterrichten sowie vor Durchführung aller wichtigeren Maßnahmen miteinander zu beraten.

(4)Widerspricht ein Geschäftsführer der Maßnahme eines anderen Geschäftsführers, so hat diese zunächst zu unterbleiben. Auf Antrag eines Geschäftsführers entscheidet, wenn mehr als zwei Geschäftsführer vorhanden sind, ein nach Köpfen zu berechnender Mehrheitsbeschluss sämtlicher Geschäftsführer. Sind nur zwei Geschäftsführer vorhanden oder kommt ein Mehrheitsbeschluss unter den Geschäftsführern nicht zustande, so entscheidet auf Antrag eines Geschäftsführers ein Gesellschafterbeschluss endgültig über die Durchführung der Maßnahme. Entsprechendes gilt bei sonstigen Meinungsverschiedenheiten unter den Geschäftsführern.

(5)Die Geschäftsführer können im gegenseitigen Einvernehmen eine Geschäftsordnung aufstellen und die Tätigkeitsgebiete unter sich aufteilen, ohne dass hierdurch ihre Verantwortung für den gesamten Geschäftsbetrieb beeinflusst wird. Durch Gesellschafterbeschluss kann jederzeit eine Geschäftsordnung erlassen und auch eine durch die Geschäftsführer aufgestellte Geschäftsordnung geändert werden.

(6)Alle über den gewöhnlichen Geschäftsbetrieb des Unternehmens hinausgehenden Maßnahmen darf ein Geschäftsführer nur aufgrund eines Gesellschafterbeschlusses vornehmen. Durch Gesellschafterbeschluss können die zustimmungspflichtigen Maßnahmen näher bestimmt werden.

...(end of the excerpt)


Responsible
to: the stakeholders (Steinbeis 24% and private investors 76%)

 
   
 
 
3.7 CEO - Chief Executive Officer (STZ/STI Leiter)
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition :

Contract for STZ Director
(Disclaimer: informative translation - German original has legal status)

...(excerpt from the contract)

 

§ 1
Subject Matter, Legal Position of the STZ-Director

(1) StC assigns the management of the STZ to the STZ-Director. The STZ-Director shall manage the STZ on his own responsibility in accordance with the following provisions. The STZ-Director shall carry out this assignment contractually specified in the following free of (non-specified) instructions. He shall also independently determine the scope of his assignment. The STZ-Director shall not be bound to specific working hours. All necessary fiscal registrations shall be effected by the STZ-Director himself and he shall fulfil all applicable duties on his own responsibility. The STZ-Director shall, as far as required, obtain an additional occupation approval prior to commencing his assignment.

...(end of the excerpt)

Responsible to: the Steinbeis GmbH & Co. KG

Manages: corresponding OU

 
   
 
 
3.8 CFO - Chief Financial Officer
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Main duties and responsibilities:

  1. financial planning and record-keeping
  2. financial reporting to higher management (CEO)
  3. inflow and outflow of cash
  4. creating reports about spending and balance the books
  5. providing of bookkeeping records/documents to Steinbeis Central Office (by the 10th of the following month)
  6. financial part of the offers and project proposals
  7. contracts
  8. personal management and paying employees

Responsible to: CEO

Manages / coordinates work of: ADM.

 
   
 
 
3.9 CIO - Chief IT Officer
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Main duties and responsibilities:

  1. Maintenance and development of IT and communication infrastructrure
  2. Supervision and architecture definition of IT projects
  3. Active role in IT development process
  4. QA in IT area

Responsible to: CEO

Manages / coordinates work of: IT related aspects of the OUs

 

 
   
 
 
3.10 Deputy CEO
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition

As defined under "CEO" and the respective addtional stipulations:

 

1190: Gesellschaftsvertrag der Steinbeis Advanced Risk Technologies GmbH:

 

...(excerpt from the contract)

 

§ 11
Vertretung

(1)Ist nur ein Geschäftsführer bestellt, so vertritt dieser die Gesellschaft alleine. Sind mehrere Geschäftsführer bestellt, so vertritt jeder Geschäftsführer die Gesellschaft in Gemeinschaft mit einem anderen Geschäftsführer oder einem Prokuristen.

(2)Durch Gesellschafterbeschluss kann einzelnen oder allen Geschäftsführern Einzelvertretungsbefugnis sowie Befreiung von den Beschränkungen des § 181 BGB erteilt werden.

 

...(end of the excerpt)

 
   
 
 
3.11 EMP - Any Employee
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Any employee having any kind of contract with any of the OUs of R-Tech/EU-VRi. To employees with a working record less than one year will be referred to as EMP.


 
   
 
 
3.12 LEAR - Legal Entity Appointed Representative
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition
The LEAR or Legal Entity Appointed Representative is a natural person appointed
by a legal signatory of a legal entity to perform on its behalf certain tasks in the
context of the legal entity's dealings with the Research DGs (RDGs) of the
Commission (DG RTD, DG INFSO, DG ENTR, and DG TREN).

Main duties and responsibilities

  • The LEAR provides the RDGs upon their request with up-to-date legal and financial data (including supporting documents) concerning the legal entity she/he represents. The LEAR enters the data through URF/PDM and the EC Central Validation Team (CVT) performs the validation after the data has been completed.
  • The LEAR engages his organisation to maintain and update regularly the legal and financial data held by the RDGs regarding his legal entity, thus enabling its use for contracting and other transactions between his legal entity and the RDGs.
  • The LEAR should regularly check the correctness of the available data in particular when he is aware of changes and of negotiations and other transactions ongoing.
  • The LEAR distributes the Participant Identification Code (PIC) to other employees in his legal entity who might need it in the context of dealings with the RDGs, for example for electronic submission of proposals or negotiation of grant agreements.

(http://cordis.europa.eu/fp7/pp-lear_en.html)

 
   
 
 
3.13 NEGM - Non-Executive General Manager
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition :

Statutes (Articles of Association) of the European Virtual Institute for Integrated Risk Management (EU-VRi):

 

...(excerpt from the statutes)

 

Art. III.2
The Executive Board

a.The members of Executive Board are:

    • ...
    • The "non-executive General Manager(s)" (Art. IV.3), one of them act as the deputy of the CEO in the time of her/his absence
    • ...

...

 

Art. IV.5
Powers of the CEO and non-executive Managers

a.The CEO carry out acts connected with the daily management of the Grouping, for example:

    • Sign day-to-day correspondence
    • Purchase, sell or rent goods
    • Issue invoices/receipts on behalf of the Grouping
    • Open bank accounts on behalf of the Grouping
    • Collect from the post office any correspondence and accept delivery of letters or packages addressed to the Grouping
    • Appoint and dismiss staff of the Grouping, determine their conditions, remuneration, salary, benefits, and all other conditions relating to their appointment or dismissal
    • Carry out all formalities for the registration of the Grouping with the German or the European authorities, for the updating of the Grouping's registration files and the filing of incorporation documents; the duties involve signing all documents and carrying out all formalities for the publication and registration of the Grouping with the appropriate Registers

b.The following acts of the CEO have to be countersigned by the President:

    • Purchase of goods or services, as well as the banking transactions, whose value is more than €25.000 per good or service item;
    • Loan agreements, whatever their nature or value;
    • Contracts between the Grouping and the European Commission or any regional, national or international body, public or private.

c.The particular duty of the “non-executive General Manager(s)” is to challenge the decisions of the CEO, and provide the second opinion when appropriate and/or requested by the Executive Board.

d.The Managers shall take acts and commitments on behalf of the Grouping only if such acts and commitments remain within the annual budget of the Grouping.

e.The work of the Managers may be remunerated in agreement with the Executive Board.

f.The CEO has the possibility of delegation according to Art. IV.4e in particular for the tasks mentioned in points a and b of this Article, except appointment and dismissing of staff.

g.The additional rights and duties of CEO are as follows:

    • Pay principal, interest and any sum the Grouping might owe
    • Cash and receive from the public administration, bank, company or person whatsoever, any sums or securities which may be due to the Grouping, as principal, interest etc, for any reason whatsoever

h.The CEO will regulate the rights related to the correspondence (use of the EU-VRi templates) and signature rights of the staff.

...(end of the excerpt)

 

Responsible to: the CEO, the EU-VRi Founding members through the President and General Assembly of EU-VRi

 
   
 
 
3.14 PM - Project Manager
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Main duties and responsibilities:

  1. Performing of the respective tasks and duties in the projects to which they are assigned.
  2. Leading simple activities and taking over the responsibilities as specified in the DoW.

Responsible to: CEO, PCO

Manages / coordinates work of: her/his own work.

 

 

Project Manager (formerly Project Engineer/Manager)

Level 1

Assistant Project Manager

Criteria

1 year work experience

Level 2

Project Manager

Criteria

3 years of working experience, successful working record and recommendation for promotion by supervisor

Level 3

Senior Project Manager

Criteria

5 years of working experience, successful working record and recommendation for promotion by supervisor

Description

A project manager is the person responsible for accomplishing the stated project objectives. Key project management responsibilities include creating clear and attainable project objectives, building the project requirements, and managing the constraints of the project management triangle, which are cost, time, scope, and quality.


 

 
   
 
 
3.15 PRES - EU-VRi President
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Main duties and responsibilities:

 

Statutes (Articles of Association) of the European Virtual Institute for Integrated Risk Management (EU-VRi):

 

...(excerpt from the statutes in English version)

 

Art. IV.5
Powers of the CEO and non-executive Managers


b.The following acts of the CEO have to be countersigned by the President:

    • Purchase of goods or services, as well as the banking transactions, whose value is more than €25.000 per good or service item;
    • Loan agreements, whatever their nature or value;
    • Contracts between the Grouping and the European Commission or any regional, national or international body, public or private.

...(end of the excerpt)

 


Responsible to: stakeholders (founding members)

Manages / coordinates work of: CEO

 
   
 
 
3.16 QMG - Quality Manager
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Nicolas Schmid, 9/Nov/16

Main duties and responsibilities:

  1. Issues and maintains QMS (ensuring that processes needed for the quality management system are established, implemented and maintained)
  2. Coordinates all QMS activities including the contacts to auditors.
  3. Advise management of R-Tech/EU-VRi on all QMS issues / reporting to top management on the performance of the quality management system and any need for improvement
  4. Ensure the promotion of awareness of customer requirements throughout the organization

Responsible to: CEO

Manages / coordinates work of: her/his own work.

CEO appoints the deputy QMG. 

 
   
 
 
3.17 SUBC - Sub Contractor
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Main duties and responsibilities:

Any party shall :

  • cause the relevant subcontractor to strictly comply with the obligation of this agreement including but limited to the confidentiality obligations as defined in section 10,
  • pay the consideration for the activities rendered to it by the relevant subcontractor, clearly stating in the agreement entered into with such subcontractor that the latter shall be paid exclusively by the party without any further right on the community financial contribution which shall be granted solely to the parties of this agreement.
  • clearly provide in the agreements with such subcontractors that the consideration agreed upon for the activities rendered by such subcontractor will fully cover the transfer to the relevant party of the property of any results of their activities (in terms of IPR, to obtain patterns, copyrights…), being furthermore agreed that such subcontractors shall not have any right on the foreground and/or on the background.

Responsible to: PCO

Manages / coordinates work of: n/a

 
   
 
 
3.18 EB - Executive Board
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition

The Executive Board is the supervision body for the execution of the project which shall report to and be accountable to the General Assembly (GenA).


Main duties and responsibilities

  • The Executive Board is responsible for the smooth execution of the project.
  • Regular Meetings, at least quarterly during active phase

Responsible to: GenA

Manages / coordinates work of: PCO, SPL, WPL, TSL, TSM
 
   
 
 
3.19 EC - European Commission
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition

The European Commission (formally the Commission of the European Communities) is the executive branch of the European Union. The term "Commission" can mean either the 27 Commissioners themselves (known as the College of Commissioners), or the larger institution that also includes the administrative body of about 25,000 European civil servants who are split into departments called Directorates-General and Services. The internal working languages are English, French and German. The Commissioners and their immediate teams are based in the Berlaymont building of Brussels.


Main duties and responsibilities

The body is responsible for proposing legislation, implementing decisions, upholding the Union's treaties and the general day-to-day running of the Union. The Commission operates in the method of cabinet government, with 27 Commissioners. There is one Commissioner per member state, though Commissioners are bound to represent the interests of the EU as a whole rather than their home state. One of the 27 is the Commission President appointed by the European Council. The Council then appoints the other 26 Commissioners in agreement with the nominated President, and then the 27 Commissioners as a single body are subject to a vote of approval by the European Parliament.


Responsible to: n/a


Manages / coordinates work of: n/a

 
   
 
 
3.20 CA - Consortium Agreement
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

The purpose of a Consortium Agreement is to specify with respect to the project the relationship among the parties, in particular concerning the organisation of the work between the parties, the management of the project and the rights and obligations of the parties concerning inter alia liability, access rights and dispute resolution.

See example of Consortium Agreement for iNTeg-Risk: http://www.integrisk.eu-vri.eu/filedown.aspx?file=1103

 
   
 
 
3.21 DMG - Dissemination Manager
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Nicolas Schmid, 9/Nov/16

Definititon

The Dissemination Manager is responsible for all dissemination activities in EU projects.

 

Main duties and responsibilities

 

The DMG, in accordance with the Project Coordinator (PCO), is responsible for review and approval of requests for dissemination activities submitted by partners of the project. 

 

Responsible to:  PCO and EB.

Manages / coordinates work of: n/a


 
   
 
 
3.22 DoW - Description of Work
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

The Description of Work is usually part/Annex of the Grant Agreement (GA) the baseline of each project (its main reference point) where the project's structure and the work to be done is described. Usually the DoW will be updated during the project work.


See example of DoW for iNTeg-Risk project: http://www.integrisk.eu-vri.eu/filedown.aspx?file=994
 
   
 
 
3.23 GA - Grant Agreement
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

The Grant Agreement (GA) regulates the relation between the European Commission (EC) and the Consortium of a project. It is drafted by the European Commission and defines rights and obligations of the Consortium towards the EC.

See example of Grant Agreement for iNTeg-Risk: http://www.integrisk.eu-vri.eu/filedown.aspx?file=1191

 
   
 
 
3.24 GenA - General Assembly
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definitions and Responsibilities

General Assembly is defined for different entities as indicated in the table below.

 

Entity Definition/Responsibilities Reference
EU Projects (e.g. FP7 Project iNTeg-Risk)
  • The General Assembly is the ultimate decsion-making body of a project Consortium.
  • The GenA is responsible for
    • follow-up of project progress.
    • Decision-making by voting of members.
    • Regular meetings, at least once a year.
see details in CA of FP7 Project iNTeg-Risk under http://www.integrisk.eu-vri.eu/filedown.aspx?file=1103
EU-VRi EEIG
  • The General Assembly is composed of all the Members. The General Assembly is validly constituted if the quorum 50% plus one of the Members is reached.
  • Each Member is represented either by its legal representative or by “proxy”. The “proxy” shall hold a written power signed by the legal representative and be able to prove her/his identity to the “President”.
  • The General Assembly surveys all the matter connected to the Grouping's activities and suggests the way to achieve the objectives of the Grouping. The suggestions of the General Assembly are not binding.
see details in Statutes of EU-VRi EEIG under http://eu-vri.eu/filedown.aspx?file=1412

Responsible to: n/a

Manages / coordinates work of: EB , PCO
 
   
 
 
3.25 IAB - International Advisory Board
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition

The International Advisory Board will consist of specialists and practitioners from industry and research community to comment and disseminate project progress/results. The IAB feedback will be obtained through brainstorming sessions and surveys through focus interview and/or questionnaires.


Main duties and responsibilities

  • The IAB will meet with the PCO at least once a year throughout the project duration.
  • Provide knowledge, existing data and experience on current and near term developments
  • Provide knowledge, existing data and experience on risk approach with emphasis on impact on quality at interface.
  • Provide guidance in the definition of proposed programs to ensure future applicability and maximum benefit to the industry.
  • Peer review progress and technical reports and provide technical advice/direction as required.
  • Attend technical and project reviews to provide comment and technical direction.


Responsible to:  PCO

Manages / coordinates work of: n/a

 
   
 
 
3.26 PCO - Project Coordinator
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition

The coordinator is a beneficiary in his own right, but with additional duties. In short the coordinator is the contact point between the consortium and the Commission. The coordinator received payments from the Commission and distributes them to the beneficiaries. The coordinator submits the periodic reports and requests for amendments.

Main duties and responsibilities

The coordinator's role is defined in details in Article II.2 of the grant agreement:

1. All the beneficiaries together form the consortium, whether or not they enter into a separate written
    consortium agreement. Beneficiaries are represented towards the Commission by the coordinator,
    who shall be the intermediary for any communication between the Commission and any beneficiary,
    with the exceptions foreseen in this grant agreement.

2. The Community financial contribution to the project shall be paid to the coordinator who receives it
    on behalf of the beneficiaries. The payment of the Community financial contribution to the coordinator
    discharges the Commission from its obligation on payments.

3. The coordinator shall:

    a) administer the Community financial contribution regarding its allocation between beneficiaries and
        activities, in accordance with this grant agreement and the decisions taken by the consortium. The

        coordinator shall ensure that all the appropriate payments are made to the other beneficiaries

        without unjustified delay;


    b) keep the records and financial accounts making it possible to determine at any time what portion of
        the Community financial contribution has been paid to each beneficiary for the purposes of the
        project

    c) inform the Commission of the distribution of the Community financial contribution and the date of
        transfers to the beneficiaries, when required by this grant agreement or by the Commission;

    d) review the reports to verify consistency with the project tasks before transmitting them to the
        Commission;

    e) monitor the compliance by beneficiaries with their obligations under this grant agreement.

Responsible to: EC and GenA

Manages / coordinates work of: SPL, WPL, TSL, TSM and PM 

 
   
 
 
3.27 SPL - Subproject Leader
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Valeria Maraglino, 19/Oct/17

Definition
The Subproject Leader of each Subproject is appointed by the General Assembly (Consortium Agreement § 6.3.3.3)

Main duties and responsibilities

 

  • communicating any plans, deliverables, documents and information connected with the Sub Project between its Members and, if relevant, to the Executive Board or other Sub-Project leaders,
  • submitting the implementation plan of the of the Sub Project to the Executive Board for review and proposing an update of the Consortium Plan.
  • coordinating on a day to day basis the progress of the technical work under the Sub Project
  • following up the decisions made by Consortium Bodies insofar as they affect the Sub Project
  • advising the Coordinator of any discrepancy with the Consortium Plan, including any delay in delivery.


Responsible to:  PCO and GenA
Manages / coordinates work of: WPL, TSL and TSM

 
   
 
 
3.28 TSL - Task Leader
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Valeria Maraglino, 19/Oct/17

Definition

Task Leader of each project task is appointed by the company in charge of the respective task in the project.


Main duties and responsibilities

The TSL is responsible for the quality of the work and results of a specific task. His duty is also to regularly report as defined for the given project.

Responsible to:  PCO, SPL, WPL

Manages / coordinates work of:  TSM

 
   
 
 
3.29 TSM - Task Member
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Definition

A Task Member is working (together with others) on a specific task in a project.


Main duties and responsibilities

A Task Member is responsible for the work and work results he/she has committed him/herself to deliver.


Responsible to: PCO, SPL, WPL, TSL
Manages / coordinates work of: n/a

 

 
   
 
 
3.30 WPL - Workpackage Leader
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Valeria Maraglino, 19/Oct/17

Definition

Workpackage leader of each Workpackage is appointed by the company in charge of the respective Work Package in the project.

 

Main duties and responsibilities

The WPL is responsible for the quality of the work and results of a specific workpackage. His duty is also to regularly report as defined for the given project.

 

Responsible to:  PCO, SPL

Manages / coordinates work of: TSL, TSM


 
   
 
 
3.31 Abbreviations and Acronyms
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Abbreviation Meaning Comment
cd calendar day  
R-Tech/EU-VRi Steinbeis Advanced Risk Technologies Group and EU-VRi  
wd working day  

 

 
   
 
 
3.32 EEIG (EWIV)
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

European Economic Interest Grouping (EEIG)

 

A European Economic Interest Grouping (EEIG) is a type of legal entity created on 1985-07-25 under European Community (EC) Council Regulation 2137/85. An EEIG must have at least two members from different Member States. The purpose of a European Economic Interest Grouping is to facilitate or develop the economic activities of its members by a pooling of resources, activities or skills.

 
   
 
 
3.33 Figures - References to
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

Figures in procedures are always numbered sequentially starting from 1 (e.g. "Figure 1"). When referenced in other procedures the figure number shall include the procedure/QMS-document code (e.g. "Figure 1 - PROC-SW").

 
   
 
 
3.34 Flowcharting Conventions
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Katarzyna Tetlak, 14/May/17





Use of lower/upper case in the Flowchart:
  1. "Sentence case" as default ("This is a sentence case....")
  2. "Upper case" for:

- terms from QMS definitions list

(http://www.risk-technologies.com/home.aspx?lan=230&tab=156&itm=565&pag=553#bl911)

- proper names



 
   
 
 
3.35 OU, OUs - Organizational Unit(s)
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Nicolas Schmid, 9/Nov/16


The OU of R-Tech/EU-VRi in the sense of QM area.

 


1.


STZ 592






Steinbeis Transfer Center Advanced Risk Technologies (R-Tech)


HRA 12480



 


 






www.steinbeis.de


 



 


 






 


 



2.


STI 889






Steinbeis Transfer Institute Advanced Risk Technologies


HRB 69231



 










www.steinbeis-hochschule.de









 


 






 


 



3.


STZ 1091






EU-VRi Management Office (closed 2011)


HRA 12480



 


 






n.a.


 



 


 






 


 



4.


SU 1167






EU-VRi European Virtual Institute for Integrated Risk Management (EWIV)


HRA 720579



 


 






www.eu-vri.eu


 



 


 






 


 



5.


SU 1190






Steinbeis Advanced Risk Technologies GmH


HRB 725454



 


 






www.risk-technologies.com


 


 

As shown in the organizational chart in http://risk-technologies.com/filedown.aspx?file=1875

 
   
 
 
3.36 R-Tech/EU-VRi
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Valeria Maraglino, 19/Oct/17

R-Tech/EU-VRi is the short for describing the combination of "Steinbeis Advanced Risk Technologies Group" and "European Virtual Institute for Integrated Risk Management".
 
   
 
 
3.37 SEs
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Nicolas Schmid, 9/Nov/16

The Steinbeis Enterprises (SEs) are the elements/backbone of Steinbeis transfer network. Depending on the specialist discipline and the focus of work, these SEs employ experts in either legally dependent Steinbeis Transfer Centers, Steinbeis Research and Innovation Centers, Steinbeis Consulting Centers, Steinbeis Transfer Institutes or companies of an independent legal nature. The Network also includes Enterprises operating under franchising arrangements or minority shareholdings. In 2012, 918 Enterprises joined the Steinbeis Network.
 
   
 
 
3.38 STW
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

The Steinbeis-Stiftung für Wirtschaftsförderung (StW – “Steinbeis Foundation for Economic Development“) acts as an umbrella organization of the Steinbeis network. The non-profit foundation and its subsidiary the  Steinbeis GmbH & Co. KG für Technologietransfer (StC), responsible for all commercial activities related to knowledge and technology transfer. The two institutions underpin the entire organization and are both headquartered in Stuttgart, South-West Germany.



Centers based at Steinbeis Forschungs- und Entwicklungszentren GmbH (Steinbeis Research and Development Centers) are specialized in market and transfer-orientated contractual and developmental research, as well as research on behalf of the network. Centers falling under Steinbeis Beratungszentren GmbH (Steinbeis Consulting Centers) act as professional advisors in the field of management consulting, expert evaluations and training. The Steinbeis University Berlin encompasses a variety of Transfer Institutes offering tangible knowledge and technology transfer via training and degree programs. Steinbeis Beteiligungs-Holding GmbH oversees Steinbeis majority holdings and several company equity holdings.

 
   
 
 
3.39 STW-Verwaltung
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

STW Verwaltung (STW Zentrale)

 

The STW Verwaltung has two main organizational parts which play for R-Tech a big role. The two parts are Personnel Management and Financial Management.

Personnel management is responsible for the preparation of contracts and the transfers of wages.

Financial Management is responsible for the postings of our Accounts department with associated information (Bankbuch, Kassenbuch, RA- Protokoll).

 

For further information about the STW Verwaltung/Zentrale, R-Tech can use the STW Infodienst.

 
   
 
 
3.40 WALTER
 
 
Last Approval by: Aleksandar S. Jovanovic, 19/Jan/19
Last Update by: Negar Naghashzadeh, 6/Oct/15

WALTER - The Financial management and accounting IT system of R-Tech/EU-VRi is web-based

              software for the planning, bookkeeping, financial project management and personal management.

See How to access the WALTER.